Your Payroll Processing Data Template
Your Payroll Processing Data Template
- Recommended attributes for payroll records
- Key process milestones from submission to payment
- Extraction guidance specifically for Workday Payroll
Payroll Processing Attributes
| Name | Description | ||
|---|---|---|---|
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Activity
ActivityName
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The name of the process step or event performed. | ||
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Description
This attribute captures the specific action or status change occurring within the payroll cycle. Values correspond to the standard Business Process steps in Workday, such as 'Time Sheet Submitted', 'Payroll Record Created', or 'Payment Executed'. This field is the core component for process discovery and variant analysis.
Why it matters
It defines the sequence of events and is mandatory for reconstructing the process map.
Where to get
Workday 'Business Process Transactions' or audit logs.
Examples
Time Sheet SubmittedGross Pay CalculatedBank Transfer File GeneratedAudit Exception Flagged
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Payroll Record
PayrollRecordId
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The unique identifier for the specific payroll record, combining employee and pay period. | ||
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Description
This attribute serves as the central case identifier for the process. It uniquely identifies a single payroll instance for a specific employee within a specific pay period. In Workday, this is conceptually the intersection of the Worker, the Period, and the Pay Group. All activities, from time sheet submission to final payment execution, are grouped under this ID to enable end-to-end process analysis.
Why it matters
It is the mandatory CaseId that binds all disjointed events into a cohesive process trace.
Where to get
Workday Report Writer: Extract from 'Payroll Result' business object, typically a composite key of Employee_ID and Period_Reference.
Examples
PAY-2023-10-US-E10045PAY-2023-10-UK-E99231PAY-2023-11-FR-E44122
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Start Time
EventTimestamp
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The exact date and time when the activity occurred. | ||
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Description
This attribute records the timestamp for when a specific activity was initiated or completed. It provides the temporal dimension necessary for calculating cycle times, durations, and identifying bottlenecks. In Workday, this corresponds to the 'Completed Moment' or 'Effective Moment' of the business process step.
Why it matters
It is required to order events chronologically and calculate all time-based KPIs.
Where to get
Workday Business Process History: 'Completed Date/Time'.
Examples
2023-10-01T09:15:00Z2023-10-05T14:30:22Z2023-10-25T11:00:00Z
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Last Data Update
LastDataUpdate
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The timestamp of when the data was extracted or last refreshed. | ||
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Description
This attribute indicates when the record was last updated in the process mining data model. It is used to manage data freshness and identify potential synchronization latency between the source system and the analysis environment.
Why it matters
It helps analysts understand how current the data is.
Where to get
System time at moment of ETL execution.
Examples
2023-11-01T00:00:00Z2023-11-02T12:00:00Z
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Source System
SourceSystem
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The system of record where the data originated. | ||
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Description
This attribute identifies the software system where the event was recorded. For this process, the value will predominantly be 'Workday Payroll'. It is essential for multi-system environments to track data lineage and ensure the correct context is applied during analysis.
Why it matters
It allows for data lineage tracking in multi-system process mining setups.
Where to get
Hardcoded during extraction or configured in the ETL pipeline.
Examples
Workday PayrollWorkday HCM
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Correction Reason
CorrectionReason
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The reason code selected when data correction is performed. | ||
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Description
This attribute captures the user-selected reason for a 'Data Correction Performed' activity. It provides the granular detail needed for the 'Manual Correction and Rework Analysis' dashboard to understand root causes like 'Retroactive Change' or 'Input Error'.
Why it matters
Key for Root Cause Analysis of rework.
Where to get
Workday: 'Reason' field on the Rescind/Correct business process.
Examples
Retroactive Compensation ChangeTime Sheet AdjustmentBenefit Election Update
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Cost Center
CostCenter
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The department or cost center associated with the payroll record. | ||
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Description
This attribute maps the payroll record to a specific organizational unit. It allows for performance comparison across different departments, enabling the identification of areas that frequently cause delays (e.g., in time sheet approval) or have high error rates.
Why it matters
Essential for 'Time Sheet Approval Performance' and 'Audit Exception' dashboards.
Where to get
Workday Worker Object: 'Cost Center' or 'Supervisory Organization'.
Examples
CC-501 FinanceCC-202 EngineeringCC-101 HR
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Country
Country
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The country or tax jurisdiction for the payroll record. | ||
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Description
This attribute indicates the primary geographic location for the payroll calculation. It is vital for the 'Global Cycle Time Standardization' dashboard, allowing organizations to compare performance across different regulatory environments and isolate region-specific issues.
