Use the Payroll Deduction Codes wizard to configure Payroll Deduction Codes and the respective deduction schedules. The wizard guides you through the process of mapping Deduction Codes to granular levels of Tax Categories to Taxation Methods (Tax & Compliance Codes). You can also merge, split, and group deductions, if required. For example, you could separate deductions that are taxed similarly but are used for different purposes. You can also further assign the Deduction Codes to debit/credit ledger numbers for General Ledger purposes.
The name and description of the codes are installed based on the configuration shown on the final page of the wizard. When codes are grouped, the group name and group description determine the installed code’s name and description. The name is derived from the description and the description is derived from the mapped to the earnings tax and compliance code.
Note: This wizard is the first of three that you must complete in sequence for the initial load of deductions, earnings, and tax setup in Dayforce. There’s no required sequence for later loads of payroll deduction codes.
Customers with employees in Australia, New Zealand, or Asia can instead use the Payroll Deduction Codes (Asia Pacific) wizard to create new payroll deduction codes and install them into Dayforce.
Subsequent loads
After the initial payroll deduction load, you can upload more deduction codes at any time during the project. You could upload more deduction codes to add on to the employee populations (and codes) not included in the initial load. Additional loads are useful when:
- Several countries are implemented in several phases.
- Several business units in the same country are implemented in multiple phases.
- You have data coming from more than one system and it’s not all available at the same time.
Note: If you complete the wizard in the Stage environment and the Stage environment is backfilled into the Config environment, the Payroll Deduction Codes wizard shows as completed and includes the Add More option. See the Executing a Rollback When Using the “Add More” Feature in the Payroll Wizards.
Note: Activate shares all of your mappings across all applicable environments so you don't have to reconfigure each time you use a different environment. If the changes you make in one environment invalidate the mappings in another environment, Activate notifies you when you access a wizard with invalid mappings that need to be updated.
Note: You can use any of the following wizards even if any of the others is currently in use by other users: Payroll Deduction Codes, Payroll Earning Codes, Payroll Tax Codes, Year-to-Date Payroll Totals (USA/CAN).
Using this wizard
Payroll Deduction Codes, also known as Deduction Definitions, define the amounts deducted from an employee’s gross pay, which can either be pretax or post-tax. Examples include insurance plans, gym memberships, and pension plans. Each Deduction Code is mapped to a specific taxation method or Tax & Compliance Code.
You do the following in the Payroll Deduction Codes wizard:
Use the Deduction YTD Data template to upload the key information for initial setup of deduction codes. This data makes sure that Activate starts with the same codes that are currently in your legacy payroll system.
The YTD Amount data is the accumulation of all deductions as of a specific date. This data is required to prepare for the “Year-to-Date Payroll Totals” feature.
Deduction codes are collected for each employee to cover all required codes for your organization.
Note: Complete this step using present-day employee information.
Use the Deduction Election Data template to upload key information for the initial setup of deduction codes. Each deduction schedule is assigned at the Pay Group level in the Deduction Code configuration. This data makes sure that Activate marks specific codes as elections. Codes that are marked as elections can be added to employees’ profiles so they’re deducted from their pay on a regular interval or basis. The Deduction Election Data template data is required to prepare for the “Year-to-Date Payroll Totals” feature.
If you’re using the Benefits wizard, include benefit deductions here on the initial load so the corresponding payroll codes can be added to Dayforce.
Note: This wizard doesn’t load employee election information into Dayforce. Instead, the wizard determines which deduction codes to generate as elections and the pay groups they’re assigned to.
The Payroll Deduction Codes wizard creates a summary of the unique deduction codes found in the templates. The summary table includes the following information for each deduction code:
- Country
- Payroll Identifier
- Deduction Code
- Deduction Description
Make sure that the deductions have the right taxes and set up. Several of the Deduction Question pages use Drag and Drop pages. These pages are different from many of the table and question pages in other wizards and need a more direct hand to set up the data correctly. See the Drag and Drop Pages section (below).
When the deduction codes are complete in Activate, install them in Dayforce.
Key concepts
During the calculation of net pay in Dayforce, deductions are subtracted from employees' gross pay. Deductions can be pretax or post-tax, and the four types include:
- Deductions that allow partial payments: Dayforce only deducts what an employee can pay if the employee doesn’t have enough pay to cover the entire deduction.
- Deductions that can go into arrears: Dayforce determines if the employee has enough pay to cover the entire deduction. It carries forward any unpaid amount and tries to deduct the amount in the next pay period.
- Declining balance deductions: Dayforce calculates the deduction against an outstanding balance that the employee owes.
- Payee deductions: Deductions that are meant to be paid to a third-party payee
Prerequisites
- Getting Started
- Bypass Getting Started
Tasks
- In Activate Central, click Build Dayforce. The Build Dayforce wizards show.
- Click Payroll Deduction Codes.
Note: This page opens if payroll deduction codes have been uploaded previously and you selected I want to add more in Activate Central.
-
Read the information on the page.
Note the following:
- Any previously loaded codes are removed from the load process to prevent conflicts in mappings.
- Activate tries to match new codes you provide to existing codes. You can choose not to accept these mappings and generated new codes.
- You aren’t required to complete the wizard in the same strict order as the first time this Wizard was completed.
- Click Next.
- On the Deduction YTD Data page, click Download.
- Select the location where you want to save the template document.
- Open the template document
DeductionYTDTemplate.xlsxin the location where you saved it.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.
On the Deduction YTD Data tab, complete all columns with the data for all employees in the organization.Note: Instructions for populating the fields are in the 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: The uploaded template must be the current Excel template file downloaded from Activate. Old templates aren’t accepted.
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 Deduction YTD Data page, click Upload.
- Go to the completed template in the location where you saved it.
- Click Open and the Payroll Deduction Codes wizard validates the uploaded file.
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 the file you uploaded has any 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.
- Click Next.
-
If you don’t want to upload deduction elections, click Skip.
Note: If the codes that you’re loading aren’t used to create payroll elections, you can skip the step of providing election data. However, you should provide some election data here for any codes that are intended for payroll elections. Activate automatically detects the election configuration settings from your file.
Examples of when you might not want to upload the template deduction elections data include:
- If you’re working with an Australian organization and you want to use the Payroll Deduction Codes wizard for Australian organization with no deduction elections.
- If you want to re-use this wizard to add a few codes in phase projects without also using a copy of the election file.
- If you do want to upload Deduction Elections, on the Deduction Election Data page, click Download.
- Select the location where you want to save the template document.
- Open the
DeductionElectionTemplate.xlsxtemplate in the location where you saved it.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.
- On the DeductionElectionData tab, complete all columns with the data for all employees in the organization.
Note: Instructions for populating the fields are in the Deduction Election 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 document and contain the data in the required format.
Important: The uploaded template must be the current Excel template file downloaded from Activate. Old templates aren’t accepted.
