Upload External Payroll Documents

Workday Confidential
 Maggie Hoang
Sr. Product Manager
Third-Party Payroll

Workday Confidential
Safe Harbor Statement
This presentation may contain forward-looking statements for which there are risks, uncertainties, and
assumptions. If the risks materialize or assumptions prove incorrect, Workday’s business results and directions
could differ materially from results implied by the forward-looking statements. Forward-looking statements include
any statements regarding strategies or plans for future operations; any statements concerning new features,
enhancements or upgrades to our existing applications or plans for future applications; and any statements of
belief. Further information on risks that could affect Workday’s results is included in our filings with the Securities
and Exchange Commission which are available on the Workday investor relations
webpage: www.workday.com/company/investor_relations.php

Workday assumes no obligation for and does not intend to update any forward-looking statements. Any
unreleased services, features, functionality or enhancements referenced in any Workday document, roadmap,
blog, our website, press release or public statement that are not currently available are subject to change at
Workday’s discretion and may not be delivered as planned or at all.

Customers who purchase Workday, Inc. services should make their purchase decisions upon services, features,
and functions that are currently available.
 01 Feature Overview

Agenda
02 Demo

03 Configurations

Workday Confidential
 Feature Overview

Workday Confidential
 Feature Overview

A tool to upload payroll

documents generated from
third-party vendors into
Workday, e.g., payslips, tax
documents, and other
payroll documents.

Workday Confidential
 Support for External Payroll Documents Timeline

W23
Import External Payslips

W31
REST APIs for Tax Documents
Tax documents not persisted in Workday
W33
REST APIs for Payslips
Payslips not persisted in Workday

2020R2
Import External Payroll Documents
Payslips, tax documents, other payroll documents
Support workers in Payroll Interface pay groups
2021R1
Import External Payroll Documents
Payslips, tax documents, other payroll documents
Support workers in Workday Payroll pay groups

Workday Confidential
Feature Overview – How

Integrations Web Service Manually

Public web service: Task:

Integration template: Import External Upload External
External Payroll Payroll Document Payroll Documents
Documents (v36.0) for a ~Worker~
Feature Overview – Why

• Administrators and employees can view

documents in Workday
• Documents are persisted in Workday
• Can upload documents for terminated
workers
 DEMO

Upload External Payroll Documents

Workday Confidential
 Configurations

Workday Confidential
 ExPD – Document Types

• Maintain External Payroll Document Types task

‒ Domains
▪ Set Up: Payroll Interface
▪ Set Up: Payroll
‒ Define tax, other document types to be used in uploading documents
‒ Cannot define document types with the same name and country
‒ Ignore spaces and ‘-’
‒ Can edit but cannot delete documents types which are in use
‒ Other Document Types
▪ Can determine whether to show a document to the employees by checking Show to Employee
▪ Can determine whether to show the comments associated with a document to the employees by
checking Show Comments to Employee

Workday Confidential
 ExPD – Document Types, Cont.

• Document Type Name

‒ Web service – Ref ID, WID, Name
‒ Integration template – Configure via integration attribute Document Type Identifier
‒ Workday will create the document type while uploading if not exist using the
provided Name and Country

• View External Payroll Document Types task

Workday Confidential
 ExPD – Document Types, Cont.

Workday Confidential
 ExPD – Hide Workday Generated Payslips

• Only applicable to Workday Payroll customers

• Workday payroll automatically generates payslips for a pay group
upon Run Pay Complete
• To hide Workday generated payslips use the existing Maintain
Payroll Payslip Configuration task
‒ Hide Payslips = ON
‒ For the US, Canada, and the UK Workday does not display payslips with
payment dates after the effective date.
‒ For France Workday does not display payslips immediately.
‒ Note: The above does not apply to all already generated payslips. Use Hide or
Display Payslips for Group of ~Workers~ task to hide these payslips.
Workday Confidential
 ExPD – Hide Workday Generated Payslips

Workday Confidential
 ExPD – Integration Template

• External Payroll Documents

‒ Integration Attributes
▪ Input File Format – XML and CSV
▪ Input Date Format
▪ Organization Identifier Type
o Organization Code – Default
o Reference ID
▪ Document Identifier Type
o Document Name – Default
o Reference ID
▪ Document Retention
‒ Integration Maps
▪ Organization

Workday Confidential
 ExPD – Integration Template, Cont.

