Employees

Activate User's Guide
Version
2025.1
Employees

Use the Employees wizard to add additional employees to Dayforce. If they don't already exist, you can create jobs, departments, organizations, and various policies using the information provided.

Note: Use this wizard to add new employees to Dayforce. Don’t use this wizard to update employees who already exist in Dayforce.

Note: Pay groups aren’t created automatically; you must set them up ahead of time. For assistance, use the Activate Pay Group Editor to add any new pay groups that are required for this load.

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

Before you begin

The following tasks must be completed before using this wizard:

  • Configured all pay groups required for this load in your Dayforce environment.
  • Defined XRefCodes for all jobs, departments, zones, and organizational units.
  • Defined unique XRefCodes to all policies and groups, including:
    • Pay Policies
    • Time Entry Policies
    • Time Off Policies
    • Payroll Policies
    • Holiday Groups
    • Pay Groups
    • Roles
  • Defined unique XRefCodes to all other HR configurations, including:
    • Pay Classes
    • Pay Types
    • Employment Statuses
  • Assigned an address to any Dayforce site that will receive new employees.

Tasks

To confirm the prerequisites and indicate whether you need to load historical data:
  1. In Activate Central, click Load Your Data. The Load Your Data wizards are shown.
  2. Click Employees.
  3. On the Intro page, review the information and verify that:
    • All pay groups required for this load have been configured in your Dayforce environments.
    • All Jobs, Departments, Zones, and OrgUnits have unique and defined XRefCodes.
    • All policies and groups have unique and defined XRefCodes, including the following: Pay Policies, Time Entry Policies, Time Off Policies, Payroll Policies, Holiday Groups, Pay Groups, Roles, and others.
    • Other HR configurations like Pay Classes, Pay Types, Employment Statuses, have a unique and defined XRefCode.
    • An address is assigned to any Dayforce Site to receive new employees.
  4. Confirm that you’ve completed the tasks by selecting all checkboxes.
  5. Click Next.
To indicate if you want Activate to do more configuration and load historical data:
  1. On the Options page, if your data references jobs, departments, locations, or other fields not yet configured in Dayforce, indicate if you want Activate to install them automatically.
    • Yes: If Jobs, Departments, Orgs, and various Policies don’t exist, they’re created based on the information provided. If new instances are required for these employees, you can import new Site Addresses and Legal Entities. Activate requires the data load template for the Additional Employee Data.
    • No: Activate won’t create a missing configuration automatically per the information provided. It validates your data on upload and generates an error if any missing configuration is referenced in your data. Activate requires the data load template for Fresh Start Data.
  2. Indicate whether you need to load historical compensation or historical work assignment data for the project.
    • Yes: The Status Start Date and Job Start Date fields in the data template are required.

      Note: Only click Yes if you’ve contracted for historical data loads in your Statement of Work. If you click Yes, Activate uses the Status Start Date provided and creates a single Environment Status record for each employee. Load historical status records before loading YTD and Benefits to ensure successful and accurate data loads.

    • No: All status and work assignment records are loaded with a start date of the employees' provided Original Hire Date.

      If terminated employees are included in the file, two records are created:

      • An Active record that’s effective from the employee’s Original Hire Date and ends on their Termination Date.
      • A Termination record that’s effective from the employee’s Termination date provided in the template.

      If any dates are in the Status Start Date or Job Start Date fields, a warning states that the values will be ignored. Activate uses the Original Hire Date to effective date all records.

  3. Click Next.
To complete and upload the data template:
  1. On the Add Employees page, click Download.

    Note: You can also download an empty Employees template from the Download Template Files page.

  2. Select the location where you want to save the template document.
  3. On the Options page, for the question “If your data references jobs, departments, locations, or other fields not yet configured in Dayforce, would you like Activate to automatically install them?:”
    The template to open based on your answer
    If you selected...Open this template on your computer...
    YesAdditionalEmployeeDataTemplate.xlsx
    NoFreshStartEmployeeData template.xlsx
  4. Complete all columns on the following tab, as appropriate, with the data for all employees in the organization:
    • Additional Employee Data
    • Fresh Start Employee Data

    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 Additional Employee Data Template Fields section and the Fresh Start Employee Data Template Fields (below) and on the Instructions tab of the template.

  5. 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 required 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.

  6. Go to your completed Additional Employee Data template or Fresh Start Employee Data template in the location where you saved it.
  7. On the Add Employees page, click Upload. The 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.

    Note: If you selected “No” to the question about creating a new configuration and loaded the template with the same name/login as an existing employee, Activate appends a number to the LoginID value in the HR Import XML automatically. This number prevents duplicates. Example: firstname.lastname2.

  8. Click Next. The Employee Review page shows the uploaded data in an editable grid. It also includes any errors, warnings, or messages related to the validation of the uploaded data.
  9. If warning or errors are shown, you must review and correct the errors by either updating the data in the grid or uploading a corrected template. You can either update the information directly in the grid or make corrections in the template and then upload the data.

    Note: Activate notifies you if any physical work location has an incomplete address in Dayforce. If an uploaded physical work location matches a physical work location in Dayforce, and that location is missing values, an error shows. Examples of missing data include the country is missing, the state is missing for the USA or Canada, or there’s no postal code for the UK.

    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.
    Reason code validation

    Activate validates the Reason Code field values in the loaded file with the “Change Reason is Mandatory” setting in Dayforce based on the following field settings:

    How Activate validates the Reason Code values
    Change Reason is Mandatory
    Any fields to mass assign
    When field will be effective
    Carry Forward

     

    Then....

    Yes

     

     

     

    		Except “Reason Code”

     

    Any

     

    No

    • Fields selected to mass assign are updated to the values selected in the Wizard only on the specific point of time.

    • The Reason Code for Employee Records (from Dayforce) with NULL/EMPTY Reason Code are set to “New Assignment.”

    • Employee records (from Dayforce) with an existing Reason Code retains the existing Reason Code.

    Yes

    • Fields selected to mass assign are updated to the values selected in the Wizard from the specific point of time and after.

    • Employee records (from Dayforce) with NULL/EMPTY Reason Code have their Reason Code set to “New Assignment.”

    • Employee Records (from Dayforce) with the existing Reason Code retain the existing Reason Code.

