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Administrator Guide
Last Updated: 2025-09-19
Define Payslips

Define Payslips

For Payroll for Australia:
  • Security:
    • Set Up: Payroll - AUS
       domain in the AUS Payroll functional area.
    • Set Up: Payroll (Reporting)
       domain in the Core Payroll functional area.
    • Worker Data Payroll (Company Specific) - AUS
       domain in the AUS Payroll functional area.
For Payroll for Canada and the U.S.:
  • Security:
    Set Up: Payroll (Reporting)
     domain in the Core Payroll functional area.
For Payroll for Ireland:
  • Security:
    • Set Up: Payroll IRL
       domain in the IRL Payroll functional area.
    • Set Up: Payroll (Reporting)
       in the Core Payroll functional area.
    • Worker Data: Payroll (Company Specific) - IRL
       in the IRL Payroll functional area.
For Payroll for the UK:
  • Security:
    • Set Up: Payroll - UK
       domain in the UK Payroll functional area.
    • Set Up: Payroll (Reporting)
       domain in the Core Payroll functional area.
    • Worker Data Payroll (Company Specific) - UK
       domain in the UK Payroll functional area.
This topic provides instructions for defining payslips for these countries:
  • Payroll for Australia
  • Payroll for Canada
  • Payroll for Ireland
  • Payroll for the UK
  • Payroll for the U.S.
For defining payslips for Payroll for France, see Define Payslips (FRA).
Make sure that the payslip meets the consolidated requirements for all regions within the country. If you use Workday Payroll in more than 1 country, you need to have a separate payslip configuration for each country.
You can include up to 7 configurable sections on payslips. Workday automatically includes additional sections for pay period dates and worker information.
Retroactively updating prior completed results by making configuration updates to these tabs might cause incorrect information to display on payslips:
  • Sections
     (Payroll for Australia, Canada, and the U.S.).
  • Printing
     (Payroll for Australia, Canada, and the U.S.).
  • Combine Payslips
     (Payroll for the U.S.).
  1. Access the
    Maintain Payroll Payslip Configuration
     task and select the country for the configuration.
    You can set up countries in the
    Edit Tenant Setup - Payroll
     task.
  2. As you complete the task, consider:
    Update Existing Effective Date
    Select to update an existing payslip configuration, then select the configuration date it takes effect.
    Add New Effective Date
    Select to create a new payslip configuration, effective on the date you enter.
    Effective Date
    Displays the effective date of the configuration that you're editing.
    Inactive
    Select the check box to inactivate the current payslip configuration and use an earlier configuration.
    Hide Payslips
    Select the check box to prevent displaying Workday Payroll generated payslips when you import externally generated payslips through an integration based on the External Payroll Documents template.
    When you select the check box, Workday doesn't display payslips with payment dates after the effective date.
    When you use the
    Hide or Display Payslips for Groups of Workers
     task, Workday overrides this
    Hide Payslips
     check box configuration.
  3. On the
    Sections
     tab, consider:
    Option Description
    Payslip Group
    Each payslip group represents a separate section of the payslip. You can include each section once.
    Sections display on the payslip in a predefined order.
    Label
    You can display your own label for a section instead of the payslip group name.
    Examples:
    • Label
      Deductions
       as Post Tax Deductions.
    • Label
      Employee Taxes
       as Statutory Deductions.
    • Label
      Earnings or Deductions
       as Pre Tax Deductions.
    Payslip Calculation(s)
    Identify the groups of calculations to report in each section (or
    Payslip Group
    ).
    • Deductions:
       Pay component groups defined with a usage of deductions.
    • Earnings or Deductions
      : Pay component groups defined with a usage of earnings or deductions.
    • Employee Taxes:
       Pay component groups defined with a usage of deductions.
    • Earnings:
       Pay component groups defined with a usage of earnings.
    • Employer Paid Benefits
      : Pay component groups defined with a usage of deductions.
    • Absence Plans:
       Time off plans.
    • Subject or Taxable Wages:
       Pay accumulations and Pay component-related calculations (Workday Owned).
    For Payroll for the UK:
    • To display
      PAYE
       instead of
      PAYE (Federal)
      , add the
      GBR Statutory Taxes (EE)
       PCG to the
      Employee Taxes
       payslip group instead of
      Deductions
      .
    • If you're using the Workday-delivered
      Payslip (GBR)
       business layout form, you can display
      PAYE
       instead of
      PAYE (Federal)
      . Add the
      GBR Statutory Taxes (EE)
       PCG to the
      Employee Taxes
       payslip group instead of
      Deductions
      . You don't need to do this if you're using the
      Payslip (GBR) - Localised
       business layout form.
    Related Calculation(s)
    If you select multiple related calculations and multiple values exist for the same pay component, Workday displays the sum of the values.
    Example: Select
    Hours (prorated)
     and
    Hours (unprorated)
    .
    For the
    Earnings
     payslip group only.
