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Administrator Guide
Last Updated: 2023-06-23
Set Up Pay Groups

Set Up Pay Groups

  • Set up run categories.
  • Set up period schedules.
  • Security:
    Set Up: Payroll - Pay Group Specific
     domain in the Core Payroll functional area.
You can create pay groups to aggregate workers for payroll processing done by your own company. You can base pay groups on:
  • Shared pay period schedules.
  • Pay run categories. Example: Regular and Bonus, GBR Regular, Regular (FRA).
For Payroll for France, to ensure appropriate security configurations for DSN reporting, Workday recommends that you group all workers from the same establishment in the same pay group.
When you create a pay group, you can assign it to one or more run categories. Run categories determine who and what to process. For each run category you assign, you can specify:
  • The period schedule.
  • The initial processing period.
  • When payslips become viewable to workers through self-service pages.
  • Who can access and view the pay group.
  1. Access the
    Create Pay Group
     task.
  2. As you complete this header, consider:
    Option Description
    Name
    Workday uses effective-dating for the pay group name.
    You can change the name and apply effective dating by selecting
    Organization
    Edit Name/Code
     from the related actions menu of the pay group.
    Include Code in Name
    Select to add the code as a suffix to the pay group name.
    Visibility
    Specify who can view the pay group and its members:
    • Role Assignees
      : Workers assigned to a role in the pay group.
    • Everyone
      : All employees.
    • Role Assignees of Current and Superiors
      : Workers assigned to a role in the pay group or a superior pay group can view the pay group and its subordinate pay groups.
    • Role Assignees and Members
      : All members and workers assigned to a role in the pay group.
      Workers secured to the
      Set Up: Payroll - Pay Group Specific
       domain in the Core Payroll functional area can view the pay group and its members regardless of the
      Visibility
      .
  3. As you complete the
    Pay Group Options
     section, consider:
    Option Description
    Used in Payroll Interface
    Don't select this check box for pay groups used by Workday Payroll.
    Country
    Determines the currency that Workday uses for the pay group. You can select countries that are listed as
    Enabled Countries
     on the
    Edit Tenant Setup - Payroll
     task.
    When the country currency is different from the currency of a company or worker payment election, Workday uses the default exchange rate to convert it. You can set the default exchange rate as of the period end date on the
    Maintain Currency Conversion Rates
     task.
    After you process payroll for a pay group, you can't change the country. To change the country, create a new pay group.
  4. As you complete the
    Pay Group Details
     section, consider:
    Option Description
    Run Category
    The run category defines the payroll processing rules for the pay group and a defined period schedule.
    You can only calculate payroll for the run category and period schedule combinations, known as pay group details, that you define for a pay group.
    You can only select 1 regular run category for a pay group.
    Pay Run Groups
    (Optional) If you want to process and track the pay group at the same time as other pay groups, select a pay run group. Only add pay group details that share the same period schedule to a pay group.
    When you process payroll, you can select pay run groups instead of, or in addition to pay group details.
    You can add a pay group to a pay run group later on by accessing the
    Create Pay Run Group
     task or
    Edit Pay Run Group
     task.
    Override First Processing Period
    Defines the first period that you can process with Workday Payroll.
    You can specify an
    Override First Processing Period
     when the first period that you process for Workday Payroll isn’t the first period in the period schedule. Examples:
    • The first period in the period schedule is January 4 - 10, but you don't begin processing until January 11 - 17.
    • You're using the same period schedule for Workday Payroll and Absence Management, but you start calculating absence balances on January 1st, and processing payroll on July 1st.
    This field also controls the periods for which you can load payroll history. You can only load payment history for periods before the
    Override First Processing Period
    . Example: For a midyear payroll implementation, you can import historical payroll data for periods before the go-live date.
    Days from Payment Date to Display Payslip
    Defines when to display payslips in employee self-service, based on a number of days before or after the payment date. Regardless of this field, you can only view payslips when the payroll status is
    Complete
    .
    Examples:
    • To display payslips at midnight on the payment date, enter zero.
    • To display payslips the day before the payment date, enter -1.
  5. On the
    Assign Roles
     tab, consider:
    Option Description
    Role
    Add a row for each organization role that needs to initiate, manage, and oversee payroll processing for the pay group. You can only select organization roles that are enabled for the
    pay group
     organization type.
    To enable an organization role for a specific type of organization, access the
    Maintain Assignable Roles
     task.
    Restricted to Single Assignment
    Select to restrict the assignment to a single position.
    To restrict an organization role to a single assignment, access the
    Maintain Assignable Roles
     task.
    Assigned To
    Select 1 or more positions assigned to the role.
Assign workers to pay groups.
To edit the pay group, access the
View Pay Group
 report. Select
Organization
Edit Organization
 from the related actions menu of the pay group.