    With “Reason Code”

     

    Any

     

    No

    • Fields selected to mass assign are updated to the values selected in the Wizard only at that specific point in time.

    • The Reason Code for Employee Records (from Dayforce) with a NULL/EMPTY Reason Code are set to what is selected in the Wizard.

    • Employee Records (from Dayforce) with existing Reason Code have their Reason Code set to what is selected in the Wizard.

    Yes

    • Fields selected to mass assign are updated to what values were selected by the user in the wizard on the specific point of time and after

    • The Reason Code for Employee Records (from Dayforce) with NULL/EMPTY Reason Code are set to what is selected in the Wizard.

    • The Reason Code for employee records (from Dayforce) with existing Reason Code are set to what is selected in the Wizard.

    No

     

     

     

    		Except “Reason Code”

     

    Any

     

    No

    • Fields selected to mass assign should be updated to what values were selected by the user in the wizard only on the specific point of time

    • Employee Records (from Dayforce) with NULL/EMPTY Reason Code retain the existing Reason Code.

    • Employee Records (from Dayforce) with the existing Reason Code retain the existing Reason Code.

    Yes

    • Fields selected to mass assign should be updated to what values were selected by the user in the wizard from the specific point of time and after

    • Employee Records (from Dayforce) with NULL/EMPTY Reason Code retains the existing Reason Code.

    • Employee Records (from Dayforce) with the existing Reason Code retains the existing Reason Code.

    With “Reason Code”

     

    Any

     

    No

    • Fields selected to mass assign should be updated to what values were selected in the Wizard only at that specific point in time.

    • The Reason Code for Employee Records (from Dayforce) with NULL/EMPTY Reason Code are set to what is selected in the Wizard.

    • The Reason Code for Employee Records (from Dayforce) with existing Reason Code are set to what is selected in the Wizard.

    Yes

    • Fields selected to mass assign will be updated to the values selected in the Wizard at the specific point in time and after.

    • The Reason Code for Employee Records (from Dayforce) with NULL/EMPTY Reason Code are set to what is selected in the Wizard.

    • The Reason Code for Employee Records (from Dayforce) with existing Reason Code are set to what is selected in the Wizard.

  10. Click Next.
To complete and upload additional site address information:

This step is only required when you have new site address information to load.

  1. On the Site Addresses page, click Download File.

    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.

  2. Select the location on your computer where you want to save the template document.
  3. Open the AddEmployeeSiteAddresses.xlsx template on your computer.
  4. Complete all columns on the OrgSiteData tab with the data for all new unique sites in the organization.

    Note: Instructions for populating the fields are in the Add Employee Site Address Template Fields section (below) and on the Instructions tab of the template.

  5. 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 containing the required 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.

  6. Go to your completed Additional Employee Data template on your computer.
  7. On the Site Addresses page, click Upload.

    If the uploaded file has any errors, a Validation Failed message shows in red on the page to indicate what the errors are. You must correct the errors in the file on your computer and upload the file again.

    If warnings or errors are shown, you must review and correct the errors either by updating the data in the grid or uploading a corrected template. You can update the information directly in the grid or you can make any corrections in the template and then upload the data.

    Always enter required changes in the template to help 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.
  8. Click Next.
To complete and upload additional legal entity information:

This step is only required when you have new legal entity information to load.

  1. On the Legal Entities page, click Download.
  2. Select the location on your computer where you want to save the template document.
  3. Open the AddEmployeeLegalEntity.xlsx template on your computer.
  4. On the LegalEntityData tab, complete all columns with the data for new unique legal entities in the organization.

    Note: Instructions for populating the fields are in the Add Employee Legal Entity Template Fields section (below) and on the Instructions tab of the template.

  5. 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.

  6. Go to your completed Additional Employee Legal Entity template on your computer.
  7. On the Legal Entities page, click Upload.

  8. If warnings or errors are shown, you must review and correct the errors either by updating the data in the grid or uploading a corrected template. You can update the information directly in the grid or you can make any corrections in the template and then upload the data.

    Note: USA legal entities install with the Year End Affiliate integration setting enabled.

    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.
  9. 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 additional employee information:

When the additional employee information is complete in Activate, you must install the information in Dayforce.

  1. On the Review & Load page, review and verify the summary information.

    Note: If you want to save a copy of the summary information, click Download and save the file on your computer.

  2. To indicate that the information is correct, select the checkboxes in the Confirm column in the following rows:
    • Number of employees to be loaded
    • Number of unique locations you’ve
    • Number of legal entities
    • Number of distinct Policies and Groupings
  3. Click Next.

    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.

  4. 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 Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.

Results

Fields populated in Dayforce

The data uploaded from the Additional Employee Data template populates the fields on the following pages in Dayforce.

Dayforce fields populated by the Additional Employee Data template
Field in Template Field in Dayforce Page in Dayforce
Employee Identifier Employee Reference / Number Employee (People icon)

 
First Name First Name
Middle Name Middle Name
Last Name Last Name

Suffix

Suffix
Date of Birth Birth Date Confidential Information
(People icon > Personal > 
Confidential Information)
Original Hire Date Original Hire Date Employment, Compensation and
Policy Settings, Key Information
(People icon > Employment > 
Employment, Compensation and
Policy Settings, Key Information tab)
Most Recent Hire Date Most Recent Hire Date
Termination Date Most Recent Termination Date
Job Title Job Assignment (Job + Department) Work Assignments
(People icon > Work > 
Work Assignments)

 

 
Department Job Assignment (Job + Department)
Physical Location Location
Job Start Date Effective From

Job Reason Code

Reason

Is Virtual Employee

Virtual
Pay Class Pay Class Employment, Compensation and
Policy Settings, Employment Status
(People icon > Employment > 
Employment, Compensation and
Policy Settings, Employment Status tab)
Pay Type Pay Type
Hourly Rate/Annual Salary Annual Salary / Base Rate
Status Employment Status
Status Start Date Effective From

Status Reason Code

Reason
Employment Type Employment Type
Pay Group Pay Group
Legal Entity Name Name Legal Entity
(Org Setup > Org Payroll Setup > 
Legal Entity)
Shift Rotation Shift Rotation Employment, Compensation and Policy
Settings, Key Information
(People icon > Employment > Employment,
Compensation and Policy Settings,
Key Information tab

