Use the Year-to-Date Payroll Totals (CAN) wizard to import Year-to-Date data to convert payroll code data from the legacy system to Dayforce. This wizard makes sure that your deductions, earnings, and taxes are loaded into Dayforce correctly.
The name and description of the codes are installed per the configuration shown on the final page in the wizard. When codes are grouped, the group name and group description determine the installed code 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.
Completing this task in the Stage environment ensures that the mapping from legacy to Dayforce is correct and that data is correct. At Go Live, data is successfully imported in preparation for the Year-end data to be filed correctly for tax and government purposes.
Important notes
- This wizard is visible and accessible only to Canadian Commercial customers (customers with fewer than 300 employees) that have the “DF Lite Implementation“ flag selected in their NetSuite project setup.
- The Organizational Hierarchy wizard won’t be available for use after you complete a Job History (with the Employee Job History & Secondary Work Assignment wizard) or a YTD Load (with the Year-to-Date Payroll Totals (USA/CAN) wizard or the Year-to-Date Payroll Totals (CAN) wizard).
- 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.
- You can use any of the following wizards even if any of the others is currently in use by other users: Payroll Deductions Codes, Payroll Earning Codes, Payroll Tax Codes, Year-to-Date Payroll Totals (CAN).
- The Getting Started wizard installed Canadian employees with a culture code of EN-CA.
- Activate users with Preceda selected as the Ascender Migration Type can use this wizard to select multiple files to upload from your computer in a single step. See Preceda Centralized Data Loads.
Prerequisites
Getting Started installs a set of prebuilt earning and deduction codes. Any codes required by the customer in addition to these generated ones must be configured in Dayforce before the YTD load.
Employees included in the Employee Contact Information template must exist in Dayforce. They must also meet the minimum requirements, like having a hire date, work assignment, and employment status data.
Note: Employee data can be loaded using the following wizards: Getting Started, Employees, or Clean Up Data for Parallel or Go Live.
Key concepts
Amounts that are subtracted from employees' gross pay during the calculation of net pay in Dayforce. Deductions can be pre-tax or post-tax. 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 calculates whether the employee has enough pay to cover the entire deduction and carries forward any unpaid amount, attempting 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 paid to a third-party payee
Amounts that are added to create an employees' gross pay during the calculation of gross pay. In Dayforce, each earning code falls into one of the following categories or earning types:
- Normal: Represents earnings that are paid as income and taxed.
- Reimbursement: Represent expenses (such as hotel or gas costs) that employees have paid and the employer is paying back.
- Taxable Benefit: Can refer to benefits of employment other than cash compensation. Examples include low- and interest-free loans, gifts, and holiday trips and prizes. The values of these benefits are taxed as part of the employment income.
- Memo Calc: Payments or earnings that employees receive but aren’t paid as income. An employer putting money into an RRSP or pension plan is an example of a memo calc earning. For memo calc earnings, the employees aren’t receiving the money as income today (as a check or directly deposited to their bank account), but they’re earning some amount. Memo calc earning codes aren’t taxed.
Also known as Deduction Definitions, Payroll Deduction codes define the amounts deducted from an employee’s gross pay. These amounts can be pre-tax 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.
Using this wizard
You do the following in the Year-to-Date Payroll Totals (CAN) wizard:
The wizard provides a starter template called YTDTemplate.xlsx. You download the template, update it with the earning/deduction/tax YTD totals for each employee, and upload the template. Activate validates the uploaded information. If any errors exist, you must correct them before proceeding.
The uploaded template generates the new payroll mappings. You can download the Candidate Information document, which contains the information you’ll need to map and keep it on your computer for future reference.
Note: If you upload a Tax YTD record with a Canadian province as the Work Location and a tax level that isn’t associated with Canada (Canada Federal, Provincial), Activate shows an error that says that the Tax Level: {0} isn’t allowed for Tax: {1} when the Work Location is in Canada.
Note: If you upload a Canadian tax at a local level, the Canadian tax must be defined at either a Provincial or Canada Federal level.
The following options are available:
- Show earning statements based on this YTD load OR import historical earning statement records yourself.
- Not show historical earnings statements at all.
You must review and confirm that all HCM deductions, earnings, and taxes are being shown with the correct total amounts for the pay dates being loaded. If you find any errors, make the corrections in the YTD Template on your computer and upload it again.
You must confirm that all HCM deductions, earnings, and taxes are aligned with the appropriate codes, as needed.
- If a code has been used in this Activate project before, it shows as Previous Mapping Found, and defaults to how the legacy code was used previously. For these codes, validate the information, and make any updates as needed.
- If a code is new to this Activate project, its mapping status is New Unmapped Code Found. You must map all new codes. The available codes are restricted based on their country from legacy and the taxability of the Dayforce code.