• Require manifest and archive files

‒ Manifest files provide details for the upload – worker, period, organization,
document type, year, etc.
‒ Archive zip files contain the attachment files
‒ Support multiple manifest files and archive files
‒ Require separate .csv per document category, i.e., one .csv file for payslips, one
.csv file for tax documents, one .csv file for other payroll documents
▪ Document categories = payslips, tax documents, other payroll documents
‒ Can use one .xml file for all document categories

Workday Confidential
 ExPD – Integration Template, Cont.

• DataAudit.html lists errored records

• Error entries are included in – Output Files tab
‒ Invalid_Manifest_Records_yyyy-MM-dd.xml or
‒ Invalid_Manifest_Payslips_yyyy-MM-dd.csv
‒ Invalid_Manifest_Tax_Documents_yyyy-MM-dd.csv
‒ Invalid_Manifest_Other_Payroll_Documents_yyyy-MM-dd.csv
‒ InvalidArchive.zip

Workday Confidential
 ExPD – .CSV Files

Payslip - Version 1

Tax Document - Version 1

Other Payroll Document - Version 1

Note: File_Name only required to add new records, not update, or delete.

Workday Confidential
 ExPD – .CSV Files

Payslip - Version 2 - Support Run Category for Workday Payroll Customers

Tax Document - Version 2 - Support Additional Fields

Workday Confidential
 ExPD – .CSV Files

• Document_Category
‒ Payslips = payslip
‒ Tax Documents = tax
‒ Other Payroll Documents = other

• Delete
‒ 0, false, blank = add
‒ 1, true = delete

• R = required field
• K = key field
Workday Confidential
 ExPD – Key Fields

• Key fields are used to identify duplicates, matching records for

updates and deletions
• Examples for tax documents
Worker ID Organization Year Tax Form Country Issued Date Display Date File Name Action

1 12345 GMS Company 1 2019 W2 USA 1/15/2020 1/20/2020 12345_1.pdf New Entry

2 12345 GMS Company 1 2019 W2 USA 1/19/2020 1/20/2020 12345_2.pdf New Entry –
Issued Date
different
3 12345 GMS Company 2 2019 W2 USA 1/15/2020 1/20/2020 12345_3.pdf New Entry –
Organization
4 12345 GMS Company 1 2019 W2 USA 1/15/2020 1/20/2020 12345_4.pdf Override #1

Workday Confidential
 ExPD – Public Web Service

• Import External Payroll Document (v36.0)

‒ Documents need to be Base64 encoded
‒ For Payslips, Tax Documents Version 1
‒ Always use the latest web service version available here

Workday Confidential
 ExPD – Integration System User (ISU)

• Grant the ISU Get and Put access to these domains

‒ Integration Event
‒ Payroll Interface
‒ Set Up: Payroll Interface
‒ Set Up: Payroll - Pay Group Specific (if import external payslips)
‒ Web service only – Get access to ONE of the following domains

Person Data: Birth Person Data: Home Person Data: Personal Worker Data: Worker Data: Leave of
Place Contact Information Information Compensation by Absence
Organization
Person Data: Person Data: ID Worker Data: Benefit Worker Data: Credit Worker Data: Time Off
Emergency Contacts Information Elections Card (Time Off Balances)
Person Data: Gender Person Data: Military Worker Data: Business Worker Data: Current
Status Assets Staffing Information

Workday Confidential
 ExPD – View External Payroll Documents

• Configure Profile Group -> Pay for Worker Profile, add

‒ Payslips – to allow viewing of payslips
‒ Tax Documents – to allow viewing of tax documents
‒ Additional Documents – to allow viewing of other payroll documents