The data uploaded from the Fresh Start Employee Data template populates the fields on the following pages in Dayforce:

Dayforce fields populated by the Fresh Start Employee Data template
Field in Template Field in Dayforce Field in Dayforce
Employee Identifier Employee Reference / Number

Employee (People icon)

 

 

 

 
First Name First Name
Middle Name Middle Name
Last Name Last Name

Suffix

Suffix
Date of Birth Birth Date

Confidential Information
(People icon > Personal > 
Confidential Information)

Original Hire Date Original Hire Date Employment, Compensation and
Policy Settings, Key Information
(People icon > Employment > 
Employment, Compensation and
Policy Settings, Key Information tab)
Most Recent Hire Date Most Recent Hire Date
Termination Date Most Recent Termination Date
Job Title Job Assignment (Job + Department) Work Assignments
(People icon > Work > 
Work Assignments)

 

 

 

 
Department Job Assignment (Job + Department)
Physical Location Location
Job Start Date Effective From

Job Reason Code

Reason

Is Virtual Employee

Virtual
Pay Class Pay Class Employment, Compensation and
Policy Settings, Employment Status
(People icon > Employment > 
Employment, Compensation and
Policy Settings, Employment Status tab)

 

 
Pay Type Pay Type
Hourly Rate/Annual Salary Annual Salary / Base Rate

Status

Employment Status

Status Start Date

Effective From

Status Reason Code

Reason

Employment Type

Employment Type

Pay Group

Pay Group

Employment, Compensation and
Policy Settings, Employment Status
(People icon > Employment > 
Employment, Compensation and
Policy Settings, Employment Status tab)

Shift Rotation Shift Rotation

Employment, Compensation and Policy
Settings, Key Information
(People icon > Employment > Employment,
Compensation and Policy Settings,
Key Information tab

The data uploaded from the Add Employee Site Address template populates the following fields in Dayforce.

Note: Items shaded in gray are used for configuration.

Dayforce fields populated by the Add Employee Site Address template
Field in Template Field in Dayforce Page in Dayforce
Name Name (Org Setup > Organization, General tab)
Description Description
Address 1 Address (Org Setup> Organization, Address tab)
Address 2 Address Line 2
City City
County County
State/Prov State / Province
Zip/Postal Code Zip Code
Country Country

The data uploaded from the Add Employee Legal Entity template is used in the configuration of the following pages in Dayforce:

  • Org Setup (Org Setup)
  • Org Payroll Setup (Org Setup > Org Payroll Setup)
  • Legal Entity (Org Setup > Org Payroll Setup > Legal Entity)
Dayforce fields populated by the Add Employee Legal Entity template
Field in Template Field in Dayforce
Name Name
Description Description
Company ID Federal / Business ID Number
Address 1 Address
Address 2 Address Line 2
City City
County County
State/Prov State / Province
Zip/Postal Code Zip / Postal Code
Country Country Code
Files generated by the Employees wizard

After completing the Employees wizard with the Additional Employee Data Template, Activate automatically generates three import files and places them on the customer's FTP site. These files depend on any configuration to be generated based on the data provided. If the Fresh Start Employee Data Template was used, only the HR Import file is generated.

