Reconciling Benefits Invoices against Workday Reports
To catch benefits billing issues early, it’s important to compare carrier invoices to Workday benefits and payroll data each month. This helps you track each employee’s plan balance, identify timing issues—like post-invoice new hires or terminations—and catch COBRA-related discrepancies that can lead to lost premium dollars.
While Workday gives you robust access to the data you need through flexible reports, it doesn’t offer native benefits reconciliation functionality. Tabulera takes those reports, matches them to your carrier invoices, and provides a clear workflow benefits teams can follow to streamline reconciliation. This guide walks you through creating two reports—one for benefit enrollment and one for payroll deductions—and shows how to use them in Tabulera to reconcile faster, track plan balances, and catch mismatches before they become billing problems.
[[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]]
Person Data: Personal Data
Reports: Pay Calculation Results for Pay Group
Reports: Pay Calculation Results for Worker
Reports: Payroll Input
Worker Data: Beneficiary SSN Reporting
Worker Data: Benefit Elections
Worker Data: Benefits
Worker Data: Compensation
Worker Data: Current Job Profile Information
Worker Data: Dependents
Worker Data: Dependent SSN Reporting
Worker Data: Personal Notes
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 Election
Coverage Begin Date for Benefit Plan and Coverage Level
Coverage Effective Date
Benefit Election
Coverage End Date
Coverage End Date
Benefit Election
Benefit Plan
Plan Name
Benefit Election
Coverage
Tier
Benefit Election
Benefit Individual Rate Employee Cost Amount
Benefit Amount
Benefit Election
Employer Contribution per Frequency
Employer Contribution
Benefit Election
Employee Cost Per Frequency in Preferred Currency
Payroll Deduction
Benefit Election
Benefit Plan Frequency
Payroll Cycle
Benefit Plan
Benefit Provider
Carrier
Benefit Plan
Plan Type
Product
Worker
Employee ID
Worker
Social Security Number
SSN
Worker
First Name
Worker
Middle Name
Worker
Last Name
Worker
Hire Date
Worker
Worker Status
Employment Status
Worker
Termination Date
Worker
Termination Reason
Worker
Worker Location Address Line 1
Worker
Worker Location Address City
Worker
Worker Location Address Postal Code
Postal
Worker
State Withholding (Resident) - State
State
Worker
Total Compensation
Annual Salary
Worker
Division
Worker
Job Title
Dependents
Legal Name - Last Name
Dependent Last Name
Dependents
Legal Name - Middle Name
Dependent Middle Name
Dependents
Legal Name - First Name
Dependent First Name
Dependents
Social Security Number
Dependent 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 Result
Employee ID
Payroll Result
Company
Worker
Pay Rate Type
Worker
Active Status
Worker
Social Security Number
Payroll Result
First Name
Payroll Result
Middle Name
Payroll Result
Last Name
Payroll Result
Pay Group
Payroll Result
Frequency Name
Payroll Result
Period Start Date
Payroll Result
Period End Date
Payroll Result
Payment Date/Reversal Date
Payroll Result
Batch ID
Payroll Result
Check or Advice Number from Payment as Numeric for Sorting
Check Number
Payroll Accounting Transaction
Workday ID
Voucher ID
Result Line
+ Create Calculated Field for Report – Earning Code
Name
CF_tabulera_earning_code
Business Object
Payroll Result Line
Function
Lookup Related Value
Lookup Field
Pay Component for Global Payroll Result Line
Return Value
Reference ID
Result Line
+ Create Calculated Field for Report – Earning Description
Name
CF_tabulera_earning_desc
Business Object
Payroll Result Line
Function
Lookup Related Value
Lookup Field
Pay Component for Global Payroll Result Line
Return Value
Name translated
Payroll Results
Hours Paid on Result
Result Line
+ Create Calculated Field for Report – Earning Amount
Name
CF_tabulera_earning_amount
Business Object
Payroll Result Line
Function
Lookup Related Value
Lookup Field
Payroll Result Line
Return Value
Amount
Payroll Results
YTD Total Hours Worked
Result Line
+ Create Calculated Field for Report – Deduction Code
Name
CF_tabulera_deduction_code
Business Object
Payroll Result Line
Function
Lookup Related Value
Lookup Field
Deduction
Return Value
Reference ID
Result Line
+ Create Calculated Field for Report – Deduction Amount
Name
CF_tabulera_deduction_amount
Business Object
Payroll Result Line
Function
Evaluate Expression
Field Type
Currency
Default Value
+ Create Calculated Field for Report – CF_tabulera_dc_total
Name
CF_tabulera_dc_total
Business Object
Payroll Result Line
Function
Lookup Related Value
Lookup Field
Deduction
Return Value
Amount
Condition
Is in ER Paid Contributions & Benefits Reporting Group
Return Value If Condition is True
0 Amount (in User's Preferred Currency)
Operator
not equal to
Comparison Type
Value specified in this filter
Value
0
Result Line
+ Create Calculated Field for Report – Contribution Amount
Name
CF_tabulera_contribution_amount
Business Object
Global Payroll Result Line
Function
Evaluate Expression
Field Type
Currency
Default Value
+ Create Calculated Field for Report – CF_tabulera_0_amount
Name
CF_tabulera_0_amount
Business Object
Global
Function
Arithmetic Calculation
Field Type
Currency
Currency Code Field
Users Preferred Currency
+ Arithmetic Expression
Field = 0
Condition
Is in ER Paid Contributions & Benefits Reporting Group
Return Value If Condition is True
Amount for Global Payroll Result Line
Operator
not equal to
Comparison Type
Value specified in this filter
Value
0
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.
