Load Payroll Historical Data

After the payroll history load type has been set, you can load payroll historical data using the Dayforce Pay Run History Import interface specification.

See the Dayforce Pay Run History Import Specification document for information on how to use this interface.

Incomplete Payroll Historical Data

Functionality exists that allows Dayforce Service Representatives implementing Dayforce Payroll to import incomplete historical data, missing either wage or tax amounts for different tax authorities, and have Dayforce recalculate the pay run and generate the missing data based on the earnings and deductions data imported, as well as Dayforce’s current configuration.

For example, the historical data being imported for an employee contains $1,200 in regular earnings, $500 in bonus earnings, but no wage or tax amounts. Using this functionality, Dayforce can calculate what employer and employee taxes were paid in the imported pay run. The calculations are based on a variety of factors that must already be configured in Dayforce for the recalculation to occur, including:

• The employee must have a valid payroll policy applied to them that applies their earnings and taxes.
• The employee’s home and work address information.
• The organizational hierarchy and legal entity configuration.
• Earning and deductions are configured with the appropriate tax and compliance codes.

The effectiveness of the recalculation of wages and taxes is tied to the proper and complete configuration of Dayforce. To calculate the appropriate New York state taxes the employee pays on the imported earnings, as an example, the employee’s home and work address must be accurate in Dayforce.

It’s important to note that when migrating customers to Dayforce Payroll every effort should be made to import the appropriate data from the previous payroll system; the functionality described in this entry should only be used when the complete data does not exist.

Before You Begin: This functionality should only be used before Dayforce Payroll has gone live and before any pay runs have been committed.

Note: This functionality requires database access and can only be performed by Dayforce Services or Support Representatives accessing Dayforce using a user account configured as a service role.

To import incomplete historical data: 

1. Services Representatives can specify 0 in the fields in the import file where the data does not exist. Specifically, record 0 in the Amount, CurrentWageBasis, and TotalTaxableWages fields of the PayRunTax and PayRunTaxMethodDetail sections of the import file.
2. Dayforce still accepts the import file with a 0 value in these fields; the historical pay run is imported as normal. If viewed or reported on in Payroll > Pay Run Management, the imported pay run wouldn’t contain tax or wage amount for the tax authorities imported with 0 values in these fields.
2. A representative with database access needs to mark within the database that the pay run can be recalculated. This is done by updating the IsSetup field to 1 in the PRPayRun table for the imported pay run with incomplete data.
3. Log in to Dayforce using a service role.
4. Define for which tax authorities Dayforce should calculate tax and wage amounts within the pay run. This functionality is controlled by the Generate Tax in Setup Pay Run and Generate Wages in Setup Pay Run checkboxes in Payroll Setup > Payroll Taxes.
5. By default, these checkboxes are cleared for each tax authority. Select the appropriate checkbox for each corresponding tax authority that was imported with missing data.
6. For example, if the imported pay run didn’t contain tax amounts for the California State Withholding Tax, select its Generate Tax in Setup Pay Run checkbox to configure Dayforce to calculate the tax amount based on the imported earnings.
7. Note: To perform these steps, you must access Dayforce using a service role. ‘Service role’ refers to a user role configured to access restricted areas of Dayforce. These roles are limited to Dayforce Services and Support Representatives.
5. Run the Calculate Payroll background task in System Admin > Background Jobs, specifying the pay run’s start and end date in the appropriate fields, selecting the run’s pay group in the Pay Group drop-down list, and selecting the Include Committed Data Only checkbox.
6. The task calculates the tax and wage amounts for the tax authorities with the Generate Tax in Setup Pay Run and Generate Wages in Setup Pay Run checkboxes selected for any pay run with IsSetup set to 1 in the database that intersects the date range specified in the task’s Start Date and End Date parameters.
7. Dayforce creates additional records in the pay run results for the calculated amounts and does not modify any imported values. This means that if a tax or wage amount for a tax authority was imported and then incorrectly flagged for recalculation, by selecting either the Generate Tax in Setup Pay Run or Generate Wages in Setup Pay Run checkbox, both the imported and calculated amount records are included in the pay run results and the amounts will be doubled.
8. Important: It’s crucial that only the taxes without tax or wage information that have been imported with 0 values are calculated using this functionality.
9. Because calculated amounts never overwrite imported amounts, if there are imported amounts that need to be corrected, the data needs to be reimported.