Org Unit Import

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

Config Data Import

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

HR Import

  • FTP Subdirectory: Import/HRImport
  • Filename: <Namespace>-HRImport-<DateTime>.xml
For an example illustrating how Activate translates the template data to XML, click here.
Org Unit
Copy 
<?xml version="1.0" encoding="utf-8"?>
<OrgUnitImport>
    <OrgUnit>
        <Name>00172 DOVER - CAN Pensioner LE</Name>
        <Description>00172 DOVER</Description>
        <XrefCode>CAN_PENSIONER_LE_00172_DOVER</XrefCode>
        <OrgLevelXrefCode>SITE</OrgLevelXrefCode>
        <ParentOrgUnitXrefCode>4D5B4A5B_3EC5_4BF1_BFB2_5EB2C6C646C4</ParentOrgUnitXrefCode>
        <EffectiveStart>1950-01-01</EffectiveStart>
        <CountryCode>CAN</CountryCode>
    </OrgUnit>
    <OrgUnit>
        <Name>New Location_USA - New Department_USA</Name>
        <Description>New Location_USA - New Department_USA</Description>
        <XrefCode>GDLLP_USA_NEW_LOCATION_USA_NEW_DEPARTMENT_USA</XrefCode>
        <OrgLevelXrefCode>ONSITEDEPARTMENT</OrgLevelXrefCode>
        <ParentOrgUnitXrefCode>GDLLP_USA_NEW_LOCATION_USA</ParentOrgUnitXrefCode>
        <EffectiveStart>1950-01-01</EffectiveStart>
        <DepartmentXrefCode>NEW_DEPARTMENT_USA</DepartmentXrefCode>
        <ZoneXrefCode>NEW_DEPARTMENT_USA</ZoneXrefCode>
    </OrgUnit>
</OrgUnitImport>
Config Data
Copy 
<?xml version="1.0" encoding="utf-8"?>
<ConfigDataImport>
    <Job>
        <JobDefinition>
        <XRefCode>NEW_JOB_AUS</XRefCode>
        <Name>New Job_AUS</Name>
        <Description>New Job_AUS</Description>
        <EffectiveStart>1950-01-01</EffectiveStart>
        </JobDefinition>
    </Job>
    <PayType />
    <PayClass />
    <EmploymentStatus />
    <Department>
        <DepartmentDefinition>
            <XRefCode>NEW_DEPARTMENT_AUS</XRefCode>
            <Name>New Department_AUS</Name>
            <Description>New Department_AUS</Description>
        </DepartmentDefinition>
    </Department>
    <Position>
        <PositionDefinition>
            <XRefCode>DEPARTMENT1_JOB5</XRefCode>
            <DepartmentXrefCode>DEPARTMENT1</DepartmentXrefCode>
            <JobXrefCode>JOB5</JobXrefCode>
            <EffectiveStart>1950-01-01</EffectiveStart>
            <IsNonService>false</IsNonService>
            <ShortName>Department1 - JOB5</ShortName>
            <LongName>Department1 - JOB5</LongName>
            <Officer>false</Officer>
            <Executive>false</Executive>
            <Status>OPEN</Status>
            <PositionTermXrefCode>REGULAR</PositionTermXrefCode>
            <IsWCBExempt>0</IsWCBExempt>
            <PPACAFullTime>0</PPACAFullTime>
        </PositionDefinition>
    </Position>
        <PositionAssignment>
        <PositionAssignmentDefinition>
            <DepartmentXrefCode>DEPARTMENT1</DepartmentXrefCode>
            <JobXrefCode>JOB5</JobXrefCode>
            <OrgXrefCode>4D5B4A5B_3EC5_4BF1_BFB2_5EB2C6C646C4</OrgXrefCode>
            <EffectiveStart>1950-01-01</EffectiveStart>
        </PositionAssignmentDefinition>
    </PositionAssignment>
</ConfigDataImport>
HR Import
Copy 
<?xml version="1.0" encoding="UTF-8"?>
-<EmployeeImport>
    -<Employee>
        <XRefCode>970001</XRefCode>
        <EmployeeNumber>970001</EmployeeNumber>
        <FirstName>AUS_FN1</FirstName>
        <MiddleName>M</MiddleName>
        <LastName>AUS_LN1</LastName>
        <Suffix>JR</Suffix>
        <HireDate>2013-07-01</HireDate>
        <OriginalHireDate>2013-07-01</OriginalHireDate>
        <LastPayrollNewHireExportDate>2013-07-01</LastPayrollNewHireExportDate>
        <BirthDate>1980-11-09</BirthDate>
        <StartDate>2013-07-01</StartDate>
        <SeniorityDate>2013-07-01</SeniorityDate>
        <CultureCode>en-AU</CultureCode>
        <BadgeNumber>970001</BadgeNumber>
        <LoginId>ausfn.ausln</LoginId>
        -<WorkAssignment>
            <JobXrefCode>AUS_JOB</JobXrefCode>
            <DeptXrefCode>AUS_DEPT</DeptXrefCode>
            <OrgXrefCode>AUS_CORP_AUS_PWL_1_AUS_DEPT</OrgXrefCode>
            <IsPrimary>true</IsPrimary>
            <EffectiveStart>2013-07-01</EffectiveStart>
            <ReasonXrefCode>Promotion</ReasonXrefCode>
            <IsVirtualEmployee>1</IsVirtualEmployee>
        </WorkAssignment>
        -<EmploymentStatus>
            <PayClassXrefCode>FT</PayClassXrefCode>
            <PayTypeXrefCode>HOURLY</PayTypeXrefCode>
            <EmploymentStatusXrefCode>ACTIVE</EmploymentStatusXrefCode>
            <EffectiveStart>2013-07-01</EffectiveStart>
            <ReasonXrefCode>Promotion</ReasonXrefCode>
            <PunchPolicyXrefCode>HOURLY</PunchPolicyXrefCode>
            <PayPolicyXrefCode>AUS_HNE</PayPolicyXrefCode>
            <PayHolidayGroupXrefCode>AUS_TAS_HOL</PayHolidayGroupXrefCode>
            <NormalWeeklyHours>40</NormalWeeklyHours>
            <AverageDailyHours>8</AverageDailyHours>
            <BaseRateSalary>11.00000</BaseRateSalary>
            <PayGroupXrefCode>AUSTRALIA_BI_WEEKLY_2016_08_01</PayGroupXrefCode>
            <TimeOffPolicyXrefCode>DEFAULT</TimeOffPolicyXrefCode>
            <PayrollPolicyXrefCode>AUS_DEFAULT</PayrollPolicyXrefCode>
        </EmploymentStatus>
        -<Role>
            <RoleXrefCode>EMPLOYEE WITH WFM</RoleXrefCode>
            <IsDefault>true</IsDefault>
            <EffectiveStart>2013-07-01</EffectiveStart>
        </Role>
        -<AddressInformation>
            <ContactInformationTypeXrefCode>PrimaryResidence</ContactInformationTypeXrefCode>
            <EffectiveStart>2013-07-01</EffectiveStart>
            <Address1>1218 Lees Ave.</Address1>
            <Address2/>
            <Address3/>
            <Address4/>
            <Address5/>
            <Address6/>
            <County/>
            <City>North Coopertown</City>
            <StateCode>AU-TAS</StateCode>
            <CountryCode>AUS</CountryCode>
            <PostalCode>9453</PostalCode>
        </AddressInformation>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Additional Employee 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.

To see a list of the fields in the template, click here.
Employee Identifier (Required)
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 their employee number, a unique value to them for this and subsequent data templates. This shouldn’t be your employee's Social Security number / Social Insurance Number. 3241245
000000006
abc123499 		This information is needed so that all future requests for data about the employees reference the right person. This allows our system to differentiate between people with the same name in a simple way.
First Name (Required)
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-64 characters. Legal first name of the employee. Joe Legal name to show on checks and other government forms.

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

Middle Name (Required)
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters. Legal Middle name or Initial of the employee. Bob
A.		 Legal name to show on checks and other government forms.

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

Last Name (Required)
Order Data Type Description Examples Why This Is Needed
4 String1 between 1-64 characters. Legal last name of the employee. Smith Legal name to show on checks and other government forms.

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

Suffix
  Data Type Description Examples Why This Is Needed
5 String1 between 1-10 characters. Follows the employees' full name and provides additional information about the employee.

Jr.
III
Ph.D.

 A textual suffix added to the end of the employee's name in Dayforce.

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

Date of Birth (Required)
Order Data Type Description Examples Why This Is Needed
6 Date. Excel right-justified date format or Excel text format yyyy-mm-dd. The employee's birth date.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

There are some legislative compliance rules surrounding employees of certain ages, such as Minors, that require us to know the employee's birth date. This field is also often used to qualify employees and dependents into certain benefit plans.
Original Hire Date (Required)
Order Data Type Description Examples Why This Is Needed
7 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's original date of hire.

If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, enter the original date on which the employee was hired into your organization.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

This field is most often used to qualify employees into new benefit plans, and new hires into vacation plans.
Most Recent Hire Date
Order Data Type Description Examples Why This Is Needed
8 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's most recent hire date.

If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, we want the most recent date hired into your organization.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

This field is most often used to qualify employees into new benefit plans, and new hires into vacation plans.
Termination Date
Order Data Type Description Examples Why This Is Needed
9 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's date of termination.

