Employee Insurable Hours and Earnings for Canadian Employees

Use the Employee Insurable Hours and Earning for Canadian Employees wizard to upload employee insurable pay amount and hours information by pay period. Dayforce uses this data, along with the live Dayforce pay data, to report Record of Employment details for employees upon termination.

Before you begin

Employees included in the Employee Insurable Hours and Earnings for Canadian Employees template must exist in Dayforce. They must also meet the minimum requirements, such as have a hire date, a 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.

Note: You should generate Pay Group, Pay Calendars for each pay group where employee data is to be loaded.

Using this wizard

The previously loaded employee information shows in an editable grid with the insurable hours and earnings-related fields that need to be populated. You can enter information directly in the grid or you can download the Employee Insurable Work Data 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 are shown, review and update the data in the grid or upload a corrected template to correct them.

Enter the required changes in the template to assure accuracy for future uploads. 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 Employee Insurable Work Data template:

In Activate Central, click Load Your Data. The Load Your Data wizards show.
Click Employee Insurable Hours and Earnings for Canadian Employees.
On the Employee Insurable Work Data page, click Download.
Select the location where you want to save the template document.
Open the EmployeeInsurableWorkData.xlsx template on your computer.
Note: You can also download an empty Employee Insurable Hours and Earning for Canadian Employees template from the Download Template Files page.
On the EmployeeInsurableWorkData 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 Employee Insurable Work Data Template Fields section (below), and on the Instructions tab of the template.
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 in the template. Activate uses the tab name to validate that the correct template is being uploaded. In addition, don’t change the column headings.
On the Employee Insurable Work Data page, click Upload.
Go to your completed Employee Insurable Work Data template in the location where you saved it.
Click Open. The Employee Insurable Hours and Earning for Canadian Employees 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.
If the uploaded file has errors, a Validation Failed message shows in red on the page. Correct the errors in the file on your computer and upload the file again.
Click Next.

To review and confirm the data:

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

To install employee insurable work information:

When the insurable work information is complete in Activate, you must install the policies in Dayforce.

After making any necessary corrections, on the Employee Insurable Hours and Earnings Review page, click Load.
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.
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

Updates in Dayforce

The data uploaded from the Employee Insurable Work Data template is imported into the MigratedROEHistory table, and viewable in Dayforce when the ROE report is run.

Dayforce fields populated by the Employee Insurable Work Data template
Field in Template	Field in Dayforce
Employee Identifier	Employee Reference / Number
First Name	First Name
Last Name	Last Name
Legal Entity	Legal Entity
Pay Period End Date	—
Insurable Hours	—
Insurable Amount	—
Was ROE Issued	—

File generated by the Employee Insurable Hours and Earnings for Canadian Employees wizard

After completing the Employee Insurable Hours and Earnings for Canadian Employees wizard, a single import file is automatically generated and placed on the customer's FTP site.

Migrated ROE History Import

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

Example illustrating how Activate translates the template data to XML:

Copy

<?xml version="1.0" encoding="utf-8"?>
<MigratedROEHistoryImport>
    <Employee>
        <EmployeeXrefCode>3650</EmployeeXrefCode>
        <LegalEntityXrefCode>GDLLP_CAN</LegalEntityXrefCode>
        <PayPeriodEndDate>2018-12-28</PayPeriodEndDate>
        <PayPeriod>01</PayPeriod>
        <InsurableHours>22.00000</InsurableHours>
        <InsurableAmount>3000.00000</InsurableAmount>
        <IsROEIssued>false</IsROEIssued>
    </Employee>
    <Employee>
        <EmployeeXrefCode>3651</EmployeeXrefCode>
        <LegalEntityXrefCode>GDLLP_CAN</LegalEntityXrefCode>
        <PayPeriodEndDate>2018-12-28</PayPeriodEndDate>
        <PayPeriod>01</PayPeriod>
        <InsurableHours>22.00000</InsurableHours>
        <InsurableAmount>3000.00000</InsurableAmount>
        <IsROEIssued>false</IsROEIssued>
    </Employee>
    <Employee>
        <EmployeeXrefCode>3655</EmployeeXrefCode>
        <LegalEntityXrefCode>GDLLP_CAN</LegalEntityXrefCode>
        <PayPeriodEndDate>2018-12-28</PayPeriodEndDate>
        <PayPeriod>01</PayPeriod>
        <InsurableHours>22.00000</InsurableHours>
        <InsurableAmount>3000.00000</InsurableAmount>
        <IsROEIssued>false</IsROEIssued>
    </Employee>
</MigratedROEHistoryImport>

Next steps

Complete the next wizard, as appropriate.

Employee Insurable Work 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)

Field information for the Employee Identifer field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
1	Required	Alphanumeric. Unique value between 1-9 characters.	Your employee's unique identifier. This should match the unique identifier provided in the Employee data templates previously loaded.	3241245 000000006 abc123499	The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates 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

Field information for the First Name field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
2	Required	String¹ between 1-64 characters.	Legal first name of the employee. The value provided must match exactly to an existing employee record in Dayforce. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data.	Joanne	The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates 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

Field information for the Last Name field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
3	Joanne	String¹ between 1-64 characters.	Legal last name of the employee. The value provided must match exactly to an existing employee record in Dayforce. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data.	Smith	The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates 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.

Legal Entity

Field information for the Legal Entity field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
4	Required	String¹ between 1-128 characters.	The name of the organization for which an employee primarily works. Use the legal name that your organization has registered this organization under.	Car Company LLC Retail Stores Inc. Solution Technologies	The legal entity is at the core of your organization. They’re associated with physical locations so that taxes can be reported to the proper authorities and issued against the right organizations.

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

Pay Period End Date

Field information for the Pay Period End Date field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
5	Required	Date. Excel right-justified date format or Excel text format yyyy-mm-dd.	End date of the pay period	Date formatted cells: 09/24/2015 24/09/2015 Text formatted cells: 2015-09-24	This field is used to identify the current pay period.

Insurable Hours

Field information for the Insurable Hours field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
7	Optional	Numeric.	Insurable hours for the current pay period	10 86.67	This field is used to record the number of insurable hours that an employee worked in a pay period.

Insurable Amount

Field information for the Insurable Amount field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
8	Optional	Numeric.	Insurable amount for the current pay period	100 6250.75	This field is used to record the total insurable amount that an employee earned in a pay period.

Was ROE Issued

Field information for the Was ROE Issued field
Order	Employee Payroll Elections	Data Type	Description	Examples	Why This Is Needed
9	Required	Accepted Values: YES NO	Indicates if an ROE was already issued for the current pay period.	YES NO	This field records if the ROE was already issued. This helps track that historical activity and also identify which employees might still need an ROE if employment is terminated.