Setup Considerations: The Pay Cycle Event Business Process

You can use this topic to help make decisions when planning your configuration and use of the Pay Cycle Event
business process. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

The Pay Cycle Event
business process routes tasks to authorized users based on their membership in security groups, organization hierarchy, and conditional logic. You can specify the sequence of payroll processing tasks in your organization and the roles responsible for their completion. You can also access a step-by-step audit of who performed or approved which steps and when.

Business Benefits

The Pay Cycle Event
business process streamlines payroll processing and enforces accountability by enabling you to configure notifications. This also ensures that each role in your organization effectively performs all payroll steps. The Pay Cycle Event
business process:

Streamlines payroll processing.

Enforces accountability by enabling you to configure notifications.

Eliminates confusion about the order of steps.

Enforces separation of duties and accountability because only assigned security groups can perform specific tasks in the process.

Reinforces the desired process, which is particularly useful when training new employees.

Can be modified as business requirements change.

Use Cases

You can:

Configure notifications to enable faster processing and ensure that each role in your organization performs all payroll steps.

Access report reviews and audit steps to reduce the likelihood of errors.

Questions to Consider

Question	Considerations
Do you require the review of reports and audits to catch processing errors?	You can add report and audit reviews as To Dos in the business process.
How do you define payroll processing roles and responsibilities?	The Pay Cycle Event business process enables you to specify who does what and to keep an audit trail of each task and when it was completed.
Do you separate payroll processing duties?	Using this business process not only enforces separation of duties, it notifies each role when a task is ready for them to perform.

Recommendations

Use this business process with the Pay Cycle Command Center (PCCC) to access payroll processing tasks and reports.

Requirements

No impact.

Limitations

You can't:

Use the Pay Cycle Event
business process when the pay period is in progress.

Include batch jobs for retro calculations.

Run off-cycle calculations.

Run recalculations.

Run settlement.

Tenant Setup

No impact.

Security

Domain	Considerations
Business Process Administration in the System functional area.	View and modify business process definitions.
Manage: Business Process Definitions in the System functional area.	View and modify all aspects of a business process, such as adding steps or conditions.
Process: Run Batch Calculations (Pay Calculation) in the Core Payroll functional area.	Run and schedule payroll calculations.
Process: Run Batch Cancel (Pay Cancel) in the Core Payroll functional area.	Cancel a payroll calculation for a pay group or pay run group.

Business Processes

No impact.

Reporting

You can include custom reports in the business process, as well as any of these delivered reports:

Report	Description
Audit Pay Calculation Results for a Period	View pay calculation results meeting predefined selection criteria for all of the workers in a pay run group or pay group during a specified period. Enables you to identify and correct payroll errors.
Audit - Pay Calculation Results Comparison to a Prior Period (By Worker)	Compare pay calculation results for each position for a given period to the results for a prior period for a pay run group or pay group. Enables you to identify and correct payroll errors.
Audit - Pay Calculation Results Comparison to a Prior Period (By Pay Group)	Compare pay calculation results for a specific pay group and period to the results for a prior period. Enables you to identify and correct payroll errors.
Audit - Pay Calculation Results Comparison to a Prior Period (Period Summary)	Compare summary pay calculation results for a given period to the summary results for a prior period. Enables you to identify and correct payroll errors.
Employee Data Changes Between Date Range	View data changes entered during a specified date range.
Pay Cycle Command Center	Provides access to common tasks and reports used to process payroll.
Payroll Accounting by Company/Period	Perform a pre-payroll accounting audit.
Payroll Audit Exceptions	Filter by status levels and severity counts, view audit exception details, and track the progress of audits.
Payroll Input Not Processed	Audit unprocessed pay input entries.

Integrations

You can use the Import Payroll Input
web service to load payroll inputs from a third-party provider.

Connections and Touchpoints

Features	Considerations
Pay groups and pay run groups	Pay groups enable you to group workers for payroll processing, and to define the eligibility rules for earnings and deductions. You can set up pay run groups to process and report on payroll results for multiple pay groups together.
Payroll accounting	Workday automatically generates payroll accounting entries as part of the calculation process.
Period schedules	Payroll calculations interact with the period schedule to determine period start and end dates and payment date. If you use the continuous calculation feature, you can also configure when to automatically run the first calculation of the period.
Run categories	Run categories define which pay components and types of workers to process in payroll calculations.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Concept: Payroll Audit Assignments and Routing

Reference: Payroll Audit Reports