If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, we want the termination date in your organization.

Should only be populated if employee Status is Terminated.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

This field is most often used to bring in terminated employees for filling purposes.
Job Title (Required)
Order Data Type Description Examples Why This Is Needed
10

String1 between 1-64 characters.

Accepted Values:

See your consultant .

The employee's current primary job.

This is what the employee “does” at your organization. Don’t confuse it with “where” the employee does the work or for what “department” the employee is a member of. We ask for that information in different fields.

 "Clerk Machinist Director RN "

Part of an employee's overall work assignment. Jobs fully describe what kind of work is performed at your organization. Jobs can help qualify employees for pay and benefit plans, supports recruiting, and many other Dayforce functions. Jobs fall into EEO Categories, Pay Grades, Job Families and Functions, and FLSA Status. It can also assist in how time and pay are charged to the GL.

The Job and Department make up an employee's Job Assignment.

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

Department (Required)
Order Data Type Description Examples Why This Is Needed
11

String1 between 1-64 characters.

Accepted Values:

See your consultant.

 The employee's current primary department. Think of this as the group the employee belongs to . This group doesn’t have to be at the same location, and all employees in this group don’t have to work the same job. HR Finance 0437-Admin Operations

Part of an employee's overall work assignment. The department concept allows for organizations to group together employees who might be working towards the same goal but work in different jobs. This can be a high-level concept like “Marketing” or can be more detailed to also include a cost center, thereby assisting in how time and pay are charged to the GL. Adding cost center to the definition of the department is only recommended if cost centers are shared among groups of employees.

The Job and Department make up an employee's Job Assignment.

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

Physical Location (Required)
Order Data Type Description Examples Why This Is Needed
12

String1 between 1-64 characters.

Accepted Values:

See your consultant.

The name of the location or site where an employee primarily works. Use the name that your organization commonly uses to describe the location.

If the employee is virtual, provide the name of the location or site that they report into.

 Head Office
Plant 8
14-Valley Road		 Part of an Employee's overall work assignment. The location is at the core of your organizational hierarchy. It provides the place where schedules are generated and time is tracked. As you build out all levels of your organizational hierarchy, it also allows for assigning of Legal Entities, and can assist in how time and pay are charged against the GL.

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

Job Start Date
Order Data Type Description Examples Why This Is Needed
13 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The effective start date of the employee's current primary work assignment, which is the combination of Job Title, Department, and Physical Location fields.

Job Start Date is only required when historical data is being loaded. It should be left blank otherwise.

Job Start Date corresponds directly to the Effective Start Date field present in the Employee Job History & Secondary Work Assignment data template when historical data is being provided.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

The Job Start Date is the date on which the employee started their current job. This date should be provided in all cases where historical job records are being included. If the Job Start Date isn’t included, it will be set equal to the employee's Hire Date.
Job Reason Code
Order Data Type Description Examples Why This Is Needed
14 String1 between 1-128 characters. Indicates the business reason associated to the employee's work assignment provided. Must match the existing Job Reason Code in Dayforce. Promotion Demotion

The Job Reason Code field is used to provide a reason for the Job Assignment in Dayforce. This reason code is best used when provided where historical job records are being included.

When the Dayforce client property (Change Reason Code is Mandatory) is enabled, Activate with throw an error to provide this information where missing.

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

Is Virtual Employee
Order Data Type Description Examples Why This Is Needed
15 Boolean. Identifies an employee as a virtual worker. Yes/No True/False 1/0 Indicates whether an employee is considered a virtual worker for their primary job assignment. This flag ensures that virtual employees are taxed correctly in Dayforce.
Pay Class (Required)
Order Data Type Description Examples Why This Is Needed
16 String1 between 1-64 characters Accepted Values: See your consultant. This is known in Dayforce as the employee's pay class. Indicates whether the employee is currently a Full-time employee (FT) or Part-time employee (PT). See your Consultant for the complete list of accepted values. PT FT Part of an employee's overall status record.  This information helps group employees as part-time and full-time to facilitate the qualifications into benefit plans, time and pay calculations.

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

Pay Type (Required)
Order Data Type Description Examples Why This Is Needed
17 String1 between 1-64 characters Accepted Values: See your consultant. This is known in Dayforce as the employee's Pay Type. Indicate whether the employee is currently an Hourly or Salaried employee. See your Consultant for the complete list of accepted values. Hourly Salaried Part of an Employee's overall status record. This information helps to group employees as hourly and salary to facilitate the qualifications into benefit plans, time and pay calculations.

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

Hourly Rate/Annual Salary (Required)
Order Data Type Description Examples Why This Is Needed
18 Numeric. Specifies the hourly rate or annual salary of an employee. This value should reflect the value selected in the Hourly/Salaried field. If the employee is marked as Hourly, then an hourly rate is expected. If the employee is marked as Salaried, then their annual salary is expected. Activate expects an hourly rate of less than 100 and a salaried rate greater than 10000. 10.50 (if Hourly)
45000 (if Salaried)		 Employee's pay is central to most things in Dayforce, from calculating the employee's gross pay to determining their net pay, analyzing true schedule cost, managing pay grades, and deterring employee cost of certain benefit plans.
Status (Required)
Order Data Type Description Examples Why This Is Needed
19 String1 between 1-64 characters. Indicates whether the employee is an Active, Inactive or Terminated employee. This is known in Dayforce as the employee's Employment Status. Active
Inactive
Terminated		 Part of an employee's overall status record. This information helps group employees to facilitate the qualifications into benefit plans, time and pay calculations.

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

Status Start Date
Order Data Type Description Examples Why This Is Needed
20 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The effective start date of the employee's most current employment status, which might correspond to a change to an employee's Pay Class, Pay Type, Hourly Rate/Annual Salary, or Status (IE. Active, Terminated).

Status Start Date is only required when historical data is being loaded. It should be left blank otherwise.

Status Start Date corresponds directly to the Effective Start Date field present in the Employee Compensation History data template when historical data is bring provided.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

The Status Start Date is the date on which the employee's current employment status is effective from. This date should be provided in data sets where historical status/compensation records are being included. The Status Start Date shouldn’t be included if history isn’t being included. Status Start Date will be set equal to the employee's Original Hire Date when left blank.
Status Reason Code
Order Data Type Description Examples Why This is Needed
21 String1 between 1-128 characters. Indicates the business reason associated with the employee's status provided. Must match the existing Status Reason Code in Dayforce. New Hire
Promotion
Merit		 The Status Reason Code field is used to provide a reason for the Employment Status in Dayforce. This reason code is best used when provided where historical employment status records are being included. When Dayforce client property (Change Reason Code is Mandatory) is enabled, Activate with throw an error to provide this information where missing.