    In the
    Earnings
     section of the payslip:
    • To include an
      Hours
       column, for
      Related Calculation(s) 1
       select the related calculations that return the hours associated with the earnings.
    • To include a
      Rate
       column, for
      Related Calculation(s) 2
       select the related calculations that return the rates associated with the earnings.
    If different earnings use different related calculations, select all that apply.
    Additional Configuration(s)
    For Payroll for Canada, Ireland, the UK, and the U.S.:
    • For the
      Earnings
       payslip group, you can add
      Hours Worked
       column to the
      Current and YTD Totals
       section of the payslip. Workday calculates the hours worked based on the pay component group related calculations that you select from the
      Include in Hours Worked
       prompt.
    • For the
      Absence Plan
       payslip group, you can select multiple time off plans to hide accrued and available values on the
      Absence Plan
       section of payslips. Workday populates the available time off plans from the
      Payslip Calculation(s)
       column.
    For Payroll for Australia, for the
    Absence Plan
     payslip group, you can select multiple time off plans to hide accrued and available values on the
    Absence Plan
     section of payslips. Workday populates the available time off plans from the
    Payslip Calculation(s)
     column.
    Exclude from Totals
    Applies to these payslip groups:
    • Deductions
    • Earnings or Deductions
    • Employee Taxes
    Select the check box to exclude this payslip group from the
    Current and YTD Totals
     section of the payslip.
    Example: Select
    Exclude from Totals
     for the
    Post Tax Deductions
     payslip group. The
    Current and YTD Totals
     section of the payslip doesn't include a
    Post Tax Deductions
     column.
  4. On the
    Printing
     tab, consider:
    Option Description
    Report Designer Layout for Payslips in Self-Service
    (Optional) Select the country-specific Report Designer layout for self-service.
    Available after you enable
    Print Payslips Using Report Designer Layout in Self-Service
     on the
    Edit Tenant Setup - Payroll
     task.
    When workers view their printable PDF payslips from self-service, Workday uses the layout configured for their country. If you don't configure a layout for a specific country, Workday uses the layout specified by the
    Report Designer Layout
     prompt on the
    Edit Tenant Setup – Payroll
     task.
    Enable Overflow
    Select the check box to view all lines on each section of the payslip.
    Select the
    Print Payslips Using Report Designer Layout in Self-Service
     check box on the
    Edit Tenant Setup – Payroll
     task to use the
    Enable Overflow
     check box.
    If you select the check box, and process several retro calculations, run a test print to see how the actual payslips will display. When retro occurs for multiple pay periods and multiple pay components, there can be many rows for each pay component, leading to potential confusion for workers.
    When you don't select the check box, you can only view limited lines on each section of the payslip:
    • Earnings: 11 lines
    • Employee Taxes: 11 lines
    • Pre Tax Deductions: 6 lines
    • Post Tax Deductions: 6 lines
    • Employer Paid Deductions: 6 lines
    • Payment Information: 3 lines
    • Withholding Elections: 3 lines
    Display Worker Address
    Select the check box to include the employee address on standard payslips or custom payslip layouts that use the
    Payslip Employee Address
     and
    Payslip Address Indicator
     report fields.
    Display YTD Hours by Earning
    Select the check box to display year to date (YTD) hours by earning on payslips.
    Breakout FLSA Earnings by Workweek
    For Payroll for the U.S., select the check box to have FLSA earnings broken out by FLSA workweek on U.S. payslips.
    Aggregate FLSA Adjustments
    For Payroll for the U.S., to display the aggregated FLSA rate and amount on payslips, enter the relevant FLSA earnings from the prompt. When entered, Workday combines the identical FLSA earnings lines based on the pay component, pay period, and hours.
    Aggregate Retro Result Lines by Pay Component
    Select the check box to combine the retro result lines for earnings and deductions based on identical pay components. When you select the check box, Workday displays the aggregation of hours and amounts to include the full (inclusive period), starting with the first day of the first pay period through the last day of the last period, on the payslip.
    Display Pay On-Demand Earning
    For Payroll for the U.S., select the check box to display pay on-demand earning for on-cycle and off-cycle payslips.
    To display the pay on-demand offset deduction as memo earning for on-cycle and off-cycle payslips, Workday recommends that you:
    • Create a new memo earning code.
    • Use the Display Pay On-Demand Earning configuration.
    Show Absence Balances for All Eligible Positions
    For Payroll for Canada, Ireland, the UK, and the U.S.; select the check box to display absence balances on payslips based on position eligibility for position-based time off plans:
    • When you select the check box, Workday sums together the absence balances for all eligible positions. You need to add a new time off plan in the
      Maintain Payroll Payslip Configuration
       task prior to Pay Complete for the absence balance to show.
    • When you don't select the check box, Workday displays the absence balances for only the processing position.
    For Payroll for the U.S., for workers with multiple jobs in different companies that have a single legal entity relationship:
    • When you select the check box, Workday sums together absence balances for all eligible positions. It displays the sum on the payslip for position-based time off plans for both the managing company and its related company.
