Request Payroll Input for Workers

Administrator Guide

Security: Request Payroll Inputs
business process security policy in the Core Payroll functional area.

You can request payroll inputs for 1 or more workers and submit them for review and approval through the Request Payroll
Inputs business process. When you submit a payroll input request, Workday creates a business process event but doesn't create the payroll input. When a reviewer approves a request, Workday creates the payroll input and adds it to the payroll calculation for the worker.

Requesting payroll input doesn't prevent you from using other Workday-delivered payroll input tasks, such as

Add Payroll Input

and

Add Payroll Input by Worker.

You can view business process events for payroll input requests on the worker history and on the

Find Events

report. You can use the

Requested Payroll Input Events

report data source to create custom reports on request activity.

Some payroll input tasks use machine learning prompt recommendations to help you complete the tasks more easily. See Concept: Intelligent Prompt Recommendations for Payroll.

Access the

Request Payroll Inputs

task.

As you complete the

Worker Defaults

section, consider:

Option	Description
Worker	You can't request payroll input for yourself.
Batch ID	Enter a batch ID to make it easier to find and take action on the associated payroll input 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).
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	Select a company to charge this payroll item to 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	Select 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 provide input for a gross-up earning, select Net Amount (for Gross-Up). 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	When you enable attachments on the Request Payroll Inputs business process security policy, you can select or upload attachments to associate with the payroll input request. See Steps: Enable Attachments on an Individual Business Process. 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.

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 Payroll Input Lines 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.

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.

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.

Click

to enter individual payroll input request details.

Concept: Payroll Calculations

Steps: Set Up Request Payroll Inputs Business Process