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

Employment Type
Order Data Type Description Examples Why This Is Needed
22 String1 between 1-64 characters. Identify employees as either a Pensioner or Contractor if applicable. Leave this field blank if the employee isn’t a Contractor or Pensioner and they’ll be defined as a Regular employee. Contractor
Pensioner		 This field sets the Employment Type value for the employee in Dayforce as either Contractor, Pensioner or Regular. There are also several mappings that are triggered for Pensioner and Contractor values to ensure thatensure that the appropriate policies and legal entities are assigned to the employee.

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

Pay Group (Required)
Order Data Type Description Examples Why This Is Needed
23

String1 between 1-128 characters.

Accepted Values:

See your consultant.

This is known in Dayforce as the employee's pay group. Indicates the current pay date and frequency assigned to the employee.

See your consultant for the complete list of accepted values.

Biweekly Hourly
US_Salaried
Monthly 		Employees are grouped into frequencies and country to allow for Payroll administrators to process employees at the same time.

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

Legal Entity Name (Required)
Order Data Type Description Examples Why This Is Needed
24

String1 between 1-128 characters.

Accepted Values:

See your consultant.

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 (), &

Shift
Order Data Type Description Examples Why This Is Needed
25

String1 between 1-128 characters

Accepted Values:

See your consultant.

The name of the shift rotation allows our system to classify the employees in groups based on their work shifts.   The shift rotation allows the system to generate repeating schedules automatically. Employees with the same schedules should be given the same Shift rotation.

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

Fresh Start Employee Data template fields

To see a list of the fields in the template, click here.
Employee Identifier (Required)
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. You might want to use their employee number, a unique value to them for this and subsequent data templates. This should not be your employee's Social Security number / Social Insurance Number. 3241245
000000006
abc123499		 This information is needed so that all future requests for data about the employees reference the right person. This enables the system to differentiate between people with the same name in a simple way.
First Name (Required)
Order Data Type Description Example Why This Is Needed
2 String1 between 1-64 characters. Legal first name of the employee. Joe Legal name to show on checks and other government forms.

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

Middle Name
Order Data Type Description Example Why This Is Needed
3 String1 between 1-64 characters. Legal Middle name or Initial of the employee. Bob
A.		 Legal name to show on checks and other government forms.

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

Last Name (Required)
Order Data Type Description Example Why This Is Needed
4 String1 between 1-64 characters. Legal last name of the employee. Smith Legal name to show on checks and other government forms.

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

Suffix
Order Data Type Description Example Why This Is Needed
5 String1 between 1-10 characters. Follows the employees' full name and provides additional information about the employee. Jr.
III
Ph.D. 		A textual suffix is added to the end of the employee's name in Dayforce.

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

Date of Birth (Required)
Order Data Type Description Examples Why This Is Needed
6 Date. Excel right-justified date format or Excel text format yyyy-mm-dd. The employee's birth date.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

There are some legislative compliance rules surrounding employees of certain ages, such as Minors, that require us to know the employee's birth date. This field is also often used to qualify employees and dependents into certain benefit plans.
Original Hire Date (Required)
Order Data Type Description Examples Why This Is Needed
7 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's original date of hire.

If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, we want the original date on which the employee was hired into your organization.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

This field is most often used to qualify employees into new benefit plans, and new hires into vacation plans.
Most Recent Hire Date
Order Data Type Description Examples Why This Is Needed
8 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's most recent hire date.

If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, we want the most recent date hired into your organization.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

 This field is most often used to qualify employees into new benefit plans, and new hires into vacation plans.
Termination Date
Order Data Type Description Examples Why This Is Needed
9 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The employee's date of termination. If your current system allows an employee to be hired, terminated, rehired, and can track all those dates, we want the termination date in your organization.

O populate if employee Status is Terminated.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

 This field is most often used to bring in terminated employees for filling purposes.
Job Title (Required)
Order Data Type Description Examples Why This Is Needed
10

String1 between 1-64 characters

Accepted Values:

See your consultant.

The employee's current primary job.

What the employee “does” at your organization. Don’t confuse it with”where” the employee does the work or for what”department” the employee is a member of. We ask for that information in different fields.

 Clerk
Machinist
Director
RN

Part of an employee's overall work assignment. Jobs fully describe what kind of work is performed at your organization. Jobs can help qualify employees for pay and benefit plans, supports recruiting, and many other Dayforce functions. Jobs fall into EEO Categories, Pay Grades, Job Families and Functions, and FLSA Status. It can also assist in how time and pay are charged to the GL.

The Job and Department make up an employee's Job Assignment.

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

Department (Required)
Order Data Type Description Examples Why This Is Needed
11

String1 between 1-64 characters

Accepted Values:

See your consultant.

The employee's current primary department.

Think of this as the group that the employee belongs to. This group doesn’t have to be at the same location, and all employees in this group don’t have to work the same job.

 HR
Finance
0437-Admin
Operations

Part of an employee's overall work assignment. The department concept enables organizations to group employees together who might be working toward the same goal but work in different jobs.

It can be a high-level concept like “Marketing” or more detailed to also include a cost center, assisting in how time and pay are charged to the GL. Adding cost center to the definition of the department is only recommended if cost centers are shared amonggroups of employees.

The Job and Department make up an employee's Job Assignment.

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

Physical Location (Required)
Order Data Type Description Examples Why This Is Needed
12

String1 between 1-64 characters

Accepted Values:

See your Consultant.

The name of the location or site where an employee primarily works. Use the name that your organization commonly uses to describe the location.

If the employee is virtual, provide the name of the location or site that they report into.

 Head Office
Plant 8
14-Valley Road		 Part of an employee's overall work assignment. The location is at the core of your organizational hierarchy. It provides the place where schedules are generated and time is tracked. As you build out all levels of your organizational hierarchy, it also allows for assigning of Legal Entities, and can assist in how time and pay are charged against the GL.