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 Deduction Election Data page, click Upload.
- Go to the completed Deduction Election template in the location where you saved it.
- Click Open. The Payroll Deduction Codes wizard validates the uploaded file.
Note: If these codes have been updated before and the import file contains any codes that were installed previously, Activate removes the duplicate codes to prevent them from being processed again. If you want to install a code that has been identified as an existing code, update the import file and give the code a unique code, description, payroll identifier, and country combination.
Note: If you upload a file that doesn’t contain any new codes, click Done to return to Activate Central.
Note: If the file you uploaded has any 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.
- Click Next.
- On the Deduction Review page, review the code table created by the wizard.
- Make sure that no codes are missing from the data provided.
- Make sure that the data looks correct.
Note: If no new codes are provided, you can either go back and upload new files or return to Activate Central
- Click Next.
If you didn’t upload Deduction Elections and clicked Skip on the Deduction Elections page, click Done.
- On the Deduction Questions page, review the items on the page.
Note: Only deduction code mappings are loaded/saved on the page, even if some deductions are marked as earnings.
Payroll identifiers with the same country, code, and description are grouped together as a single item.
-
Items that aren’t assigned to a category show in the Uncategorized category.
Using this page
You can do the following on this page:
- Filter the Uncategorized category to search for more categories.
- Click Select All to select all uncategorized codes. When selected, the link name changes to clear All.
- Click to expand a category and click to collapse a category.
- To search for a code on the page, enter text in the Search field. To clear text in the Search field and clear the filter, click Clear (
).
The following categories show on the page:
- Configure Code as Deduction: Codes added here are categorized and configurable as Deductions.
- Move Code to Tax Mapping Wizard: Codes added here are moved to the Payroll Tax Codes wizard and can’t be regenerated after the Payroll Deduction Code wizard is completed.
- Drop Code from Configuration: Codes added here are dropped from the wizard and unavailable for configuration in Activate when the wizard is completed. This category is for codes that you don't want to do anything with right now. Codes categorized as “dropped” are dropped from Activate and aren’t installed to Dayforce. The codes are visible during the Year-to-Date Payroll Totals (US/CAN) mapping review. The HCM Deduction will show as “Dropped Deduction from Import” on future data loads.
A description of each category shows beneath the category name. The total number of deductions assigned to the category shows in the top-right corner of each category.
-
In the Uncategorized section, select the items to move to a category section and click the Move Right button (
) beside the appropriate category to move the selected items to that category. Note: To select more than one item, click Ctrl+Shift.
Note: Use the Search field to find a code shown on the page.
On the right side of each category, the total number of codes currently in that category shows. A warning or error icon shows next to the number of any codes in a category that have warnings or errors, a. If a code has an error and a warning, only the error code shows because it is the higher priority code.
Invalidated mappingWhen a map to an existing bundle has at least one candidate in the bundle with a categorization that’s different from other candidates in the same bundle an invalidated mapping happens. If any invalidated deduction code mappings exist, Activate performs a restore and you return to the first page of the wizard. A message shows on the page stating that one or more Deduction codes are no longer valid. Continued through the workflow and update any Deduction codes that are no longer categorized or mapped. Click OK and continue with the wizard.
Note: If the payroll deduction codes have been uploaded previously, you can map the new deduction codes to existing deduction codes in Dayforce.
Note: To select and move more than one item at the same time, click Ctrl+Shift.
Note: For information on the Drag and Drop pages, see the Drag and Drop Pages section (below).
You can also drag the items to different categories, if needed.
To filter uncategorized items:- In the Uncategorized category, enter letters in the Filter field that are part of the name of the item you’re looking for.
For example, you might enter “inc” for income tax.
- Click Enter.
Any items that include the letters you entered as part of their name show under the Filter field.
- Select and drag the item from the Uncategorized category to the box under the appropriate category, as needed.
You can select multiple items and drag them at the same time to a category.
- In the Uncategorized category, enter letters in the Filter field that are part of the name of the item you’re looking for.
- Click Next.
As you’re completing this wizard, you might need to exit Activate or move back through it. On any Questions page, you can click Save to save the information and update Activate.
- When you finish making changes on the page, click Next.
- Repeat this process for the rest of the Drag and Drop Deduction Questions pages.
-
SelectDownload to download the
TaxMappingFile.xlsxand save it to your computer.
This Excel spreadsheet maps each Legacy Tax Code to its corresponding Dayforce HCM Tax Code.
- Review the deduction groupings.
Note: To filter the grouping shown, select Deferred-Compensation, HSA, Pre-Tax, Post-Tax, Memo Deduction, Superannuation, and Garnishments/Arrestments.
- If you want to move a deduction to a different group, select the deduction and drag it to the new group.
- If you want to edit the information about a deduction:
- Click Edit.
Note: You can’t edit Allow Partial or Allow Arrears for codes categorized as Garnishments/Arrestments/Attachment of Earnings.
- Update the information as appropriate.
- Click Done.
- Click Edit.
- To consolidate or separate a deduction, click one of the following:
- Merge All
- Split All
- Group All
Note: You can’t split codes that are categorized as Employer HSA.
- If you want to edit information about a deduction code group, click
(Edit) and rename the Deduction Code and assign the Credit Ledger Number. Memo Calc codes have a Debit and Credit Ledger Number. - When you’re finished, click Done.
When the deduction information is complete in Activate, you must install the information in Dayforce.
- When you click Done on the Deduction Questions page, a pop-up window opens to let you know you’re about to install Deductions into Dayforce.
The pop-up cautions about the following:
- Confirm that all codes have been separated or consolidated as required. Also confirm that the name, display name, and the credit and debit journal codes have been entered. Separate and rename the codes on the consolidator page or the resulting definition in Dayforce will be the Taxation Method name, and multiple codes are merged.
- When this installation starts, you can no longer add more Deduction definitions through Activate. If you have additional Deduction definitions to add or change, do so before running the installation.
- You can click Download to download and save the
DeductionGenerationHistory.xlsxto your computer.This Excel spreadsheet lists all of the information that Activate loads. It indicates if any codes have been moved from the Payroll Deduction Codes wizard to the Payroll Earning Codes wizard for further Activate Configuration. If this run is a later run of the Payroll Deduction Codes wizard, the report includes only the current values.
- Click one of the following:
- No to return to the Tell us about your deductions page.
- Yes to continue with the installation. The Loading your Deduction Data page opens.
Click Yes one time only. Activate prevents the duplication of deduction candidates.
- 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.
If you categorized the Deduction Codes as “Taxes” or “Dropped,” the email includes the following, as applicable:
- A list of the Deductions that were categorized as “Taxes” in the wizard. These taxes are treated as taxes going forward. In the future, they can’t be designated as deductions. If you categorized them as “Taxes” in error, immediately use Rollback Activate and Dayforce and then make the corrections to the codes.