Note: If the Dayforce code doesn't show, the Implementation Consultant might need to create the code in the corresponding Dayforce environment. If this happens, after the code is created, you’ll need to click Back and return to a previous page. The wizard pulls the information from the environment when loading this page.
Note: If any errors or warnings show on these pages, they show in the right-hand column of the table. Hovering over the icon shows an informational box with more details. if any errors exist, you can’t continue. If warnings or information only icons are shown, you can continue.
- Codes that are no longer in use can be removed from the import on this page.
If employees have multiple taxes mapped to one tax record for one employee check, you’re asked to identify a consolidation method to report the correct taxable wages. One or more different taxes must be mapped to the same Dayforce tax record for the same employee check. To prevent incorrectly reporting the taxable wages, you must select the processing method to use for reporting the taxable wages.
When the codes are complete in Activate, install them in Dayforce.
Messages: Error, Warning, and Information
Activate sorts each generated message by severity:
Actively incompatible with the data in Dayforce. If you have a data error, you must resolve the error before you can complete the installation.
Indicate nonstandard setup that could potentially cause an error in Dayforce. For example, if an earning code is defined as Hours x Rate and the data is amount only, the system creates a warning. However, you can still import the data into the system.
A notable occurrence of data in the system. For example, an informational note shows if codes are dropped from the YTD import.
Tasks
- In Activate Central, click Build Dayforce and the Build Dayforce wizards show.
- Click Year-to-Date Payroll Totals (CAN).
- On the Load page, click Download.
Note: You can also download all of the templates at one time. See Overview of Getting Started.
- Select the location where you want to save the template document.
- Open the
YTDTemplate.xlsxtemplate on your computer.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 YTD Data tab, complete all columns with the data for all employees in the organization.
Note: Instructions for populating the fields are in the YTD template fields section (below) and on the Instructions tab of the template.
- Click Save and close the document.
You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.
Important: Don’t change the name of the tab in the template. Activate uses the tab name to validate that the correct template is being uploaded. In addition, don’t change the column headings.
- On the Load page, click Upload.
- Go to the completed YTD Template document in the location where you saved it.
- Click Open. Activate 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 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.
- Click Next and a message states that the files uploaded will generate new payroll mappings. All new items found must be mapped.
- Click one of the following:
- No if you think an error exists. Evaluate the file, make any needed changes, and do the upload again.
- Yes to continue.
Note: Click Download and save a copy of the Candidate Information report on your computer for future reference.
- On the Options page, click one of the following:
- I want to display earning statements based on this YTD load OR I will import historical earning statement records.: Select this option if Dayforce is the system of record for the organization. Based on the contract agreements, either Earning Statements are generated based on this YTD load, or the historical earning statements are imported as static records into the Dayforce environment. The Payroll History Load Type value is updated to 1. After it’s updated to 1 or 2, you’ll no longer see the same question on later loads. It’s a global setting that applies to all loads.
- I do not want to display historical earning statements at all.: Select this option if Earning Statements aren’t going to be stored in Dayforce. The Payroll History Load Type value remains at the default value of 0.
- Click Next.
Complete the following steps for deductions, earnings, and taxes, as applicable:
- On the Balance page, review the YTD information shown and verify that no information is missing and the total amounts are correct.
- If any amounts are incorrect, do the following:
- Click Back.
- Open the
YTDTemplate.xlsxtemplate on your computer. - Make the necessary corrections to the document.
- Upload the updated template again.
- Repeat step 1.
- If everything on the page is correct, select all of the checkboxes in the In Balance column or click Check All.
Note: If you find a problem on the page and have already selected the checkboxes, you can click Uncheck All to clear all of the selected checkboxes at one time.
A message states that by selecting all checkboxes, you’re confirming that all amounts shown have been reviewed and are in balance for the pay dates being loaded.
- Click Yes.
- Click Download and save the balance document to your computer for future reference.
Depending on which YTD totals you’re working on, the following document downloads:
- Deduction Balance
- Earning Balance
- Tax Balance Summary
- Click Next.
Complete the following steps for deductions, earnings, and taxes, as applicable:
- On the Mapping page, review the YTD mappings shown and verify that they’re aligned with the appropriate code.
- For the YTD Deductions mappings, confirm that all HCM deductions are aligned with the appropriate code.
- If any mappings are incorrect, in the HCM Deduction column, select the appropriate deduction code.
Note: If you can’t find the code you need to report the year-to-date amounts, contact your Implementation consultant to set up a new code.
Note: If you select Drop Deduction from import, Activate ignores the deduction and doesn’t include it in the election file. However, the previous mapping is retained unchanged and is available for use in elections, if wanted.
Note: Activate shares the YTD payroll mappings across all environments (Config, Stage, and Train) so you don't have to reconfigure each time you use a different environment.
