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Manual Input
Earnings & Deductions
1
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Housekeeping
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• Do not place us on hold
• Close other programs
• Ask questions by raising your hand or by using
Chat
• You may be asked to interact during the session,
including: Chat, Status Icons, and Activity Report
Outs
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Reflection
3
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Course Introduction
4
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Course Objectives
5
At the end of this session you, will be able to:
• Manually add earnings to a paycheck
• Edit or delete a manual entry
• Re-calculate the check to verify your entry
• Manually add a deduction to a paycheck
• Manually add an ongoing deduction with a goal
amount
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Payroll Manual Input
6
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Add Payroll Input by Worker
You may enter manual
Payroll Input from the Add
Payroll Input by Worker
screen.
This screen can be
accessed:
1. By searching for “Add
Payroll Input by Worker”
2. From a worker's Pay
Result
3. Off the Related Actions
icon for a worker
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Method 1: Searching for “Add Payroll Input by
Worker”
8
This method may be useful when you want to enter similar information for
more than one worker, but do not have enough data to enter to justify
completing an EIB.
1. Type “Add Payroll Input by
Worker” into the search box
2. Select the Task
Add Payroll Input by Worker
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Method 2: From a Worker's Pay Result
9
This method is useful as it
prepopulates the information
needed (worker name, pay
period) for the worker.
1. Type the worker’s name in
the search box and open
the Worker’s Profile
2. Select Pay > Input > Pay
result/Related Actions icon
>
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Method 3: From a Worker’s Related Actions
10
This method is the one we will
demonstrate in this presentation.
1. Type the worker’s name in the
search box and open the
Worker’s Profile
2. From the worker’s name at the
top, select Related Actions
icon > Payroll > Add Input
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Add Payroll Input by Worker Fields
Worker Defaults
Worker(s): Enter the Worker or Worker(s). If you are entering a large number of workers it would be best to use an EIB.
Batch ID: Recommend naming - RHM_YYYYMMDD_YourInitals_Description of Input
Pay Component: Enter the earning or deduction
Processing Defaults
One-Time or Ongoing
Indicate whether it is a one-time or ongoing earnings or deduction
Override or Adjustment
Choosing Override tells Workday to ignore any other pay input for that pay period and use what is entered here
Adjustment will simply add to any current pay input
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Create Batch ID
13
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Create Batch ID Prior to inputting data manually you should create a Batch ID. Once you did this,
you can select your batch from the Batch ID field.
14 Job Aid: Create Batch ID
1. Type “Create Batch Id” into
the search bar and select
the task
2. In the Batch ID field, type
the name of your batch
using this naming
convention: YourRHM_YYYYMMDD_YourInitals
3. In the Usage field, select
Payroll from the menu
4. Click OK
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Add Earnings for a Single Worker
15
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Manually Add Earnings for a Single Worker
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1. Type the worker’s name in the
search box and open the Worker’s
Profile
Note: You can also search for a worker
by Social Security number by typing
“id: ###-###-###” in the search field.
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Manually Add Earnings for a Single Worker(Cont.)
17
2. From the Worker’s Profile, select the Related Actions icon to display the
Actions.
3. Select Payroll > Add Input
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Manually Add Earnings for a Single Worker(Cont.)
4. Select the worker (if
not prepopulated)
5. Select the Batch ID
you previously
created from the
menu
6. Enter Start and End
Date
.
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7. Click in the Pay
Component field
and select All
Earnings
Notice that you can
also add
Deductions from
this field.
Manually Add Earnings for a Single Worker (Cont.)
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8. Click the radio
button to select
the correct
earnings code
Manually Add Earnings for a Single Worker (Cont.)
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9. Complete your
Processing
Defaults
• One-time or
Ongoing
• Override or
Adjustment
• Regular Run
Category
Manually Add Earnings for a Single Worker (Cont.)
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Note: Scroll down to the pay Input line. The Position it is connected
to displays on the left. If you need to make the payment under a
secondary job, use the Position drop-down to select the correct job.
Manually Add Earnings for a Single Worker (Cont.)
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If you selected your Pay Component in the
previous step, the Type will prepopulate.
10.Type in the Value (Hours or Dollars)
11.Click OK.
Manually Add Earnings for a Single Worker (Cont.)
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Our input was added successfully.
Click Done.
Manually Add Earnings for a Single Worker (Cont.)
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View or Delete Payroll Input for a Worker
25
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View Payroll Input
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View Payroll Input by Worker
1. Type “Add Payroll Input by
Worker” into the search box
2. Select the Task
OR
You can view payroll input you have added on the View Payroll Input by
Worker task. As with so many things in Workday, you can access this
task in several ways.
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View Payroll Input (Cont.)
27
1. Type the worker’s name in the search box and open the Worker’s Profile
2. Click the Related Actions icon and select Payroll > View Input
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View Payroll Input (Cont.)
28
3. If not prepopulated,
enter the Worker or
Workers
4. Select the Start and
End Date range
5. Click OK. The input
will display
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View Payroll Input (Cont.)
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The first line was loaded as an EIB, as noted
in the Batch ID.
The second line was the manual input.
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Delete Payroll Input
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1. If you need to delete the data input, go to that
row and select the Related Actions icon.
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Delete Payroll Input (Cont.)
31
2. Select Payroll Input > Delete
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Recalculate a Check
32
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Recalculate a Check
33
Whenever you add new earnings, deductions, or fix an error you can recalculate the
check “on the fly.” You may initiate this task from many screens. This example will
show you how to do it for a single worker.
