FAQ: Payroll Processing

How do I restart a pay calculation after it stops?: When a payroll calculation fails or is aborted before it finishes, access the
Run Pay Calculation
task to restart it. In most cases, you should use the same
Employees to Calculate
option used on the original run.

Original Run
Restarted Run

Smart Calculation

Select Smart Calculation
when you restart.
If results are in error after the restarted run, calculate the payroll again. This time:
Select
Based on Result Status
.
From the prompt, select In Error
.

Smart Calculation Based on Events

Select the same events when you restart.
If results are in error after the restarted run, calculate the payroll again. This time:
Select
Based on Result Status
.
From the prompt, select In Error
.

Based on Result Status

Select the same result statuses when you restart.
Unless you have specific result statuses to calculate, you can save time by selecting Smart Calculation
instead.

If results are in error after the restarted run, calculate payroll by status again, this time selecting In Error
.

Workers

Select the same subset of workers when you restart.

Original Run	Restarted Run
Smart Calculation	Select Smart Calculation when you restart. If results are in error after the restarted run, calculate the payroll again. This time: Select Based on Result Status . From the prompt, select In Error .
Smart Calculation Based on Events	Select the same events when you restart. If results are in error after the restarted run, calculate the payroll again. This time: Select Based on Result Status . From the prompt, select In Error .
Based on Result Status	Select the same result statuses when you restart. Unless you have specific result statuses to calculate, you can save time by selecting Smart Calculation instead. If results are in error after the restarted run, calculate payroll by status again, this time selecting In Error .
Workers	Select the same subset of workers when you restart.

How do I process new hires and transfers after a pay calculation?: To calculate new hires and transfers after the initial calculation, select the Not Yet Started
status on
Run Pay Calculation
. See Calculate On-Cycle Payroll.
In what order does Workday process different types of payroll input?: For a worker in a given pay group and period, Workday processes payroll input in this order:
Manual (AUS, CAN, IRL, UK, USA)
Reversal (AUS, CAN, UK, USA)
On-demand
On-cycle

This sequence ensures that Workday can process pay accumulations and pay balances correctly. If you try to process payroll input out of order, Workday sets the calculation status to Pending Completion of Prior
on any result that depends on prior calculations.

Payroll for France doesn't support manual payments or reversals.
Do I need to run settlement processing separately for off-cycle and on-cycle transactions?: No. You can run settlements for both on-cycle and off-cycle payments together. When you create a settlement run, you can select:
All Available Pay Groups
for on-cycle payments.
All Available Pay Group Exceptions
for off-cycle payments.
See Steps: Set Up Settlement.
How do I make a payment to the estate of a deceased worker?: From the related actions menu for the worker, select
Personal Data
Maintain Names
.
Change the
Legal Name
or
Preferred Name
(whichever you've configured on the
Company Payroll Printing Options
task) to the name of the estate.
Issue the payment.

Workday uses the
Legal Name
on year-end tax forms.
How do I make an advance payment to a worker?: To make a regular payment ahead of schedule for Payroll for Australia, Canada, the UK, and the U.S.:
Create an on-demand replacement payment for the current In Progress
or Not Yet Started
period.
Enter a
Payment Date
that precedes the regular pay date.

Workday then resolves only the advance payment for this period.

To make an additional payment ahead of schedule:

Create an on-demand additional payment in the current In Progress
or Not Yet Started
period.
Enter a
Payment Date
that precedes the regular pay date.

Workday then resolves both the additional pay and the regular pay.; For Payroll for France, you can configure the Payroll Advance
business process to enable you to manage payroll advances. See Example: Set Up Pay Advances (FRA).
How do I change the payment date for an on-cycle payroll that's in progress?: Cancel the pay calculation.
Edit Period Schedule
to change the payment date.
Run Pay Calculation
again.
How does Workday determine tax authorities, tax rates, and withholding for payroll tax calculations (USA)?: The period end generally controls which taxes Workday calculates. The payment date controls how Workday calculates the taxes.
For states, Workday determines the primary resident and work states using the contact information for the worker. For local taxes, such as city or school district, the worker tax elections control which taxes Workday calculates.

Data on Tax Elections
Example

The subperiod end date usually controls which tax authorities resolve for the pay result of the worker. The result is based on:
Where the worker lives and works during the period.
Reciprocity rules.
Multijurisdictional rules.
Company tax data.
Worker tax data.

The payment date (also known as check date) controls how Workday calculates the tax, based on tax rates in effect as of that date.

Your worker lives in New York state, with a resident tax election for:
Yonkers that's effective 2019-12-01.
New York City that's effective 2020-01-01.

The pay period is December 15 to December 31 and the payment date is 2020-01-03.

Workday resolves the Yonkers tax election because the worker lived in Yonkers during that period.

However, Workday calculates using the tax rates in effect for Yonkers as of 2020, because the payment date is in 2020. Workday reports this payment in the worker's 2020 W-2.

For 2 Indiana county tax elections effective within the same year Workday:
Uses the one effective as of January 1 for that year.
Starts calculating the second tax election the next year.

A worker has a county tax election for Steuben County Indiana, effective 2019-01-01. The same worker has a second tax election for Tipton County Indiana, effective 2019-06-01.
Based on Indiana guidelines, Workday calculates their Steuben County election for 2019. Workday starts calculating the Tipton County election as of 2020-01-01.

Data on Tax Elections	Example
The subperiod end date usually controls which tax authorities resolve for the pay result of the worker. The result is based on: Where the worker lives and works during the period. Reciprocity rules. Multijurisdictional rules. Company tax data. Worker tax data. The payment date (also known as check date) controls how Workday calculates the tax, based on tax rates in effect as of that date.	Your worker lives in New York state, with a resident tax election for: Yonkers that's effective 2019-12-01. New York City that's effective 2020-01-01. The pay period is December 15 to December 31 and the payment date is 2020-01-03. Workday resolves the Yonkers tax election because the worker lived in Yonkers during that period. However, Workday calculates using the tax rates in effect for Yonkers as of 2020, because the payment date is in 2020. Workday reports this payment in the worker's 2020 W-2.
For 2 Indiana county tax elections effective within the same year Workday: Uses the one effective as of January 1 for that year. Starts calculating the second tax election the next year.	A worker has a county tax election for Steuben County Indiana, effective 2019-01-01. The same worker has a second tax election for Tipton County Indiana, effective 2019-06-01. Based on Indiana guidelines, Workday calculates their Steuben County election for 2019. Workday starts calculating the Tipton County election as of 2020-01-01.

How does Workday resolve earnings and deductions in multiple gross to nets when a worker has a midperiod pay group change?: Workday resolves earning and deductions differently based on whether you calculate payroll for both the pay groups at the same time or individually for the Pay Component: Not Previously Paid in Period
instance value calculation (IVC). If you calculate:
The pay groups together, Workday resolves the earnings or deductions only once.
The pay groups individually, Workday resolves the earnings or deductions in both payroll results until you complete 1 result and recalculate the other result.
Can I cancel a completed reversal to reactivate a payment (AUS, CAN, FRA, UK, USA)?: No. Once you complete a reversal, the payment and payment journals on the original result are cancelled. If you were to then cancel complete the reversal, it doesn't change the payment or payment journals of the original result from canceled to posted. You must create a new payment if it needs to be paid.