- Click Next.
- For the YTD Earnings mappings, confirm that all HCM earnings are aligned with the appropriate code.
- If any mappings are incorrect, in the HCM Earning column, select the appropriate earning code.
Note: If you can’t find the code you need to report the year-to-date amounts, contact your Implementation consultant to set up a new code.
Note: If you select Drop Earning from import, Activate ignores the earning and doesn’t include it in the election file. However, it keeps the previous mapping unchanged and it’s available for use in elections, if wanted.
- Click Next.
- For the YTD tax mappings, confirm that all HCM Taxes are aligned with the appropriate code.
- If any mappings are incorrect, do the following, as needed:
- In the Level column, select the level.
- In the Province column, select the province.
- In the Is Employer Tax? column, select the checkbox, if appropriate.
- In the HCM Tax column, select the tax code.
- Click Download and save the Tax Mapping File to your computer for future reference.
Note: If you can’t find the code you need to report the year-to-date amounts, contact your Implementation consultant to set up a new code.
- Click Next.
If employees have multiple legacy tax records mapped to one Dayforce tax record for one employee check, identify a consolidation method to report the correct taxable wages.
- On the Multiple Wages page, in the Consolidation Method column, select the best applicable Consolidation Method to use for processing multiple wages for each HCM Tax Authority.
Options include:
- Use the highest reported wages: For each employee with multiple taxes, Activate pulls the highest reported amount into the system. The risk with this method would is understating the amount of taxable wages.
- Add all the wages from each tax: Consolidates all of the different taxes for the employee into a single collective amount. The risk with this method could be overstating the amount of taxable wages for the code. This could cause an error when you try to commit payroll in Dayforce if it contradicts the system's tax calculations.
- Use the wages from [code name]:Lets you select which tax code is used for reporting. However, it doesn’t specify by employee.
- Click Next.
- On the Final Review page, review the YTD values a final time using the counts and total summaries provided.
Important: If any YTD amounts are missing, don’t proceed. Return to your source data and make sure that all data is provided on the template. Then, upload the data into Activate again.
Important: It’s important that you provide the full amounts in one file. If you run the wizard after it has already been completed, it overwrites any previous loads.
- Click the Employee Summary link to download and save the Employee Summary document to your computer.
- Open the Employee Summary document and review the employee records included or excluded from the YTD file.
- Click the Company Totals Summary link to download and save the Company Totals Summary document to your computer.
- Open the Company Totals Summary document and review the company totals.
- Click the Employee Totals Summary link to download and save the Employee Totals Summary document to your computer.
- Open the Employee Totals Summary document and review the employee totals.
- Click Next.
- On the Validate page, review the details of any warning messages.
Note: If any errors exist, you must resolve them to continue.
- If errors exist:
- Click Download to download a more detailed list of the validations.
If you only want to download either the current earnings mapping or the current deduction mapping file, click the appropriate link at the bottom of the page.
- Open the file.
- Make any necessary changes and save the file.
- On the Validate page, click Upload New File(s) to upload a new set of YTD or Payroll Election files.
Note: You return to the beginning of the workflow.
- Click Re-Validate if changes have been made in Dayforce.
- Review the information for errors.
- Click Download to download a more detailed list of the validations.
- On the Validate page, click Done & Install.
Activate reruns the validation.
Important: A dialog box states that at completion of this load, access to the Org Hierarchy solution will be limited to Dayforce users. Also, if you have outstanding validation messages and you continue, you confirm that you have reviewed all remaining validation results and commit to making the necessary updates to the applicable configuration and/or data in Dayforce to make sure that they are correct as soon as possible. You acknowledge that failure to do so could result in pay or year-end filing errors.
If any new validations are detected, you return to the Validate page with the new validations to review.
Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.
- If you want to view and save the mapping information that will be loaded, click Download and save the Payroll Mapping File to your computer for future reference.
- Click one of the following:
- No to cancel the installation and return to the Validate page.
- Yes to acknowledge the disclaimer and continue with the installation. The Loading YTD Data page opens.
During the installation, the current step in the process shows in bold text so you can monitor the progress.
- Click one of the following:
- Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
- Next when 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) also shows.
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
Dayforce now contains the YTD Data that was imported during installation. The pay period that was used in the legacy system is now considered Committed data. It locks down the Taxation and the calculation parameters on each earning and deduction code that was used in this pay period, setting these parts of the Payroll codes into unmodifiable states.
Note: When the installation completes, to download the Mapping Files, which are used as a basis for any future YTD load, go to the User Menu (People icon), select Troubleshooting Resources, and select the appropriate mapping under Customer Mapping Templates. You can download the file as an Excel spreadsheet.