Why it matters
Supports 'Regional Cycle Time Variance' and global standardization analysis.
Where to get
Workday Worker Object: 'Primary Work Location' -> Country.
Examples
United StatesUnited KingdomFranceGermany
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Is Automated
IsAutomated
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Flag indicating if the activity was performed by the system. | ||
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Description
This boolean attribute determines if a specific step was executed by the Workday system (e.g., scheduled calculation) or a human user. It is essential for calculating the 'ActivityAutomationCost' and identifying opportunities to increase touchless processing.
Why it matters
Critical for automation analysis and cost estimation.
Where to get
Workday Audit: Check if Actor is 'System' or distinct from 'Worker'.
Examples
truefalse
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Pay Group
PayGroup
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The grouping of employees for payroll processing. | ||
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Description
This attribute identifies the logical grouping of employees who share the same payroll period and processing rules (e.g., 'US Monthly Salaried'). It is a fundamental Workday concept used to segment analysis for the 'Payroll Preview Iteration Tracker' and 'Tax Calculation Efficiency Monitor'.
Why it matters
Primary dimension for operational segmentation in Workday.
Where to get
Workday Worker/Payroll Result: 'Pay Group'.
Examples
US Monthly SalariedUK Weekly HourlyFrance Executives
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Pay Period
PayPeriod
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The specific time interval the payroll record covers. | ||
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Description
This attribute identifies the payroll cycle, such as 'October 2023 - Semi-Monthly'. It is used to group records for period-over-period analysis and is essential for the 'Payroll Record' case identifier logic.
Why it matters
Fundamental for grouping cases and temporal analysis.
Where to get
Workday Payroll Result: 'Period'.
Examples
2023-10 Monthly2023-W42 Weekly2023-11 Semi-Monthly
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Payroll Run Type
PayrollRunType
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The category of the payroll run (e.g., Regular, Off-Cycle, Bonus). | ||
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Description
This attribute classifies the nature of the payroll execution. Distinguishing between 'Regular', 'Correction', and 'On-Demand' runs is critical for analysis, as off-cycle runs typically represent rework or exceptions that skew standard performance metrics.
Why it matters
Supports segmentation of standard vs. exception processes.
Where to get
Workday Payroll: 'Run Category' or 'Result Type'.
Examples
RegularOff-CycleOn-DemandYear-End Adjustment
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Payroll Specialist
PayrollSpecialist
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The user or worker who performed the activity. | ||
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Description
This attribute identifies the individual or system account responsible for executing the activity. In Workday, this is the 'Actor' associated with the business process step. It is crucial for analyzing resource productivity, segregation of duties, and workload distribution.
Why it matters
Enables analysis of specialist productivity and resource bottlenecks.
Where to get
Workday Business Process History: 'Actor' field.
Examples
John SmithSystem AccountMaria GarciaPayrollBatchBot
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Processing Time
ProcessingTime
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The duration of the specific activity instance. | ||
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Description
This attribute captures the time taken to complete the specific step (e.g., how long the calculation job ran). It enables the 'Specialist Productivity' and 'Tax Calculation Efficiency' views by identifying slow system steps or manual user lag.
Why it matters
Granular metric for step-level performance analysis.
Where to get
Workday Business Process: Duration between Step Start and Step Complete.
Examples
30000120000500
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Audit Exception Type
AuditExceptionType
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The category of audit failure flagged during the cycle. | ||
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Description
This attribute classifies the specific rule that triggered an 'Audit Exception Flagged' event. Examples include 'Net Pay Negative', 'Variance > 10%', or 'Missing Tax ID'. It drives the 'Audit Exception and Quality Control' view.
Why it matters
Identifies specific data quality issues to target for improvement.
Where to get
Workday Audit Reports or Validation Rule outputs.
Examples
Negative Net PayHigh VarianceMissing SSN
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Gross Pay Amount
GrossPayAmount
|
The total gross pay calculated for the record. | ||
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Description
This attribute holds the calculated gross monetary value before deductions. While often sensitive, it acts as a proxy for complexity and risk. In process mining, it can be used to analyze if higher-value records undergo more rigorous audit checks or take longer to approve.
Why it matters
Used as a dimensional attribute for complexity analysis (if security permits).
Where to get
Workday Payroll Result Lines: Sum of Gross Pay components.
Examples
5000.002500.5010000.00
|
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Preview Iteration Count
PreviewIterationCount
|
The cumulative count of preview steps for this record. | ||
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Description
This calculated metric tracks how many times the 'Payroll Result Previewed' activity has occurred for a specific case. A high count indicates difficulty in stabilizing the data and is the primary input for the 'Payroll Preview Iteration Tracker'.
