June 17, 2025

Reconciling Benefit Invoices against Workday Reports

If you're using Workday as your enrollment or payroll source and want to reconcile benefit invoices with Tabulera, this guide is for you. While Workday doesn’t offer native functionality for benefits reconciliation, it does allow you to generate the reports needed to power it.

This guide walks you through how to build two custom reports—one for benefit enrollment and one for payroll deductions—for use in Tabulera’s Benefits Reconciliation Module. Some fields can be tricky to configure in Workday, so we created this step-by-step resource to help you get everything set up correctly.

[[Note]]We have a dedicated article explaining the difference between enrollment and payroll reconciliation. Tabulera supports both reconciliation methods, depending on your organization’s needs. [[/Note]]

Required Permissions in Workday

[[Warning]]Before setting up the reports, ensure that the user configuring them has the necessary Domain Security Permissions. These permissions allow access to benefit elections, payroll results, and worker profile data, all of which are needed for complete and accurate reporting.[[/Warning]]

  1. Person Data: Personal Data
  2. Reports: Pay Calculation Results for Pay Group
  3. Reports: Pay Calculation Results for Worker
  4. Reports: Payroll Input
  5. Worker Data: Beneficiary SSN Reporting
  6. Worker Data: Benefit Elections
  7. Worker Data: Benefits
  8. Worker Data: Compensation
  9. Worker Data: Current Job Profile Information
  10. Worker Data: Dependents
  11. Worker Data: Dependent SSN Reporting
  12. Worker Data: Personal Notes
  13. Worker Data: Workers

Creating the Enrollment Report for Reconciliation

The Enrollment Report captures a snapshot of each employee’s current benefit elections, along with employee and dependent personal information. It includes data such as plan type, coverage tier, effective dates, individual and employer costs, and dependent details. This report serves as the foundation for enrollment-based reconciliation—comparing who is covered and at what cost.

  • Report name:  TCensus
  • Report Type:   Advanced
  • Data Source:   AllBenefit Elections

Columns

Business Object Field Column Heading Override
Benefit ElectionCoverage Begin Date for Benefit Plan and Coverage LevelCoverage Effective Date
Benefit ElectionCoverage End DateCoverage End Date
Benefit ElectionBenefit PlanPlan Name
Benefit ElectionCoverageTier
Benefit ElectionBenefit Individual Rate Employee Cost AmountBenefit Amount
Benefit ElectionEmployer Contribution per FrequencyEmployer Contribution
Benefit ElectionEmployee Cost Per Frequency in Preferred CurrencyPayroll Deduction
Benefit ElectionBenefit Plan FrequencyPayroll Cycle
Benefit PlanBenefit ProviderCarrier
Benefit PlanPlan TypeProduct
WorkerEmployee ID
WorkerSocial Security NumberSSN
WorkerFirst Name
WorkerMiddle Name
WorkerLast Name
WorkerHire Date
WorkerWorker StatusEmployment Status
WorkerTermination Date
WorkerTermination Reason
WorkerWorker Location Address Line 1
WorkerWorker Location Address City
WorkerWorker Location Address Postal CodePostal
WorkerState Withholding (Resident) - StateState
WorkerTotal CompensationAnnual Salary
WorkerDivision
WorkerJob Title
DependentsLegal Name - Last NameDependent Last Name
DependentsLegal Name - Middle NameDependent Middle Name
DependentsLegal Name - First NameDependent First Name
DependentsSocial Security NumberDependent SSN

Group column heading

Group Column Heading
Business Object Worker
Business Object Dependents
Business Object Benefit Plan

Filter settings

And/OR Field Operator Comparison Type Comparison Value
Select One Election Status Description Equal To Value specified in this filter Current

Prompt

Prompt Description
Effective Date Prompt for effective as of date
Entry Date Prompt for entry date
Field Default Type Default Value Required Do Not Prompt at Runtime
Include One-Time Payments Specify Default Value
Include Allowances Specify Default Value
Include Commission Specify Default Value
Include Base Pay Specify Default Value
Currency Specify Default Value USD
Effective as of Date No Default Value
Entry Date No Default Value
Frequency Specify Default Value Monthly

[[Note]]Tip: Use clear column heading overrides to ensure consistent data mapping. Prompt filters like effective as of date and entry date help align records with the billing period of the invoice being reconciled.[[/Note]]

Creating the Payroll Report for Reconciliation

The Payroll Report is used when performing payroll-based reconciliation, where deductions are matched against invoice charges. This report includes details such as deduction codes, payment dates, coverage periods, and calculated values like employee contributions.

Custom calculated fields are needed to extract deduction descriptions or contribution amounts from Workday’s global payroll structures.

