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Administrator Guide
Last Updated: 2024-12-13
Steps: Set Up Payslip Printing Options

Steps: Set Up Payslip Printing Options

You can set up options to view and print payslips for your company, including:
  • Printing bulk payroll.
  • Setting worker self-service options.
  • Printing paper copies of worker payslips (pay advice).
For Payroll for Canada, Ireland, the UK, and the U.S., you can enable workers to access a paperless version of their payslip or print a hard copy. You can configure payroll printing options for your company to:
  • Display legal or preferred names on paychecks and payslips.
  • Hide some or all payslips.
  • Give workers the ability to override company print option settings and receive printed payslips.
  1. Access the
    Company Payroll Printing Options
     task.
    As you complete the
    Payslip Printing Details
     section, consider:
    Option
    Description
    Employee Name
    Specify whether to print employees'
    Legal
     or
    Preferred
     names on pay checks and payslips.
    For Payroll for Canada, France, and the U.S., you can configure employees' name format options on the
    Edit Tenant Setup - System
     task.
    For Payroll for Australia,Ireland, and the UK, you can configure employees' legal names on the
    Edit Tenant Setup - System
     task.
    Always Print Paper Copy for Terminated Employees
     (CAN, IRL, UK, USA)
    Select to print a paper copy of payslips, during your next pay run, for all employees terminated:
    • Before the pay period end date.
    • On the last day of their pay period.
    This option overrides other company and employee settings that disable payslip printing.
    For Payroll for France, don't enter any details in the
    Turn Payslip Printing Off
     section.
    For Payroll for Canada, Ireland, the UK, and the U.S, as you complete the
    Turn Payslip Printing Off
     section, consider:
    Option
    Description
    For All Employees
    Select the check box to turn off bulk payslip printing for employees receiving direct deposit. Employees will receive electronic versions of their payslips.
    Based on Pay Run Groups and/or Pay Group
    Based on Locations
    Based on Run Categories
    Enter values for these fields to turn off payslip printing for specific employees. Example:
    • Semi-monthly U.S Pay Run Group.
    • New York.
    • Regular.
    Workday evaluates the values and turns off payslip printing for employees in a
    Semi-Monthly U.S Pay Run Group
    , and are located in
    New York
    , and belong to the
    Regular
     run category.
    You can only enter values when you disable the
    For All Employees
     check box.
    Allow Employee to Override through Self-service
    Select the check box to enable workers to change their payslip printing election. It enables your employee to override the
    For All Employees
     check box.
    Security:
    Set Up: Payroll (Reporting)
     domain in Core Payroll functional area.
  2. (Optional) You can override your setting options to print payslips for a worker on the
    Payslip Delivery
     task.
    You can configure a delivery method, such as FedEx or UPS, to mail a worker's payslips.
  3. (Optional) Configure payslip options for absence balances, PDFs, and enable or disable online viewing.
    Changes to these settings also impact the mobile applications for payslips.
    Workday Payroll for France recommends that you disable payslip viewing in self-service for all workers.
  4. (Optional) For Payroll for Australia, Canada, Ireland, the UK, and the U.S., hide the
    Payslip Printing Details
     grid on the
    Payslips
     report on the worker profile.
    Create Intersection Security Groups to exclude specific workers from accessing payslip details. Edit Domain Security Policies by including the intersection security group in the
    View: Payroll (Payslip Printing Elections)
     domain in the Core Payroll functional area.
    Example: The
    Payslip Printing Details
     grid isn't applicable on the
    Payslips
     report to workers who belong to the Payroll Interface pay group. You can create intersection security groups that exclude the Payroll Interface pay group and apply them in the domain security policy for payslips.
  5. (Optional) For Payroll for Australia, Canada, Ireland, the UK, and the U.S., access the Print Multiple Payslips for a Worker task.
You can preprint payslips using Report Designer layouts in bulk, which pregenerates printable PDF payslips. You can use the
Get Payroll Pre-Printed Payslips
 web service to export workers' preprinted payslips for bulk printing.
For Payroll for Canada, Ireland, the UK, and the U.S., workers who receive:
  • Paper copies of their payslips, use the
    Print Advices Work Area
     task to print their payslips.
  • Electronic copies of their payslips, use the
    Payslips for Worker
     report to view the printable PDF.
For Payroll for Australia, workers receive electronic copies of their payslips, use the
Payslips for Worker
 report to view the printable PDF.
For Payroll for France, you can print paper copies of your Report Designer payslips by splitting payslips into separate batch files and using the
Print Advices Work Area
 task.