    • When you don’t select the check box, Workday displays absence balances for only the processing position on the payslip. Specifically regarding the position-based time off plans for both the managing company and its related company.
  5. (Optional) For Payroll for the U.S., on the
    Combine Payslips
     tab, consider:
    Option Description
    Rule Type
    Select a rule type to determine how to combine your payslips. For either rule type to apply, you must complete payroll results before the day you have payslips set to display for a pay group.
    Report Under Header Company
    :
    • Displays the header company name, address, and phone number on payslips.
    • Doesn't combine payroll results.
    Combine Payslips
    :
    • Displays the header company name, address, and phone number on payslips.
    • Combines payroll results from header and related companies into 1 payslip based on identical pay groups.
    • Aggregates YTD and historical lines based on identical pay components.
    None of the above
    :
    • Doesn't display header company in Company Information.
    • Doesn't combine payroll results.
    Enable View Pay Details for Self-Service
    Select the check box to display the View Pay Details column on the Payslips section of profiles for employee self-service users. Workers can view the details of all the payroll results used to create payslips for both
    Report Under Header Company
     or
    Combine Payslips
     rule types.
    Combine Payslips Label
    To notify workers that they're viewing a combined payslip, enter a label to display under the company name on a payslip.
    Header Company
    Enter the name of the designated header company. This company name displays on a combined payslip.
    Related Companies
    Enter the companies related to the header company. Payroll results from these companies will combine with the results from the header company when you select the
    Combine Payslips
     rule type.
  6. On the
    Pay Component Override Names (Non-Effective Dated)
     tab, you can rename the Workday-owned pay components on payslips.
    You can also exclude any worktags associated with the pay components (such as tax authority or withholding order number) from payslips.
    These overrides display only on payslips. The payroll results continue to display the pay component name along with the tax authority or withholding order number.
    To override the name of an earning or deduction, enter the name in the
    Default Payslip Name
     field on the
    Create/Edit Earning
     task or the
    Create/Edit Deduction
     task.
  7. (Optional) For Payroll for Australia, Ireland, and the UK, access the
    Create Payslip Messages
     task.
    You can add messages to display on hard copy payslips based on: Company, Employee, Location, Pay Group, Pay Period, and Run Category. You can use the
    Edit Payslip Messages
     or
    Delete Payslip Messages
     task to modify these custom messages.
    Workday displays existing messages for Payroll for the UK in the
    Edit Payslip Messages
     and
    Delete Payslip Messages
     tasks. Workday recommends that you check you're working with messages for the correct country. Editing or deleting a message affects all historic occurrences of the message in any existing payslips stored in Workday.
    In addition, we recommend you use the
    Edit Delivered Business Form Layout
     task when you add a message to the
    Payslip (AUS)
    ,
    Payslip (GBR)
    ,
    Payslip (GBR) - Localised
    , or
    Payslip (IRL)
     form. Select the
    Apply Report Design separately to each row
     check box.
The configuration determines the components set on these reports:
  • Payslip to Print - AUS
  • Payslip to Print - GBR
  • Payslip to Print - IRL
  • Payslip to Print - Report Design
     (CAN and USA)
If you use the
Earnings
 or
Deductions
 custom fields on the
Payslip to Print
 reports, Workday doesn't support using these custom fields on other reports (custom or Workday-owned), even if you copy the
Payslip to Print
 report to create them.
  • Workday displays
    Regular
     or
    Base Pay
     first in the
    Earnings
     section of the payslip.
  • Earnings recalculated by the retro pay calculation process include a plus sign; the previous amount has a minus sign.
  • Deduction differences calculated by the retro pay calculation process display at the end of the applicable section, either
    Earnings or Deductions
    ,
    Deductions
    , or
    Employer Paid Benefits
    . Each retro difference displays separately along with the beginning and ending dates of the source period.
  • Workday reports the current and year-to-date (YTD) balance for each item in a payslip group.
  • For time off plans, payslips report:
    • Time-off units accrued for the current period.
    • Units used.
    • Available units.
  • For workers with too many payslip lines to fit in a section, Workday recommends that you enable Report Designer for payslips. It enables you to configure overflow or display the sum of the overflow in a single-line item.
  • XSLT payslips total the overflow and display the sum in a single-line item called Details Not Displayed.
  • If you view payslips online, all line items will display.
You can:
  • Set up a standard or custom Report Designer payslip layout.
  • Print your worker's payslips based on your selected payslips layout.
  • Enable workers to view their payslips in Workday and print their payslips based on your selected layout.
  • View your worker's payslips on the
    Payslips for Worker
     report.
For Payroll for the U.S., for organizations in the District of Columbia or Oregon, specify your EIN or FEIN on the
Edit Company State and Local US Tax Reporting
 task. Workday displays the EIN or FEIN on payslips for payroll results associated with District of Columbia or Oregon worktags.