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Administrator Guide
Last Updated: 2023-06-23
Example: Set Up Pay Run Category for Workers on Leave

Example: Set Up Pay Run Category for Workers on Leave

This example illustrates how to:
  • Set up a run category for workers on leave.
  • Define a different set of pay components to process in both on-cycle and off-cycle payroll runs.
Global Modern Services (GMS) wants to configure a run category to process workers on leave who:
  • Have one-time payroll input, or a one-time or bonus payment from Workday Compensation.
  • Are on a paid leave for sabbatical or short-term disability.
GMS wants to calculate these pay components:
  • Leave pay for workers on short-term disability. You configure this earning to pay at 80% of the regular amount.
  • Nonactive leave pay for workers on sabbatical.
  • Retirement contributions for regular workers on a sabbatical or short-term disability.
  • Healthcare deductions and employer paid benefits for all workers on sabbatical or short-term disability.
GMS also wants to run on-demand additional payments to workers on short-term disability for the processed subperiod to pay:
  • Retirement contributions.
  • Employer match to retirement plans.
  • Enable leave types with the
    Payroll Effect
     option on the
    Create Leave Type
     task.
  • Create these pay components:
    • Leave Pay (80%)
    • Nonactive Leave Pay
    • Retirement Contribution
    • Retirement Employer Match
  • Create the
    Healthcare Deductions
     pay component group.
  • Create an instance set comparison calculation to identify multiple leave types.
  • Security:
    Set Up: Payroll - Pay Group Specific
     domain in the Core Payroll functional area.
  1. Access the
    Create Run Category
     task.
  2. Enter
    Workers on Leave
     in the
    Name
     field.
  3. In the
    Workers to Process
     section of the
    General
     tab, specify these criteria:
    Status
    Selection Criteria
    On Leave
    Because workers can meet any of the 3 criteria, select each of these calculations on a separate row (OR conditions):
    • Paid Leave Type = Sabbatical or STD
    • Payroll Input Exists for an Earning that is Part of Gross Pay Accumulation for the Run Category
    • Onetime or Bonus Payment Exists for an Earning that is Part of Gross Pay Accumulation for the Run Category
  4. On the
    Nonactive (On Cycle, On Demand Replacement)
     tab, enter these values:
    Pay Component to Calculate
    Pay Component Groups to Calculate
    Status
    Leave Types
    Processing Criteria
    Leave Pay (80%)
    On Leave
    Short-term disability
    Nonactive Leave Pay
    On Leave
    Sabbatical
    Retirement Contribution
    On Leave
    Short-term disability
    Sabbatical
    Worker Employee Type is Regular
    Healthcare Deductions
    Employer Paid Benefits
    On Leave
    Short-term disability
    Sabbatical
    In addition to the selected pay components, Workday automatically processes one-time payroll input for the pay period and any one-time payments or bonuses from Workday Compensation.
  5. On the
    Off Cycle (On Demand Additional, Manual)
    tab, enter these values:
    Pay Component to Calculate
    Type of Run
    Status
    Leave Types
    Processing Criteria
    Retirement Employer Match
    Retirement Contribution
    On Demand
    On Leave
    Short-term disability
    Worker on Leave with Payroll Effect (Sub Period)
  6. Click
    OK
     and
    Done
    .
You process monthly on-cycle payroll for March. Workday calculates these pay components for Donna, a part-time worker, who's on leave for short-term disability from March 1 through April 15:
  • Leave Pay (80%)
  • Healthcare Deductions
  • Employer Paid Benefits
Workday also calculates these pay components for Gloria, who's on leave for short-term disability from March 4 to March 24:
  • March 1 - 3: Regular pay (prorated)
  • March 4 - 24:
    Leave Pay (80%)
     (prorated),
    Healthcare Deductions
    ,
    Employer Paid Benefits
  • March 25 - 31: Regular pay (prorated)
Jim is a worker on personal leave for the entire month of March. Workday doesn't calculate anything for him because he doesn't meet the selection criteria for processing.