Typically Payroll Interface Requirements

• Requirements are often expressed like this:

– Field Name
Field Field Name Required Field Transformation Field
# ? Length Rules
1 File Type Indicator Yes 2   = 'MF

– Required 2

3
Social Security Number

Pay ID - Employee Number

Yes

Yes
9

6
 

 
Worker -> Personal Data -> National IDs -> Social Security
Number (SSN)
Worker -> IDs -> Custom ID where type = "USA Ceridian

– Length
Employee ID"
4 Pay ID - Company Number Yes 6   Worker -> Organization -> Pay Group

5 First Name Yes 30   Worker -> Personal Data -> First Name
– Mapping 6 Last Name Yes  30   Worker -> Personal Data -> Last Name

– Where to find the 10 Address - City   35   Worker -> Personal Data -> Contact Information -> Address
where Usage = Home (Primary)

value in Workday
11 Address - Street 1   35   Worker -> Personal Data -> Contact Information -> Address
where Usage = Home (Primary)
12 Address - Street 2   35   Worker -> Personal Data -> Contact Information -> Address
where Usage = Home (Primary)
13 Address - State   35 Worker -> Personal Data -> Contact Information -> Address
where Usage = Home (Primary)
14 Address - Zip Code   10   Worker -> Personal Data -> Contact Information -> Address
where Usage = Home (Primary)
24 Cost - Distribution Data   20 Workday-Vendor Worker -> Organization -> Pay Group, per mapping
CJ1 100
CJ2 111

• Wouldn’t it be nice if you could achieve this through

CJ3 110
CJ4 160

configuration?

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 Payroll Interface Output File

• Select the fields

you need
• Specify Rules
– Max Length
– Required
• Map Values
– Integration Maps

• Result:

An integration that outputs just the data you need with

all the features of a Payroll Interface integration

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Payroll Interface: The User Experience

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 The Payroll Interface Output File

• Output File:
– Simple XML format
– Identifies staffing events
– Identifies data changes

• Use Cases:
– Deliver direct to customer
– Deliver direct to payroll vendor
– Process further using
Workday Studio
– Use audit files for manual
data entry

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 Data Divided into Sections in Output File
Record Occurrence Rules

Personal Single
• Many Possible Sections Status Single

– Based on data in Get_Payees Position Multiple

Contracts Multiple
Job History Multiple

• Each Section Represented Education

Leave of Absence
Multiple
Multiple
by a Service Earnings and Deductions Multiple

– Enable only the sections you T1 Tax Elections Single

need W4 Tax Elections Single

Identifiers Multiple
– Individual fields within each
Payment Elections Multiple
section must also be enabled Pay Data Multiple
Paid Time Off Multiple
Related Person Multiple
Related Person Identifiers Multiple
Additional Information Single

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 Include Additional Data

• Include Additional Data using Field Override Service

• Create a Field Override

Service
– Defines the field names

• Populate using Report

Fields

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Third-Party Payroll Integration

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 Steps to set up the Workday Payroll Interface

1. Establish the payroll organization structure

2. Create pay groups.
3. Define payroll earnings and deductions.
4. Create an integration system based on the Payroll
Interface template.
 Staffing Events
Staffing Event Code Description
New Hire HIR Indicates first time employee is added to a pay group

Termination TRM Included in the pay period during which the employee
is terminated
Leave of Absence LOA Included when leave of absence begins
Return from Leave RFL Included when leave of absence ends
Transfer PCI Inbound transfer from payroll company
Transfer PCO Outbound transfer from payroll company

Transfer PGI Inbound transfer from pay group (same payroll

company)
Transfer PGO Outbound transfer from pay group (same payroll
company)

• Note: Date of Staffing Event also provided in Output File

 Change Detection

• Standard Payroll Interface V2

Change Detection Mechanisms
– who to include, 
– what changes to look for,
– when to look for those changes.

– Workday's transaction log drives the change detection

process by tracking event-based changes to employee data

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 Change Detection

• Standard Payroll Interface V2

Change Detection Mechanisms
– See product documentation for
further details
• Some Additional Features
– Configurable inclusion rules for each
section:
• Always include
• Include only if changed
– Influenced by Staffing Event
• Hire: All sections included
• Transfer Out: Only status section included

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 Payroll Extract Logic
• Find employees who are members of the pay group at
the start or end of the pay period.
• Filter employees based on subscriptions to transaction
log events
• Select employees who have transaction log events that are
effective in the prior and current pay periods.
• Exclude events with effective dates in future pay periods.
• Compare data for the selected employees at the
beginning and end of the pay period
• Identify field-level data changes
• Determine if the changed data is included in the integration output, such
as:
– Personal data
– Position and status data
– Earnings and deductions

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 Payroll Extract Logic
• Include employees who have changes to data in the
integration.
• Send earnings and deductions when they start, when
amounts change, and when they end.
• Provide data for staffing events based on the event
type:
• New hires = All data
• Transfers into pay companies or pay groups = All data
• Terminations = Changed data
• Leave of absence and return from leave = Changed data
• Transfers out of pay companies or pay groups = All data as of
one day before the transfer.

