Pay Category & Pay Code

Use the Pay Category & Pay Code wizard to add pay categories and pay codes to Dayforce. You don’t have to add both pay categories and pay codes; you can add only one or the other. Pay categories are necessary for successful installation. With this wizard, you can also update pay codes and map them to the required pay categories.

This wizard prevents duplicate entries where the same short name is used more than one time. If you enter a short name and XRefCode that matches the existing configuration, Activate treats the information as an update. Activate inserts a new record if you add new XRefCodes that don’t match the existing configuration.

Note: You can’t use this wizard to create Pay Category Groups.

Before you begin

Pay Category Groups must be set up before you use this wizard.

Errors, warnings, and messages

The rules set up in Dayforce generate any Error or Warning indicators shown above the grid's column headings.

• Errors prevent you from continuing with the Wizard.
• Warnings are informational and indicate potential problems that you need to be aware of.
• Messages are informational and identify a deviation from the rules.

To refer to the errors, warnings, and messages while you correct the data, click Download Errors File.

To correct the errors, messages, or warnings, do one of the following:

• Update the information directly in the grid.
• Click Download Errors File to download the list and then upload an Excel file containing the corresponding corrections.

Whether you edit the data directly in the grid or upload the file, Activate shows validation warnings or errors to indicate problems with the data. To review and correct any warnings or errors that display, either edit the records in the grid or upload the corrected information in a template again.

Tasks

To confirm the prerequisites:

1. In Activate Central, click Build Dayforce. The Build Dayforce wizards show.
2. Click Pay Categories & Pay Codes.
3. On the Intro page, review the information.
4. Select the checkbox to confirm that all pay category groups are configured in Dayforce.

   If the pay category groups aren’t configured in Dayforce, click Back.

5. Click Next.

To complete and upload the Payroll Pay Categories & Pay Codes Data template:

1. On the Pay Categories & Pay Codes Data page, click Download all templates.

   Note: If you want to update only one template document, click the Download link for that document to download it.

2. Select the location where you want to save the template documents.

   Note: You can also download empty Pay Category Data and Pay Code Data templates from the Download Template Files page.

3. Open the file or files on your hard drive.

4. Complete all fields in the documents.

   Note: Instructions for populating the fields are in the Pay Code Data template fields section (below) and on the Instructions tab of the template.

   Note: Instructions for populating the fields are in the Pay Category Data template fields section (below) and on the Instructions tab of the template.

5. Click Save and close the template documents.

   You can use any file name for the template you upload. The template 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.

6. On the Pay Categories & Pay Codes Data page, click Upload files.
7. Go to your completed templates in the location where you saved them.

   If you want to upload both template documents in a single step, you can use the Shift key to select multiple files.

8. Select the file or files and click Open. The Pay Category & Pay Code wizard validates the uploaded files.

   Note: If the uploaded file has errors, a Validation Failed message shows in red on 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 in 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 naming convention makes it easier to audit files later.

9. Click Next and the Data Review page opens.

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 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 correct errors in the grid:

1. Click in the field containing the error.
2. Enter or select the correct information. If you make a change by mistake and haven't saved the change, click Refresh to undo the change. To navigate in the grid, click Tab to move to the right and Shift+Tab to move to the left on a row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.
3. Repeat this process for every error.
4. Click Save. Activate verifies the information again.
5. Click Next.

Results

The pay code data is installed in Dayforce on the Pay Setup > Pay Code page.

The pay category data is installed in Dayforce on the Pay Setup > Pay Category page.

Fields populated in Dayforce

The data uploaded from the Pay Code Data template populates the fields on the following pages in Dayforce:

Dayforce fields populated by the Pay Code Data template

Field in Template	Field in Dayforce	Field in Dayforce
Pay Code Name	Name	Pay Setup > Pay Code
Pay Code Description	Description
Reference Code	Reference Code
Time Amount Entry Mode	Time Amount Entry Mode
Pay Category	Pay Category
Is Pay Adjustment	Is Pay Adjustment
Is Shift	Is Shift
Is TAFW	Is TAFW
Is Accrual	Is Accrual

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.

Pay Category Data template fields

Pay Category Name (Required)

Field information for the Pay Category Name field

Order	Data enter	Description	Examples	Why This Is Needed
1	String between 1-100 characters.	The short name of the pay category to create in Dayforce.	Reg Unpaid	Pay categories describe how an employee is paid for a segment of time. Common examples include vacation pay, regular pay, overtime, premium, or unpaid.

Pay Category Description

Field information for the Pay Category Description field

Order	Data Type	Description	Example	Why This Is Needed
2	String between 1-256 characters.	The description of the pay category to create in Dayforce.	Regular work time Unpaid time	This information indicates the pay categories description. It can be left blank.