• Pay dashboard, Pay worklet

‒ My Payslips
‒ Tax Documents
‒ My Other Payroll Documents

Workday Confidential
 ExPD – View Payslips

• Payslips tab of Worker profile, External Payslips grid

• For administrators, partners
‒ Related action from worker Payroll Interface -> View Payslips
‒ Payslips for ~Worker~
‒ Domains
▪ Worker Data: Payroll Interface (External Payroll Documents)
▪ View: Maintain Payroll Interface
▪ Reports: Pay Calculation Results for Worker (External Payroll Documents)
▪ Reports: Pay Calculation Results for Worker (Payslips)
▪ Reports: Results for Worker (Pay Calculation) – CAN
▪ Reports: Results for Worker (Pay Calculation) - USA

Workday Confidential
 ExPD – View Payslips

• For employees
‒ My Payslips
‒ Pay dashboard, Pay worklet
‒ Domains
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface
▪ Self-Service: Payroll (My Payslips)

Workday Confidential
 Worklets Using External Payslips Information

• Available on the Pay Dashboard and Pay Worklet

‒ Recent Payslips (not searchable)
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface
‒ External Payslips – Gross and Net History
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface
▪ Self-Service: Payroll (My Payslips)

Workday Confidential
 ExPD – View Payslips

Workday Confidential
 ExPD – View Payslips

Workday Confidential
 ExPD – View Tax Documents

• Tax Documents tab of Worker profile, External Tax Documents grid

• For administrators, partners
‒ Related action from worker Payroll -> Tax Documents
‒ Domains
▪ Worker Data: Payroll Interface (External Payroll Documents)
▪ Worker Data: Payroll Interface (External Year End Tax Documents)
▪ Reports: Pay Calculation Results for Worker (External Payroll Documents)
▪ Reports: Pay Calculation Results for Worker (Tax Filing/W-2s) – USA
▪ Reports: Results for Worker (Pay Calculation) – CAN
▪ Reports: Results for Worker (Pay Calculation) - UK

Workday Confidential
 ExPD – View Tax Documents

• For employees
‒ My Tax Documents
‒ Pay dashboard, Pay worklet
‒ Domains
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface (External Year End Tax Documents)
▪ Self-Service: Payroll (My Tax Documents) - USA
▪ Self-Service: Payroll (My Tax Documents) - CAN
▪ Self-Service: Payroll (My Tax Documents) - UK

Workday Confidential
 ExPD – View Tax Documents

Workday Confidential
 ExPD – View Other Payroll Documents

• Additional Documents tab of Worker profile, Other External Payroll Documents

grid
• For administrators, partners
‒ Other External Payroll Documents for ~Worker~
‒ Domain
▪ Reports: Pay Calculation Results for Worker (External Payroll Documents)
▪ Worker Data: Payroll Interface (External Payroll Documents)

• For employees
‒ My Other External Payroll Documents
‒ Pay dashboard, Pay worklet
‒ Domain
▪ Self-Service: Payroll (My Other Payroll Documents)
▪ Self-Service: Payroll Interface (External Payroll Documents)

Workday Confidential
 ExPD – View Other Payroll Documents

Workday Confidential
 ExPD – RDSs and Report

• Report Data Sources

‒ All External Payroll Documents
▪ External Payroll Documents for ~Worker~, Organization, and Batch ID
‒ External Payslips
▪ External Payslips for ~Worker~, Organization, Period, and Date Range
▪ External Payslips for ~Worker~ and Date Range
‒ External Tax Documents
▪ Filter – External Tax Documents for ~Worker~, Organization, Document Type, and ~Country~
‒ Other External Payroll Documents
▪ Filter – Other External Payroll Documents for ~Worker~, Organization, Document Type, and ~Country~

• Domains
‒ Worker Data: Payroll Interface (External Payroll Documents)
‒ Reports: Pay Calculation Results for Worker (External Payroll Documents)

Workday Confidential
 ExPD – RDSs and Report, Cont.

• Report
‒ Find External Payroll Documents (XpressO report, cannot copy)

• Domain
‒ Worker Data: Payroll Interface (External Payroll Documents)
‒ Reports: Pay Calculation Results for Worker (External Payroll Documents)

Workday Confidential
 Delete Uploaded Payroll Documents

• Delete by Batch ID
‒ Delete External Payroll Document option – will delete all external payroll
documents associated with that Batch ID

• Delete using a web service or an integration if key fields match

‒ Delete_External_Payroll_Document parameter
‒ Delete – set to true or 1 for csv, xml files

• Delete External Payslips

Workday Confidential
 Delete Upload Payroll Documents, Cont.