- A list of the deductions that were categorized as “Dropped” from the wizard. These deductions can’t later be configured in Activate. If you categorized the deductions as “dropped” in error, immediately use Rollback Activate and Dayforce. Then, make the corrections to the deductions.
Next when the installation is complete.
Note: If you want to add more Payroll Deduction codes, click I want to add more. You can run the Payroll Deduction Codes wizard again, even if it’s marked as “Bypassed.” Then, you can rerun the wizard for phased implementations. See the Executing a Rollback When Using the “Add More” Feature in the Payroll Wizards topic.
- Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
Results
If this is the first time that payroll deduction codes have been loaded, Dayforce now contains a set of deduction codes that mirror the wizard's installation.
Note: When the installation completes, you can download the Deduction Mapping File, which is used as a basis for the YTD wizard. To download the file as an Excel spreadsheet, go to the User Menu (Person Icon), click Troubleshooting Resources, and then click Deduction Mapping under Customer Mapping Templates.
For the configuration, the data uploaded from the Deduction Election template shows on the Earnings and Deductions page (Payroll Setup > Earnings and Deductions > Deductions) in Dayforce. When the data is loaded for Parallel and Go Live, this information shows on the Pay Run Management page (Payroll > Pay Run Management) in Dayforce.
| Field in Template | Field in Dayforce |
|---|---|
| Payroll Identifier | — |
| Pay Date | — |
| Pay Frequency | — |
| Employee Identifier | Employee Reference / Number |
| First Name | First Name |
| Last Name | Last Name |
| Company ID | Business Number |
| Deduction Code | Name |
| Deduction Description | Description |
| Amount | Amount |
| Employee Work State/Province | Work State |
| Canada Workers Comp Code (Canada only) | Workers Comp Code |
| Canada Workers Comp Acct Number (Canada only) | Workers Comp Account |
| Canada Previous RP Number (Canada only) | — |
| Canada Previous EI Rate (Canada only) | — |
Next steps
Review the new Deduction Payroll Codes in Dayforce and update as required after the installation from Activate.
The Payroll Earning Codes wizard is now available for completion.
Payroll Deduction Codes templates
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.
Deduction YTD Data template fields
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 1 | String1 between 1-64 characters. | This field uniquely identifies a group of employees. In some previous payroll provider systems, it could be defined as “Company Number.” It could be defined as “Salary Employees” or “Hourly Employees” if you segregate them into separate groups for Payroll Register purposes. It’s the identifier used to define the current payroll the employee is paid through. This value is the grouping of employees paid at the same time who are reported together in the same payroll totals reports. | B1234 Monthly Executive Payroll |
This data is used as part of the key to identify deduction definitions uniquely. It serves to preserve definitions that might have the same name or code but differing functionality between payrolls. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 2 | Date. Excel right-justified date format or Excel text format yyyy-mm-dd. |
The Pay Period End Date of the period for given YTD values. The Pay Period End Date being used should be the same date for each of the three YTD import files. | Date formatted cells:
09/24/2015 24/09/2015 Text formatted cells: |
This required date identifies the period in your payroll calendar that represents the YTD values given on this import. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 3 |
Alphanumeric. Unique value between 1-40 characters. For Canadian pay groups, a unique value between 1-9 characters. |
This value enables the system to identify employees uniquely. You might want to use their employee number. It shouldn’t be your employee's Social Security number or Social Insurance Number. We’ll ask for that information later. | 3241245
000000006 abc12349 |
In the context of this import the Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must match an existing employee record in Dayforce exactly. |
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
4 |
String1 between 1-64 characters. | The legal first name of the employee. | Joe |
In the context of this import the Employee Identifier, First Name, and Last Name are included to 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 given must match an existing employee record in Dayforce exactly. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
5 |
String1 between 1-64 characters.
|
Legal last name of the employee. | Smith |
In the context of this import the Employee Identifier, First Name, and Last Name are included to 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 an existing employee record in Dayforce exactly. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 6 | Numeric
length 9-20. Special characters and letters are allowed, based on the operating country. |
The unique identifier for the legal entity that the employee was paid through.
USA: Canada United Kingdom: Australia: NZL: |
123456789 234/A1237634 12345678901 1234567890123 |
This data is required to assign the correct Legal Entity to the specific deduction for tax reporting purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 7 | String1 between 1-64 characters. | This is the payroll system Deduction Code as defined on the previous payroll provider's system. | H1 | This data is used in combination with the Payroll Identifier and Deduction Description to identify individual deduction definition requirements. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
8 |
String1 between 1-64 characters. | This is the payroll system Deduction Description as defined on the previous payroll provider's system. | Health | This data is used in combination with the Payroll Identifier and Deduction Code to identify individual deduction definition requirements. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
9 |
Numeric. | YTD value for this deduction definition. |
2751
59.5 |
This data is required for the first step of the Activate process to balance to the source data. It is required for the YTD accumulator data load files to load the 'To Date' amount for the specific deduction for tax reporting purposes. |
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
10 |
For the US:
2-digit state identifier. For CAN: For the UK: For IRL: For AUS: For NZL: Work Location |
The two-letter state/province code of the state the employee worked in which triggered this deduction.
