Pay Frequency Changes

Is your company considering a change to your payroll frequency?  Are you curious how this change could be made in Workday?

 

There are many benefits of switching to a pay frequency where employees are paid in arrears but the change will require considerable evaluation, configuration, and testing.  We have assisted clients with this change multiple times and we’ve compiled a list of possible impacts.

 

Configuration scope:

• Do you already have a pay group being paid at this frequency? For example, if you are switching some employees from being paid semi-monthly to biweekly do you already have a biweekly pay group that we can just transfer employees into?  If not, we’ll need to configure a new period schedule and pay group.

 

Ongoing manual work:

• Are you going to have multiple groups of employees being paid at different frequencies? For example, exempt employees will be paid semi-monthly and non-exempt employees will be paid biweekly.  If this is the case, you may have tasks to complete every time an employee has a job change that transfers him between these two groups.

 

Time Tracking:

• Eligibility rules on the time entry templates and period schedules will be evaluated. If you have automated alerts set up we’ll modify their schedules, prompts, and verbiage.

 

Earnings and Deductions:

• We will take a look at all earnings and deductions to determine if any eligibility rules or calculations need to be modified to support the new frequency.

 

Pay Group Automatic Assignment:

• If you are using this feature we’ll need to update the rules.

 

Payroll Integrations:

• We’ll take a look at the schedules of any integrations that may be impacted by a change in pay frequency and make any updates to their schedules and default prompts.

 

Benefits:

• We’ll need to look at the configuration of the benefit groups, plans, and rates, as well as the associated payroll deductions and imputed earnings. If this is a mid-year change are you going to “true-up” the year-to-date benefit premiums?

 

Absence:

• We will review the accrual schedules of your time off plans and determine the impact on employees. (If you have different time off plans for semi-monthly and biweekly groups, we will need to load time off balances and future-dated requests via EIB.)  We’ll also review eligibility rules on time off plans and leave types to be sure there are no impacts to eligibility.

 

Reporting:

• You may need updates to custom reports, or new reports written.  We can review your current reporting and build new reports based on your requirements.