• To delete a single document

‒ Find External Payroll Documents report, related action from the document
External Payroll Document -> Delete

• To delete one or more documents

‒ Delete External Payroll Documents task
▪ Worker Data: Payroll Interface (External Payroll Documents)
▪ Reports: Pay Calculation Results for Worker (External Payroll Documents)

Workday Confidential
 Manually Upload External Payroll Documents

• To upload external payroll documents manually for a single worker

‒ Upload External Payroll Documents for a ~Worker~ task
▪ Worker Data: Payroll Interface (External Payroll Documents)
▪ Reports: Pay Calculation Results for Worker (External Payroll Documents)

• To be able to create new tax form types and other external payroll
document types, need to have security for domains
‒ Set Up: Payroll Interface
‒ Set Up: Payroll

Workday Confidential
 Worklets Using External Payslips Information

• Available on the Pay dashboard and Pay worklet

‒ Recent Payslips (existing, not searchable)
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface
▪ Self-Service: Payroll (My Payslips)
‒ External Payslips – Gross and Net History (new)
▪ Self-Service: Payroll Interface (External Payroll Documents)
▪ Self-Service: Payroll Interface
▪ Self-Service: Payroll (My Payslips)

Workday Confidential
 Related Actions from a Worker

• Related actions from a worker to view External Payroll Documents

‒ Worker -> Payroll Interface -> View Payslips
‒ Worker -> Payroll -> Tax Documents
‒ Worker -> Payroll Interface -> View Other External Payroll Documents
‒ Worker -> Payroll Interface -> Upload External Payroll Documents

Workday Confidential
 ExPD – Upload and View Limits

• Payslips
‒ 7 years from current date using end date of the pay period
• Tax Documents & Other Payroll Documents
‒ 1,000 documents total per worker
• Can upload documents for terminated workers
• Can upload multiple payslips for one pay period
• An individual attachment file, such as PDF file, can't exceed 1MB.
• A manifest file or archive .zip file can't exceed 30MB.
• Reference – Integrations and Web Service Limits

Workday Confidential
 Accessibility

• Payslips
‒ Payment Date

• Tax Documents
‒ Tax Year

• Other Payroll Documents

‒ Document Type

Workday Confidential
 Others

• Payslips – derive currency

‒ If Gross and/or Net are provided and no Currency provided, Workday will derive
& persist currency of the pay group

• Support all file types as specified on the tenant setup for

attachments
• Purging for terminated workers
‒ External payroll documents (payslips, tax, other) are purgeable data types

Workday Confidential
 External Payroll Documents Comparison
Import External Payslips REST APIs for Payslips and External Payroll Documents
Tax Documents
Method Integration template External payslips, external tax documents Import External Payroll Document web service and
REST APIs External Payroll Documents integration template support
uploading of payslips, tax, and other payroll documents

Set Up Create integration system Configure external payroll vendor Create integration system if applicable
mapping for External Payslips and
External Tax Documents feature

Requirements for Provide FTP server endpoint for Provide REST APIs for accessing Make web service request to upload external payroll
third-party payroll retrieving external payslips payslips, tax documents documents, OR
vendor Provide FTP server endpoint for retrieving external payroll
documents

Storage In Workday In third-party vendors In Workday

Availability Available up to 7 years from the end No time limit Payslips – available up to 7 years from the end date of the
date of the current pay period No longer available if changing vendor current pay period
Tax, Other Payroll documents – 1,000 documents

Maintenance Delete External Payslips N/A Delete / Update – both web service and IT
Delete by Batch ID
Delete External Payslips
Delete External Payroll Documents
Limits A payslip file can’t exceed 600KB N/A Attachment can’t exceed 1MB
Standard limits for web service
Workday Confidential
 External Payroll Documents
Run Category for Payslips

Workday Confidential
Why Do We Need to Support Run Category?

