Pay Calculation Results for a Period

Overview

It is imperative that Payroll Partners at each member generate and review their Pay Calculation Results for a Period report every biweekly and month payroll. This Workday report should be reviewed every day to ensure that all employees are receiving their expected salary or hours and/or one-time or recurring payments and allowances. This is also an opportunity to look for potential errors such as zero gross or net pay, missing or invalid costing allocations/worktags and to make sure new hires added since the last paydate are receiving pay.

This is an Earnings Report; it does not contain a list or breakdown of deductions, nor does it show Emoluments.

Key Points

• Along with the report, Pay Calculation Results for a Period, it is recommended to monitor any in progress changes so they can be completed before the payroll calculation date.
  • Recommended reports to determine in progress changes are Compensation Changes and Business Process Transactions of Type Awaiting Action.
  • Payroll recalculates at midnight on the calculation date. Any incomplete change at that time will result in retro calculations for the next pay period.
• Refer to the Payroll Schedules on the Workday Help for important dates and deadlines. Use this information to plan and prioritize payroll-related tasks effectively.
• Effective coordination and communication with Payroll Partners and Payroll Contacts at your member are essential to ensure tasks are distributed appropriately and responsibilities are clearly defined.

Generating the Pay Calculation Results for a Period Report

• Search for the Pay Calculation Results for a Period report in the Search Bar and select it.
• Complete the following fields:
  • Periods. Select the biweekly or monthly period to review.
  • Organization. Select a top level, like Director or Dean. You can only select one Supervisory Organization at a time.
  • Include Subordinate Organizations. Select the checkbox (this is the default).
  • Employee Type. (optional) Select the Employee type.
  • Terminated Workers From Date. (optional) Enter the latest day worked to include terminated employees.
  • Select the items to be included in the report.
    • Only Return Positive Results. Selected by default
    • Only Return Net is Equal to Zero.
    • Only Return Gross is Equal to Zero.
    • Only Return Employees with Temporary or Missing SSN’s.
• Select OK to generate the report
  • The report results can be downloaded as an Excel file for review.

IMPORTANT: Generating your report with the default setting will give you a reviewable document, however, potential errors such as zero gross and zero net are not included.

• It is recommended to run the default report first to review current results, then re-run the report by unchecking the “only return positive results” box and checking both of the ” … equal to zero” and the Missing SSN’s boxes. If you leave all boxes unchecked, you get a very large report with all pay calculation results lines for specified pay periods. We suggest running the larger report (all boxes unchecked) and compare it against the default report to see which one better suits your department’s needs.

Report Columns

• Worker. Are all biweekly or monthly staff listed as compared to internal employee roster? Are your new hires listed?
• Job Profile. Staff versus student & temp casual; staff should most always have pay results – investigate *
• Gross Pay.  If Gross is zero – investigate * If Gross is less than usual – investigate * (example: gross is usually $1,750.00 but gross on report is $500.00)
• Net Pay. If Net is zero – investigate *
• Total Hours Being Paid (Biweekly). Do hours match position (i.e., full time staff showing 40 hours not 80 hours) Are there no hours showing? Run Time Summary Review report in conjunction to look for unsubmitted, submitted and waiting on manager or no hours entered
• FTE as of Period End Date & Annual Work Period as of Period End Date. May need to review these items during investigation, for example a faculty job profile is listed with zero gross pay but when you slide over to these fields it may reveals the current pay period is outside their Annual Work Period for the position. Thus, no gross pay is correct.
• Costing Allocations/Worktags. Is the correct account listed? Is the account active? Does the account contain enough funds to cover the expense? Is the field empty? Initiate business process in Workday to correct; monitor it is fully completed before payroll deadline.
• Pay Component. What is the employee being paid for? Do you see longevity line item? Do you see the Allowance item? Do you see the One-Time Payment Plan (extra pay) item? If expected compensation pay component is missing, then investigate*. You may need to Initiate business process in Workday to correct; monitor it is fully completed before payroll deadline.

* Investigate by reviewing worker history and individual pay results

Other Suggestions to assist with getting expected pay results

• Missed Salary or Hours = Financial Hardship; the goal is to avoid as much as possible.
• Run One-Time Payment report in Workday in conjunction with Pay Calculation Results for a Period generations. The One-Time Payment report is the only place to see both payments and emoluments (taxation on non-salary compensation) in one report.
• If you have active staff who are being promoted, transferred, or reclassified to either a new company or from biweekly to monthly, monitor their individual pay results, as benefit deduction errors can occur with these data changes.
• Maintain open communications with supervisory organizations you support; be familiar with their active roster of employees.
• Proactive review of active staff roster before end of each semester is recommended, especially for those departments having many graduate & student positions. Will these staff return next semester, or do they need to be terminated? Conversely, do they anticipate a large volume of new hires for the coming semester?
• Proactive communications with supervisory organizations concerning timeliness of notification of monthly employee termination to avoid potential overpayments.
• Continual deadline education to managers and employees; help them understand the difference between retro & current payroll deadlines.
• Monitor business processes you initiate in Workday to ensure they reach fully completed stage before payroll deadline. Just because a business process was started doesn’t mean it has dropped to pay results.
• Run and refresh suggested Payroll & Timekeeper reports daily during calculation periods; follow-up with managers and/or employees and submit timesheets on their behalf as needed.
• Monitor & log manager unapproved payroll tasks and have your Director address with their supervisor.
• If others outside the HR Contact and/or Budget Contact roles are allowed to initiate any business processes, develop an internal system whereby you are immediately informed (short form or email, weekly summary, shared excel log, etc.). For example, you won’t know extra pay is missing from a pay result if you were not informed it was requested.
• The more you know of a supervisory organizations’ inner workings, personnel plans, and related action timelines, the more you will be aware of what may be a potential payroll error or omission.