Direct Deposit Data for Canadian Employees

Activate User's Guide
Version
2025.1
Direct Deposit Data for Canadian Employees

Use the Direct Deposit Data for Canadian Employees wizard to upload employee direct deposit data. The data includes Institution Number, Branch Number, Account Number, Deposit Order, Is Remainder, Percentage Value, and Amount Value.

With this wizard, Activate loads employee bank information in Dayforce under HR Data. Users can also update direct deposit information for employees who want to split their pay into different accounts and have any deposit order, percent value, or percent amount be deposited in an account.

Note: Similar to other data loads, you can run this data load more times.

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: The Getting Started Wizard installed Canadian employees with a culture code of EN-CA.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration.

Before you begin

Employees included in the Direct Deposit Data Canada template must exist in Dayforce.

Using this wizard

The previously loaded employee direct deposit information shows in an editable grid with the compensation-related fields that need to be populated. You can enter information directly in the grid or you can download the Direct Deposit Data Canada template, populate it, and then upload the 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 and update the data in the grid or upload a corrected template to correct them.

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 Canada Direct Deposit Data template
  1. In Activate Central, click Load Your Data. The Load Your Data wizards are shown.
  2. Click Direct Deposit Data for Canadian Employees.
  3. On the Canada Direct Deposit Data page, click Download.
  4. Select the location where you want to save the template document.
  5. Open the DirectDepositDataTemplateCanada.xlsx template on your computer.

    Note: You can also download an empty Direct Deposit Data for Canadian Employees template from the Download Template Files page.

  6. On the DirectDepositDataCanada tab, complete all columns with the data for all employees in the organization.

    Note: The Activate release version shows in cell B3 on the Instructions tab of the template. This information helps you later determine the version of Activate you were using when you downloaded the template.

    Note: Instructions for populating the fields are in the Direct Deposit Canada Template Fields section (below) and on the Instructions tab of the template.

  7. Click Save and close the template.

    You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.

    Important: Don’t change the name of the tab. Activate uses the tab name to validate that the correct template is being uploaded.

  8. On the Canada Direct Deposit Data page, click Upload.
  9. Go to your completed Canada Direct Deposit Data template in the location where you saved it.
  10. Click Open. The wizard validates the data.

    Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.

    Note: When you upload an Excel file, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This information makes it easier to audit files later.

  11. Click Next.
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 Canadian direct deposit information:

When the direct deposit information is complete in Activate, you must install it in Dayforce.

  1. After making any necessary corrections, on the Canada Direct Deposit Review page, click Load.

    Important: If No shows in the Is Remainder column for any direct deposit records, Dayforce generates a physical check for any excess funds for those records.

    The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

  2. Click one of the following:
    • Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
    • Next w hen the installation is complete.

    Activate Central opens with the name of the Wizard now shown in green text and a green checkmark to the left of the wizard’s name. The current day, date, and time of completion are included, 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 Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.

Results

Fields populated in Dayforce

The data uploaded from the Canada Direct Deposit Data template populates the fields on the Payroll, Direct Deposit page (People icon > Payroll > Direct Deposit) in Dayforce.

Note: You must select an employee if you haven’t already done so.

Dayforce fields populated by the Canada Direct Deposit Data template
Field in Template Field in Dayforce
Employee Identifier Employee Reference / Number
First Name First Name
Last Name Last Name
Institution Number Institution Name
Branch Number Branch Number
Account Number Account Number
Deposit Order Deposit Number
Remainder? YES/NO Remainder (checkbox)
Percentage Value Deposit Type / Deposit Amount
Amount Value Deposit Type / Deposit Amount
File generated by the Direct Deposit Data for Canadian Employees wizard

After completing the Direct Deposit Data for Canadian Employees 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
For an example illustrating how translates the template data to XML, click here.
Copy 
<?xml version="1.0" encoding="utf-8"?>
<EmployeeImport>
    <Employee>
        <XRefCode>3787</XRefCode>
        <EmployeeNumber>3787</EmployeeNumber>
        <FirstName>Carl</FirstName>
        <LastName>Rice</LastName>
        <DirectDepositInformation>
            <FinancialInstitutionXrefCode>899</FinancialInstitutionXrefCode>
            <RoutingTransitNumber>80429</RoutingTransitNumber>
            <AccountNumber>123456</AccountNumber>
            <DepositNumber>1</DepositNumber>
            <DepositValue>30.00000</DepositValue>
            <IsPercentage>true</IsPercentage>
            <IsDeleted>false</IsDeleted>
            <DFPayMethodXrefCode>CHECKING</DFPayMethodXrefCode>
            <IsRemainder>false</IsRemainder>
        </DirectDepositInformation>
        <DirectDepositInformation>
            <FinancialInstitutionXrefCode>899</FinancialInstitutionXrefCode>
            <RoutingTransitNumber>80429</RoutingTransitNumber>
            <AccountNumber>123456</AccountNumber>
            <DepositNumber>2</DepositNumber>
            <DepositValue>20.00000</DepositValue>
            <IsPercentage>true</IsPercentage>
            <IsDeleted>false</IsDeleted>
            <DFPayMethodXrefCode>CHECKING</DFPayMethodXrefCode>
            <IsRemainder>false</IsRemainder>
        </DirectDepositInformation>
        <DirectDepositInformation>
            <FinancialInstitutionXrefCode>899</FinancialInstitutionXrefCode>
            <RoutingTransitNumber>80429</RoutingTransitNumber>
            <AccountNumber>123456</AccountNumber>
            <DepositNumber>3</DepositNumber>
            <DepositValue>10.00000</DepositValue>
            <IsPercentage>true</IsPercentage>
            <IsDeleted>false</IsDeleted>
            <DFPayMethodXrefCode>CHECKING</DFPayMethodXrefCode>
            <IsRemainder>false</IsRemainder>
        </DirectDepositInformation>
        <DirectDepositInformation>
            <FinancialInstitutionXrefCode>899</FinancialInstitutionXrefCode>
            <RoutingTransitNumber>80429</RoutingTransitNumber>
            <AccountNumber>123456</AccountNumber>
            <DepositNumber>4</DepositNumber>
            <IsPercentage>false</IsPercentage>
            <IsDeleted>false</IsDeleted>
            <DFPayMethodXrefCode>CHECKING</DFPayMethodXrefCode>
            <IsRemainder>true</IsRemainder>
        </DirectDepositInformation>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Direct Deposit Canada 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.