  • Report name: TPayroll
  • Report Type: Advanced
  • Data Source: Payroll Results
  • Data Source Filter: Pay Calculation Results for Pay Group and Period
Business Object Field Column Heading Override
Payroll ResultEmployee ID
Payroll ResultCompany
WorkerPay Rate Type
WorkerActive Status
WorkerSocial Security Number
Payroll ResultFirst Name
Payroll ResultMiddle Name
Payroll ResultLast Name
Payroll ResultPay Group
Payroll ResultFrequency Name
Payroll ResultPeriod Start Date
Payroll ResultPeriod End Date
Payroll ResultPayment Date/Reversal Date
Payroll ResultBatch ID
Payroll ResultCheck or Advice Number from Payment as Numeric for SortingCheck Number
Payroll Accounting TransactionWorkday IDVoucher ID
Result Line
+ Create Calculated Field for Report – Earning Code
NameCF_tabulera_earning_code
Business ObjectPayroll Result Line
FunctionLookup Related Value
Lookup FieldPay Component for Global Payroll Result Line
Return ValueReference ID
Result Line
+ Create Calculated Field for Report – Earning Description
NameCF_tabulera_earning_desc
Business ObjectPayroll Result Line
FunctionLookup Related Value
Lookup FieldPay Component for Global Payroll Result Line
Return ValueName translated
Payroll ResultsHours Paid on Result
Result Line
+ Create Calculated Field for Report – Earning Amount
NameCF_tabulera_earning_amount
Business ObjectPayroll Result Line
FunctionLookup Related Value
Lookup FieldPayroll Result Line
Return ValueAmount
Payroll ResultsYTD Total Hours Worked
Result Line
+ Create Calculated Field for Report – Deduction Code
NameCF_tabulera_deduction_code
Business ObjectPayroll Result Line
FunctionLookup Related Value
Lookup FieldDeduction
Return ValueReference ID
Result Line
+ Create Calculated Field for Report – Deduction Amount
NameCF_tabulera_deduction_amount
Business ObjectPayroll Result Line
FunctionEvaluate Expression
Field TypeCurrency
Default Value
+ Create Calculated Field for Report – CF_tabulera_dc_total
NameCF_tabulera_dc_total
Business ObjectPayroll Result Line
FunctionLookup Related Value
Lookup FieldDeduction
Return ValueAmount
ConditionIs in ER Paid Contributions & Benefits Reporting Group
Return Value If Condition is True0 Amount (in User's Preferred Currency)
Operatornot equal to
Comparison TypeValue specified in this filter
Value0
Result Line
+ Create Calculated Field for Report – Contribution Amount
NameCF_tabulera_contribution_amount
Business ObjectGlobal Payroll Result Line
FunctionEvaluate Expression
Field TypeCurrency
Default Value
+ Create Calculated Field for Report – CF_tabulera_0_amount
NameCF_tabulera_0_amount
Business ObjectGlobal
FunctionArithmetic Calculation
Field TypeCurrency
Currency Code FieldUsers Preferred Currency
+ Arithmetic ExpressionField = 0
ConditionIs in ER Paid Contributions & Benefits Reporting Group
Return Value If Condition is TrueAmount for Global Payroll Result Line
Operatornot equal to
Comparison TypeValue specified in this filter
Value0
Group Column Headings
Business Object Worker
Prompts
Field Default Type
Periods No Default Value
Pay Run Groups and/or Pay Group Details No Default Value
Share
Share with specific authorized groups and users Tabulera-Security-Group

[[Note]] If you use multiple pay groups or pay frequencies, be sure to prompt for period start/end dates and validate that the data aligns with your billing cycle.[[/Note]]

Exporting the Reports for Reconciliation

Once both reports are configured and tested, they should be run monthly and saved in Excel format. Make sure the reports are shared with the appropriate user group or integration system account responsible for processing the data.

Depending on your Tabulera Benefits Reconciliation Module plan, there are two options for loading the reports:

  • Starter Plan – Read this article to learn how to manually upload and map source data.
  • Enterprise/PRO Plans – Go to the Tabulera platform, navigate to the Sources menu, and select the month you are uploading data for.

Summary

Reconciling benefits invoices using Workday data helps organizations:

  • Confirm that employees are correctly enrolled in benefit plans
  • Ensure that payroll deductions match invoice amounts
  • Identify and resolve discrepancies before they result in billing errors

By combining structured Workday reports with Tabulera's Benefits Reconciliation Module, teams can build a repeatable monthly process that replaces manual audits and reduces the risk of errors.

Table of contents:

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Tabulera Modules

Benefits Reconciliation:

Cuts Invoice Audit time by 85% and eliminates 97% of benefit write-offs.

Learn More

EDI Connectivity:

Speed up the creation of carrier EDI 834 enrollment and payroll feeds.

Learn More

Consolidated Invoicing:

Pay a single invoice for all your benefit plans.

Learn More

Payments Automation:

Collect subsidiary premiums and send carrier payments.

Learn More

"Tabulera's Reconciliation Platform has significantly reduced our manual errors and streamlined our invoice audits. Our team feels more confident and less overwhelmed with the reconciliation process now."

Director of Benefits at ZampHR

Whats next:

  • Sign up for your 30-day free trial by entering your account and billing details. You won’t be charged unless you decide to continue after the trial.

  • Upload data from your HRIS, payroll, COBRA systems, and benefit plan invoices .

    Learn more about required data
  • The platform instantly matches the data and highlights discrepancies.

  • Resolve mismatches with carriers or source data and generate reconciliation reports.