• ExPD looks at pay period end date in the manifest file to determine
the pay period to attach the payslips to
‒ Not a problem for Payroll Interface pay group - one Regular run category
‒ A potential issue for Workday Payroll pay group because there could be
multiple run categories which have the same pay period end date
ExPD Additional Integration Attributes

• Payslip Version
‒ 1 - Does not support Run Category, Default
‒ 2 - Support Run Category
‒ Required for Launch
• Tax Document Version
‒ 1 - Default
‒ Required for Launch
• Other Document Version
‒ 1 - Default
‒ Required for Launch
ExPD Additional Integration Attributes
ExPD Additional Integration Map

• Run Category - map Run Categories

from 3rd party vendors to Run
Categories in the Workday system
ExPD Payslips Run_Category

• Run_Category is a key field

• .csv manifest file

• .xml parameter <Run_Category>

• Applicable to Version 2
Import External Payroll Document Web Service

• Support Run Category - web

service version v37.0
Upload External Payroll Documents for a Worker

• Period End Date

‒ Removed
• Run Category prompt
‒ Driven by the Pay Group prompt
‒ If entered Pay Group has a single run category, it will be defaulted to that run
category
‒ If entered Pay Group has multiple run categories, the user has to select
• Period prompt
‒ Display only 7 years of periods - from current date, using pay period end date
‒ Users can type in a period
Upload External Payroll Documents for a Worker
CRF and Reports

• CRF Run Category for the BO External

Payslips
‒ Return the run category associated with the pay
period for the payslip
• Add Run Category column for the following
reports
‒ Find External Payroll Documents
‒ Delete External Payroll Documents
 External Payroll Documents
Enhancements for Tax Documents

Workday Confidential
Feature Overview

A tool to upload payroll

documents generated from
third-party vendors into Workday,
e.g., payslips, tax documents,
and other payroll documents.
Why These Enhancements?

• To support uploading multiple tax documents with the same Tax

Form, Year, and Issued Date for the same Organization

• To allow more information

‒ Province of Employment and Form Type for Canada
‒ Region for Spain and Hong Kong
• Provide the ability to not show certain tax documents to the
employees
Additional Fields for Tax Documents - How

Integrations Web Service Manually

External Payroll Documents Public web service: Import Task:
integration attribute External Payroll Document
Upload External Payroll
Tax Document Version = 2 (v37.1) Documents for a ~Worker~
Manifest Files

• csv

• xml
<Serial_ID></Serial_ID>
<Region></Region>
<Form_Classification></Form_Classification>
<Issued_Frequency></Issued_Frequency>
<Comments></Comments>
Manifest Files

• Serial ID
‒ Alpha numeric string
• Region
‒ ISO_3166-2_Code is acceptable for Region
‒ ISO_3166-1_Alpha-3_Code is acceptable for Country
• Form Classification
‒ ORIGINAL
‒ ADDITIONAL
‒ AMENDED
‒ CANCELED
• Issued Frequency
‒ Reference ID of the instances of the frequencies defined in the Maintain Frequencies task
Upload External Payroll Documents for a ~Worker~

• Document Category = Tax Document

• Additional prompts
‒ Serial ID
‒ Region
• Dropdown organized by Country
‒ Form Classification
• Dropdown = Additional, Amended, Canceled, Original
‒ Issued Frequency
• All instances defined via the Maintain Frequencies task
Additional Fields for Tax Documents - View

• Tax Documents tab of the Pay Worker Profile

‒ Serial ID, Region, Form Classification, Frequency, Comments - Do not display
if empty
• Similarly for ~Worker~ Tax Documents, My Tax Documents reports
Additional Fields for Tax Documents - View

• Find External Payroll Documents report and Delete External

Payroll Documents task
‒ Serial ID, Region, Form Classification, Frequency, Comments - Do not display
if empty
Maintain External Payroll Document Types

• Two new options/columns for Tax Document Types

‒ Show to ~Employee~ - Default ON
‒ Show Comments to ~Employee~ - Default OFF
Additional CRFs

• bo: External Tax Document

‒ Serial ID
‒ Region
‒ Form Classification
‒ Issued Frequency
‒ Comments
Q&A
Thank You