If in the United Kingdom, report as GBR for all records. If in Ireland, report as IRL for all records. If in Australia or New Zealand, provide the location identifier below. See below for Valid Work Location accepted value |
USA State:
FL IL CAN Province: United Kingdom: Ireland: Australia: New Zealand: |
This data is required for the YTD data load files for tax reporting purposes. The employee can have values in multiple states or provinces. That is the reason for the requirement to identify the code for each line item. |
| Accepted Values | State Name | Country Name |
|---|---|---|
| AU-ACT | Australian Capital Territory | Australia |
| AU-NSW | New South Wales | Australia |
| AU-QLD | Queensland | Australia |
| AU-SA | South Australia | Australia |
| AU-TAS | Tasmania | Australia |
| AU-VIC | Victoria | Australia |
| AU-WA | Western Australia | Australia |
| ON | Ontario | Canada |
| QC | Quebec | Canada |
| NS | Nova Scotia | Canada |
| NB | New Brunswick | Canada |
| MB | Manitoba | Canada |
| BC | British Colombia | Canada |
| PE | Prince Edward Island | Canada |
| SK | Saskatchewan | Canada |
| AB | Alberta | Canada |
| NL | Newfoundland and Labrador | Canada |
| NT | Northwest Territories | Canada |
| YT | Yukon | Canada |
| NU | Nunavut | Canada |
| CN-11 | Beijing | China |
| CN-12 | Tianjin | China |
| CN-13 | Hebei | China |
| CN-14 | Shanxi | China |
| CN-15 | NeiMonggol | China |
| CN-21 | Liaoning | China |
| CN-22 | Jilin | China |
| CN-23 | Heilongjiang | China |
| CN-31 | Shanghai | China |
| CN-32 | Jiangsu | China |
| CN-33 | Zhejiang | China |
| CN-34 | Anhui | China |
| CN-35 | Fujian | China |
| CN-36 | Jiangxi | China |
| CN-37 | Shandong | China |
| CN-41 | Henan | China |
| CN-42 | Hubei | China |
| CN-43 | Hunan | China |
| CN-44 | Guangdong | China |
| CN-45 | Guangxi | China |
| CN-46 | Hainan | China |
| CN-50 | Chongqing | China |
| CN-51 | Sichuan | China |
| CN-52 | Guizhou | China |
| CN-53 | Yunnan | China |
| CN-54 | Xizang | China |
| CN-61 | Shaanxi | China |
| CN-62 | Gansu | China |
| CN-63 | Qinghai | China |
| CN-64 | Ningxia | China |
| CN-65 | Xinjiang | China |
| CN-71 | Taiwan | China |
| CN-91 | HongKong | China |
| CZ-CJC | Jihoceskýkraj | Czech Republic |
| CZ-CJM | Jihomoravskýkraj | Czech Republic |
| CZ-CSC | Severoceskýkraj | Czech Republic |
| CZ-CSM | Severomoravskýkraj | Czech Republic |
| CZ-CST | Stredoceskýkraj | Czech Republic |
| CZ-CVC | Východoceskýkraj | Czech Republic |
| CZ-CZC | Západoceskýkraj | Czech Republic |
| CZ-PRG | Praha | Czech Republic |
| DE-BB | Brandenburg | Germany |
| DE-BE | Berlin | Germany |
| DE-BW | Baden-Württemberg | Germany |
| DE-BY | Bayern | Germany |
| DE-HB | Bremen | Germany |
| DE-HE | Hessen | Germany |
| DE-HH | Hamburg | Germany |
| DE-MV | Mecklenburg-Vorpommern | Germany |
| DE-NI | Niedersachsen | Germany |
| DE-NW | Nordrhein-Westfalen | Germany |
| DE-RP | Rheinland-Pfalz | Germany |
| DE-SH | Schleswig-Holstein | Germany |
| DE-SL | Saarland | Germany |
| DE-SN | Sachsen | Germany |
| DE-ST | Sachsen-Anhalt | Germany |
| DE-TH | Thüringen | Germany |
| IN-AN | AndamanandNicobarIslands | India |
| IN-AP | AndhraPradesh | India |
| IN-AR | ArunachalPradesh | India |
| IN-AS | Assam | India |
| IN-BR | Bihar | India |
| IN-CH | Chandigarh | India |
| IN-DD | DamanandDiu | India |
| IN-DL | Delhi | India |
| IN-DN | DadraandNagarHaveli | India |
| IN-GA | Goa | India |
| IN-GJ | Gujarat | India |
| IN-HP | HimachalPradesh | India |
| IN-HR | Haryana | India |
| IN-JK | JammuandKashmir | India |
| IN-KA | Karnataka | India |
| IN-KL | Kerala | India |
| IN-LD | Lakshadweep | India |
| IN-MH | Maharashtra | India |
| IN-ML | Meghalaya | India |
| N-MN | Manipur | India |
| IN-MP | MadhyaPradesh | India |
| IN-MZ | Mizoram | India |
| IN-NL | Nagaland | India |
| IN-OR | Orissa | India |
| IN-PB | Punjab | India |
| IN-PY | Pondicherry | India |
| IN-RJ | Rajasthan | India |
| IN-SK | Sikkim | India |
| IN-TN | TamilNadu | India |
| IN-TR | Tripura | India |
| IN-UP | UttarPradesh | India |
| IN-WB | WestBengal | India |
| N/A | State is not required | Ireland |
| IT-21 | Piemonte | Italy |
| IT-23 | ValledAosta | Italy |
| IT-25 | Lombardia | Italy |
| IT-32 | Trentino-AlteAdige | Italy |
| IT-34 | Veneto | Italy |
| IT-36 | Friuli-VeneziaGiulia | Italy |
| IT-42 | Liguria | Italy |
| IT-45 | Emilia-Romagna | Italy |
| IT-52 | Toscana | Italy |
| IT-55 | Umbria | Italy |
| IT-57 | Marche | Italy |
| IT-62 | Lazio | Italy |
| IT-65 | Abruzzo | Italy |
| IT-67 | Molise | Italy |
| IT-72 | Campania | Italy |
| IT-75 | Puglia | Italy |
| IT-77 | Basilicata | Italy |
| IT-78 | Calabria | Italy |
| IT-82 | Sicilia | Italy |
| IT-88 | Sardegna | Italy |
| IT-AG | Agrigento | Italy |
| IT-AL | Alessandria | Italy |
| IT-AN | Ancona | Italy |
| IT-AO | Aosta | Italy |
| IT-AP | AscoliPiceno | Italy |
| IT-AQ | LAquila | Italy |
| IT-AR | Arezzo | Italy |
| IT-AT | Asti | Italy |
| IT-AV | Avellino | Italy |
| IT-BA | Bari | Italy |
| IT-BG | Bergamo | Italy |
| IT-BI | Biella | Italy |
| IT-BL | Belluno | Italy |
| IT-BN | Benevento | Italy |
| IT-BO | Bologna | Italy |
| IT-BR | Brindisi | Italy |
| IT-BS | Brescia | Italy |
| IT-BZ | Bolzano | Italy |