1. Type the worker’s name in
the search box and open the
Worker’s Profile
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Recalculate a Check
34
2. Select the Pay tab
3. Select the Payroll Result and
click the Related Actions icon to
display the menu
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Recalculate a Check
35
2. Select the Pay tab
3. Select the Payroll Result and
click the Related Actions icon to
display the menu
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Recalculate a Check
36
4. Select Pay
Calculation >Re-
Calculate
5. Click OK
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Lesson Practice
38
1. Login to the
training tenant • (Network ID &
password)
2. Practice
• Add Earnings
• View Input
• Re-Calculate
It’s Your
Turn!
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Add Deductions for a Single Worker
39
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1. Type the worker’s name in the search
box and open the Worker’s Profile
Manually Add Deductions for a Worker Deductions and earnings are added the same way. The difference is that deductions
will require you to add the Payroll Worktag
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Manually Add Deductions for a Worker (Cont.)
41
2. Select the Related Actions icon to display Actions
3. Select Payroll > Add Input
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Manually Add Deductions for a Worker (Cont.)
42
4. Select the worker (if
not prepopulated)
5. Select the Batch ID
you previously
created from the
menu
6. Enter Start and End
Date
• If the deduction
is one-time,
enter both the
Start and End
Date
• If it is ongoing,
leave the End
Date blank
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Manually Add Deductions for a Worker (Cont.)
43
7. Click in the Pay
Component field
and select All
Deductions
8. Click the radio
button to select
the correct
deductions code
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Manually Add Deductions for a Worker (Cont.)
44
9. Complete your
Processing
Defaults
• One-time or
Ongoing
• Override or
Adjustment
• Regular Run Category
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Manually Add Deductions for a Worker (Cont.)
45
10.Select the appropriate Payroll Worktag. Most deduction codes will
require a Worktag.
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Manually Add Deductions for a Worker (Cont.)
46
11.Enter the amount. If refunding you would enter a negative amount here.
12.Click OK.
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Add Deductions with a Goal Amount
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Deductions with a Goal Amount
48
To add a deduction with a goal amount you must input two lines of data. You can do this manually or with an EIB.
1. Deduction Code: Use to set the amount deducted from each pay period.
• The deduction code will use the prefix: VDWGA
• The End Date should be blank
• Select Ongoing
2. Earnings Code: Use to set the goal amount.
• You must use the matching earnings code, which will use the prefix: VDWGAE (Hint: The E stands for earnings)
• The End Date can be the same as the start date or the end of the pay period.
• Select One-time
Tip: If you do not enter the Pay Component or End Date on the initial Input Data by Worker screen, you can add both the earnings and deduction code at the same time under Input.
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Manually Enter Deductions with a Goal Amount
49
NEED NEW SCREEN SHOTS TO
DEMONSTRATE THIS USING THE TWO LINES We will add the Deduction Code first. This code is
used to set the amount deducted from each pay
period.
1. Type the worker’s name in the search box and
open the Worker’s Profile
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Manually Enter Deductions with a Goal Amount (Cont.)
50
From the Workers’ Profile,
1. Click the Pay tab
2. Click the Input subtab
3. Click Add
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5. Make sure to select the correct ppd
Manually Enter Deductions with a Goal Amount (Cont.)
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Manually Enter Deductions with a Goal Amount (Cont.)
7. Click Pay
Component
8. Select All
Deductions
and the
appropriate
VDWGA
deduction code
Tip: If you do not enter the Pay
Component or End Date on
this screen, you can add both
the earnings and deduction code
at the same time under Input.
6. Leave the
End Date
blank
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Manually Enter Deductions with a Goal Amount (Cont.)
9. Select the
corresponding
Payroll
Worktag
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Manually Enter Deductions with a Goal Amount (Cont.)
10. Scroll down the screen to see the Input
lines. Under Processing Options, select
Ongoing
11.Enter the dollar amount from each pay
period
12.Click OK
You can add a comment.
Example: Capital Campaign
or Unrestricted
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Manually Enter Deductions with a Goal Amount (Cont.)
55
1. The End Date
should be the
pay period
ending date.
After you have added the Deductions Code, you may add the corresponding
Earnings Code. This is used to set the goal amount. Follow the previous steps to
get to the Add Payroll Input by Worker screen and complete as shown.
2. Select the
corresponding
Earnings
Code. It will
start with
VDWGAE
3. Select One-
time
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Scroll down the screen to see the
Input lines.
Manually Enter Deductions with a Goal Amount (Cont.)
4. Enter the limit amount. The deduction will stop
once it hits the limit.
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Manually Enter Deductions with a Goal Amount (Cont.)
5. Add the corresponding Worktag
for your RHM. It should be the
same worktag that was used for
the Deduction entry
6. Click OK
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Edit / Delete Input
58
Batch ID tells you how the
input came into the system. It
will identify if it was the T&A
load, EIB, or manual input.
Click Edit to edit or delete the
row
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Edit / Delete Input
59
Simply
delete the
row or edit
the amount
or hours.
Click OK
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Lesson Practice
60
1. Login to the
training tenant • (Network ID &
password)
2. Practice adding
a deduction with
a goal amount
It’s Your
Turn!
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Course Conclusion
61
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Summary
62
You should be able to:
• Manually add earnings to a paycheck
• Manually add a deduction to a paycheck
• Manually add ongoing deduction with balance
• Re-calculate the check to verify your entry
• Edit or delete an entry
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Questions
63