Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2025-05-30
Steps: Set Up Payroll Year-End Business Process

Steps: Set Up Payroll Year-End Business Process

Review setup considerations for year-end tax reporting.
Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
These year-end business processes enable you to complete the series of steps for year-end reporting. You can specify the sequence of year-end tasks for your company and the roles responsible for their completion:
  • W-2 Year End Process
     (USA).
  • RL-1 Year End Process (Default)
     (CAN).
  • T4 Year End Process (Default)
     (CAN).
You can only launch the year-end business process from the
Payroll Year End
 dashboard.
Some stand-alone year-end tasks can't run concurrently with the business process.
For Payroll for the U.S.:
Can Run Concurrently With the Business Process
Can Run Concurrently with the Business Process But Returns a Warning
Can't Run Concurrently with the Business Process
  • Company W-2 Audit
  • Maintain W-2 Sorting Setup
  • View W-2 Form Data
  • View W-2 Box Configuration
  • View W-2 Errors
  • W-2 Preview
  • Create W-2 Forms
  • Create W-2 Data
  • Publish US Year End Tax Documents
For Payroll for Canada:
Business Process
Can Run Concurrently with the Business Process
Can Run Concurrently with the Business Process but Returns a Warning
Can't Run Concurrently with the Business Process
RL-1 Year End Process (Default)
  • RL-1 Preview
  • View RL-1 Form Data
  • View Canada Year End Form Box Configuration
  • PIER Exception Report
  • Maintain RL-1 Sorting Setup
  • Create RL-1 Forms
  • Create RL-1 Data
  • Publish Employee Canada Year End Forms
T4 Year End Process (Default)
  • T-4 Preview
  • View T4 Form Data
  • View Canada Year End Form Box Configuration
  • PIER Exception Report
  • Maintain T4 Sorting Setup
  • Create T4 Forms
  • Create T4 Data
  • Publish Employee Canada Year End Forms
When a step is already in progress in the business process, Workday processes the first completed task. Workday displays an error message to users who attempt to complete the task after that.
  1. Navigate to the company to associate with the year-end business process and select
    Business Process
    Create, Copy, or Link Definition
     from the related actions menu.
    Select the
    Business Process Type
     you want to set up:
    • W-2 Year End Process
       (USA)
    • RL-1 Year End Process (Default Definition)
       (CAN)
    • T4 Year End Process (Default Definition)
       (CAN)
  2. Edit Business Processes.
    You can select
    To Do
     from the
    Type
     prompt and add or create
    To Do
     steps from your year-end checklist, such as:
    • Review year-end checklist.
    • Review reporting requirements for the current tax year.
    • Check company and employee data for annual reporting.
    • Set up period schedules for payroll and absence.
    • Set up new ledger periods to ensure they're in the
      Open
       status to avoid operational errors.
    • Enable workers to opt out of paper copy of W-2 (USA).
    • Check third party sick pay W-2 setup (USA).
    • Set up FLSA calendars for the new year (USA).
  3. For Payroll for the U.S., select
    W-2 Year End Process
     from the
    Business Process Type
     prompt.
  4. Activate Pending Security Policy Changes.
  5. Set up the
    Payroll Year End
     dashboard.
    Access the
    Maintain Dashboards
     report to add year-end tasks as menu items on the dashboard.
You can initiate and complete the business process from the
Payroll Year End Process
 worklet on the
Payroll Year End
 dashboard.