Dependent and Beneficiary Personal Data

Use the Dependent and Beneficiary Personal Data wizard to load your employee dependent and beneficiary personal data.

Because election information isn’t included, you can focus on the personal data only. You can preload dependent and beneficiary records before employees completing Open Enrollment for testing, which makes it easier to complete Open Enrollment immediately after Go Live. It also enables you to update personal data fields without having to make sure that the election information is correct.

You can upload a DependentBeneficiaryPersonalData file that doesn’t include election-related fields. If you do upload the election-related fields, they’re ignored during the upload.

Important: If you’re uploading Dependent or Beneficiary records as part of the Benefit Elections data load, use the same name spelling and SSN or SIN value in all of the data loads. This step avoids potential duplication.

Note: You can only load dependent/beneficiary personal data, not elections.

Important: You can use this data load to load the demographic data for your employee's dependents and beneficiaries only. You can’t use it to associate the Dependent or Beneficiary records to the Benefit Plans for administrative and reporting purposes.

Before you begin

Before using the Dependent and Beneficiary Personal Data wizard, you must:

• Verify that all names match exactly with the spelling and format in other data files.
• Configure all of the Relationship Types included in the import file under HR Admin - Relationship Types in Dayforce HCM.
• Update the Is Child, Is Spouse, Is Legal Partnership, and Benefits Group parameters for each Relationship Type.

Using this wizard

You do the following in the Dependent and Beneficiary Personal Data wizard:

Complete and upload the Dependent and Beneficiary Personal Data template

Use the Dep Ben Personal Data template to upload dependent and beneficiary personal data. Don’t include election data.

Review the data

Use the Validate page to review the data to make sure that it’s correct. If this page shows any errors, you must complete them to continue. You can correct data in the grid or update the template file and upload it again.

Data on the page

• Employee Identifier
• First Name
• Last Name
• Dependent/Beneficiary First Name
• Dependent/Beneficiary Last Name
• Dependent Date of Birth Dependent SSN/SIN 
• Dependent Gender
• Dependent/Beneficiary Relationship Type
• Is the Dependent a Tobacco User/Smoker?
• Is the Dependent a Student?
• Is the Dependent Disabled?
• Is the person a Dependent?
• Is the person a Beneficiary?
• Dependent's Primary Country
• Dependent Primary Address
• Dependent Primary Address 2
• Dependent Primary Address 3
• Dependent Primary City
• Dependent Primary State or Province
• Dependent Primary Postal Code
• Dependent Primary County
• Effective Start Date of the Address

Install the information in Dayforce

When the employee dependent and beneficiary personal data information is complete in Activate, you must install it in Dayforce.

Tasks

To confirm that you’ve completed the required steps:

1. In Activate Central, click Load Your Data. The Load Your Data wizards are shown.
2. Click Dependent and Beneficiary Personal Data.

   The Dependent and Beneficiary Personal Data Import page opens.

3. Review all information on the page.
4. In the Before you proceed section, select the checkboxes to confirm that you have:
   • Verified that all names match exactly with the spelling and format in other data files.
   • Configured all of the Relationship Types included in the import file under HR Admin - Relationship Types in Dayforce HCM.
   • Updated the “Is Child,” “Is Spouse,” “Is Legal Partnership,” and “Benefits Group” parameters for each Relationship Type.
5. Click Next.

To complete and upload the Dependent Beneficiary Personal Data template:

To generate the XML and validate the file:

1. On the Validate page, review the different Error, Warning, and Info messages that result from validation.
2. If any error messages are shown, you must resolve them to install the data.
   • If the errors are in the Dayforce environment, you must resolve them in Dayforce.
   • If the errors are in the uploaded data, correct the data in the template and click Upload New File(s).

3. When the error messages are resolved, click Re-Validate. Repeat until all error messages are gone.

4. Click Download to download the Dependent Beneficiary Personal Data Validation report containing the populated messages from this data validation.