Pay Category Group (Required)

Field information for the Pay Category Group field

Order	Data enter	Description	Example	Why This Is Needed
3	String between 1-128 characters.	The pay category group that the pay group must be mapped to.	Regular Vacation	Pay category groups are used to group multiple pay categories of the same type. Common examples include overtime, premium, and regular pay. Pay Category Groups must be configured in Dayforce, records with invalid XRefCode are rejected.

Multiplier Rate (Required)

Field information for the Multiplier Rate field

Order	Data Type	Description	Example	Why This Is Needed
4	Numeric	The multiplier rate to be assigned to the pay category and set as the Default Multiplier Rate.	1 1.75 0.50	Pay categories influence how employees are paid through a multiplier. A pay multiplier is applied to an employee's pay rate for the segment of time with the pay category. For example, the Daily OT category has a Multiplier Rate of 1.5. Employees with a regular pay rate of $10 an hour would earn $15 an hour for any time in the Daily OT pay category.

Reference Code (Required)

Field information for the Reference Code field

Order	Data Type	Description	Examples	Why This Is Needed
5	String between 1-128 characters.	The cross-reference code for the pay category. If a matching XRefCode is found in Dayforce, it’s updated. Otherwise, a new record is inserted.	REGULAR_TIME UNPAID_TIME	When importing a new code, this value starts the creation of a new Pay Category. Otherwise, it proceeds to update an existing one.

Pay Code Data template fields

Pay Code Name (Required)

Field information for the Pay Code Name field

Order	Data Type	Description	Examples	Why This Is Needed
1	String between 1-100 characters.	The short name of the pay code to create in Dayforce.	Reg Unpaid	Pay codes describe what an employee was doing for a particular segment of time. Common examples include vacation pay, regular pay, overtime, premium, or unpaid.

Pay Code Description

Field information for the Pay Code Description field

Order	Data Type	Description	Example	Why This Is Needed
2	String between 1-256 characters.	The description of the pay code to create in Dayforce.	Regular work time Unpaid time	Indicates the pay categories description. This field can be left blank.

Reference Code (Required)

Field information for the Reference Code field

Order	Data Type	Description	Example	Why This Is Needed
3

Time Amount Entry Mode (Required)

Field information for the Time Amount Entry Mode field

Order	Data Type	Description	Example	Why This Is Needed
4	Accepted Values: Amount Only Time and Amount Time Only	Any pay code can be configured with one of the following options: Amount Only: Pay adjustments can only be in dollar amounts. Time and Amount: Pay adjustments can either be hours-based or in dollar amounts. Time Only: Pay adjustments can only be hours-based.	Amount Only Time and Amount Time Only	Any pay code can be configured with one of these options.

Pay Category (Required)

Field information for the Pay Category field

Order	Data Type	Description	Examples	Why This Is Needed
5				Each pay code is linked to a pay category. A pay category describes, by default, how employees are paid for the time. Select a pay category for the pay code. Pay categories describe how employees are paid for their time. By default, Dayforce pays employees according to the pay category of the pay code.

Is Pay Adjustment

Field information for the Is Pay Adjustment field

Order	Data Type	Description	Example	Why This Is Needed
6	Boolean.	Pay codes can be configured with several different attributes that give more descriptions of the time marked. These attributes also influence how Dayforce treats the time.	Accepted Values: Yes No	When creating pay adjustments, managers can select these pay codes on the timesheet.

Is Shift

Field information for the Is Shift field

Order	Data Type	Description	Example	Why This Is Needed
7	Boolean.	Pay codes can be configured with several different attributes that give more descriptions of time marked. These attributes also influence how Dayforce treats the time.	Accepted Values: Yes No	When adding or editing worked shifts, these pay codes are available in the drop-down list.

Is TAFW

Field information for the Is TAFW field

Order	Data Type	Description	Example	Why This Is Needed
8	Boolean.	Pay codes can be configured with several different attributes that give more descriptions of the time marked. These attributes also influence how Dayforce treats the time.	Accepted Values: Yes No	These pay codes mark time away from work, such as time employees spent on vacation, off sick, or on personal days.

Is Accrual

Field information for the Is Accrual field

Order	Data Type	Description	Example	Why This Is Needed
9	Boolean.	Pay codes can be configured with several different attributes that give more descriptions of the time marked. These attributes also influence how Dayforce treats the time.	Accepted Values: Yes No	The accruals system uses these pay codes. Pay codes can still affect employee balances, whether this checkbox is selected or not.