ADMINISTERING RETURNED AND

UNCLAIMED PAYMENTS
Instructor-Led Training

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Course Introduction
Course Overview
Welcome to the Administering Returned and Unclaimed Payments course.
This course will explain how to review and process the returned and / or
unclaimed payments in Workday / ServiceNow.

After completing this course, you will be able to:

• Provide an overview of payment reversal
• Review and process unclaimed disbursements and returned payments
• Process paycheck replacement

Prerequisites
• Getting Started in Workday for HR
• Administering On-Cycle Payments
• Administering Off-Cycle Payments

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Course Agenda

Session Duration

Session 1: Process Reversals Overview 10 mins

Session 2: Manage Unclaimed Disbursements and Returned Payments 25 mins

Course Summary 10 mins

Total 45 mins

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 Getting Started

Participate Actively and Mute Your Mic When Refrain from Engaging Use the Chat Window Check Your Email
Share Your Experiences Not Speaking in ‘Side Conversations’ to Post Your Questions During Breaks Only

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Key Terms
The following key terms will be used throughout the course:

Key Terms Description

Escheatment Process through which unclaimed assets are turned over to the state

Controls how to pay teammates for each type of pay that they receive, such as regular and
bonus payments. It designates the payment type (check or direct deposit), account
Payment Elections
information for direct deposits, payment order, and the distribution of balance for split
payments.

Unclaimed Disbursement Funds whose owner cannot be found

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 SESSION 1: PROCESS
REVERSALS
OVERVIEW

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Session Objectives
At the end of this session, you will be able to:

Provide an overview of payment reversal

Process a payment reversal

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Payment Reversal Overview

A payment reversal is an off-cycle calculation that reverses the completed pay calculation for a teammate.

• Both on- and off-cycle payments can be reversed.

• A reversal is needed when the funds of the original payment are either rejected or need to be returned, and the
initial payment was inaccurate preventing us from reissuing the payment.
• A payment can be returned because of payroll error, or incorrect banking details of the teammate.
• Once a payment is reversed by the Payroll Specialists in Workday, a new payment can be reissued to the
teammate after verifying the details.

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Process a Reversal
The Payroll Specialist can process a reversal in Workday following the steps below:

x Role: Payroll Specialist

1. vig t t th t t ’ p fil d l t Actions > Payroll > Pay Calculation Results for Worker.
2. The list of all the pay calculations appears. Select the row of the pay calculation which needs to be reversed.
Please note that only a completed transaction can be reversed.
3. In the Payroll Result column, select the three dots icon beside the hourglass. Select Pay Calculation >
Reversal.
4. Select the Reporting Period and Reporting Pay Group Detail.
5. Enter the Reversal Date and select the Action Reason. A reversal reason can be Adjustment or Equity.
6. Select the OK button. The screen displays the complete details of the transaction and payment.

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 Demo 1
Process Reversal
The trainer will now demonstrate the steps that will be
performed by a Payroll Specialist will perform to process a
reversal in Workday

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 Exercise 1
Process Reversal
You will now follow the steps to process a reversal in
Workday

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Instructions to Log in the Training Environment
To perform the training exercise, login to the Workday training environment.

1. Access the Workday training environment at https://impl.workday.com/wday/authgwy/nike4/login.htmld

2. Use your NIKE Okta credentials to sign in
3. Use the steps shown by the trainer during the demo, and outlined on the following slide, to perform the transaction.*

*Note: If applicable, data required for the transaction will be provided by the trainer.

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Exercise 1: Reverse a Payment
You can reverse a payment by performing the steps below in Workday:

1. vig t t th t t ’ p fil d l t Actions > Payroll > Pay Calculation Results for Worker.
2. The list of all the pay calculations appears. Select the row of the pay calculation which needs to be reversed.
3. In the Payroll Result column, select the three dots icon beside the hourglass. Select Pay Calculation > Reversal.
4. Select the Reporting Period and Reporting Pay Group Detail.
5. Enter the Reversal Date and select the Action Reason. A reversal reason can be Adjustment or Equity.
6. Select the OK button. The screen displays the complete details of the transaction and payment.

