Payroll Year End for Workday®

December 3, 2019

Hi payroll team members.  It is December.  I know, it seems like it cannot possibly be, but it is.

 

Given that it is December, you should have already:

 

  • Coordinate with third party provider, to identify when fourth quarter and/or annual integration must be processed.

  • Run the at Scheduled Future Processes report to see all of the payroll integrations that need to be extended into 2020.

  • Update period schedule(s) (EIB).

  • Look ahead to 2020. Will you have 27/53 payments?

  • ‘Build FLSA Work Period Calendar Events’

  • ‘Create Next Fiscal Year’

  • ‘Create Ledger Year & Ledger Periods’

  • ‘Mass Update Ledger Period Status’

  • Confirm that ‘W-2 Box Configuration’ is accurate.

 

If you are ahead of the game, you may also have already done some or all of the following:

 

  • Clean up process payroll input, where necessary, for Box 13, Retirement Plan.

  • Clean up process payroll input, where necessary, for Box 12DD.

  • Clean up process payroll input, where necessary, for Boxes 12M & 12N.

  • Clean up process any remaining non-cash taxable benefit data (cars, country clubs, gift cards, financial advisors, private plane usage, etc.).

  • Clean up process remaining third party sick pay.

 

Here are the items you might be doing now.

 

  • New benefit plans/deductions?  Are they all in and tested?

  • New compensation plans/earnings?  Are they also coded and tested?

  • Review state unemployment rate updates from states.

  • Review workers’ compensation rate updates.  Make sure all your rates are confirmed.

  • Run test payroll, to confirm that new Workday owned limits (401(k), 415, OASDI, Medicare, FSA, HSA, etc.) are operating as expected.  Communicate to workers.

  • Run ‘Expiring Exempt Tax Elections’ report and communicate to affected workers.

  • Have everyone confirm their address and W4 elections.  This you might need to do more than once.

 

Some of you will be in the “less than fun” position of needing to make sure all your 2019 work can pass audit.  If this is the case, you likely have also considered the following by now.

 

  • Review EINs and state IDs.

  • Confirm that everyone has a national ID (SSN).

  • Run ‘W-2 Preview’ report.

  • Run ‘Company W-2 Audit’

  • Correct any negatives, in any box, at the worker level.

  • Run the ‘View W-2 Errors’ report.

 

 

Once the new year arrives, now the real fun begins.  On top of the inevitable payroll errors that will occur for small portions of your worker population, you will need to start to work on the following.  You will want to run all of this in sandbox against copied data.  You will want to then run dry runs on production once sandbox results are confirmed.

 

  • Run ‘Create W-2 Data’.

  • Run the ‘View W-2 Form Data’ report.

  • Run the ‘View Third Party Sick Pay Recap Form Data’ report.

  • Run the ‘Company W-2 Audit’ report.

  • Run ‘Create W-2 Forms’.

  • Print W-2s.

 

From here there are year end W-2 processes and payroll compliance updates that you should complete.

 

Overall, this process, while long, is straight forward and linear.  As long as you and your team keep track of the steps, you will have a great experience.

 

Workday® Payroll for US Year-End Checklist

https://community.workday.com/articles/45488

 

Simplifying Year-End with Workday® Payroll for the U.S. and Workday® Payroll for Canada

https://community.workday.com/conferences/rising/309960

 

Workday® for Canadian Payroll: Demystifying Year-End

https://community.workday.com/conferences/rising/197905

 

Also, some links for those who use Workday® UK Payroll

 

The most crucial thing about UK Payroll year end is that it occurs at the end of UK tax year, which bizarrely is in April -https://en.wikipedia.org/wiki/Fiscal_year#United_Kingdom 

 

There is a great guide for the 2019/20 year (last year)

https://community.workday.com/articles/257640 

 

Look for something similar for 2020/21 at some point after Jan 1.

The checklist of tasks remains similar each year.

 

The UK government actually has a handy tasklist too -

https://www.gov.uk/payroll-annual-reportingContact us with questions or for Workday® Payroll projects and support at.  info@teamUpHR.com

 

Contact us with questions or for Workday® Payroll projects and support at.  info@teamUpHR.com

 

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