| IT-CA | Cagliari | Italy |
| IT-CB | Campobasso | Italy |
| IT-CE | Caserta | Italy |
| IT-CH | Chieti | Italy |
| IT-CL | Caltanissetta | Italy |
| IT-CN | Cuneo | Italy |
| IT-CO | Como | Italy |
| IT-CR | Cremona | Italy |
| IT-CS | Cosenza | Italy |
| IT-CT | Catania | Italy |
| IT-CZ | Catanzaro | Italy |
| IT-EN | Enna | Italy |
| IT-FE | Ferrara | Italy |
| IT-FG | Foggia | Italy |
| IT-FI | Firenze | Italy |
| IT-FO | Forlì | Italy |
| IT-FR | Frosinone | Italy |
| IT-GE | Genova | Italy |
| IT-GO | Gorizia | Italy |
| IT-GR | Grosseto | Italy |
| IT-IM | Imperia | Italy |
| IT-IS | Isernia | Italy |
| IT-KR | Crotone | Italy |
| IT-LC | Lecco | Italy |
| IT-LE | Lecce | Italy |
| IT-LI | Livorno | Italy |
| IT-LO | Lodi | Italy |
| IT-LT | Latina | Italy |
| IT-LU | Lucca | Italy |
| IT-MC | Macerata | Italy |
| IT-ME | Mesaina | Italy |
| IT-MI | Milano | Italy |
| IT-MN | Mantova | Italy |
| IT-MO | Modena | Italy |
| IT-MS | Massa | Italy |
| IT-MT | Matera | Italy |
| IT-NA | Napoli | Italy |
| IT-NO | Novara | Italy |
| IT-NU | Nuoro | Italy |
| IT-OR | Oristano | Italy |
| IT-PA | Palermo | Italy |
| IT-PC | Piacenza | Italy |
| IT-PD | Padova | Italy |
| IT-PE | Pescara | Italy |
| IT-PG | Perugia | Italy |
| IT-PI | Pisa | Italy |
| IT-PN | Pordenone | Italy |
| IT-PO | Prato | Italy |
| IT-PR | Parma | Italy |
| IT-PS | Pesaro | Italy |
| IT-PT | Pistoia | Italy |
| IT-PV | Pavia | Italy |
| IT-PZ | Potenza | Italy |
| IT-RA | Ravenna | Italy |
| IT-RC | ReggioCalabria | Italy |
| IT-RE | ReggioEmilia | Italy |
| IT-RG | Ragusa | Italy |
| IT-RI | Rieti | Italy |
| IT-RM | Roma | Italy |
| IT-RN | Rimini | Italy |
| IT-RO | Rovigo | Italy |
| IT-SA | Salerno | Italy |
| IT-SI | Siena | Italy |
| IT-SO | Sondrio | Italy |
| IT-SP | LaSpezia | Italy |
| IT-SR | Siracusa | Italy |
| IT-SS | Sassari | Italy |
| IT-SV | Savona | Italy |
| IT-TA | Taranto | Italy |
| IT-TE | Teramo | Italy |
| IT-TN | Trento | Italy |
| IT-TO | Torino | Italy |
| IT-TP | Trapani | Italy |
| IT-TR | Terni | Italy |
| IT-TS | Trieste | Italy |
| IT-TV | Treviso | Italy |
| IT-UD | Udine | Italy |
| IT-VA | Varese | Italy |
| IT-VC | Vercelli | Italy |
| IT-VE | Venezia | Italy |
| IT-VI | Vicenza | Italy |
| IT-VR | Verona | Italy |
| IT-VT | Viterbo | Italy |
| IT-W | ViboValentia | Italy |
| JP-01 | Hokkaidô | Japan |
| JP-02 | Aomori | Japan |
| JP-03 | Iwate | Japan |
| JP-04 | Miyagi | Japan |
| JP-05 | Akita | Japan |
| JP-06 | Yamagata | Japan |
| JP-07 | Hukusima | Japan |
| JP-08 | Ibaraki | Japan |
| JP-09 | Totigi | Japan |
| JP-10 | Gunma | Japan |
| JP-11 | Saitama | Japan |
| JP-12 | Tiba | Japan |
| JP-13 | Tôkyô | Japan |
| JP-14> | Kanagawa | Japan |
| JP-15 | Niigata | Japan |
| JP-16 | Toyama | Japan |
| JP-17 | Isikawa | Japan |
| JP-18 | Hukui | Japan |
| JP-19 | Yamanasi | Japan |
| JP-20 | Nagano | Japan |
| JP-21 | Gihu | Japan |
| JP-22 | Sizuoka | Japan |
| JP-23 | Aiti | Japan |
| JP-24 | Mie | Japan |
| JP-25 | Siga | Japan |
| JP-26 | Kyôto | Japan |
| JP-27 | Ôsaka | Japan |
| JP-28 | Hyôgo | Japan |
| JP-29 | Nara | Japan |
| JP-30 | Wakayama | Japan |
| JP-31 | Tottori | Japan |
| JP-33 | Okayama | Japan |
| JP-34 | Hirosima | Japan |
| JP-35 | Yamaguti | Japan |
| JP-36 | Tokusima | Japan |
| JP-37 | Kagawa | Japan |
| JP-38 | Ehime | Japan |
| JP-39 | Kôti | Japan |
| JP-40 | Hukuoka | Japan |
| JP-41 | Saga | Japan |
| JP-42 | Nagasaki | Japan |
| JP-43 | Kumamoto | Japan |
| JP-44 | Ôita | Japan |
| JP-45 | Miyazaki | Japan |
| JP-46 | Kagosima | Japan |
| JP-47 | Okinawa | Japan |
| KR-11 | SeoulTeugbyeolsi | Korea |
| KR-26 | BusanGwangyeogsi | Korea |
| KR-27 | DaeguGwangyeogsi | Korea |
| KR-28 | IncheonGwangyeogsi | Korea |
| KR-29 | GwangjuGwangyeogsi | Korea |
| KR-30 | DaejeonGwangyeogsi | Korea |
| KR-31 | UlsanGwangyeogsi | Korea |
| KR-41 | Gyeonggido | Korea |
| KR-42 | Gangweondo | Korea |
| KR-43 | Chungcheongbugdo | Korea |
| KR-44 | Chungcheongnamdo | Korea |
| KR-45 | Jeonrabugdo | Korea |
| KR-46 | Jeonranamdo | Korea |
| KR-47 | Gyeongsangbugdo | Korea |
| KR-48 | Gyeongsangnamdo | Korea |
| KR-49 | Jejudo | Korea |
| MX-AGU | Aguascalientes | Mexico |
| MX-BCN | BajaCalifornia | Mexico |
| MX-BCS | BajaCaliforniaSur | Mexico |
| MX-CAM | Campeche | Mexico |
| MX-CHH | Chihuahua | Mexico |
| MX-CHP | Chiapas | Mexico |
| MX-COA | Coahuila> | Mexico |
| MX-COL | Colima | Mexico |
| MX-DIF | DistritoFederal | Mexico |
| DistritoFederal | Durango | Mexico |
| MX-GRO | Guerrero | Mexico |
| MX-GUA | Guanajuato | Mexico |
| MX-HID | Hidalgo | Mexico |
| MX-JAL | Jalisco | Mexico |
| MX-MEX | México | Mexico |
| MX-MIC | Michoacán | Mexico |
| MX-MOR | Morelos | Mexico |
| MX-NAY | Nayarit | Mexico |
| MX-NLE | NuevoLeón | Mexico |
| MX-OAX | Oaxaca | Mexico |
| MX-PUE | Puebla | Mexico |
| MX-QUE | Queretaro | Mexico |
| MX-ROO | QuintanaRoo | Mexico |
| MX-SIN | Sinaloa | Mexico |
| MX-SLP | SanLuisPotosí | Mexico |
| MX-SON | Sonora | Mexico |
| MX-TAB | Tabasco | Mexico |
| MX-TAM | Tamaulipas | Mexico |
| MX-TLA | Tlaxcala | Mexico |
| MX-VER | Veracruz | Mexico |
| MX-YUC | Yucatán | Mexico |
| MX-ZAC | Zacatecas | Mexico |
| NL-DR | Drenthe | Netherlands |
| NL-FL | Flevoland | Netherlands |
| NL-FR | Friesland | Netherlands |
