Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Identify What to Pay in On-Cycle and On-Demand Replacement Pay

Identify What to Pay in On-Cycle and On-Demand Replacement Pay

  • Define gross and net pay accumulations.
  • Define who to pay for the run category.
  • Security:
    Set Up: Payroll - Pay Group Specific
     domain in the Core Payroll functional area.
Define which pay components and pay component groups to calculate for active and non-active workers processed by the run category in:
  • On-cycle runs.
  • On-demand replacement payments (AUS, CAN, FRA, UK, USA).
Active workers are active on the period start or end date. Example: A worker who is terminated midperiod is considered active. Workday processes workers with multiple jobs as active when:
  • At least 1 job in the pay group is active. Example: Workers with an
    Active
     status in the
    Workers to Process
     section.
  • The job in the pay group is ended, but they have an active job in another pay group. Example: Workers with an
    Ended Additional Job
     status in the
    Workers to Process
     section.
Non-active workers are workers who are either:
  • Terminated on the period start date.
  • On-leave with payroll effect for the entire pay period.
  1. Access the
    Edit Run Category
     task.
  2. In the
    Gross/Net
     section, specify which pay components to calculate for active workers in on-cycle runs, or on-demand replacement payments.
    Option Description
    Gross Pay Accumulation
    You can only select pay accumulations with
    Type
     set to
    Gross
     on the
    View Pay Accumulation
     report.
    For Payroll for Ireland, the UK, and the U.S., select a pay accumulation that groups the earnings that make up gross pay.
    For Payroll for Canada and France, select a pay accumulation that groups earnings and deductions that make up gross pay.
    For a regular run category, select:
    • AUS Gross [AUS]
      (AUS)
    • FRA Gross [FRA]
       (FRA)
    • IRL Gross [IRL]
       (IRL)
    Net Pay Accumulation
    Select a pay accumulation that groups the earnings and deductions that make up net pay. You can only select pay accumulations with
    Type
     set to
    Net
     on the
    View Pay Accumulation
     report.
    For a regular run category, select:
    • AUS Net [AUS]
       (AUS)
    • FRA Net Pay [FRA]
       (FRA)
    • IRL Net [IRL]
       (IRL)
    Additional Pay Components to Calculate
    Select earnings and deductions that aren't part of a worker's gross or net pay, but are related to the result.
    Additional Pay Component Groups to Calculate
    Select pay component groups that aren't part of a worker's gross or net pay, but are related to the result. Examples:
    Payroll for Australia:
    • All AUS Reportable Fringe Benefits Amounts (FBT/RFBA) [AUS]
    • AUS Superannunation Employer Contributions [AUS]
      .
    Payroll for France:
    • FRA Employer Taxes Provision [FRA]
    • FRA Statutory Taxes ER [FRA]
    Payroll for Canada and the U.S.:
    • Employer Paid Benefits
    • Non Cash Taxable Benefits
    • Statutory Taxes (ER)
    For Payroll for Ireland, you can add pay component groups for reporting on:
    • Earnings, Hours and Employment Costs Survey information to the Central Statistics Office.
    • Gender pay gap details.
  3. (Optional) On the
    Nonactive (On Cycle, On Demand Replacement)
     tab, specify which pay components to calculate for non-active workers in on-cycle or on-demand replacement pay.
    Regardless of the run category configuration, Workday automatically processes these pay components for the non-active workers processed by the run category:
    • One-time or bonus payments from Workday Compensation, for workers who meet pay component eligibility.
    • One-time payroll input, for workers who meet pay component eligibility.
    • Employer and employee statutory taxes (CAN, IRL, UK, US).
    For Payroll for Ireland, you must configure the run category for Workday to calculate statutory MyFutureFund deductions.
    Option Description
    Pay Components to Calculate
    Select a pay component that belongs to the gross, net, or additional pay components specified on the
    General
     tab.
    Examples:
    • Base Pay
      .
    • A a retirement or superannuation deduction.
    • IRL MyFutureFund EE [IRL]
       and
      IRL MyFutureFund ER [IRL]
       for auto-enrolment pension contributions (IRL).
    To process on-going payroll input for non-active workers, select the pay component here.
    Pay Component Groups to Calculate
    For Payroll for Canada, Ireland, the UK, and the U.S., select a pay component group that belongs to the gross, net, or additional pay components groups specified on the
    General
     tab, such as
    Healthcare Benefits Deductions
    .
    For Payroll for France, select a pay component group that belongs to the gross, net, or additional pay components groups specified on the
    General
     tab. Examples:
    FRA Statutory Taxes EE - Deductible from Tax [FRA]
    ,
    FRA Statutory Taxes EE - Submitted to Tax [FRA]
     or
    FRA Statutory Taxes ER [FRA].
    If you frequently process the same set of deductions for additional payments, you can create a pay component group and assign it to multiple run categories.
    Status
    Specify whether to calculate the pay component for workers who are on leave or terminated.
    Create only 1 line for each pay component (or pay component group) and status combination.
    Leave Types
    (Optional) When the
    Status
     is
    On Leave
    , select the leave types for which to calculate the pay component. You can only select leave types with payroll effect enabled.
    When you leave this field empty, Workday calculates the specified pay component for all leave types with payroll effect enabled.
    Processing Criteria
    Define any additional criteria for calculating the pay component or pay component group.
    When multiple criteria apply at the same time (AND logic), enter them on the same row. When multiple criteria apply individually (OR logic), enter them on different rows.
    If you don't define processing criteria for a status, Workday processes the pay component for all workers with that status.
    Some Workday-owned calculations are too broad to use as processing criteria. Example: Don't use
    Payroll Input Exists for an Earning that is Part of Gross Pay Accumulation for the Run Category
    , as processing criteria.
Your run category is configured to identify which pay components to calculate for on-cycle and on-demand replacement payments.
In on-cycle or on-demand replacement payments, you want to pay:
  • Severance pay to terminated workers who have a pay through date or termination date that falls in the period.
  • 80% leave pay to workers with short-term disability leave.
Payroll for Ireland doesn't support on-demand replacement payments.
Add 2 lines to the
Pay Components to Process
 on the
Nonactive (On Cycle, On Demand Replacement)
 tab of your run category:
Pay Components to Calculate
Status
Leave Types
Processing Criteria
Severance Ongoing
Terminated
For Payroll for Canada, France, and the U.S.:
Worker: Pay Through Date >= Period Start Date
For Payroll for Australia, Ireland, and the UK:
Worker: Termination Date >= Period Start Date
Leave Pay (80%)
On Leave
Short-term disability