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The Client
A leading global medical device and healthcare supplies manufacturer operating across North America and international markets, with employees throughout the United States and Canada. The organization operates in a highly regulated environment where payroll accuracy, executive compensation compliance, and financial reporting precision are essential.
For this organization, payroll is not simply an administrative function. It is a core financial process tied directly to compliance, employee trust, audit readiness, and executive-level reporting. Even small inefficiencies can create downstream risk across finance, HR, and accounting.
The Challenge
The client had already implemented Workday Payroll across both the U.S. and Canada. While the system was technically live, payroll business processes were not fully aligned with the Workday configuration.
Over time, minor gaps between process and system became larger issues. Manual workarounds increased. Documentation varied by region. Automation features within Workday Payroll were underutilized. What should have been a streamlined global payroll environment became unnecessarily complex.
This misalignment introduced measurable risk:
- Inefficient payroll cycles driven by manual intervention
- Increased exposure to payroll errors and compliance gaps
- Limited cross-border standardization between the U.S. and Canada
- Incomplete documentation and reduced governance visibility
At the same time, the organization required specialized expertise in expatriate payroll and executive compensation. Leadership compensation elements, including bonuses, equity awards, and stock options, required precise Workday Payroll configuration to ensure tax compliance and accurate reporting across jurisdictions.
The stakes were significant. Payroll errors at the executive level can affect tax reporting, financial statements, and employee confidence. The Global Payroll VP and Chief Accounting Officer needed a partner who understood both payroll operations and Workday system design.
Recognizing the complexity of the engagement, Workday introduced the client to The Planet Group. Leadership was not looking for high-level advisory support. They needed hands-on payroll optimization backed by certified Workday expertise and real operational experience.
The Solution
As a trusted Workday Services Partner, The Planet Group deployed a focused three-person team for a six-month Workday Payroll optimization engagement. Our model paired payroll operations leadership with certified Workday configuration expertise to address both business processes and system performance simultaneously.
This approach ensured that every change was practical, sustainable, and aligned with real-world payroll execution.
Engagement Team
Payroll Director – Operations Lead
A senior payroll leader with deep, hands-on Workday experience. This specialist led the payroll process assessment, documentation redesign, and operational alignment efforts. The focus was on simplifying workflows, clarifying controls, and eliminating unnecessary manual steps.
Two Workday Partner-Certified Consultants
Certified Workday Payroll experts responsible for configuration updates, automation improvements, and system optimization across both U.S. and Canadian payroll environments. Their role was to ensure that Workday Payroll functionality accurately reflected how the business operated.
This blended structure is a core differentiator of The Planet Group. By combining operational payroll knowledge with certified Workday expertise, we deliver measurable improvements in efficiency, compliance, and system performance.
Key Focus Areas
- Payroll process assessment and documentation across the U.S. and Canada to create consistency and transparency
- Workday Payroll configuration alignment, including earnings, deductions, calculations, integrations, and approval workflows
- Automation of repetitive tasks to reduce manual intervention and shorten payroll cycle times
- Expatriate and executive compensation configuration to ensure tax accuracy and regulatory compliance
Execution and Optimization
Payroll Process Standardization
The engagement began with a comprehensive review of payroll workflows in both countries. The team compared documented procedures with actual execution and quickly identified gaps.
Documentation was rebuilt to reflect optimized processes. Roles and approvals were clarified, and consistent standards were established across regions. This created a stronger governance framework for global payroll operations.
Workday Payroll Optimization
Our certified consultants then addressed configuration misalignment within Workday Payroll. Earnings and deduction codes were reviewed, payroll calculations were validated, and integrations impacting payroll data were assessed for both accuracy and efficiency.
System configurations were redesigned to reflect business reality. By aligning Workday Payroll with operational workflows, the organization reduced reliance on manual adjustments and off-system tracking.
Automation and Efficiency Improvements
Tasks that had previously required manual handling were transitioned to native Workday functionality. Approval workflows were streamlined, recurring validations were automated, and data dependencies were clarified.
These improvements shortened payroll processing timelines and reduced the risk of human error. Automation also strengthened reporting accuracy, giving finance and accounting leaders greater confidence in payroll outputs.
Executive and Expatriate Payroll Compliance
Executive compensation structures require careful configuration in Workday Payroll. Bonuses, stock options, and equity-based compensation carry complex tax implications. For expatriate employees, cross-border compliance adds further complexity.
The Planet Group partnered closely with payroll and accounting leadership to ensure that all compensation elements were configured correctly. Tax treatments were validated, and reporting outputs were reviewed for audit readiness. This strengthened compliance controls and reduced regulatory exposure.
The Results
At the conclusion of the six-month engagement, the organization achieved measurable improvements across global payroll operations.
Streamlined and Standardized Payroll Processes
Payroll workflows across the U.S. and Canada were fully documented and aligned, reducing reliance on informal knowledge and strengthening internal controls.
Improved Workday Payroll Alignment
Workday Payroll configuration now mirrors actual business processes. Manual workarounds were significantly reduced, resulting in more predictable and controlled payroll cycles.
Greater Automation and Accuracy
By leveraging native Workday functionality, the organization reduced repetitive manual steps and lowered the risk of processing errors. Payroll reporting became more consistent and audit-ready.
Stronger Executive and Expatriate Compliance
Complex compensation structures were properly configured, improving tax compliance confidence and executive reporting accuracy across jurisdictions.
Positive Executive Feedback and Ongoing Partnership
The client provided strong performance reviews, highlighting the team’s expertise, collaboration, and measurable impact. The engagement concluded successfully, with discussions underway to expand The Planet Group’s support across additional areas of the Workday ecosystem.
Ready to streamline your payroll operations and maximize the value of Workday? Contact us today to connect with experts who can optimize your systems and support your business goals.
