Workday Payroll File Quick Reference Guide

The process for submitting payroll files will change when Sysco transitions to Workday Payroll. For payments impacting a
larger number of associates (10 or more), pay inputs can be submitted on a file. Before submitting your file to
[email protected], review this checklist to ensure the files submitted will be accepted by Workday without issue.

File Name: Should include site name, rate type, description of payments and intended check date.
Example: Sysco Houston Hourly COVID Pay 04-01-2022

Required Fields: Ensure that all key fields are populated on the file (indicated below in blue).

 Ongoing should always be populated with ‘N’. If there is a need to start/stop/change an associate’s ongoing earning
or deduction, please submit an email describing the requested change to [email protected].
 Amount or Hours are required, but do not populate amount and hours.
 Rate is not required but may be populated along with hours; if blank, the rate will default to the associate’s base rate
 Adjustment should always be populated with ‘Y’. If there is a need to override an element of associates’ pay, please
submit an email describing the request to [email protected].

Worker_Reference should be populated with the associate’s Workday employee ID (see job aid on page 2).
Do not combine hourly and salaried associates on one file. If you have a larger number of payments for hourly and salaried
associates, two separate files must be provided to [email protected] with the associates’ rate type in the file name.

Earning and Deduction Codes: Use the new Workday earning and deduction codes. If you are unsure which code to use or
can’t find an appropriate code in the provided list, please submit an email describing the payment/adjustment needed to
[email protected].

One week per row: For bi-weekly associates, each row on the file should represent pay for either the first week or the
second week. The Start_Date and End_Date should be populated to reflect Sunday to Saturday for each pay week.
Example: Do not submit 80 hours of pay on one row with the pay period begin date and the pay period end date; instead,
submit two rows of 40 hours each with start and end dates reflecting each individual work week.

File Format: Please ensure the Comments do not include commas or any other special characters.

Optional Fields: Please do not populate Coverage_Start_Date or Coverage_End_Date, as these are intended for a
future enhancement. Location may only be used by Central Alabama as needed to fulfill local tax requirements.

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 Find Workday ID Number

FIND WORKDAY ID NUMBER

1. Log into Workday using your given username and password, or via
Single Sign On (SSO).
2. Using the search bar, search for and select the worker in question.

3. You will be brought to the employee’s Worker Profile. Under Job

Details in the top-right corner, note the Associate ID number.

Page 2 of 4 Workday Payroll File Quick Reference Guide 031522

 Workday Earning and Deduction Codes
If you don't see a specific earning or deduction code or are unsure which code to use, please reach out to the SBS Payroll Team via [email protected].
Earning Code Description Additional Information
6 Attendance Bonus
9 Light Delivery
11 OT 2.25
17 Incentive Pay
19 Overtime Premium
20 Layover
21 Pounds
22 Miles
23 Delivery
24 Shift Pay
25 Freezer Shift
26 Back Haul
27 Stops
28 Light Duty
29 Delivery Minimum
30 Make Up
32 Longevity
34 Extra Route Premium
35 Extra Route Pay
46 ABC Activity Base
47 ABC Service Pay
48 ABC Helper Pay
49 ABC Misc. Pay
52 Deceased Pay
67 Commission Bonus
72 Driver Hourly
BH Vacation Bank
BIR Birthday
C Commission
CVE COVID-19 FML
CVP COVID-19 Paid Sick
CVS COVID-19 State Leave
D Double Time
DRV Drive Time
EH Elaspsed Hours/Earnings
F Funeral/Bereavement
G Short Term Disability
G1 Pregnancy
G2 Adoption
GUA Guarantee Pay
H Holiday
HW Holiday Worked
J Jury Duty
K Floating Holiday
LEG Legal Fees
N Personal
ONC On Call
OT Overtime
P Promotion - Sales Use this for promo payments
PNC Promotions - Non Cash Use this to post non-cash promos
PPO PTO Payout Use this to payout unused PTO hours
PTO Paid Time Off Use this to pay PTO hours taken/used
R Retroactive Earnings
R2 Ins. Subsidy
REG Regular This code is now split - this is the code for hourly associates
REGSAL Regular Salary This code is now split - this is the code for salaried associates
S Sick Use this to pay sick hours taken/used
SH1 Shift Premium 1
SH2 Shift Premium 2
SH3T Triple Trailer Premium
SHF Freezer Premium

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 SHFOT Freezer Premium OT
SHG Graveyard Premium
SHGOT Graveyard Premium OT
SHLL Line Lead Premium
SHN Night Premium
SHNDT Night Premium DT
SHNOT Night Premium OT
SHOT Shift Premium OT
SHTC Trailer Checks Premium
SU Unused Sick Use this to payout unused sick hours
TU True Up
U Training
UC Uniform Change
V Vacation Use this to pay vacation hours taken/used
VPO Vacation Payout Use this to payout unused vacation hours
W Mileage Pay
WC WC Reempl. Assignment
X Meals
Y Commission Adj.
Z Sales Subsidy
ECA Auto Allowance Compensation Plan - Allowance (do not enter in manual files)
ECB Bonus One-Time Payment (do not enter in manual files)
ECB2 Sign-on Bonus One-Time Payment (do not enter in manual files)
ECB3 Referral Bonus One-Time Payment (do not enter in manual files)
B4 Merit Lump Sum One-Time Payment (do not enter in manual files)
BAI Annual Bonus One-Time Payment (do not enter in manual files) - new code for AIP bonus
BRT Retention Bonus One-Time Payment (do not enter in manual files)
I Incentive Goal One-Time Payment (do not enter in manual files)
Q Safety Bonus One-Time Payment (do not enter in manual files)
R1 Relocation One-Time Payment (do not enter in manual files)
ECT Severance One-Time Payment (do not enter in manual files)
ECT1 Settlement One-Time Payment (do not enter in manual files)
TAL Transportation Allowance Compensation Plan - Allowance (do not enter in manual files)

Deduction Code Description Additional Information

DCU Charitable Donation
DC72 Cobra Reimb
DC18 D.R.I.V.E.
DC15 Education Assis.
DCJ Employee Advance
DC8 Employee Expense
DCE Employee Purchase
DC21 Entertainment
DC23 Equipment
DC10 Laptop Ins.
DC30 Meals
DC14 Safety Boots
DC17 Safety Ware
DCQ Uniform
DCD Union Dues 2
DCB Union Dues
DC33 Union Initiation
DC22 Meal
DCU79 401k - Union Catch Up New Workday Benefit Plan (do not enter in manual files)
DCU45 401k - Union New Workday Benefit Plan (do not enter in manual files)
DCCBP NYC Commuter Benefit
DC4 3rd Party Ins.
DC47 401k Loan - Union
DC28A Union Health
DC28 Union Health

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