| NL-GE | Gelderland | Netherlands |
| NL-GR | Groningen | Netherlands |
| NL-LI | Limburg | Netherlands |
| NL-NB | Noord-Brabant | Netherlands |
| NL-NH | Noord-Holland | Netherlands |
| NL-OV | Overijssel | Netherlands |
| NL-UT | Utrecht | Netherlands |
| NL-ZE | Zeeland | Netherlands |
| NL-ZH | Zuid-Holland | Netherlands |
| NZ-AUK | Auckland | Netherlands |
| NZ-BOP | Bay of Plenty | Netherlands |
| NZ-CAN | Canterbury | Netherlands |
| NZ-CIT | Chatham Islands Territory | Netherlands |
| NZ-GIS | Gisborne | Netherlands |
| NZ-HKB | Hawke's Bay | Netherlands |
| NZ-MBH | Marlborough | Netherlands |
| NZ-MWT | Manawatu-Wanganui | Netherlands |
| NZ-NSN | Nelson | Netherlands |
| NZ-NTL | Northland | Netherlands |
| NZ-OTA | Otago | Netherlands |
| NZ-STL | Southland | Netherlands |
| NZ-TAS | Tasman | Netherlands |
| NZ-TKI | Taranaki | Netherlands |
| NZ-WGN | Wellington | Netherlands |
| NZ-WKO | Waikato | Netherlands |
| NZ-WTC | West Coast | Netherlands |
| PL-BB | Bielsko | Poland |
| PL-BK | Bialystok | Poland |
| PL-BP | BialaPodlaska | Poland |
| PL-BY | Bydgoszcz | Poland |
| PL-CH | Chelm | Poland |
| PL-CI | Ciechanów | Poland |
| PL-CZ | Czestochowa | Poland |
| PL-EL | Elblag | Poland |
| PL-GD | Gdansk | Poland |
| PL-GO | Gorzów | Poland |
| PL-JG | JeleniaGera | Poland |
| PL-KA | Katowice | Poland |
| PL-KI | Kielce | Poland |
| PL-KL | Kalisz | Poland |
| PL-KN | Konin | Poland |
| PL-KO | Koszalin | Poland |
| PL-KR | Kraków | Poland |
| PL-KS | Krosno | Poland |
| PL-LD | Lódz | Poland |
| PL-LE | Leszno | Poland |
| PL-LG | Legnica | Poland |
| PL-LO | Lomia | Poland |
| PL-LU | Lublin | Poland |
| PL-NS | NowySacz | Poland |
| PL-OL | Olsztyn | Poland |
| PL-OP | Opole | Poland |
| PL-OS | Ostroleka | Poland |
| PL-PI | Pila | Poland |
| PL-PL | Plock | Poland |
| PL-PO | Poznan | Poland |
| PL-PR | Przemysl | Poland |
| PL-PT | Piotrków | Poland |
| PL-RA | Radom | Poland |
| PL-RZ | Rzeszów | Poland |
| PL-SE | Siedlce | Poland |
| PL-SI | Sieradz | Poland |
| PL-SK | Skierniewice | Poland |
| PL-SL | Slupsk | Poland |
| PL-SU | Suwalki | Poland |
| PL-SZ | Szczecin | Poland |
| PL-TA | Tarnów | Poland |
| PL-TG | Tarnobrzeg | Poland |
| PL-TO | Torun | Poland |
| PL-WA | Warszawa | Poland |
| PL-WB | Walbrzych | Poland |
| PL-WL | Wloclawek | Poland |
| PL-WR | Wroclaw | Poland |
| PL-ZA | Zamosc | Poland |
| N/A | State is not required | United Kingdom |
| AL | Alabama | USA |
| AK | Alaska | USA |
| AS | AmericanSamoa | USA |
| AZ | Arizona | USA |
| AR | Arkansas | USA |
| CA | California | USA |
| CO | Colorado | USA |
| CT | Connecticut | USA |
| DE | Delaware | USA |
| DC | DistrictOfColumbia | USA |
| FL | Florida | USA |
| FM | FederatedStatesOfMicronesia | USA |
| GA | Georgia | USA |
| GU | Guam | USA |
| HI | Hawaii | USA |
| ID | Idaho | USA |
| IL | Illinois | USA |
| IN | Indiana | USA |
| IA | Iowa | USA |
| KS | Kansas | USA |
| KY | Kentucky | USA |
| LA | Louisiana | USA |
| ME | Maine | USA |
| MD | Maryland | USA |
| MA | Massachusetts | USA |
| MH | MarshallIslands | USA |
| MI | Michigan | USA |
| MN | Minnesota | USA |
| MP | NorthernMarianaIslands | USA |
| MS | Mississippi | USA |
| MO | Missouri | USA |
| MT | Montana | USA |
| NE | Nebraska | USA |
| NV | Nevada | USA |
| NH | NewHampshire | USA |
| NJ | NewJersey | USA |
| NM | NewMexico | USA |
| NY | NewYork | USA |
| NC | NorthCarolina | USA |
| ND | NorthDakota | USA |
| OH | Ohio | USA |
| OK | Oklahoma | USA |
| OR | Oregon | USA |
| PA | Pennsylvania | USA |
| PR | PuertoRico | USA |
| PW | Palau | USA |
| RI | RhodeIsland | USA |
| SC | SouthCarolina | USA |
| SD | SouthDakota | USA |
| TN | Tennessee | USA |
| TX | Texas | USA |
| UT | Utah | USA |
| VT | Vermont | USA |
| VA | Virginia | USA |
| VI | VirginIslands | USA |
| WA | Washington | USA |
| WV | WestVirginia | USA |
| WI | Wisconsin | USA |
| WY | Wyoming | USA |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 11 | String1 between 1-64 characters. | The Canadian WCB Code applicable to this Deduction. If left blank, the deduction amount will not be included in future WCB YTD totals for this code. | 4214
55264 |
Required for Canadian WCB YTD Limit. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 12 | String1 between 1-64 characters. | The Canadian WCB Account Number applicable to this Deduction. If left blank, the deduction amount will not be included in future WCB YTD totals for this code. | 6274747 | Required for Canadian WCB YTD Limit. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 13 |
String1. 4 characters. |
If a different RP Number was used earlier in the tax year or the employee has an RP Number other than the legal entity default, this field is required for YTD reporting. If there has been no change or the employee is assigned the legal entity default rate, it can be left blank. | 0001 | Required for Canadian Tax Remittance YTD when a different RP Number or EI Rate Group was used earlier in the year. If left blank the current RP Number will be used. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
If you are using any rate groups outside of default within your Legal Entity, every record should have specific RP Number and EI Rate data populated.