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Knowledge Check 1

Question:
Which of the following cannot be a reason for payment reversal?

Select the correct answer from the options given below:

A. Lost check
B. Payroll error
C. Paycheck delivered to the intended person
D. Incorrect direct deposit details

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Knowledge Check 1

Question:
Which of the following cannot be a reason for payment reversal??

Select the correct answer from the options given below:

A. Lost check
B. Payroll error
C. Paycheck delivered to the intended person
D. Incorrect direct deposit details

The correct answer is Option C. Payment reversal is not required if the

paycheck has been delivered to the person for whom it was intended,
unless there are other issues.

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 SESSION 2: MANAGE
UNCLAIMED
DISBURSEMENTS
AND RETURNED
PAYMENTS

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Session Objectives
At the end of this session, you will be able to:

Review and process unclaimed disbursements and returned

payments

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Unclaimed Disbursements and Returned Payments – Process Flow
The steps involved in identifying the unclaimed disbursements and returned payments are illustrated below:

2 3
The Payroll Specialist
1 reviews unclaimed
The Payroll Specialist
notifies teammate of:
5
disbursement /
returned payment case
• Direct deposit issue, 4
if applicable
and conduct due • Returned payment, if Payroll Specialist inactivates
The Teammate does not diligence The Payroll Specialist finds the reason: teammate’s direct deposit
receive paycheck / direct applicable
• If the direct deposit was not rejected, account
deposit and reviews determine if it was sent to the wrong recipient
relevant ServiceNow and partner with ADP to recover funds /
(Nike HR Website) reissue direct deposit
content • If direct deposit was rejected, notify of
Teammate opens case to rejection and inactivate direct deposit account
inquire on paycheck / • If returned payment, partner with ADP to issue
direct deposit a stop payment on teammate’s paycheck and
notify teammate to correct their home address
/ OFF

- Automatic Process OFF - Offline Process

- Manual Process
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Unclaimed Disbursements and Returned Payments – Process Flow
The steps involved in identifying the unclaimed disbursements and returned payments are illustrated below:

7
6
The Payroll Specialist:
• Adds check to the check 8
replacement log for active
The Payroll Specialist either:
teammates if second check was
reissues payment to teammate via check The Payroll Specialist updates
cashed
OR
• Adds paycheck to undelivered check and closes ServiceNow case
notifies teammate to correct direct
log for term teammates if second
deposit details and reissue payment to
check was not cashed and notifies
updated direct deposit account
Payroll accounting after 180 days for
OR
escheatment
receives updated teammate’s address /
payment details and reissue payment OFF

- Automatic Process OFF - Offline Process

- Manual Process
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Payroll - Work Instructions
Refer to the Work Instructions documents in Scribe.

View the folder structure for country specific instructions.

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Due Diligence for Unclaimed / Returned Payments
The due diligence process is generally initiated and managed via
ServiceNow.
Important Information
• Th p t t wh t t d ’t iv p y h k
There has been no change in the process to
direct deposit at the scheduled time.
conduct due diligence. You can download
• The teammate will open a case in ServiceNow to inquire about the the report of ADP Smart Compliance to
payment status. Alternatively, the third-party vendor (ADP), may notify conduct the due diligence for unclaimed and
NIKE Payroll of unclaimed disbursement / returned payment issue. returned payments.

• The Payroll Specialist reviews the ServiceNow case and conducts

due diligence.

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Inactivate the Direct Deposit Account
Payroll Specialists i tiv t th t t ’ di td p it t i W kd y following the steps below:

5 Role: Payroll Specialist

1. vig t t th t t ’ p fil d l t th Pay tab.