Why it matters
Measures process efficiency and data quality stability.
Where to get
Calculated: Count of 'Payroll Result Previewed' activities per CaseId.
Examples
1312
|
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Region
Region
|
The broader geographic region (e.g., EMEA, APAC, NA). | ||
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Description
This attribute groups countries into broader operational regions. It supports the 'Regional Cycle Time Variance' KPI by allowing high-level comparison of payroll operations across major markets like North America, EMEA, and APAC.
Why it matters
Facilitates high-level geographic performance comparison.
Where to get
Derived from Country or 'Region' field on Worker.
Examples
North AmericaEMEAAPACLATAM
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SLA Compliance Status
SLAComplianceStatus
|
Indicates if the bank transfer was generated on time. | ||
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Description
This calculated attribute compares the actual 'Bank Transfer File Generated' time against the 'SLA Processing Deadline'. Values like 'Met' or 'Breached' allow for immediate visualization of performance issues on the 'Bank Transfer and SLA Compliance' dashboard.
Why it matters
Directly populates the SLA compliance KPI.
Where to get
Calculated: If EventTime <= SLAProcessingDeadline then 'Met' else 'Breached'.
Examples
MetBreachedAt Risk
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SLA Processing Deadline
SLAProcessingDeadline
|
The target deadline for generating the bank transfer file. | ||
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Description
This attribute defines the contractual or internal deadline by which the 'Bank Transfer File Generated' activity must occur. It is used to calculate the 'Bank Transfer SLA Adherence Rate' and visualize compliance on the dashboard.
Why it matters
Baseline for SLA compliance calculation.
Where to get
Derived from Pay Period End Date + configurable offset (e.g., 2 days).
Examples
2023-10-28T17:00:00Z2023-11-28T17:00:00Z
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Tax Filing Status
TaxFilingStatus
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The status of the post-payroll tax filing. | ||
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Description
This attribute tracks the completion state of the statutory reporting. Used in conjunction with 'Tax Filing Completed' activity to populate the 'Post-Cycle Tax Filing Velocity' dashboard and ensure regulatory compliance.
Why it matters
Critical for compliance and risk monitoring.
Where to get
Workday Payroll: Tax Filing history or integration status.
Examples
PendingCompletedRejected
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Payroll Processing Activities
| Activity | Description | ||
|---|---|---|---|
|
Audit Exception Flagged
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The system detects a validation error or smart audit alert on the payroll result. This sets the result status to 'Error' or 'Requires Action'. | ||
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Why it matters
Critical for measuring compliance and data quality. Frequent exceptions drive up the cost per pay slip and delay finalization.
Where to get
Workday Pay Result Status field. Identify transitions to 'Error' state or the creation of 'Smart Audit' alert entries.
Capture
Compare status field before/after calculation
Event type
inferred
|
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Bank Transfer File Generated
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The creation of the bank transmission file (e.g., NACHA, SEPA) containing net pay instructions. This happens during the 'Settlement Run'. | ||
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Why it matters
Measures SLA compliance for payment submission. Delays here jeopardize the actual pay date.
Where to get
Workday 'Run Settlement' process logs. Look for the generation of the 'Payment File' or completion of the settlement run event.
Capture
Logged when Settlement Run produces output
Event type
explicit
|
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Data Correction Performed
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A manual intervention where a payroll specialist modifies input data or overrides calculated values on a payroll result. This indicates the initial calculation was incorrect. | ||
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Why it matters
Directly measures rework. Reducing this activity is a primary goal for automation and data quality initiatives.
Where to get
Workday Audit Trail for the Pay Result object. Look for 'Field Edit' events performed by users (not system) after the initial calculation.
Capture
Logged when user commits changes to Pay Result
Event type
explicit
|
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Gross Pay Calculated
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The execution of the calculation engine that derives gross earnings based on hours, rates, and compensation plans. This activity may repeat multiple times if data is corrected. | ||
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Why it matters
High iteration counts here indicate data quality issues. This is the core processing step that consumes the most system resources and time.
Where to get
Workday 'Run Pay Calculation' task logs. Capture the completion timestamp of the calculation job for the specific worker/pay group.
Capture
Logged when 'Run Pay Calculation' job completes
Event type
explicit
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Payment Executed
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The confirmation that funds have been released or the check has been printed. This is the final financial realization of the payroll record. | ||
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Why it matters
The absolute end of the employee-facing process. Comparing this to the Bank Transfer File Generated time reveals banking processing latencies.
Where to get
Workday Settlement Status. Look for status changes to 'Completed' or integration acknowledgments from the bank.