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 14 | Numeric between 1.0-1.40. | If a different EI Rate was used earlier in the tax year or the employee has an EI Rate other than the legal entity default, this field is required for YTD reporting. If there has been no change or the employee is assigned the legal entity default rate, it can be left blank. | 1.4 | Required for Canadian Tax Remittance YTD when a different EI Rate was used earlier in the year. If left blank the current EI Rate will be used. |
Deduction Election Data Template Fields
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 1 | String1 between 1-64 characters. | This field is used to identify a group of employees uniquely. It could be defined as 'Company Number' in some previous payroll provider systems. It could be defined as “Salary Employees” or “Hourly Employees” if you segregate them into separate groups for Payroll Register purposes. It is the identifier used to define the current payroll the employee is paid through. This is the grouping of employees paid at the same time who are reported together in the same payroll totals reports. | B1234
Monthly ExecutivePayroll |
This data is used as part of the key to identify deduction definitions uniquely. It serves to preserve definitions, which might have the same name or code but differing functionality between payrolls. This field isn’t imported into Dayforce. It’s used as part of the mapping process. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 2 | Alphanumeric Unique value between 1-9 characters. | It allows our system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. | 3241245
000000006 abc123499 |
For this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce. |
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
3 |
String1 between 1-64 characters. | Legal first name of the employee. The value provided must match exactly to an existing employee record in Dayforce. | Joe |
For this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
4 |
String1 between 1-64 characters. | Legal last name of the employee. The value provided must match exactly to an existing employee record in Dayforce. | Smith |
For this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field used to validate that the data being loaded is assigned to the correct employee record. The values provided must match exactly to an existing employee record in Dayforce. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 5 | String1 between 1-64 characters. | The payroll system Deduction Code as defined on the previous payroll provider's system. | This data is used with the Payroll Identifier and Deduction Description to identify individual deduction definition requirements. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This is Needed |
|---|---|---|---|---|
|
6 |
String1 between 1-64 characters. | The payroll system Deduction Description as defined on the previous payroll provider's system. | This data is used with the Payroll Identifier and Deduction Code to identify individual deduction definition requirements. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
7 |
String1 between 1-64 characters. | The payroll system Deduction Description as defined on the previous payroll provider's system. |
Date formatted cells:
09/24/2015
Text formatted cells: 2015-09-24 |
This data is used with the Payroll Identifier and Deduction Code to identify individual deduction definition requirements. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
8 |
Date. Excel right-justified date format or Excel text format yyyy-mm-dd. | The Effective End Date for the deduction to be stop being paid to the employee. |
Date formatted cells:
09/24/2015
Text formatted cells: 2015-09-24 |
This data isn’t required. It can be entered if there is a known end date. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
9 |
Numeric Accepts 10 digits and 3 decimal points. | This is the flat amount for the deduction to be assigned to the employee's payroll record. Don’t enter an Amount when there is a Percent. | 1371.3
1371.38 1371.382 |
This data is used to set up a recurring deduction amount. |
| Order | Data Type | Description | Example | Why This is Needed |
|---|---|---|---|---|
|
10 |
Numeric Accepts 3 digits and 3 decimal points. | The percentage value for the deduction to be assigned to the employee's payroll record. Don’t enter a Percent when there is an Amount. | 1 to 100; cannot exceed 100
37.3 37.38 37.382 |
This data is used to set up a recurring deduction amount. |
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
11 |
String1 between 1-64 characters. | The assignment of the frequency for making a payment for this deduction. | Every Regular Run
First Pay of Month Last Pay of Month See drop-down list in Column K on the DeductionElectionData Excel sheet. |
This data is required for the Payroll Deduction Codesfeature to assign the proper frequency to the deduction code. It’s used on the Employee Payroll Electionsfeature to assign special frequencies to the employee's record in the case that the employee has a different frequency from the deduction definition. Select the appropriate value from the pick list. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
12 |
Numeric Accepts 10 digits and 5 decimal points. | The total remaining amount to be taken for the scheduled deduction. | 1371.3
1371.38 1371.382 1371.3826 1371.38264 |
Deductions that are configured as a declining balance will only deduct from an employee when there is a remaining balance to deduct from. When the remaining balance reaches 0.00 the deduction will stop. The remaining balance should be assigned when the final value is known. |
| Order | Data Type | Description | Example | Why This is Needed |
|---|---|---|---|---|
|
13 |
Numeric Accepts 10 digits and 3 decimal points. | The flat amount or percentage that represents the cap for the total deduction amount. | 1371.3
1371.38 1371.382 |
The limit can be represented as either a flat amount or a percentage depending on how the deduction has been configured. If an employee's deduction reaches the limit within the specified period, the application reduces any further payments to zero. |
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
14 |
String1 between 1-128 characters. | This is the name of the payee to receive the payment for the deducted amount. | BCBS_Med
Steve Smith Tax Levi #2312 |
The payee only needs to be included when a deduction has more than 1 payee assigned. The application will assign the default payee automatically when left blank if the definition has been configured with a payee. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Example | Why This Is Needed |
|---|---|---|---|---|
|
15 |
String1 between 1-64 characters. | The string or numeric value that’s unique to the employee. This value is required for reporting the payment to the payee. | Account Number
Certificate Number Plan Number |
The payee value only needs to be included when there is a payee value that is stored at the employee level. Payee parameters that are defined for all employees (pay group level) don’t need to be provided. |
1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
Drag and Drop Pages
Several of the Deduction Question pages use Drag and Drop pages. These pages are different from many of the table and question pages found in the wizards, and need a more direct hand in setting the data correctly.
Categorize deductions based on their status as a deduction or as a tax code.
- Review the codes listed under the different categories.
- Uncategorized: Any code that is in question is listed as Uncategorized.
- Move these deductions to the Tax Module: Move any codes that should be a Tax code rather than Deduction to this box.
- All remaining deductions: Move any code that is a deduction to this category.
- In the Uncategorized section on the left, drag any items to the gray box under the correct category on the right.
- Move any items in the wrong category to the correct category.
- Click Next.
Separate deductions being used to collect Taxes. The groupings are as follows:
Standard deductions that reduce an employee's gross pay.
Garnishments/Arrestments are stored on the employee's People profile rather than as a traditional deduction code. YTDs for Garnishments should be loaded into the system for reporting purposes, but are stored on the People profile as ongoing amounts.
Memo deductions are payroll codes that don’t affect the Net Pay. If they’re categorized here, they’re loaded back into the Earnings wizard except for specified Worker's Comp Memo and Employer Pension deductions.
For the UK, employer pensions must be configured as a Memo deduction.
Codes that would be entered as negative deductions in Dayforce should be entered instead as Positive Earnings. Examples of deduction codes that would be moved to the Earnings wizard for generation are Taxable Benefits and Salary Sacrifices that aren’t payable to employees and don’t impact Net Pay. Another example might be Reimbursement codes that shouldn’t affect the employee's taxes.
Separate deductions being used for Deferred Compensation (such as pension, retirement) and Health Savings Account (HSA) benefits that are Payroll based. The groupings are as follows:
Deferred Compensation plans and Pension plans involve employees paying a portion of their earnings into an account (often for retirement), such as a 401(k) or an RRSP account.
