Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2025-03-14
Steps: Set Up Pay Group Lock for Auditing

Steps: Set Up Pay Group Lock for Auditing

Security:
  • Set up: Tenant Setup - Payroll
     in the System functional area.
  • Process: Run Batch Calculations (Pay Calculation)
     in the Core Payroll functional area.
You can set up a pay group in a lock or unlock status. When locked, Workday doesn't automatically flip the
In Progress
 on-cycle results within the pay group to
Requires Re-calculation
 status due to worker-based events.
  1. Access the
    Edit Tenant Setup - Payroll
     task.
    In the
    Pay / Retro Calculations
     section, under
    Pay Group Status Lock
    , select the
    Lock Pay Groups To Block All Pay Calculations on Payroll Results
     check box.
    If you're a professional employer organization or you want a restrictive workflow for processing payroll, you must enable this check box. If you want the Payroll Processor or Administrator to run payroll calculations while the pay group detail is locked, you shouldn't enable this check box.
    When you enable the check box, all on-cycle payroll results must be in
    In Progress
     status to lock the pay group detail, and a pay group detail must be locked to run pay complete. On-cycle, off-cycle, and retro can't be calculated, canceled, or completed; and pay accounting can't be run for a locked pay group. Also, you can't complete individual on-cycle results, you can only run pay complete for the entire pay group.
    Security:
    Set up: Tenant Setup - Payroll
     in the System functional area.
  2. Access the
    Run Pay Calculation
     task.
    Run on-cycle pay calculation for a pay group detail for the current period.
    If you've enabled the
    Lock Pay Groups To Block All Pay Calculations on Payroll Results
     check box, ensure that the payroll results after pay calculation are all
    In Progress
     before proceeding to Step 3.
    Security:
    Process: Run Batch Calculations (Pay Calculation)
     in the Core Payroll functional area.
  3. Access the
    Update Pay Group Lock Status
     task.
    Select the
    Lock Pay Groups
     action and enter specific
    Pay Group Details
    . Verify the
    Pay Groups Successfully Locked
     page and then click
    Done
    .
    When you run pay calculation and all results are
    In Progress
    , use this task to lock the pay group details.
    You can use this task, regardless of whether you enable or disable the
    Lock Pay Groups To Block All Pay Calculations on Payroll Results
     check box on the
    Edit Tenant Setup - Payroll
     task.
    Before you lock the pay group, ensure that you've configured:
    • Automatic stop for continuous payroll calculation.
    • Days from period end date to close requests for Pay On-Demand on period schedules.
    Security:
    Process: Run Batch Calculations (Pay Calculation)
     in the Core Payroll functional area.
To view a locked pay group, access the
View Pay Group
 report. Select the pay group that you locked or unlocked. Select the
Pay Groups
 tab, and verify the
Pay Group Period Details
 section. The
Current Period Locked
 column indicates the locked or unlocked status.
To view payroll impacting events since the last pay calculation, access the
Preview Smart Calculation Run
 report. You can then drill-down by:
  • Worker to verify all events each worker has to process.
  • Events to verify the workers that have the specific event.