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Administrator Guide
Last Updated: 2023-06-23
Setup Considerations: Print Checks and Advices

Setup Considerations: Print Checks and Advices

You can use this topic to help make decisions when planning your configuration and use of check and advice printing. It explains:
  • Why to set it up.
  • How it fits into the rest of Workday.
  • Downstream impacts and cross-product interactions.
  • Security requirements and business process configurations.
  • Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is

You can set up Workday to manage the printing requirements of your organization and print checks or advices for payments that you've already settled.

Business Benefits

Workday enables you to:
  • Print checks and advices.
    Workday Payroll for the UK doesn't support check printing.
  • Provide a paper record of payments.
  • Customize check print layouts to include important information for your organization.
  • Split checks and advices into separate batch files for printing based on employee data.

Use Cases

You can print:
  • Physical paychecks for employees.
  • Payroll advices for employees who receive payment by direct deposit.
  • Advices for expense account payments made by electronic payment methods.
  • Final checks for terminated employees.
  • Checks for one-off payments to payees such as visitors or guest speakers.
  • Checks for supplier payments.
  • Checks for customer refunds.

Questions to Consider

Question
Considerations
What are the laws surrounding check printing for your location and organization?
Review the legal requirements for check printing in your location and business area. Workday enables you to print checks and advices based on the needs of your organization.
Will you print checks and advices in-house or through an outsourced company?
When you print in-house, consider the layout requirements and data that you want to include for different payment methods.
When you print through an outsourced company, review the integrations available to export data to vendors.
What are the printing requirements for terminated employees in your organization?
When you have to pay employees immediately upon termination, Workday enables you to print a check on demand.
Configure the
Company Payroll Printing Options
 task to print a paper copy of payslips during your next pay run for employees terminated before the period end date.
Do you want to use a default print layout for all checks and advices?
Workday delivers default layouts for Payroll. For other payment types, you can configure your own default layouts.
You can use the
Maintain Default Check Print Layout
 task to select a default check print layout for all worker-related checks and advices.
Do you want to include zero net pay checks in print runs?
Workday automatically excludes zero net pay checks from print runs. You can include them by printing from the
Print Checks Work Area
 report.

Recommendations

Use Report Designer when you want to:
  • Customize check and advice print layouts.
  • Print on blank check stock.
Use XSLT for payroll-related tasks that don't require customized print layouts.

Requirements

  • Enable the
    Check
     payment type when creating suppliers, customers, or payees.
  • Define payment elections or expense account reimbursements for employees, and designate a preferred payment method such as check or direct deposit.

Limitations

When you print paychecks for a group of employees, you can only print 1 check per employee regardless of the time period covered. Example: You configure a print run of paychecks for a group of employees for a 6-month period. Workday prints 1 check for each employee that covers all 6 months.
Workday Payroll for the UK doesn't support check printing.

Tenant Setup

You can configure the
Edit Tenant Setup - Payroll
 task to enable payslip printing options for users.

Security

Domains
Considerations
Custom Report Creation
 in the System functional area
Users secured to this domain can create custom reports for check print layouts.
Process: Payroll Settlement
 in the Core Payroll functional area
Process: Settlement
 in the Banking and Settlement functional area
Users secured to these domains can print and manage advices.
Process: Expense Report Payment/Settlement
 in the Expenses functional area
Process: Payroll Settlement
 in the Core Payroll functional area
Process: Supplier Invoice Payment/Settlement
 in the Supplier Accounts functional area
Users secured to these domains can:
  • Reprint checks and advices.
  • Reassign check numbers.
Set Up: Settlement
 in the Banking and Settlement functional area
Users secured to this domain can:
  • Define split and sort options to separate checks and advices into batch files for printing.
  • Configure the fields on their Report Designer payroll check.
Set Up: Tenant Setup - Payroll
 in the System functional area
Users secured to this domain can access the
Edit Tenant Setup - Payroll
 task.

Business Processes

Business Process
Considerations
Payment Printing Event
Workday automatically launches this business process event to generate a positive pay file when you complete the
Print Checks Task
 business process.
Print Checks Task
When payments in a settlement run require checks, Workday automatically creates an event for printing checks and sends a notification to the settlement specialist.

Reporting

Reports or Dashboards
Considerations
Print Advices Work Area
 report
Print Checks Work Area
 report
You can use these reports to view and edit pending and completed check and advice print runs.
Settlement dashboard
You can configure these reports as worklets on your Settlement dashboard:
  • Ready to Print
  • Ready to Print Advices
  • Ready to Print Checks

Integrations

Integration
Considerations
ADP Check Print (Enhanced Performance)
You can configure this integration to export data to ADP for Full Service Direct Deposits and to print:
  • Payroll checks.
  • Payroll advices.
  • Mail labels.
Core Connector: Payroll Check Printing (Enhanced Performance)
You can configure this integration to export data to external check printing services for:
  • Payroll checks.
  • Payroll advices.
  • Payments.
WPN - Ceridian Check Printing
You can configure this integration to export data to Ceridian Payroll Services for:
  • Payroll checks.
  • Payroll advices.
  • Payments.

Connections and Touchpoints

Features
Considerations
Cash
When you create a bank account in Workday, you can select a check print layout specific to the account.
Expenses
Workday payment elections enable you to set preferences for how employees receive reimbursement for expenses.
Staffing
You can manage check printing for terminated workers.
Payroll
You can configure printing options for checks and payslips, generate payslips in bulk, and export payslips.
Payment elections enable you to set preferences for how employees receive payment.
Supplier Accounts
Customer Accounts
You can configure options to print checks or advices for suppliers or customers.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.