Payroll Deduction Codes (Asia Pacific)

Important: This wizard is for use only by customers with pay groups in Asia, Australia, and New Zealand. See the Prerequisites section (below).

Customers with pay groups in Australia, New Zealand, or Asia can use the Payroll Deduction Codes (Asia Pacific) wizard to create and install Payroll Deduction codes.

This wizard uses a template that includes the most common configuration options for deduction codes, plus the settings required for single-touch payroll reporting in Australia. You can also use this wizard to add one or more pay groups to some of the new deduction codes. Because employee payroll election and year-to-date information aren’t required, this wizard reduces the time required to gather the data and work through the wizard. This wizard also removes the need to update deduction codes later. The Payroll Deduction Codes (Asia Pacific) wizard simplifies implementations, reduces manual interventions by human resources and payroll teams, and improves data integrity.

Important notes

• Customers with pay groups in Australia, New Zealand, or Asia can use this wizard to install deduction code information in Dayforce. The other option is to use the Payroll Deduction Codes Wizard. The other option is to use the Payroll Deduction Codes wizard, which requires employee payroll elections and year-to-date data.
• Pay groups aren’t created as part of this wizard.

Before you begin

To use this wizard, you must have pay groups in at least one of the following countries:

• Australia
• New Zealand

• Asia (Afghanistan, Bahrain, Bangladesh, Bhutan, The British Indian Ocean Territory, Brunei Darussalam, Cambodia, China, Christmas Island, The Cocos (Keeling) Islands, Hong Kong, India, Indonesia, Iran, Iraq, Israel, Japan, Jordan, Korea, The Democratic People's Republic of Korea, Kuwait, Kyrgyzstan, Laos, Lebanon, Macao, Malaysia, Maldives, Mongolia, Myanmar, Nepal, Oman, Pakistan, State of Palestine, Philippines, Qatar, Saudi Arabia, Singapore, Sri Lanka, The Syrian Arab Republic, Taiwan, Tajikistan, Thailand, Timor-Leste, Turkmenistan, United Arab Emirates, Uzbekistan, Vietnam, and Yemen)

The pay groups, custom earning groups, and payout balances must already be set up and installed in Dayforce. See Pay Group Editor.

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

Confirm the prerequisites:

1. In Activate Central, click Build Dayforce. The Build Dayforce wizards show.
2. Click Payroll Deduction Codes (Asia Pacific).
3. On the Intro page, review the information.
4. Select the checkbox to confirm that the following are configured in Dayforce:
   • Pay groups
   • Custom earning groups
   • Payout balances
5. Click Next.

Complete and upload the Payroll Deduction Data template:

1. On the Payroll Deductions Data page, click Download.
2. Select the location where you want to save the template document.
3. Open the PayrollDeductionDataTemplate.xlsx template on your hard drive.

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

   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.

4. On the Payroll Deduction Data tab, complete all columns with the data for the required new deduction codes.

   Note: Instructions for populating the fields are in the Payroll Deduction Data 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 only requirement is that the file is an Excel or CSV (Comma-Separated Value) document and the data is in the required format.

   Important: Don’t change the name of the tab because (Undefined variable: MyVariables.OngoingProductName) uses it to validate that the correct template is being uploaded.

6. On the Payroll Deductions Data page, click Upload.
7. Go to your completed Payroll Deduction Data template in the location where you saved it.
8. Click Open.

   The Payroll Deduction Codes (Asia Pacific) wizard validates the uploaded file.

   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.

   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.
10. Click Done. The Payroll Deductions Review page opens.

To review and confirm the data:

1. Review the information shown in the grid.

   You can use the pick list in the IR8A Reporting section field and the Tax Compliance Rule field to view all of the valid options.

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 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. The download file includes only the following information: Employee Number, First Name, Last Name, Effective Start Date, and the respective global properties and values selected.

   • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

   • To download a complete list of all errors from the data load process so you can review and correct them, click Download Errors File. The document lists the Severity, Employee Identifier, Column Name, Message, and Value for each item.

   • To remove changes that you don’t want to save, click Refresh.

3. When the data is complete, click Done & Install. The selected values stay in the grid after you leave the page.

Install the deduction information:

When the deduction information is complete in Activate, you must install the data in Dayforce.

1. After making any necessary corrections on the Payroll Deductions Review page, click Load.

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

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

   Activate Central opens with the name of the Wizard now shown in green text and a green checkmark to the left of the wizard’s name. The current day, date, and time of completion are included, along with your name as the user who completed the Wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

   Note: If you want to add more information, click I want to add more. See Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.

To refresh the data in the grid:

If you make a change on the page that you don't want to save, click Refresh. The page refreshes and any unsaved changes are removed.

Results

The deduction data is installed in Dayforce on the Payroll Setup > Earnings and Deductions > Deductions page.

Fields populated in Dayforce

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.

Note: Make sure that you include all deductions that are currently used, and the deductions to be used during the elected Parallel Periods.

Payroll Deduction Data template fields

Name (Required)

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

Description

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

Display Name

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

Reference Code (Required)

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

Tax Compliance Rule (Required)

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

Pay Groups

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

Allow Payee (Required)

Payee Category (Conditional)

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

Suppress on Earnings Statement

Allow Partial (Required)

PAYEVNT Category

PAYEVNT Code (Conditional)

FBT Status

IR8A Reporting Section (Conditional)

Declining Balance (Required)

Display Remaining Balance on Earning Statement

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