Current US Federal and State Tax Exemptions

Use the Current US Federal and State Tax Exemptions wizard to upload employee federal and state tax exemption information into Dayforce.

Note: The information that employees provided on their W-4 forms drives the data for this wizard. It dictates how the taxes are withheld for each employee.

Note: If this wizard doesn’t show under Load Your Data, check in Dayforce to make sure that you have a pay group and the corresponding (generated) pay calendar for the country you are attempting to load data for.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration. To streamline the import, First Name and Last Name are excluded when not required.

Before you begin

Employees being included in the Current US Federal and State Tax Exemptions template must exist in Dayforce. The employees must also meet the minimum requirements. For example, they must have a hire date, work assignment, and employment status data.

Note: You can use the following wizards to load employee data: Getting Started, Employees, or Clean Up Data for Parallel or Go Live.

Using this wizard

Use the Current US Federal and State Tax Exemptions template to upload employee information. The employee data then shows in an editable grid, along with the tax exemption-related fields that need to be populated. You can enter updates directly in the grid or you can download the Tax Info Data USA template, populate it, and then upload the new data. When you edit the data in the grid, Activate shows any applicable validation warnings or errors. If warnings or errors show, you must review them and update the data in the grid or upload a corrected template to correct.

Always enter required changes in the template to ensure that future uploads are accurate. If you make edits directly in the grid, click Save and download the updated file for record keeping purposes.

Tasks

To complete and upload the Tax Info Data (USA) template:

To review and confirm the data:

1. Review the information shown in the grid.
2. To make updates to data on the page:

   • To insert a new row in the grid, click the row where you want to insert it and click New.

   • To delete a row, click the row and click Delete.

   • To download the error message list and save it to your computer, click Download Errors File.
   • To correct errors in the grid, click in the field containing the error. Click Tab to move to the right and Shift+Tab to move to the left in the row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.

   • To save information in the grid to your computer, click Download File and save it to the location you want.

   • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

   • To remove changes that you don’t want to save, click Refresh.

3. When the data is complete, click Done & Install. When you leave the page, the selected values stay in the grid.

To install US tax information:

Results

Fields populated in Dayforce

File generated by the current US Federal and State Tax Exemptions wizard

After completing the Current US Federal and State Tax Exemptions wizard, a single import file is automatically generated and placed on the customer's FTP site.

HR Import

• FTP Subdirectory: Import/HRImport
• Filename: <Namespace>-HRImport-<DateTime>.xml

Example illustrating how translates the template data to XML:

<?xml version="1.0" encoding="utf-8"?>
<EmployeeImport>
    <Employee>
        <XRefCode>1007</XRefCode>
        <EmployeeNumber>1007</EmployeeNumber>
        <FirstName>Andrea</FirstName>
        <LastName>Monan</LastName>
        <USTax>
            <USFederal>
                <EffectiveStart>2015-01-01</EffectiveStart>
                <FederalFilingStatusCode>M</FederalFilingStatusCode>
                <NumberOfAllowances>2</NumberOfAllowances>
                <AdditionalTaxAmount>10.23000</AdditionalTaxAmount>
                <IsTaxExempt>false</IsTaxExempt>
            </USFederal>
            <USState>
                <EffectiveStart>2009-01-01</EffectiveStart>
                <StateFilingStatusCode>MCA</StateFilingStatusCode>
                <NumberOfAllowances>2</NumberOfAllowances>
                <PersonalAllowances>2</PersonalAllowances>
                <AdditionalTaxAmount>10.23000</AdditionalTaxAmount>
                <IsTaxExempt>false</IsTaxExempt>
                <AlternateCalculationCode>1</AlternateCalculationCode>
                <StateCode>ND</StateCode>
            </USState>
        </USTax>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Tax Info Data USA template fields

All templates have the same basic structure:

• Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
• Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

Employee Identifier (Required)

First Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required)

¹ Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Federal Record Start Date* (Required)

Federal Filing Status* (Required)

Federal Number of Exemptions

Federal Additional Claim Amount

Is Federal Exemption

State

State Record Start Date

State Filing Status

State Number of Exemptions/Allowances

State Personal Exemptions/Allowances

State Additional Claim Amount

Is State Exemption

Alternate Calculation Code

Two Jobs

Dependent Tax Credit

Other Income

Deductions