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 Understanding What Has Changed

• Presence in Output File indicates a change

– Employees only included if they have a change
– Within employee, a section is only include if it has changes
• Subject to inclusion rule
• Operation Element for Sections
– Sections include an indication of the change to section
– Possible values: ADD, MODIFY, REMOVE, NONE

• xsi:nil for Individual Fields

– xsi:nil attribute added to individual field to indicate a value has
been removed.

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 Example use of Operation Element

• Consider an employee with two payment elections

Order Account Number Bank ID Number Amount

1 463674623 9458627 $500

2 865873645 9458627 Balance

• Employee removes first payment election for $500 and

replaces it with one for $250 to a different account
Order Operation Account Number Bank ID Number Amount

1 DELETE 463674623 9458627 $500

1 ADD 756636653 8967846 $250
2 NONE 865873645 9458627 Balance
 Earnings and Deductions

• Change Detection
– Included in Pay Period in which they start
– Included in Pay Period in which they no longer apply
– Included if amount changes

• Benefits as of Payment Date Supported

– Enabled via Integration Attribute
– Start and end dates adjusted automatically

• Year End Processing

– Enabled via Maintain Benefit Coverage Types
– Start and end dates adjusted automatically

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 Versioning of the Output File

• Versions Tied to Workday Updates

– Similar to Web Service Versioning

• Contents of Output File

– Contents are dictated by configuration
– New fields only appear if you enable them

• Behaviour of the Integration

– Controlled by a mandatory Integration Attribute

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 Error Reporting

• Validation Rules
– Messages added to Integration Event
• Missing required values
• Unmapped values

• Payee Validation Attribute

– Provides option to “include” or “omit” employees that fail
validation.
– Also provides option to “abort” delivery of extract if any employee
fails validation

• Integration can be rerun for individual employees that

have been omitted

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 Workday Studio Pay Data Sample

• Purpose: A sample integration that exports One Time

Payments as a CSV file

• Three Step Process

1. PICOF: Extract One Time Payments (in XML format)
2. Workday Studio: Reformat XML as CSV
3. Delivery Service: Deliver CSV file via FTP

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I. Create a PICOF Payroll Integration System
Create an integration system to extract and send data to an external payroll provider using the
PICOF Integration Template.
Create Integration System task > Create New Integration System

– Click the Integration Template prompt, select Payroll Interface > Payroll Interface
Common Output File, then click OK.

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Give the integration a meaningful System Name as it will be utilized when you launch the integration.

Click OK.

Associate a system user account with the integration

Integration system > Workday Account > Edit.

• On the Edit Account for Integration System page, select a System User.

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* The system user must have modify permission on both the Launch Integrations domain and the Integrations: Payroll
 Assign User-Based Groups to the System User
From the Workday Account field on the Integration System, navigate to
Security Profile > Assign User-Based Groups

Assign groups as needed to allow access to data returned by the Integration Services which
will be setup in a following section. Revisit this step if necessary.

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II. Configure Integration Services
Integration Services are categories of payroll integration data. You must select services to
include in your integration.
Integration System > Configure Integration Services

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Select the services to include.

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– A description of each integration service is shown in this chart.

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 III. Configure Integration Field Overrides
Add an unlimited number of custom fields to a payroll integration. You can use calculated
fields or class report fields (CRFs) to incorporate additional data elements into payroll extracts.
This flexibility to extend output files beyond the standard components allows you to fulfill
unique requirements in an external payroll system.
Create Integration Field Override Service Task
– On the Configure Integration Services page, scroll to the bottom and add a row in the
Custom Integration Services grid.
– Create a new Integration Field Override Service:

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• Give the integration service a meaningful Name, such as Payroll-Interface-Custom-
Fields.
• Click the Business Object prompt to select the data source for the custom fields,
such as Worker.
• For each custom field that you want to create, click + in the Fields grid to add a row,
type the field Name, and optionally provide a Description.
• Use the Order arrows to reorder the fields as desired in the output file.

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Back on the main Integration System page, navigate to Configure Integration Field
Overrides

• For each field in the grid, click the Override External Field prompt and select the
CRF or calculated field that provides the value you want.
• The Override External Field prompt lists fields that are relevant to the Business
Object you selected previously.

