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Administrator Guide
Last Updated: 2025-01-24
Add Payroll Input for Workers

Add Payroll Input for Workers

Security:
Worker Data: Payroll (Payroll Input)
 domain in the Core Payroll functional area.
You can add payroll inputs to modify data used in an individual worker's payroll calculation. You can either:
  • Completely override existing pay component values.
  • Adjust an existing value by increasing or decreasing it.
You can create payroll inputs that either:
  • Reoccur in every pay period.
  • Occur once.
Some payroll input tasks use machine learning prompt recommendations to help you complete the tasks more easily. See Concept: Intelligent Prompt Recommendations for Payroll.
  1. Access the
    Add Payroll Input by Worker
     task.
  2. As you complete the
    Worker Defaults
     section, consider:
    Option Description
    Worker(s)
    You can't use the
    Add Payroll Input by Worker
     task to add payroll input for yourself.
    Batch ID
    Enter a batch ID to find and take action on the associated payroll input with ease later.
    Start Date
    One-time and ongoing entries require a
    Start Date
    .
    Workday doesn't prorate payroll inputs based on the
    Start Date
     and
    End Date
    . Workday processes the input value in full even when the start and end dates fall in the middle of a period or subperiod.
    When the pay component you select is an FLSA bonus, enter
    Coverage Dates
     to allocate the bonus across the coverage period (USA).
    End Date
    One-time entries require an
    End Date
    .
    When the pay component you select is an FLSA bonus, enter
    Coverage Dates
     to allocate the bonus across the coverage period (USA).
    Special Entry
    Select to display additional options on the
    Pay Components
     prompt, including:
    • Tenanted pay components that you don't configure for payroll input.
    • Pay components with arrears balances.
    • Statutory deductions and withholding orders (AUS, CAN, USA).
    • Statutory deductions and taxes (FRA, IRL).
    • Statutory deductions and court orders (UK).
      Example: Select
      Special Entry
       to adjust NI deductions when a worker changes NI categories.
    Enter the reason for the special entry in the
    Comment
     field in the
    Input
     grid.
    Payroll for France doesn't support pay inputs for withholding orders.
    Workday uses
    Worker Defaults
     on the payroll input for each worker that you select. Example: When paying 10 workers using the same earning, you can select the workers and earning in the
    Worker Defaults
     section. When you click
    OK
    , you can enter input values for each worker, but Workday populates the pay component.
  3. Select any
    Processing Defaults
    :
    Option Description
    One-time
    When there are multiple subperiods in a pay period, Workday processes the input in full for the subperiod that includes the pay input
    End Date
    .
    Ongoing
    When there are multiple subperiods in a pay period, Workday resolves the pay component in each subperiod.
    Workday selects the subperiod that's closest to the pay period end date when the worker has both:
    • An ongoing payroll input with no end date for a position-based pay component.
    • A midperiod company transfer.
    For terminated workers, Workday applies the payment to the worker's last subperiod when the start and end dates of the payment are after the termination subperiod.
    For gross-to-net proration, you can set worker eligibility for the pay component to resolve only once per pay period. Workday prorates the amounts to each subperiod only when you set up the pay component for proration.
    Payroll for Ireland only supports pay component proration.
    Override
    Overwrites the pay component amount, the pay component related calculations, or both, based on the
    Input Details
     section. Use for an initial input or to overwrite any zero values Workday populates.
    Overwrites a payment for the entire period, even when the payroll input
    Start Date
     and
    End Date
     don't represent the full period.
    Adjustment
    Creates an additional entry on payroll results to increase or decrease a payment.
    Each adjustment entry has a separate resolution on payroll results.
  4. Enter any
    Additional Defaults
    :
    Option Description
    Payroll Worktags
    Select a worktag value to associate with the input. Examples:
    • NI categories (UK).
    • Projects for cost allocations (FRA).
    • Tax authorities (CAN, FRA, USA).
    • Tax locations (CAN, USA).
    • Organization types or projects for cost allocations (CAN, UK, USA).
    • Superannuation (AUS).
    • Withholding orders (AUS).
    • PRSI class (IRL).
    Although you can add multiple worktags to an input row, you can use each worktag type only once for that input row. Add separate input rows for each worktag.
    For Payroll for Australia, if you don't provide a worktag for superannuation, Workday will default to the superannuation choice that's effective on the payment date. You can use a worktag to override the default.
    For Payroll for the U.S.:
    • When you associate a tax authority worktag with payroll input and set up ongoing multiple work jurisdictions (OMWJ) for the worker, Workday doesn't split wages by OMWJ allocations. Workday continues to associate wages with the tax location worktag and tax accordingly.
    • When you select a payroll tax location or a project related to a payroll tax location, Workday populates the appropriate tax authorities according to the payroll tax mapping. Workday uses the mapping active on the earlier of:
      • The period end date of the payroll period selected.