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

Job Start Date
Order Data Type Description Examples Why This Is Needed
13 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The effective start date of the employee's current primary work assignment, which is the combination of Job Title, Department, and Physical Location fields.

Job Start Date is only required when historical data is being loaded. It should be left blank otherwise.

Job Start Date corresponds directly to the Effective Start Date field present in the Employee Job History & Secondary Work Assignment data template when historical data is being provided.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

The Job Start Date is the date on which the employee started their current job. This date should be provided in all cases where historical job records are being included. If the Job Start Date isn’t included, it will be set equal to the employee's Hire Date.
Job Reason Code
Order Data Type Description Examples Why This Is Needed
14 String1 between 1-128 characters.

Indicates the business reason associated with the employee's work assignment provided.

Must match the existing Job Reason Code in Dayforce.

 Promotion
Demotion

The Job Reason Code field is used to provide a reason for the Job Assignment in Dayforce. This reason code is best used when provided where historical job records are being included.

When a Dayforce client property (Change Reason Code is Mandatory) is enabled, Activate with throw an error to provide this information where missing.

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

Is Virtual Employee
Order Data Type Description Examples Why This Is Needed
15 Boolean. Identifies an employee as a virtual worker.

Yes/No
True/False
1/0

Indicates whether an employee is considered a virtual worker for their primary Job Assignment. This flag ensures that virtual employees are taxed correctly in Dayforce.
Pay Class (Required)
Order Data Type Description Examples Why This Is Needed
16

String1 between 1-64 characters.

Accepted Values:

See your consultant.

This is known in Dayforce as the employee's pay class. Indicates whether the employee is currently a Full-time employee (FT) or Part-time employee (PT).

See your consultant for the complete list of accepted values.

PT
FT
Contractor
Pensioner 		Part of an Employee's overall status record.  This information helps group employees as part-time and full-time to facilitate the qualifications into benefit plans, time and pay calculations.  It’s also used to separate Regular employees from contractors and pensioners for year end reporting.

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

Pay Type (Required)
Order Data Type Description Examples Why This Is Needed
17

String1 between 1-64 characters.

Accepted Values:

See your consultant.

 This is known in Dayforce as the employee's Pay Type. Indicate whether the employee is currently an Hourly or Salaried employee. See your consultant for the complete list of accepted values. Hourly
Salaried		 Part of an Employee's overall status record. This information helps group employees as hourly and salary to facilitate the qualifications into benefit plans, time and pay calculations.
Hourly Rate/Annual Salary (Required)
Order Data Type Description Examples Why This Is Needed
18 Numeric Specifies the hourly rate or annual salary of an employee. This value should reflect the value selected in the Hourly/Salaried field. If the employee is marked as Hourly, then an hourly rate is expected. If the employee is marked as Salaried, then their annual salary is expected. Dayforce Activate expects an hourly rate of less than 100 and a salaried rate greater than 10000. 10.50 (if Hourly)
45000 (if Salaried)		 Employee's pay is central to most things in Dayforce-, from calculating the employee's gross pay to determining their net pay, analyzing true schedule cost, managing pay grades, and deterring employee cost of certain benefit plans.
Status (Required)
Order Data Type Description Examples Why This Is Needed
19

String1 between 1-64 characters.

Accepted Values:

See your consultant.

Indicates whether the employee is an Active, Inactive, or Terminated employee. This is known in Dayforcee as the employee's Employment Status. Active
Inactive
Terminated 		Part of an employee's overall status record. This information helps group employees to facilitate the qualifications into benefit plans, time and pay calculations.
Status Start Date
Order Data Type Description Examples Why This Is Needed
20 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.

The effective start date of the employee's most current employment status, which might correspond to a change to an employee's Pay Class, Pay Type, Hourly Rate/Annual Salary, or Status (IE. Active, Terminated).

Status Start Date is only required when historical data is being loaded. It should be left blank otherwise.

Status Start Date corresponds directly to the Effective Start Date field present in the Employee Compensation History data template when historical data is bring provided.

Date formatted cells:

09/24/2015
24/09/2015

Text formatted cells:

2015-09-24

The Status Start Date is the date on which the employee's current employment status is effective from. This date should be provided in data sets where historical status/compensation records are being included. The Status Start Date should not be included if history isn’t being included. Status Start Date will be set equal to the employee's Original Hire Date when left blank.
Status Reason Code
Order Data Type Description Examples Why This Is Needed
21 String1 between 1-128 characters.

Indicates the business reason associated to the employee's status provided.

Must match the existing Status Reason Code in Dayforce.

 New Hire
Promotion
Merit

The Status Reason Code field provides a reason for the Employment Status in Dayforce. This reason code is best used when provided where historical employment status records are being included.

When the Dayforce client property (Change Reason Code is Mandatory) is enabled, Activate with throw an error to provide this information where missing.

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

Employment Type
Order Data Type Description Examples Why This Is Needed
22

Accepted Values:

Contractor Pensioner

Identify employees as either a Pensioner or Contractor if applicable.

Leave this field blank if the employee isn’t a Contractor or Pensioner and they’ll be defined as a Regular employee.

 Contractor
Pensioner		 This field sets the Employment Type value for the employee in Dayforce as either Contractor, Pensioner or Regular. There are also several mappings that are triggered for Pensioner and Contractor values to ensure thatensure that the appropriate policies and legal entities are assigned to the employee.

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

Pay Group (Required
Order Data Type Description Examples Why This Is Needed
23

String1 between 1-128 characters.

Accepted Values:

See your consultant.

This is known in Dayforce as the employee's pay group. Indicates the current pay date and frequency assigned to the employee.

See your consultant for the complete list of accepted values.

Biweekly Hourly
US_Salaried
Monthly 		Employees are grouped into frequencies and country to allow for Payroll Administrators to process employees at the same time.

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

Shift Rotation
Order Data Type Description Examples Why This Is Needed
24 String1 between 1-128 characters. The name of the shift rotation allows our system to classify the employees in groups based on their work shifts. 9-5
Late Shift
Early Shift		 The shift rotation allows the system to generate repeating schedules automatically. Employees with the same schedules should be given the same Shift rotation.

