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Administrator Guide
Last Updated: 2023-06-23
Concept: Dates in Payroll Off-Cycle Payment EIB Spreadsheets

Concept: Dates in Payroll Off-Cycle Payment EIB Spreadsheets

When uploading multiple off-cycle payments through an EIB spreadsheet, you need to indicate the period to which the payment applies.
These examples illustrate how to complete the EIB spreadsheet for the
Import Payroll Off-Cycle Payment
 web service for a period with multiple subperiods.
Workday recommends that you use the
Import Payroll Off-Cycle Payment
 web service, because it's optimized for bulk import. These examples also apply to EIBs based on the
Put Payroll Off-cycle Payment
 web service.
Example: On-Demand Additional Payments with Subperiods
On January 21, Julia's work state changes, creating 2 subperiods:
  • January 1 - January 20.
  • January 21 - January 31.
You want to upload a bonus for Julia, but you need to prorate the bonus payment for each period.
In the EIB spreadsheet, enter a separate payment with:
  • A different
    Payment ID
     for each subperiod.
  • A
    Period Date
     that corresponds to each subperiod.
Header Key
Payment ID
Period Date
Result Type
Replacement
Off-Cycle Input Data -Row ID
Earning
Amount
1
6000
2021-01-20
OnDemandPayment
N
1
Bonus
2000
2
6001
2021-01-31
OnDemandPayment
N
1
Bonus
1000
Example: On-Demand Replacement Payments with Subperiods (AUS, CAN, FRA, UK, USA)
On January 21, Robert's primary job changes, creating 2 subperiods:
  • January 1 - January 20.
  • January 21 - January 31.
You want to upload a replacement payment for the work performed in the first subperiod.
Add this row to the EIB spreadsheet:
Header Key
Payment ID
Period Date
Result Type
Replacement
Off-Cycle Input Data -Row ID
Earning
Amount
Reference Date
1
7000
2021-01-31
OnDemandPayment
Y
1
Bonus
2000
2021-01-20
Workday uses the
Reference Date
 to determine the applicable reference worktags and subperiod. The
Reference Date
 becomes view-only after Workday calculates the payment. To change the reference date, cancel the payment using the
Run Pay Cancel
 task, and re-enter the date.
Only use the
Reference Date
 column for on-demand replacement payments.
Example: Next Period On-Demand Replacement Payments (AUS, CAN, FRA, UK, USA)
Ramona is terminated today, March 4. The monthly pay period for February is still
In Progress
. You need to pay her today for the days she worked in March.
Add this row to the EIB spreadsheet:
Header Key
Payment ID
Period Date
Result Type
Replacement
Off-Cycle Input Data -Row ID
Earning
Amount
1
7100
2021-03-04
OnDemandPayment
Y
1
Salary
900
Enter a
Period Date
 in the period immediately after the current
In Progress
 period.
You can upload an on-demand replacement payment for Ramona's February pay in the same spreadsheet. You'll need to calculate and complete the February pay result before you calculate and complete the March result.
Example: On-Demand Payments for Inactive Workers
You want to upload an on-demand additional payment for Louis, who was terminated on March 25th. The payment covers the pay period from March 1 to March 31.
Add this row to the EIB spreadsheet:
Header Key
Payment ID
Period Date
Result Type
Replacement
Off-Cycle Input Data -Row ID
Earning
Amount
1
7500
OnDemandPayment
N
1
Bonus
1500
Ensure that the
Period Date
 corresponds to the worker's termination date, or another date in which the worker was active.