2. In the Pay tab, select the Payment Elections sections to view and update account details.
3. To remove an election from the list, select the Edit button under the Payment Elections and select the –
icon next to the bank details you want to remove.
4. Select the OK button once done.

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Verify the Updated Payment Details
Payroll Specialists vi w th t t ’ pd t d p y t d t il i W kd y following the steps below:

6 Role: Payroll Specialist

1. vig t t th t t ’ p fil d l t th Pay tab.

2. In the Pay tab, select the Payment Elections sections to view and verify the updated account details.
3. You can also add the new or updated details, if required, by selecting the Add button. Enter the account
information and select the OK button to save the details.

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Reissue the Payment
The Payroll Specialist can reissue the payment via check in Workday by following the steps below:

6 Role: Payroll Specialist

Important Information
1. vig t t th t t ’ p fil d l t Actions > Payroll > Run on Demand Payment.
The steps to issue a
2. Review the auto populated details regarding the Period and Pay Group Detail. Replacement Payment
are same as Reissue
3. Select the Create Additional Payment radio button and select the OK button. Payment.

4. Select the Reason for the payment. For reissue, the reason will be selected as Reissue.
5. Review or update the Sub-Period Target Date and Payment Date.
6. Enter the Priority number.
7. In the Retro Results section, enter the End Date and select Check Replacement (USA) in the
Pay Component drop-down.
8. Select the OK button. The Background Process screen appears, which shows the created
payment and its status.

Note: The On-demand payments will be completed as a batch per the business process.

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 Demo 2
Reissue Payment
The trainer will now demonstrate the steps that will be
performed by a Payroll Specialist will perform to reissue a
payment in Workday

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 Exercise 2
Reissue Payment
You will now follow the steps to reissue a payment in
Workday.

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Exercise 2: Reissue a Payment
You can reissue a payment by performing the steps below in Workday:

1. vig t t th t t ’ p fil d l t Actions > Payroll > Run on Demand Payment.

2. Review the auto populated details regarding the Period and Pay Group Detail.
3. Select the Create Additional Payment radio button and select the OK button.
4. Select the Reason for the payment. For reissue, the reason will be selected as Reissue.
5. Review or update the Sub-Period Target Date and Payment Date.
6. Enter the Priority number.
7. In the Retro Results section, enter the End Date and select Check Replacement (USA) in the Pay Component drop-
down.
8. Select the OK button. The Background Process screen appears which shows the created payment and its status.

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Knowledge Check 2

Question:
Which payment should be run to process an additional payment?

Select the correct answer from the options given below:

A. On Demand
B. Manual
C. Payment Election
D. Off-Cycle

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Knowledge Check 2

Question:
Which payment should be run to process an additional payment?

Select the correct answer from the options given below:

A. On Demand
B. Manual
C. Payment Election
D. Off-Cycle

Th t w i Opti A S l ti g ‘ O D dP y t’
is the first action in Workday necessary to process an additional
payment.

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ASSESSMENT

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Question 1

Question:
A paycheck can be replaced if it has been cashed by the teammate.

State True or False:

A. True
B. False

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Question 1

Question:
A paycheck can be replaced if it has been cashed by the teammate.

State True or False:

A. True
B. False

The correct answer is Option B. Once a paycheck has been cashed by

a teammate, it cannot be replaced / reissued.

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Question 2

Question:
The Payroll Specialist will notify Payroll Accounting if a check issued
by P y ll h ’t b h d i 90 d y

State True or False:

A. True
B. False

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Question 2

Question:
The Payroll Specialist will notify Payroll Accounting if a check issued
by P y ll h ’t b h d i 90 d y

State True or False:

A. True
B. False

The correct answer is Option B. If a check is not cashed within 180

days, the Payroll Specialist will notify Payroll Accounting.

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COURSE WRAP-UP

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Course Summary

Here are some of the key takeaways from this course:

• Provide an overview of payment reversal

• Review and process unclaimed disbursements and returned payments
• Process paycheck replacement

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Q&A / DISCUSSI0N

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