      • The pay input end date selected.
      When entering off-cycle payroll input for a local other pay component, select the local tax location worktag and remove the state worktag. Example: You create payroll input for the
      WA: Washington Paid Family and Medical Leave (State Plan) [USA]
       pay component. You only select the
      Local Other: WA: Washington paid Family & Medical Leave (State Plan) Washington
       worktag. You don't include the
      State: Washington
       worktag.
    Prior Period Tax Adjustment (USA)
    You can select the check box, only when you:
    • Enable Negative Tax Withholding for Negative Wages
       on the
      Edit Tenant Setup – Payroll
       task.
    • Create one-time payroll input for workers in US primary pay group.
    When selected, if retro pay input is processed resulting in a negative wage adjustment and you've enabled negative withholding on the
    Edit Tenant Setup – Payroll
     task, Workday calculates the taxes to be credited by multiplying the percentage of YTD taxable wages being reversed against the actual YTD tax withheld.
  5. Click
    OK
     to enter individual payroll input details.
  6. As you complete the
    Input
     grid, consider:
    Option Description
    Position
    Required for position-based earnings and deductions. Workday processes the input for the company that the position belongs to at processing time.
    When a worker changes positions midperiod for an unprorated period, Workday overrides the selected position and uses the one in effect at the period end date.
    For worker-based earnings and deductions, Workday includes the selected position in journal entry lines as a worktag.
    Company
    Available for worker-based pay components (CAN, FRA, IRL, UK, USA).
    When you don't select a company:
    • Workday calculates the input for each company processed for the worker during the pay run (CAN, IRL, UK, USA).
    • For a withholding order, Workday calculates the input for the company associated with the case number worktag. (CAN, US).
    • For a court order, Workday calculates the input for the company associated with the case number worktag (UK).
    Costing Company
    Use to charge this payroll item to a company other than the worker's default company. This column is available when you enable intercompany accounting in your tenant.
    Payroll Worktags
    To select more than 1 value for the same worktag type and worker, add separate
    Input
     rows for each worktag here.
    Example (CAN, UK, USA): When a worker has 2 loans, add 2
    Input
     rows with these values:
    • A worktag of
      Loan 1
       and its amount.
    • A worktag of
      Loan 2
       and its amount.
    When you configure multiple custom worktag types as calculation worktags, enter a value for each of the worktag types in the same row.
    For Payroll for Canada, when you don't select a province worktag for a taxable earning or pretax deduction, Workday withholds for either:
    • The worker's primary work province for compensation.
    • The province of employment for all other taxes.
    For Payroll for the U.S., when you don't select a state worktag for a taxable earning or pretax deduction, Workday withholds for the worker's processing position work state.
    For Payroll for Ireland, when you adjust PRSI pay components and pay component related calculations, you must select a PRSI Class worktag.
    Input Details - Type
    The type of value you want to record.
    You can select:
    • Amount
       to enter the pay component value.
    • Pay component related calculations.
    Example: For a pay component defined as
    Amount
     =
    Rate
     x
    Hours
    , select
    Rate
    ,
    Hours,
     and
    Amount
    .
    For adjustment inputs, Workday only resolves pay component related calculations when you select them in this field. Workday resolves all pay component related calculations for override inputs.
    To adjust an arrears balance, select
    Special Entry
     and then
    Arrears Balance
     in this field.
    To provide input for a gross-up earning, select
    Net Amount (for Gross-Up)
    .
    For Payroll for the U.S., to avoid unexpected results for tax reporting, don't select
    Gross Wages
     when the payment date is before 2013/01/01. Workday uses
    Gross Wages
     for quarterly tax reporting for 2013 and after.
    For Payroll for Ireland, to adjust insurable weeks for a worker, select the
    IRL PRSI Employee [IRL]
     pay component and then
    IRL Insurable Weeks
     in this field.
    Input Details - Value
    The pay component amount and, if applicable, the values of the related calculations that make up the amount.
    Attachments
    Select or upload any attachments you want to associate with the payroll input. You can configure your custom reports to display the attachments you upload. You can also edit, delete, and purge payroll input attachments.
    When you delete a payroll input, the attachment file may still exist in Workday. You can't open the file, but we recommend that you don't include Personally Identifiable Information in attachment filenames.
You can view payroll inputs in the
Input
 report of the
Pay
 profile group on the worker profile. Workday only displays payroll inputs for:
  • The past 12 months before the current date.
  • The next month from the current date.
Workday updates results with a status of
In Progress
 to
Requires Re-Calculation
.
When the payroll result has a status of:
  • Requires Re-Calculation
    , recalculate the payroll results.
  • Complete
    , run a retro calculation.