5. Click Next.

To install information in Dayforce:

1. When all error messages are resolved, click Done & Install on the Validate page.

   Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.

   A prompt shows asking if you want to continue with the installation.

2. Click one of the following:
   • Yes to continue with the installation.
   • No to return to the Validate page.

   The Review & Load page opens with a list that summarizes the tasks to be completed and an estimate of how long the installation usually takes to complete. During the installation, the live task being completed in the process shows in bold text so you can monitor the progress.

3. Click one of the following:
   • Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
   • Next when the installation is complete.

   Activate Central opens with the wizard name now in green text and a green checkmark next to it. The day, date, and time of completion show, along with your name as the user who completed the wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

   Note: If you want to add more information, click I want to add more. See for additional information.

Results

Fields populated in Dayforce

The data uploaded from the Dependent and Beneficiary Personal Data template populates the fields on the following pages in Dayforce:

Files generated by the Dependent and Beneficiary Personal Data wizard

After you complete the Dependent and Beneficiary Personal Data wizard, Activate generates three import files automatically. It then puts them on the customer's FTP site, dependent on any configuration to be generated based on the data provided.

Employee Import:

• FTP SubDirectory: Import/EmployeeImport
• Filename: <Namespace>-EmployeeImport-<DateTime>.xml

Example illustrating how translates data to XML:

<?xml version="1.0" encoding="UTF-8"?>
-<EmployeeImport>
    -<Employee>
        <XRefCode>3613</XRefCode>
        -<Dependents>
            <FirstName>Patrick</FirstName>
            <LastName>Phinisee</LastName>
            <BirthDate>1982-12-03</BirthDate>
            <SocialSecurityNumber>123456789</SocialSecurityNumber>
            <Gender>M</Gender>
            <RelationshipTypeXrefCode>SPOUSE</RelationshipTypeXrefCode>
            <EffectiveStart>2020-01-01</EffectiveStart>
            <IsTobaccoUser>true</IsTobaccoUser>
            <IsStudent>false</IsStudent>
            <IsDisabled>false</IsDisabled>
            <IsDependent>true</IsDependent>
            <IsBeneficiary>false</IsBeneficiary>
            <PrimaryCountryCode>USA</PrimaryCountryCode>
            <PrimaryAddressLine1>123 Test St</PrimaryAddressLine1>
            <PrimaryCity>Billings</PrimaryCity>
            <PrimaryStateCode>RI</PrimaryStateCode>
            <PrimaryPostalCode>02886</PrimaryPostalCode>
            <PrimaryEffectiveStart>2020-08-15</PrimaryEffectiveStart>
        </Dependents>
        -<Dependents>
            <FirstName>Jack</FirstName>
            <LastName>Merton</LastName>
            <RelationshipTypeXrefCode>PARENT</RelationshipTypeXrefCode>
            <EffectiveStart>2020-01-01</EffectiveStart>
            <IsTobaccoUser>false</IsTobaccoUser>
            <IsStudent>false</IsStudent>
            <IsDisabled>false</IsDisabled>
            <IsDependent>false</IsDependent>
            <IsBeneficiary>true</IsBeneficiary>
        </Dependents>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Dependent Beneficiary Personal Data 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 (), &

Dependent/Beneficiary First Name (Required)

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

Dependent/Beneficiary Last Name (Required)

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

Dependent Date of Birth (required for dependents)

Dependent SSN/SIN (recommended for Dependent records)

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

Dependent Gender (required for dependents)

Dependent/Beneficiary Relationship Type

Is the Dependent a Tobacco User/Smoker?

Is the Dependent a Student?

Is the Dependent Disabled?

Is the Person a Dependent? (Required)

Is the Person a Beneficiary? (Required)

Dependent's Primary Country

Dependent Primary Address

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

Dependent Primary Address 2

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

Dependent Primary Address 3

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

Dependent Primary City

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

Dependent Primary State or Province

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

Dependent Primary Postal Code

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

Dependent Primary County

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

Effective Start Date of the Address (Required if an address is provided)