Workday is an all in one HRIS system. We integrate with Workday payroll. Please refer to Workday's API documentation to help you get started. Some basic understanding of Workday fields is required.
Features
Import Staff
Auto Import Staff
Export Timesheets to Payroll
Export Allowances and Deductions
Import Leave Balances
Sync Leave Balances
Auto Import Leave Balances
Export Time Off Requests
Import/Sync Earnings Tags
How to configure the Workday integration
Name your integration
Enter Workday username that has admin level permissions in Workday
Add the associated password for the Workday user into the "Password" field
Add the data center associated with your Workday organization. **Workforce.com highly recommends that this field is populated with a Workday sandbox data center initially to insure proper imports and syncing between the two systems. Please reach out to your Workday admin or our Workforce.com support team.**
Enter the Workday web service path connected to your Workday organization.
If you would like to import Job profile IDs to and earnings tags to associate with your staff please configure those properly before first import. Otherwise, these will be added later in the syncing process.
Click "save"
Integration setup is complete. Please refer to the syncing or import options below for next steps. If any issues arise, please consult the Troubleshooting section
Import Staff
Workforce will import all non-terminated employees with the follow fields:
Name
Worker_id (Payroll ID)
Email
Hourly Rate / Salary
Leave Balances (See Importing Leave)
Earnings Tags (See Importing Earnings Tags)
Phone
Date of Birth
Start Date
Employee Code
Employee Name Code
Position Ids
Certifications
Job Profile Ids
Go to /staff page
In the top right corner click "Add Staff"
Go to "Import Bulk Staff"
Select the "Import From" drop down menu
Select "Workday"
Workforce.com will now import staff from Workday
Auto Import Staff
To automatically import newly added staff to Workday into Workforce.com, please check the "Auto Import Staff" checkbox on the workday integration page.
Export Timesheets to Payroll
Users with the correct permissions can export individual or bulk timesheets to Workday to process payroll.
Navigate to the timesheets page
To bulk export time sheets click the "Preview & Export" button followed by the "Export to Payroll Software" button
3. To export individual timesheets navigate to a timesheet and select the "Export to" dropdown menu and select "Workday"
Export Allowances and Deductions
When exporting timesheets, any allowances and deductions for any shifts will automatically be exported to Workday as well.
Allowances can be configured in the Compliance section under Allowances. To ensure the exports will succeed, make sure the name of the acceptable allowances/deductions in Workday match up with the "export name" for each allowance/deduction in Workforce.
NOTE - Creating a deduction is the same process as an allowance. If you would like to treat an allowance as a deduction, simply check the "Export this allowance to payroll as a deduction" box on the allowance configuration page, and it will be wrapped in a "Deduction_code" rather than an "Earning_code" in Workday.
On a timesheet, users can add allowances/deductions by clicking + Add Allowance on an individual shift like so
and they will get exported to the same endpoint in Workday as the rest of the payroll.
Import Leave Balances
Workforce.com can import "Time off balances" from staff in Workday. Workforce.com will only import the "Time off balances" of "Time off plans" that have been properly added into Workforce.com.
In order to properly import leave balances into Workday. Please ask your system admin for the Workday "Absence_Plan_ID" and "Time_Off_Type_ID" of time off plans you wish to import into Workforce.com.
Once acquired please navigate to Time off > Leave Types tab then click "New Leave Type" in the top right corner.
Leave Type name will be the Workday "Time_Off_Type_ID"
Export Name will be the Workday "Absence_Plan_ID"
Likely these two values need to be mapped by your Workday admin to make sure they correlate correctly. *Please make sure both ID fields match exactly to the Workday IDs otherwise importing will not work correctly*
4. Make sure "Non-ordinary" hours is selected
5. Select any other necessary configurations then click "Create Time Off Type" at the bottom
6. Follow the "Import Staff" instructions. *Note: The proper leave types must be created first before import to have the balances reflected in Workforce.com. Otherwise, leave balances will be synced later on if "Auto Import Leave" is selected on the integration page*
Sync Leave Balances
Follow "Import Leave Balances" steps 1-5.
After, please navigate to the Workday integration page and select "Auto Import Leave". Leave balances are automatically synced every 12 hours.
Export Time Off Requests
More details to come...
Earnings Tags
Earnings tags can be created in Workforce.com from employee fields in Workday.
The follow fields that can be exported off staff fields from Workday are:
position_title
business_title
worker_type_reference
position_time_type_reference
pay_rate_type_reference
job_profile_reference
management_level_reference
job_category_reference
job_family_reference
job_profile_name
location_reference
location_name
country_state
state_abrv
state
city
These fields can be used to create a variety of earnings tag options in Workforce.com. A comma ( , ) represents a tag divider. A dash ( - ) represents a concatenated tag. Please reach out to our support team to help configure your earnings tags correctly. There are five configurations of Workday earnings tags into Workforce.com:
single earnings tag (earnings)
single concatenated earnings tag (earnings1-earnings2)
multiple non-concatenated earnings tags (earnings1,earnings2,earnings3...)
multiple concatenated earnings tags (earnings1-earnings2,earnings3-earnings-4...)
multiple all types of tags concatenated and non-concatenated (earnings1, earnings2-earnings3...)
Earnings tags are configured on the "Auto import earnings tags" field on the Workday integration page. New Workday tags will not remove pre-existing earnings tags in Workforce.com. Please configure the "Auto import earnings tags" field first before bulk importing staff, otherwise the earnings tags will be synced. Earnings tags are synced once every hour.
Sync times
Staff syncing (details, earnings tags, new staff, etc...): Once every hour
Leave balance syncing: One every 12 hours
Note: Depending on your Workforce.com or Workday organization size, data might take longer than the syncing times to reflect in your Workforce.com/Workday organization.
Workday Request Operations
Below are the list of Services and Operations that need to be enabled on the admin account associated with Workday integration. Please ensure all services and operations are properly configured below before importing.
Operations
Services
If data is not populating at all in Workforce.com, it is likely that one of these permissions is not configured correctly in Workday.
Troubleshooting and FAQ
Client authentication error
invalid username or password
Invalid Permission Request
Permissions need to be configured to allow ALL requests in Workday. See the Workday Request Operations section and make sure all these are allowed in Workday