Capture
Logged when Settlement Status updates to Complete
Event type
explicit
|
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Payroll Record Approved
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The finalization of the payroll calculation for a worker. This occurs during the 'Run Pay Completion' process, locking the result from further calculation changes. | ||
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Why it matters
The pivotal milestone marking the end of the calculation phase and the beginning of the settlement phase. Essential for measuring cycle time.
Where to get
Workday 'Run Pay Completion' task logs. Identify when the Pay Result Status changes to 'Complete' or 'Final'.
Capture
Logged when 'Run Pay Completion' executes
Event type
explicit
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Payroll Record Created
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The initialization of the payroll result for a worker within a specific period. This often occurs when the Pay Calculation process identifies the worker as eligible for the run. | ||
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Why it matters
Marks the official start of the payroll processing specifically within the payroll engine. Useful for distinguishing between HR data prep and actual payroll processing.
Where to get
Workday Payroll 'Pay Result' object creation timestamp or the start of the 'Run Pay Calculation' process for the worker.
Capture
Logged when Pay Result object is instantiated
Event type
explicit
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Time Sheet Approved
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The formal approval of time entries by a manager or HR partner. This status change releases the hours to be picked up by the payroll interface or calculation engine. | ||
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Why it matters
Calculates the approval lag time. Unapproved time is a primary cause of retroactive adjustments and rework in subsequent payroll periods.
Where to get
Workday Time Tracking Business Process history. Look for the 'Step Completed' event where the step type is 'Approval'.
Capture
Logged when approval step status changes to Completed
Event type
explicit
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Time Sheet Submitted
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The initial submission of time entry data by an employee or timekeeper within the Time Tracking module. This event marks the entry of raw hours into the system flow before manager review. | ||
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Why it matters
Delays in submission trigger downstream bottlenecks in the payroll calculation window. Monitoring this sets the baseline for the entire pay cycle duration.
Where to get
Workday Time Tracking Business Process audit logs. Identify the 'Submit' event timestamp for the relevant Pay Period.
Capture
Logged when 'Submit Time' action is executed
Event type
explicit
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Benefits Deductions Applied
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The application of benefit plans and deduction rules to the gross pay to determine taxable wages. While typically part of the main calculation, this activity isolates the deduction processing phase. | ||
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Why it matters
Synchronization delays between HCM Benefits and Payroll often cause errors here. Isolating this helps pinpoint configuration or data flow issues.
Where to get
Inferred from the 'Run Pay Calculation' log details if distinct deduction sub-processes are logged, or derived from updates to the 'Deductions' section of the Pay Result.
Capture
Compare Pay Result deduction fields pre/post calculation
Event type
inferred
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Incentive Data Imported
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The ingestion of external compensation data such as commissions, bonuses, or one-time payments via Enterprise Interface Builder (EIB) or connector. This creates or updates Input/One-Time Payment objects. | ||
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Why it matters
Identifies integration latency. Validating that external data arrives before the calculation cutoff is critical for payroll accuracy.
Where to get
Integration System Event logs or Audit Trail for 'Request One-Time Payment' or 'Input' business processes.
Capture
Logged during EIB load or Web Service call
Event type
explicit
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Pay Slip Published
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The availability of the finalized payslip document for the employee to view. Usually triggered after settlement completion or on a scheduled date. | ||
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Why it matters
Impacts employee satisfaction. Tracking this ensures transparency and compliance with local labor laws regarding statement delivery.
Where to get
Inferred from the 'Payslip Available Date' configured on the Pay Group or the timestamp of the 'Generate Payslip' process completion.
Capture
Derive from Payslip Available Date configuration
Event type
inferred
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Payroll Result Previewed
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A user views the calculated payroll result or the 'Payslip Preview'. This activity typically precedes approval and signifies the verification phase. | ||
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Why it matters
Multiple previews without approval suggest uncertainty or the need for off-system validation. It helps analyze user behavior during the review cycle.
Where to get
User Access Logs or Report Run History. Look for 'View' events on the 'Pay Result' instance or execution of 'View Payslip' reports.
Capture
Logged in System Access Logs (View event)
Event type
explicit
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Tax Filing Completed
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The successful generation and submission of statutory tax reports to government agencies. This occurs post-payment. | ||
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Why it matters
Ensures regulatory compliance. Delays in this post-cycle activity can lead to significant penalties.
Where to get
Integration logs for Third Party Payroll providers or completion of manual 'Tax Filing' tasks in the period close checklist.
Capture
Logged when Tax Integration event completes
Event type
explicit
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