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Administrator Guide
Last Updated: 2025-02-07
Create On-Demand Replacement Payments

Create On-Demand Replacement Payments

  • Review setup considerations for on-demand payments.
  • In the
    Nonactive (On Cycle, On Demand Replacement)
     tab of your run category, define which pay components to calculate for on-demand replacement payments.
  • (Optional) Configure decentralized processing for on-demand payments. This setup enables nonpayroll administrators to process final payments for terminated workers on the termination day.
  • Security:
    Process: Off Cycle (On Demand)
     domain in the Core Payroll functional area.
The information in this topic is applicable only to these payroll countries:
  • Australia
  • Canada
  • France
  • The UK
  • The U.S.
You can replace a worker's regular on-cycle payment for periods or subperiods that have a status of
In Progress
 or
Not Yet Started
. Examples:
  • For Payroll for Australia, Canada, the UK, and the U.S.:
    • To make a termination payment, in either the current pay period or the next.
    • To pay workers who have no regular on-cycle results for the pay period. This case can be due to unprocessed timesheets, or results that you reversed in error.
  • To make a termination payment for Payroll for France.
When you create an on-demand replacement payment for a pay period or subperiod, Workday excludes the worker from the regular on-cycle run for that period. You can create an on-demand replacement payment only for a subperiod where the worker is eligible for the payment.
Before you create an on-demand replacement payment for the next period, you need to complete any current and prior period results.
A worker can have only 1 replacement payment (manual or on-demand) for a period, pay group, or company at a time. If the pay period has subperiods, a worker can have multiple replacement payments per period, but only 1 per subperiod.
You can gross up an on-demand payment for a worker.
When you complete a retro pay calculation for a retro hire in a subperiod, Workday creates a pay result of zero for the subperiod. Therefore, you can't run an on-demand replacement payment for that subperiod.
Some off-cycle payment tasks use machine learning prompt recommendations to help you complete the tasks more easily. See Concept: Intelligent Prompt Recommendations for Payroll.
  1. Access the
    Run On Demand Payment for Worker
     task.
  2. (Optional) As you complete the task, consider:
    Option Description
    Prior Period
    Process a payment for a prior completed period.
    Next Period
    Process a payment for the next period, while the current period is still in progress. First complete current and prior results for the worker.
    Worker
    You can't use the
    Run On Demand Payment for Worker
     task to add a payment for yourself.
  3. Select
    Create Replacement Payment
    .
  4. As you complete the
    Payment Information
    , consider:
    Option Description
    Batch ID
    Displays if you import payment information using the Enterprise Interface Builder (EIB).
    Use to link a new on-demand payment to a batch ID that you previously imported.
    Payment Date
    Determines which tax tables apply.
    Workday updates pay accumulation and pay balance results in the period or subperiod that includes the payment date.
    Priority
    Determines the processing order when you enter multiple on-demand payments for the same worker, period or subperiod, and pay group. Enter
    1
     when the worker has 1 on-demand payment.
    To adjust the priority of multiple on-demand payments for a worker, access the
    Maintain Off-cycle Payment Priority
     task.
  5. (Optional for Payroll for the U.S.) Override the frequency to use for tax and withholding order calculations when a worker has substantially more or less pay than typically received in a pay period or subperiod.
    When a worker in a weekly pay group receives an on-demand replacement payment that includes 2 weeks of unused vacation.
    Option Description
    Number
    Enter the number of pay periods over which to spread the payment when determining taxes for the payment.
    You can't define tax frequency overrides for payments that use a nonregular run category or U.S. supplemental taxation.
    Pay Periods
    Example: When you enter
    Number
    :
    2
     and
    Pay Periods
    :
    Weekly
    , Workday taxes the payment based on 2 weekly periods.
    Any tax frequency overrides you define apply to the entire on-demand payment, even if the payment includes multiple pay components. When no tax frequency override is available, Workday uses the frequency from the pay group.
    Workday displays the
    Tax Frequency Override
     in the
    Payment Details
     section of the
    View Payroll Results
     report.
  6. (Optional) Select a
    Payment Type
     that's different from the worker's typical payment elections.
    Available payment types are:
    • For the run category of the pay group.
    • As allowed for transaction override on the
      Maintain Payment Election Rules
       task.
  7. (Optional) Configure worktags.
  8. (Optional) To include available retroactive payments for a worker, expand the
    Retro Results
     section and select
    Include Retro Differences in Payment
    . This field displays only when there are retro differences available to include.
  9. (Optional) Select the
    Load or Refresh Input
     check box to replace current payment values in the
    Input
     section with values entered for the period, using the
    Add Payroll Input by Worker
     task. You can then modify the input, delete it, or add to it. Example: You can load payroll input to verify if there are ongoing loan payments or other transactions to evaluate before replacing a payment.