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• Custom fields are grouped into a record called ADD that appears on a separate line in the
output file. By default, custom fields are included in output files only when field values change.
To always include custom fields in output files, change the setting of the integration attribute
Include Additional Information Sections. Custom fields have no other integration attributes or
maps to configure.

• Note: One of the last slide in this deck shows the xml output of this PICOF example. Note the
output of the custom field overrides there.

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 IV. Select and Configure Output Fields
Field Attributes control which data elements are included in payroll integration output files,
providing the basis for both change detection and audit reports.
Integration System > Configure Integration Field Attributes
– In the Field Configuration grid for each data section, select fields for output and define
field attributes.

* Output values that exceed the specified length are truncated in the output file.

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 V. Configure Interface Attributes and Maps
tions for the output file, such as the file format, the
Integration Attributes define a variety of processing op

retention period for audit files, data validation rules, and whether
data is always included or only included when changes occur.
Integration System > Configure Integration Attributes
Specify values for the attributes in the Integration Attributes grid:
•For attributes without default values, click + to add a row and
then specify a value or select the check box in the Value field.
•For attributes with default values that you want to change,
select the Override Template Values check box and specify a
new Value.
•Optionally use the Restricted to Environment field to specify
that a value applies to a particular environment.

.
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Integration Maps control how internal values are mapped to the external system.

Integration System > Configure Integration Maps

– In the Integration Maps grid, specify output file values for tenanted data:
• Click + to add a row for each tenanted value, select the Internal Value, and type the
External Value for the output file.
• (Optional) Provide a Default Value for any data elements whose values are not
mapped.

* For example, suppose your organization has Corporate, Atlanta and Boston business
sites. In the Business Site map, define external values for the ATL and BOS rate types
and create a Default Value of Corporate for all others.
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Tip: If the “Identifiers” integration service has been selected, always provide mapping values for
National ID Types, otherwise they will not appear in the output file:

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 VI. Configure Output File Delivery
Integration System > Configure Integration Delivery

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– Configure output file transport and encryption options for the payroll integration.

• Click the Delivery Attempts prompt to specify how many times to retry file delivery
before stopping. If Workday cannot successfully deliver the file after the specified
number of attempts, the integration event status is set to Failed.
• At the Transport Type prompt, select a transport protocol and specify details about
the endpoint: FTP, FTP/SSL (FTPS), SFTP.
• If you want to encrypt the output file by using Pretty Good Privacy (PGP), select a
certificate at the Encrypt using prompt and specify encryption details
• At the Restricted To prompt, optionally select the target environment for this
transport protocol.
• Click Add to optionally create a transport protocol for a different environment.

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VII. Configure File Sequencer

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Integration System > Configure Integration Sequence Generators

• Configure file sequencer

• File sequencer configuration is the same as previous versions of Workday.

• Increment by is typically set to 1
• Format/Syntax of the file name has an array of options. Hover your mouse over the
field to see details (also shown in the above screenshot).
• Click OK when complete.

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 VIII. Test the PICOF Integration System

At this stage, there should be no errors or warnings in the PICOF integration system:
No
Errors/Warnin
gs here.

Integration > Launch/Schedule

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Fill in the Integration Criteria and click OK:

Click the Integration Event name to refresh the page until the process completes.

Click to refresh

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When the process completes, the output file will be available attached to the integration event,
and also at the delivery target (sFTP server, etc) if one was configured.

Output File

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A sample of the output xml file is shown here

• Note the Additional Information fragment shown here – it contains the Field Overrides

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 Step 6: Create Integration User
Access the Create Integration System User task.
• Give the appropriate User Name and fill the other mandatory fields.
 Step 7: Create Integration User Group.
• Access Create Security Group task.
• Select the Type of Tenanted Security Group and define the ISSG name.
 Step 8: Add user to the User Group.
• From the Related Actions of the User Group, select Integration System Security Group
(Unconstraint)> Edit.
• Add your User to the Integration System Users.
 Step 9: Add Security Permissions to the Group
• From the Related Actions of the User Group, select Security Group > Maintain Security
Permissions.
• Add the various Security Policies according to the requirement.
 Step 8: Defining Business Process
• As a related action on the integration system, select Business Process>Create, Copy or Link Definition.
• Click OK.
• Add a Third step (c) as Integration and click OK.
• Click Configure Integration System.
• Add your Studio Integration Name (Only after creating and deploying your Studio in the tenant)
to Integration.
• Change Value Type to Determine value at Runtime and Value to Deliverable Documents.
Step 2: Workday Studio Integration

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 Putting It All Together: Business Process

• Business Process Created From PICOF Integration

System
– Use Business Process/Create, Copy or Link Definition related
action.
– Add Workday Studio and Delivery Service steps

• Automatically pass document to Workday Studio

integration
– Use Calculated Fields to select “Output Document from Last
Integration Step”

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