To see a list of the fields in the template, click here.
Employee Identifier
Order Data Type Description Examples Why This Is Needed
1 Alphanumeric. Unique value between 1-9 characters. It allows our system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. 3241245
000000006
abc123499

For this import, the Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template.

This required field is used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce.

First Name
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-64 characters.

Legal first name of the employee.

The value provided must match exactly to an existing employee record in Dayforce.

 Joe

For this import, the Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template.

This required field is used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce.

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

Last Name
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters.

Legal last name of the employee.

The value provided must match exactly to an existing employee record in Dayforce.

Smith

For this import, the Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template.

This required field is used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce.

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

Institution Number
Order Data Type Description Examples Why This Is Needed
4 Numeric. 3 digits. The bank's three-digit institution number and can be found on the bottom of the check. 001 for Bank of Montreal
004 for Toronto Dominion Bank		 This information identifies the employee's financial institution.
Branch Number
Order Data Type Description Examples Why This Is Needed
5 Numeric. 5 digits. The employee's five-digit branch number and can be found on the bottom of the check.

21451 for BANQUE DE
MONTREAL in CENTRE
COMMERCIAL ROCKLAND

00872 for THE TORONTO-
DOMINION BANK in
TORONTO FAIRVIEW

This information identifies the employee's specific branch.
Account Number
Order Data Type Description Examples Why This Is Needed
6 Numeric. Less than or equal to 12 digits. The employee's account number and can be found on the bottom of the check. 217193 This is the employee's account number.
Deposit Order (not required if the employee has a single account)

Note: This field is used with the fields “Remainder? Yes/No,” “Percentage Value,” and “Amount Value.”

Order Data Type Description Examples Why This Is Needed
7 Numeric. Accepted Values are between 1 - 10. When there is more than one account for the employee this number will set the order. Dayforce accepts up to 10 accounts for each employee. 1
2
3
4

Pay will be deposited to the accounts based on the priority set here. If you have an employee that earns $1500 and he splits his pay between four accounts, you will need to add deposit order numbers 1,2,3,4 to each of his accounts. If the employee had the following setup: *$30 for the account with deposit order 1, *$1000 for the account with deposit order 2, *$900 for the account with deposit order 3 and *$0 for the account with deposit order 4 Then the third account will only get a deposit of $470 and nothing would be deposited into the fourth account.

If another employee had the same setup for splitting deposits but earned 2600$ then the third account would get the full 900$ and the remaining 670$ would go into the fourth account. For an example of this configuration, see the tab “Examples” employee identifier 1560.

Remainder? YES/NO

Note: If there’s only one record/account per person, keeping the “Is Remainder” field blank/empty for Direct Deposit records might result in a manual check of any excess funds in Dayforce.Activate shows a warning message that includes the Employee Identifier as part of the message if you upload a direct deposit record with no value in the "Is Remainder" field or the field set to “No.”

Order Data Type Description Examples Why This Is Needed
8

Accepted Values:

YES
NO

It tags the account that will be receiving any money not distributed in the other deposit accounts.

If the employee has only one account, this field should be set to YES.

YES
NO		 All amounts that aren’t allocated to a specific account will go into this remainder account. In the previous example, if the employee was earrning $2600 the $670 that isn’t specifically allocated to the three first accounts will go into the remainder account that MUST also be the last account in the “deposit order.”. The remainder account MUST be the last account in the sequence with an amount value 0 or a blank percentage value.
Percentage Value (not required if the employee has a single account)

Note: This field is used with the fields "Deposit Order," "Remainder? YES/NO," and "Percentage Value."

Order Data Type Description Examples Why This Is Needed
9 Numeric. Accepted values are between 1 - 99. This field is used to show the percentage distribution among the accounts. The sum of the percentage values among the employee's accounts needs to be less than 100 (this is because the remainder account needs to be blank for percentage value). 50
25
25

The percentage of the pay that goes into the account.

If the remainder account uses a percentage, then this value will be blank.
Amount Value (not required if the employee has a single account)

Note: This field is used with the following fields: Deposit Order, Remainder? YES/NO, and Percentage Value.

Order Data Type Description Examples Why This Is Needed
10 Numeric. Less than 1000000000.

This field is used to show the dollar amount distribution among the accounts. The last account on the list needs to be blank and Remainder=YES.

Value is a number only and shouldn’t include $ or comma.

 50
150

The dollar amount that goes into each account.

If the remainder account uses an amount, then this value will be blank.

1 Special characters accepted within the string include: Alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses(), & in places where it’s defined for USA direct deposit load.