HSA contributions must be marked against Federal limits. Codes must later be separated into the categories of Self-Only, Family, or Employer Contribution codes.
Any other code that is on this page and isn’t Deferred Compensation or HSA must be categorized here.
Separate codes based on their taxation for the HSA plan codes. You must split the HSA codes by the categories mentioned on the previous page: Self-Only, Family, Employer, or Other. This page is important because it maps the taxation of codes to their respective codes and W2 boxes.
Deductions dragged into this section are mapped to the taxation “Health Savings Acct-Family Coverage (Box 12W) Pre-Tax.”
Deductions dragged into this section are mapped to the taxation “Health Savings Acct-Emp Coverage (Box 12W) Pre-Tax.”
Deductions dragged into this section are mapped to the taxation “Health Savings Acct-Family Coverage (Box 12W) Pre-Tax.”
Deductions dragged into this section are mapped to Memo Earning “Employer Paid HSA (Box 12W)-US.”
The Taxation Method page shows a list that identifies a subset of codes previously marked as: Deferred Compensation, their set Country, Payroll Identifier, Deduction Code, and Deduction Description. The page prompts you to select a Taxation Method for the code. To select the taxation method, select the box that says “--Select a deduction--” and select from the drop-down list of taxes.
Important: The amounts or elections that exist in the data templates provided for Deduction installation restrict the Taxation Methods. For example, a 401(k) code that uses percentages in election doesn’t offer a taxation code that is 401(k) amount based. It only offers taxation for percentage-based codes.
Note: If you select Other Taxation Method for any code, you must set the code's taxation in the Dayforce environment.
Select the remaining deduction codes and sort them into Pre or Post Tax categories.
Pre-Tax payroll deductions are qualified deductions that lower your employee’s taxable wages, and affect the amount they’re taxed.
Post-Tax payroll deductions are deducted from the employee’s pay after taxes are calculated. They don’t reduce their taxable gross salary. Dayforce doesn’t let Post-Tax deductions to send an employee into a negative net pay amount.
The Taxation Method page shows a list that identifies a subset of codes that were previously marked as: Pre-Tax, their set Country, Payroll Identifier, Deduction Code, and Deduction Description. The page prompts you to select a Taxation Method for the code. To select the taxation method, select the box that says “--Select a deduction--” and select from the drop-down list of taxes.
Important: The amounts or elections that exist in the data templates provided for Deduction installation restrict the Taxation Methods. For example, an RPP code that uses a flat amount in an election doesn’t offer a taxation code that is RPP Percentage based, only taxation for flat amount-based codes.
Note: If you select Other Taxation Method for any code, you must set the code's taxation in the Dayforce environment.
Contains a list that identifies a subset of codes that were previously marked as Post-Tax, their set Country, Payroll Identifier, Deduction Code, and Deduction Description. This page prompts you to select a Taxation Method for the code. To select the taxation method, select the box that says “--Select a deduction--” and select from the drop-down list of taxes.
Important: The amounts or elections that exist in the data templates provided for Deduction installation restrict the Taxation Methods. For example, an RPP code that uses a flat amount in an election doesn’t offer a taxation code that is RPP Percentage based, only taxation for flat amount-based codes.
Note: If you select Other Taxation Method for any code, you must set the code's taxation in the Dayforce environment.
Shows a list that identifies a subset of codes previously marked as Memo Deductions. It shows their set Country, Payroll Identifier, Deduction Code, and Deduction Description; and asks you to select a Taxation Method for the code. To select the taxation method, select the box that says “--Select a deduction--” and select from the drop-down list of taxes.
Important: The amounts or elections that exist in the data templates provided for Deduction installation restrict the Taxation Methods. For example, an RPP code that uses flat amounts in election doesn’t offer a taxation code that is RPP Percentage based, only taxation for flat amount-based codes.
Note: If you select Other Taxation Method for any code, you must set the code's taxation in the Dayforce environment.
Shows groupings that representative each of the different codes that are going to be created in the Dayforce environment. Each box on this page lists new deduction codes in groupings. The groupings show the different legacy codes that are being mapped to that one code. If more than one code could use the same taxation, you can combine the boxes. However, codes are placed in separate subgroups that represent unique deductions.
This page is divided into separate tabs based on the previous categories that deduction codes have been separated into: Deferred-Compensation, HSA, Pre-Tax, Post-Tax, Memo Deduction, Garnishments/Arrestments.
- Merge: Groups codes in the same box under one deduction code. You can click Merge All to combine all boxes that are on one tab.
- Split: Takes subgroups of codes and splits them so that the box is separated into individual codes for each potential version of code. You can also Split All to separate all codes that are on one tab.
- Group: Takes codes and separates them into like types of subgroups and renames them appropriately. You can also Group All to separate all codes into subgroups that are on one tab.
- Name: The name of the deduction in Dayforce.
- Display Name: A 15-character limited version of the Deduction Name. The display name is what shows on the employee's earning statements.
- Credit Journal: If you know the General Ledger code for a deduction, enter the Credit Journal number here.
- Allow Partial: If a deduction can’t be taken in full, you can set the system to not take the deduction or to take only a partial amount.
- Allow arrears: If a deduction can’t be taken, you can set the system to add arrears to the employee's profile.
Note: You can’t make updates or split codes that are mapped to system deduction definitions in Dayforce.
For Australian Deduction codes, the deductions used to track Superannuation (both employee and employer contributions) from all other deductions show on two pages. Use these pages to classify the Superannuation codes according to category. Classifications include:
- Superannuation: Examples include Employer Default Superannuation and Employee Voluntary Superannuation.
- All other deductions
- Employer Default Fund: Maps to the system deduction code “Superannuation Employer.”
- Self-Managed Fund (nondefault): Maps to the system deduction code “Superannuation Non Default Self Managed.”
- Employee Voluntary Contributions: Maps to the system deduction code “Employee Salary Sacrifice - Superannuation.”
- Employee Post-Tax Contributions: Installs new custom deduction definitions in Dayforce.
This option doesn’t load YTD information or payroll elections into the system. After YTD information is loaded into the system, payroll codes are locked down and certain parameters (taxation, generated parameters) are no longer editable in Dayforce.
Commonly encountered issues
Before uploading the template, you must make sure that the data has no errors. Some common problems include:
- Required field or data missing.
- Trying to upload an old or previously downloaded template file.
- The Deduction Election Data tab or the Deduction YTD Data tab is missing in the Excel document.
- Incorrect formatting.
- If the file includes a filter, it might result in an error.
If a column has an error that you can't resolve, do the following to convert the data in the column back to text. These steps might resolve the problem if the information was formatted incorrectly.
1. Click the letter at the top of the column.
2. In the menu, click Data and Text to Columns.
3. Click Next, Next, and Finish.