Send reward letters to Workday

Reward letter writebacks let you send finalized reward letters from a Compensation Planning merit cycle directly to Workday. Each letter is delivered as a PDF to the employee's Worker Documents in Workday, giving you a centralized place to store and manage compensation communications alongside other employee records.

This feature requires a Workday integration connected to Pave and separate writeback credentials. Setup involves configuration in both Workday and Pave.

Before you begin

Before you can send reward letters to Workday, you need to complete setup in your Workday tenant and have a finalized merit cycle with released reward letters in Pave.

Workday requirements

Complete these steps in Workday before configuring the writeback in Pave:

1. Create an Integration System User (ISU). Create a dedicated ISU for the Pave writeback. This is separate from any ISU used for your main Workday data sync to Pave.

2. Create an Integration System Security Group (ISSG). Create an unconstrained ISSG and assign the ISU you created. The ISSG must have Put access under the following domain security policies:

3. Choose a document category. Decide which document category the reward letters should be filed under in Workday. You can use a Workday-delivered category or a custom (client-defined) category. Note the category name for use during Pave setup.

4. Get the Staffing endpoint URL. Locate the endpoint URL for the Staffing web service in your Workday tenant. The URL must end with a version number (for example, https://services1.myworkday.com/ccx/service/YourTenantID/Staffing/v44.0). Collect URLs for each environment you plan to use (sandbox, production).

Pave requirements

• A Workday integration connected to Pave
• A finalized merit cycle with reward letters released. For details on creating and managing reward letters, see Reward letters
• Integrations admin permissions in Pave

Set up writeback credentials

The writeback uses its own credentials, separate from your main Workday connection. You configure these in the Workday integration settings in Pave.

1. Go to Settings > Connections and open your Workday integration.
2. Go to Advanced Settings > Reward Letters.
3. Enter the following:
   • ISU Username with Workday Tenant: Your ISU username in the format ISU_Username@Workday_Tenant_ID. For example, if your ISU username is "ISU_Pave" and your tenant ID is "Acme", enter ISU_Pave@Acme.
   • ISU Password: The password for the ISU you created in Workday.
   • JSON URL: The Staffing endpoint URL from your Workday tenant, ending with a version number (for example, v44.0).
4. Click Submit.

A confirmation message directs you back to the cycle configuration page to complete setup.

If credentials fail validation, Pave shows which field has an issue. The username must follow the ISU_Username@Workday_Tenant_ID format, and the URL must be a Staffing endpoint ending in a version number.

Configure and send letters to Workday

After credentials are set up and your cycle is finalized, you can configure how letters are delivered and send them.

1. Go to Compensation Planning and open the finalized cycle.
2. Go to Configurations > Reward Letters.
3. Under Send Letters to Workday, click Set up.

If the Set up button is disabled, writeback credentials have not been submitted. The tooltip directs you to Settings > Connections > Advanced Settings > Reward Letters on your Workday integration.

Customize the PDF file name

Choose which fields to include in the PDF file name for each employee's letter. Available fields:

• Employee ID
• Full Name
• First Name
• Last Name
• Merit Cycle Name

Select at least one field. Drag fields to reorder them, and click Add custom text to insert additional text between fields. A preview at the top of the section shows an example file name based on your selections (for example, EEID001_JaneDoe.pdf).

Set the document category and details

• Category (required): Enter the Workday document category where letters should be filed. This must match the category you configured in Workday.
• Default Workday category: Turn this on if you are using a Workday-delivered (Workday-owned) document category rather than a custom one. Uploads fail if this toggle does not match your category type.
• Comment (optional): Add a comment that appears alongside the letters in each employee's Worker Documents in Workday.

Review skipped employees

Before sending, the modal shows a warning if any employees will be skipped. Employees are skipped when they:

• Are missing a Workday Employee ID in their profile
• Could not be matched to a Workday employee record

The warning shows a count and breakdown of skip reasons, along with how many letters will be sent (for example, "5 employees will be skipped: 2 missing a Workday Employee ID, 3 couldn't be matched to a Workday employee. 245 of 250 letters will be sent.").

Send letters

Click Send to Workday to begin the upload. A confirmation dialog warns that this action sends letters to all employees with enabled and visible letters and cannot be undone.

Letters are sent in batches. The upload may take several minutes depending on the number of employees.

Monitor upload status

After sending, the cycle configuration page shows the upload status under Send Letters to Workday:

If the upload takes longer than expected, a message appears prompting you to contact the support team.

Resending letters

If you update reward letters after the initial send (for example, correcting a template error), you can resend them. The Set up button on the cycle configuration page changes to Resend after the first upload.

When you resend, the updated letter replaces the previous version in Workday. The old file is overwritten, not duplicated.

After the first upload, the PDF file name structure and document category are locked to prevent duplicate uploads under different names. If you need to change these settings, click Reset config in the setup modal to unlock them.

Things to know

• Only released letters from finalized cycles are sent. Reward letter visibility must be set to "released" for letters to be included. Letters that have not been released are not sent to Workday.
• Letters are sent for the entire cycle, not individual employees. You cannot select specific employees to include. All eligible employees with released letters are included in the upload.
• Employees without a Workday Employee ID are skipped. If an employee cannot be matched to a Workday record, their letter is not sent. The setup modal shows which employees will be skipped before you confirm.
• Resending replaces the previous letter. The old file in Workday is overwritten by the new version. Letters are not duplicated.
• Configuration locks after the first send. The PDF file name structure and document category cannot be changed after the first upload without resetting the configuration.
• Writeback credentials are separate from your main Workday connection. Even if you already have Workday connected to Pave for data sync, you need to set up additional ISU credentials specifically for the writeback feature.