Workday · India payroll

Workday runs your HR. Something has to run Indian payroll.

Workday does not process payroll in India. Onfinity does — EPF, ESI, professional tax, gratuity and TDS — taking worker and leave data from Workday and posting the result back to your finance system.

Book a demo How the integration works

Why this comes up

Workday stops at the India border, and that is not a fault

Workday processes payroll itself in a short list of countries. India is not on it. So every Workday customer with staff in India runs Indian payroll somewhere else. The only question is what, and how well the two are joined.

Workday stays the system of record

Hiring, positions, the org chart, leave. Nothing about that changes and nobody is asked to give up Workday.

Payroll runs in India

Statutory components, the monthly cycle, the payslip, the bank file and the deductions the law expects.

The join is the project

The payroll engine is the easy half. The interface, the historical data and the parallel run are where these projects are won or lost.

The shape of it

What moves, and which way

One direction for people data, one for money. Workday is upstream and stays upstream; nothing is entered twice.

Workday → Onfinity
Worker master, positions and the org, joiners and leavers, and leave. Sent on a schedule, so a change made in Workday on Monday is in the payroll run.
Inside Onfinity
Pay components, statutory deductions, the monthly run, arrears and off-cycle payments, payslips and employee self-service.
Onfinity → your ledger
Payroll posted as journals into SAP S/4HANA, or into any general ledger that takes a structured file or an API call.
Onfinity → your bank
The payment file in the format your bank expects, and the reconciliation that follows it.
How it is built
A REST API with its own tokens and call logging, or scheduled files where the other side prefers that. Both are standard, neither is a one-off.

The statutory part

EPF, ESI, professional tax and gratuity, on the payslip

These are pay components like any other. Set up once, applied by rule every month, and visible on the payslip rather than worked out beside it.

Provident fund

UAN and PF number on the employee. Employee and employer share as a percentage or a fixed amount.

ESI and professional tax

Cover flag and ESI number on the employee. Professional tax as its own deduction.

Gratuity and TDS

Gratuity keeps the employee share, the employer share and the final settlement apart. TDS is a rule, not a monthly calculation.

Onfinity payroll run screen: net payroll cost, paid against active staff, errors and blockers, cost by department, missing inputs, and a run readiness checklist
The payroll run · what it costs, who is not ready, and what would stop the run going out

And on the SAP side

The same pattern, a different system upstream

Where SAP is the finance system, payroll posts into S/4HANA as journals, with advances and recoveries handled the same way. Where SuccessFactors is the HR system rather than Workday, the people data comes from there instead and everything downstream is unchanged.

GL postings into S/4HANA

The payroll journal, by cost centre, in the shape your finance team already signs off.

Advances and recoveries

Paid through the ledger, recovered through payroll, without a spreadsheet keeping the two in step.

SuccessFactors instead

Same interface pattern. The HR system upstream changes; the Indian payroll underneath does not.

What it takes

A plan that survives contact with a payroll date

Payroll cannot go live on a convenient Friday. It goes live on the run, and the run happens whether the project is ready or not. Every plan here is built backwards from that date.

First

Discovery and interface specs

  • Your components, your rules, your exceptions
  • What Workday will send, and in what shape
  • Agreed with the Workday partner, not assumed
Then

Build and prove

  • Interfaces built to the agreed spec
  • Historical payroll re-run and compared
  • System and user testing on your own data
Last

Parallel run, then live

  • A full month run in parallel with the old payroll
  • Go-live on the monthly payroll date
  • Hypercare across the first cycles

The parallel run is not optional and it is not a formality. It is the month where every difference between the old payroll and the new one has to be explained, and explaining them is the point.

Bring one month of your own payroll.

A month of payslips and the components behind them is enough to show the same run coming out of Onfinity, with the statutory deductions where you expect them.

Book a demo See the HR module

Useful in the first message

  1. How many people in India, and on how many payrolls
  2. Which HR system upstream, and who implemented it
  3. Where payroll runs today, and what is wrong with it
  4. Which finance system the journal has to land in