A detailed introduction on Workday Payroll Training

WORKDAY PAYROLL

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Workday Payroll Overview Workday Payroll provides a complete platform that permits you to manage your entire payroll process, including:  Gathering required payroll inputs.

 Calculating gross pay, taxes, and deductions.  Conducting audits before and after payroll processing.  Generating accounting entries  Paying employees and Providing payslips.  Providing reports and tools to assist you in your reporting requirements. © 2020 Workday Training Online

Payroll Setup Setup the payroll processing framework

Setup Payroll accounting

Setup withholding orders for workers

Assigns workers to pay groups

Assign payment election rules to workers

Setup Banking and Settlement

Define earnings and deduction

Define payment election rules

Setup Integrations

Configure auditing

Setup company taxation

Assign workerlevel taxation

Configure business processes

Configure Reporting

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Payroll Processing Steps Add Payroll Input Payroll Integrations

Run Retro Calculation

Review Retro Results

Settle payments

Complete Payroll

Complete Retro

Review Payroll and Accounting Results

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Run Payroll Calculation

Sources of Payroll data Basic Biographical

Payment Elections

Worker and Job

Absence

Benefit Elections

Withholding Orders

Compensation

Work Schedules

Payroll Tax Withholding Elections

Payroll Input

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Payroll Processing Framework The payroll business framework consists of elements that must be planned and configured before running regular payroll. It is composed of  Period Schedule  Run Categories  Pay groups The association between these three elements identifies when to process payroll, what to process, and who to process

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Elements of Payroll Processing Framework Period Schedule • Processing frequency • Period start and end dates • Payment dates • Forward accruals

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Run Category • Type of payroll run( Regular, Bonus, Adjustment, etc,) • Define eligibility criteria • Allow for specific, granular eligibility

Pay Group • Who to process(must share the same period schedule and be in same country

Tax Setup Steps

Set up company tax ID

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Determine if exceptions are required

Set up company federal taxes

Set up company state/provincial taxes

Map wage tax components to tax reporting forms

Enter workerspecific data

Set up company local taxes

Workday Delivered tax Data Workday provides and maintains the following:  Information on default tax values, which are delivered as Payroll Tax Authority Defaults

 Deduction and pay components groups associated with payroll tax data according to country tax Authorities

 Federal, state/Province, and local tax data for payroll tax processing

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Set up Worker Tax Elections Payroll Administrators and Payroll Partners • Must have appropriate security • Use the task add workers US tax Elections

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Employees • Employee Self Service>Withholding, Elections(by default, Federal payroll selfservice is enabled for all employees)

Inbound Web Services • Can be used to load federal, state and local tax elections • Put state/local tax Elections for workers • Put payroll Federal W4 Tax Election • Put Payroll payee FICA for employee FICA OASDI and Medicare exemption

The Calculation Engine The calculation engine is a core system utility that enables you to define payroll calculations and the business logic and rules governing those calculations. It used to build payroll earnings and deductions ,and is used in other Workday functionality, such as Workday Absence

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Calculations

Calculation returns a • Number • Date • True or False statement • Other value

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Each calculation performs a specific operations

Calculation values can be used in : • Earnings • Deductions • Taxes • Pay Accumulations • Time off plans

Types of Calculations  Calculations that return a numeric value

 Calculations that return a date value  Calculations that returns a Boolean value .

 Payroll-specific calculations

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Pay Accumulations  A pay accumulation is a set of earnings, deductions, pay component-related calculations, pay components groups, or other pay accumulations for which Workday can calculate a total.  Accumulations return values used in payroll calculations.  Pay accumulations return a single value based on the pay period being calculated

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Earnings and Deductions Earnings and deductions give you the flexibility to configure complex payroll calculations that enable you to process payroll based on your business needs.

 Recognize sources of payroll calculation values.  Create and edit earnings and deductions  View net pay validation.  Maintain payroll audit configurations.  Specify limits for recouping arrears. © 2020 Workday Training Online

Payroll Calculation values Workday provides numerous data retrieval elements to pull values into payroll calculations.

Payroll Calculations

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Values

Common sources of Payroll Calculation values Time Tracking Entries Compensation plans

Payroll Calculations

Benefits Plans Absence/Time-off Payroll Input

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Withholding Orders Workday provides rules for processing the following types of involuntary withholding orders:  bankruptcy orders  Creditor garnishments  Federal administrative wage garnishments  Federal student loan  Federal tax levies  State tax levies  Support orders(Including lump sum)  Wage assignments

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Steps for setting up Withholding orders Workday applies withholding limits and sets garnishment priorities according to State and federal laws.