    Load or Refresh Input
     replaces current input details. To append current input details with calculation values, use the
    Import Payroll Off-Cycle Payment
     web service.
  10. As you enter payment values in the
    Input
     section, consider:
    Option Description
    Start Date
    The start date of the pay period or subperiod.
    Special Entry
    Overrides earning or deduction rules. Select this check box to enter values for earnings and deductions that don't allow payroll input, such as:
    • Statutory deductions.
    • Withholding orders (CAN, FRA, USA).
    • Court orders (UK).
    Pay Component
    For replacement payments to active workers, Workday calculates the same pay components as in the on-cycle run. Select only earnings or deductions that require either:
    • Select pay components to calculate, aside from Workday input for hours, units, or other amounts that vary in each period or subperiod.
    • An override or adjustment amount. Workday applies these override values when calculating results.
    For replacement payments to non-active workers, Workday calculates the pay components configured on the
    Nonactive (On Cycle, On Demand Replacement)
     tab of the run category.
    Workday automatically calculates statutory taxes (employer and employee) and withholding order fees for on-demand payments. If you enter a tax amount, Workday overrides and replaces the calculated amount.
    Position
    Applies if your Workday tenant allows for multiple jobs.
    Required for position-based pay components. Select from positions that are active on the subperiod target date.
    Workday includes the position worktag in journal entry lines.
    To adjust position-based wages and taxes for Payroll for the U.S., such as OASDI, after an employee changes their position, be sure to select the correct position.
    Company
    Applies to worker-based pay components processed as part of a replacement payment. Workday resolves the pay input only for the selected company.
    You can select any company associated with the employee at any point in time.
    If you don't select a company, Workday calculates the pay component for each company it processes for the worker, except for:
    • Withholding order deductions (AUS, CAN, FRA, USA). If you select a withholding order deduction without selecting the company, Workday calculates it only for the company associated with the case number worktag.
    • Court order deductions (UK). If you select a court order deduction without selecting the company, Workday calculates it only for the company associated with the case number worktag.
    Workday doesn’t process any payroll input if the
    Company
     is different from the one specified in the
    Override Worktags
     section.
    Override/Adjustment
    Select
    Override
     to enter an amount for the pay component or related calculations that replace the on-cycle amount. Example: To deduct 100 instead of a normal deduction of 500, enter an override of 100.
    Select
    Adjustment
     to enter a positive or negative adjustment amount. Example: To deduct a regular amount of 300 plus and additional amount of 50, enter an adjustment of 50.
    Costing Company
    Use to charge this payroll item to a company other than the worker's default company. This column is available if you enable intercompany accounting in your tenant.
    Currency
    Only applies if the currency differs from the pay group currency.
    Input Details - Type
    The type of value, such as
    Amount
     or a related calculation.
    For statutory taxes, enter only amounts, including:
    • Subject wages and taxable wages for Payroll for Canada, the UK, and the U.S.
    • Gross wages and taxable wages for Payroll for Australia.
    When adjusting a tax amount, Workday recommends that you always enter a value (even zero) for the subject wages and taxable wages-related calculations for Payroll for Canada, the UK, and the U.S., and for the gross wages and taxable wages-related calculations for Payroll for Australia.
    For earnings and voluntary deductions for Payroll for Australia, Canada, the UK, and the U.S., select
    Amount
     or any pay component-related calculation configured to enable input. Example: If a pay component is defined as
    Amount = Rate x Hours
    , you can select
    Rate
    ,
    Hours
    , and
    Amount
    .
    Example for Payroll for France: For a pay component defined as
    Amount = Rate x Hours
    , you can select
    Rate
    ,
    Hours
    , and
    Amount
    .
    To modify statutory contributions for Payroll for France, Workday recommends that you create a replacement payment for Memo deductions for statutory contributions, instead of for the contribution deduction. When you replace the amount of pay component-related calculations for a memo deduction, the ceilings and gross wages are consistent across the related contribution calculations. Example: To modify the value of AGIRC-ARRCO contributions, create a replacement payment for the
    Memo - Reference Values for AGIRC-ARRCO [FRA]
     deduction, and replace amounts for gross wages and ceilings.
    To have Workday calculate taxes for workers with ongoing multiple work jurisdictions for Payroll for the U.S., enter a related calculation, such as
    Hours (unprorated)
    .
    For a gross-up earning for Payroll for Canada, France, the UK, and the U.S., select
    Net Amount (for Gross-Up)
     for input.
    To avoid unexpected results for tax reporting for Payroll for the U.S., don't enter a value for
    Gross Wages
     when the payment date is before 2013/01/01.
    Input Details - Value
    The pay component amount and, if applicable, the values of the related calculations that make up the amount.
Workday calculates a replacement payment for the worker.
Recalculate any
In Progress
 on-cycle payments.
Complete the on-demand replacement payment.