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

Add Employee Site Address template fields

To see a list of the fields in the template, click here.
Name (Required)
Order Data Type Description Examples Why This Is Needed
1 String1 between 1-64 characters. The name of the site. This name needs to match a physical work location that was included in the employee data load. If this template was downloaded from the system, it should already have a list of all unique sites found in your employee data load. Main Street This information is needed to associate the provided site information with a site included in your employee data load. Only details for sites already included in your employee data load can be provided. If you want to add a new site you’ll want to go back and add it to your employee data load first.

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

Description (Required)
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-256 characters. Provide a simple description of the site. Main Street Location This information is needed so the description of the site is populated correctly in the system.

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

Address 1 (Required)
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters. The street number and street name of the site's address. 1234 Vermont Ave
12-566 Simcoe St 		This informationis needed to ensure that the correct taxes are applied based on an employee's work location.

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

Address 2
Order Data Type Description Examples Why This Is Needed
4 String1 between 1-64 characters. Additional address information associated with the site's address, if applicable. Sometimes, this field is used to include a unit/suite/apartment number if not already included in the Address1 line. Unit 709
Suite 65 		This informationis needed to ensure that the correct taxes are applied based on an employee's work location.

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

City (Required)
Order Data Type Description Examples Why This Is Needed
5 String1 between 1-64 characters. The city of the site's address. New York
Santa Monica
Toronto 		This information is needed to ensure that the correct taxes are applied based on an employee's work location.

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

County (Required)
Order Data Type Description Examples Why This Is Needed
6 St-–128 characters The county of the site's address. Only applicable for US addresses and is required for addresses in Pennsylvania, Indiana, and Ohio. Sussex
Erie		 This information is needed for US sites to ensure that the correct taxes are applied based on an employee's work location.

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

State/Prov (Required based on country)
Order Data Type Description Examples Why This Is Needed
7 Accepted Values:
2-letter state/province. 		The two letter state/province code of the employee's primary residence. FL
IL
MA 		This informationis needed to ensure that the correct taxes are applied based on an employee's work location.
Zip/Postal Code
Order Data Type Description Examples Why This Is Needed
8 Alphanumeric. The zip/postal code of the site's address. M2H2L5
52953 		This is needed to ensure that the correct taxes are applied based on an employee's work location.
Country
Order Data Type Description Examples Why This Is Needed
9 Accepted Values:
CAN
USA		 The country of the site's address. CAN
USA		 This information is needed to ensure that the correct taxes are applied based on an employee's work location.

Add Employee Legal Entity Template Fields

To see a list of the fields in the template, click here.
Name (Required)
Order Data Type Description Examples Why This Is Needed
1 String1 between 1-128 characters. The legal name of the legal entity. This name needs to match a legal entity that was included in the employee data load. If this template was downloaded from the system, it should already have a list of all unique legal entities found in your employee data load. XYC Co This information is needed to associate the provided legal entity information with a legal entity included in your employee data load. Only details for legal entities already included in your employee data load can be provided. If you want to add a new legal entity, you’ll need to go back and add it to your employee data load first.

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

Description (Required)
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-256 characters. Provide a simple description of your legal entity. XYC Co
Primary Entity 		This information is needed so the description of the legal entity is populated correctly in the system.

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

Company ID (Required)
Order Data Type Description Examples Why This Is Needed
3 Numeric length 9-20. If the legal entity is in the US, enter the Federal Employer Identification Number (FEIN). If the legal entity is in Canada, enter the Business Number (BN). For the United Kingdom, enter the HMRC/PAYE number. 123456789
234/A1237634 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and quarter end/year end close out process.
Address 1 (Required)
Order Data Type Description Examples Why This Is Needed
4 String1 between 1-64 characters. The street number and street name of the legal entity's registered address. 1234 Vermont Ave
12-566 Simcoe St 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.

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

Address 2
Order Data Type Description Examples Why This Is Needed
5 String1 between 1-64 characters. Additional address information associated with the legal entity's registered address, if applicable. Sometimes, this field is used to include a unit/suite/apartment number if not already included in the Address1 line. Unit 709
Suite 65 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.

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

City (Required)
Order Data Type Description Examples Why This Is Needed
6 String1 between 1-64 characters. The city of the legal entity's registered address. New York
Santa Monica
Toronto 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.

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

County (Required)
Order Data Type Description Examples Why This Is Needed
7 String1 between 1-256 characters. The county of the legal entity's registered address. Mandatory for addresses in Pennsylvania, Indiana, and Ohio. Sussex
Erie		 This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.

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

State/Prov (Required)
Order Data Type Description Examples Why This Is Needed
8 Accepted Values:
2-letter state/province. 		The two letter state/province code of the legal entity's registered address. If the Country is the UK, this field should be left blank. FL
IL
MA 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.
Zip/Postal Code (Required)
Order Data Type Description Examples Why This Is Needed
9 Alphanumeric. The zip/postal code of the legal entity's registered address. M2H2L5
52953 		This information is needed to ensure thatensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process.
Country (Required)
Order Data Type Description Examples Why This Is Needed
10 Accepted Values:
AUS
CAN
GBR
IRL
NZL
USA Non-Native Countries2		 The country of the legal entity's registered address. CAN
GBR
USA 		This information is needed to ensure that proper tax filing can occur as part of each payroll commit and the quarter end/year end close out process. This information also identifies how the legal entity should be set up in the system. There’s a difference between US and Canadian legal entities.
2 Accepted values for non-native countries (countries not supported in payroll must match this list)
Accepted Values Country Name
ARG Argentina
AUT Austria
BEL Belgium
BRA Brazil
BGR Bulgaria
CHL Chile
CHN China
HRV Croatia
CYP Cyprus
CZE Czech Republic
DNK Denmark
EST Estonia
FIN Finland
FRA France
DEU Germany
GRC Greece
HKG Hong Kong
HUN Hungary
IND India
ITA Italy
JPN Japan
KOR Korea
LVA Latvia
LTU Lithuania
LUX Luxembourg
MYS Malaysia
MLT Malta
MUS Mauritius
MEX Mexico
NLD Netherlands
NOR Norway
PER Peru
PHL Philippines
POL Poland
PRT Portugal
ROU Romania
SVK Slovakia
SVN Slovenia
ZAF South Africa
ESP Spain
SWE Sweden
CHE Switzerland
TWN Taiwan
THA Thailand
ARE UAE
VNM Vietnam