The High-level steps for setting up and processing withholding orders are: Identify disposable income for a withholding order Create a deduction recipient

Record the details of the withholding order

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Payroll accounting For Workday Payroll to accurately pass payroll information to after completing the accounting setup. You can process On and Off cycle payrolls to generate  Accounting entries  Review accounting results,  Correct any posting errors  Ledger period errors  Other accounting errors

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Payroll Accounting Set up Steps 1 • Define ledger account types 2 • Define a master account set for payroll 3 • Define an account set for payroll 4 • Define default accounts for posting and posting rules conditions 5 • Define a fiscal schedule for payroll accounting 6 • Define fiscal schedule posting intervals for payroll accounting 7 • Create and initial fiscal year and the next fiscal year 8 • Define company accounting details

9 • Define ledger types 10 • Assign a ledger type to each company 11 • Define ledger years and periods 12 • Open ledger periods 13 • Maintain journal source mapping to operational transactions and maintain payroll journals options © 2020 Workday Training Online

Roles and Security A security group is a collection of system users. Users can either be grouped explicitly.

Types of Security groups  User-Based  Role-Based  Service Center-Based  Job-Based  Integration-Based  Segment-Based  Location Membership  Organization Membership  Aggregate  Intersection  Level-Based © 2020 Workday Training Online

Pay Component Security Pay Component Security enables non-Payroll users, such as managers and benefits administrators, to view the results of selected earnings and deductions Example Enable managers to view hourly pay and overtime pay for employees in their organization

Enable benefits administrators and partners to view benefit deductions only.

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Banking and Settlement ďƒź To Setup the Banking, you must define the business entities that provide company financial and banking services and hold physical

bank accounts, define branches of a financial institution, establish standard bank accounts, and establish petty cash accounts ďƒź You must setup the settlement process by defining the valid ways to make payment Š 2020 Workday Training Online

Banking and Settlement Configuration

Configure ACH Integrations

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Define payment Election Rules

Configure Payroll Payslip

Configure Check Print Layout

Configure Business Processes

Define Routing Rules

Define Bank Accounts

Business Process Who approves or denies something that happened

Who needs to do additional tasks

Business Process Who needs to know something happened

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Any additional system events that need to be initiated

Payroll-Specific Business Process There are 12 Payroll-Specific Business Process Assign Costing Allocation Assign Pay Group Change No Retro Prior to Date Complete Federal withholding Elections Correct Time Off Create Initial Payroll Commitments Create Payroll Commitment Adjustments Maintain Payroll Reporting Codes for Workers Pay Cycle Event Request Leave of Absence Request return from Leave of Absence Request Time Off © 2020 Workday Training Online

Pay Cycle Event The Pay Cycle Event business process uses Workday’s build in work flow. As delivered, the Pay Cycle Events contains two batch processes  Pay Calculation Pay Complete

By using the Pay Cycle Event Customers are able to retrieve a stepby step audit of who approved which steps and when. © 2020 Workday Training Online

Pay Cycle Event  Payroll Input Tax Integration and Garnishments

Run Retro Calculation

Review Retro Results

Settle Payments

Run Payroll Complete

Complete Retro

Review Payroll and Accounting Results

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Run Payroll Calculation

Payroll Processing Payroll process is used to calculate and complete payroll and generate payroll accounting entries .Payroll process in its simplest form is:  Input worker data

 Calculate  Review  Complete  Settle

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Off cycle Processing Off Cycle processing transactions occurs outside of a regularly scheduled, on cycle pay run and include:  Manual Payments

 On Demand  Reversals Off Cycle entries can be created and then attached to the current on cycle pay period or to a prior pay period © 2020 Workday Training Online

Manual Payment Manual Payment are used to record payments made outside the Workday Payroll such as third party sick pay, stock etc,

 Manual Payment must reflect all worker deductions and taxes.  Manual Payment can also be used to move taxable wages and balances.

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Processing Sequence  Manual Payments that record payments made to employees outside of workday payroll(for example, by check or cash)

 On Demand payments that replace or are issued in addition to employees on cycle payments.  Reversals that back out a completed pay calculation for an employee

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Reporting in Workday Workday’s Report writer is build in to the core product. Payroll information is available through Report writer for the creation of custom Payroll Reports.

Workday Payroll comes with many delivered reports, easily modifiable in report writer.

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Categories of payroll data

 Pay Groups  Pay Periods  Pay Components  Worktags  Run Categories  Security/Roles

Balances

Activity

Exceptions © 2020 Workday Training Online

• By pay components • By employee • By organization • By balance period

• Totals within a set of pay results • Activity within a set of pay results

• Values outside of a threshold

Workday Training Online workday Training Online provides indepth functional skills in the field of cloud-based ERP training software. We are giving training for various modules of Workday like Workday HCM, Integration, Finance, Reporting, Payroll, and Studio Training and more. Our trainer has guided over 20,000 students who have been placed in reputed organizations. Š 2020 Workday Training Online

For more info +1 214-872-7517 workday@workdaytrainingonline.com www.workdaytrainingonline.com

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