When data is loaded for Parallel and Go Live, the data uploaded from the YTD Template populates the fields on the Pay Run Management page (Payroll > Pay Run Management) in Dayforce.
Note: Fields shaded in gray are used for configuration.
| Field in Template | Field in Dayforce |
|---|---|
| Payroll Identifier | |
| Pay Period End Date | |
|
Employee Identifier |
Employee Reference / Number |
| First Name | First Name |
| Last Name | Last Name |
| Company ID | Legal Entity |
| Code Type |
|
| Code | Code |
| Amount | Amount |
| Hours | Hours |
| Work Location | Work Location |
| Canada Workers Comp Code | Workers Comp Code |
| Canada Workers Comp Acct Number | Workers Comp Account |
| Canada Previous RP Number | |
| Canada Previous Workers EI Rate |
After completing the Year-to-Date Payroll Totals (CAN) wizard, a single import file is automatically generated and placed on the customer's FTP site.
Pay Run History Import
- FTP Subdirectory: Import/PayRunHIstoryImport
- Filename: <Namespace>-PayRunHistoryImport-<DateTime>.xml
<?xml version="1.0" encoding="utf-8"?>
<PayRunHistoryImport>
<PayRunHistoryImportSetting>
<AutoCreateEarningDefinition>false</AutoCreateEarningDefinition>
<AutoCreateDeductionDefinition>false</AutoCreateDeductionDefinition>
<AutoCreateTaxDefinition>true</AutoCreateTaxDefinition>
<AutoCreatePayeeDefinition>true</AutoCreatePayeeDefinition>
<AutoCreateLegalEntityDefinition>false</AutoCreateLegalEntityDefinition>
</PayRunHistoryImportSetting>
<PayRun>
<PRPayRunId>27</PRPayRunId>
<NoOverride>false</NoOverride>
<IsOffCycle>false</IsOffCycle>
<PayDate>2019-01-04</PayDate>
<PayGroupXrefCode>CANADA_BI_WEEKLY_2016_01_01</PayGroupXrefCode>
<PayPeriod>01</PayPeriod>
<PayPeriodSuffix>00</PayPeriodSuffix>
<PayPeriodStart>2018-12-14</PayPeriodStart>
<PayPeriodEnd>2018-12-28</PayPeriodEnd>
<PayrollCommittedDate>2019-01-04</PayrollCommittedDate>
<PayRunResult>
<!--95138650: Anthony, Kato - FEIN/BN:111111118 SplitbyRPNumberAndEIRate, NoEIRatePRNumber, ExtractedEIRatePRNumber-->
<EmployeeXrefCode>95138650</EmployeeXrefCode>
<PayDate>2019-01-04</PayDate>
<EmployeeWorkStateCode>ON</EmployeeWorkStateCode>
<LegalEntityXrefCode>GDLLP_CAN</LegalEntityXrefCode>
<PRPayRunDefXrefCode>NORMAL</PRPayRunDefXrefCode>
<EmployeeEarningAmount>125500.00000</EmployeeEarningAmount>
<EmployeeDeductionAmount>50.00000</EmployeeDeductionAmount>
<EmployerDeductionAmount>0</EmployerDeductionAmount>
<EmployeeTaxationAmount>3891.30000</EmployeeTaxationAmount>
<EmployerTaxationAmount>3905.10000</EmployerTaxationAmount>
<NetPayAmount>121558.70000</NetPayAmount>
<EITaxRateUsed>1.4</EITaxRateUsed>
<CheckSortOrder>1</CheckSortOrder>
<PRPayRunCheckTypeXrefCode>Normal</PRPayRunCheckTypeXrefCode>
<CheckDate>2019-01-04</CheckDate>
<EmployeeNumber>95138650</EmployeeNumber>
<IncludeOnYearEnd>true</IncludeOnYearEnd>
<PayRunEarning>
<!--CAN_Normal_TimeWorked_OT 1.0/CAN_Normal_TimeWorked_OT 1.0, Amount:125500.00000 EI Rate:, RP:-->
<PREarningXrefCode>OT1_0</PREarningXrefCode>
<Amount>125500.00000</Amount>
<Units>1350.00000</Units>
<Rate>0</Rate>
<StateCode>ON</StateCode>
<IsWCBAssessable>true</IsWCBAssessable>
<ContributeToNetPay>true</ContributeToNetPay>
</PayRunEarning>
<PayRunDeduction>
<!--CAN_Ded_Pre_RPP/CAN_Ded_Pre_RPP. Amount:50.00000 EI Rate:, RP:-->
<PRDeductionXrefCode>RPP_AMT</PRDeductionXrefCode>
<Amount>50.00000</Amount>
<IsPreTax>true</IsPreTax>
<IsEmployerDeduction>false</IsEmployerDeduction>
<IsWCBDeduction>false</IsWCBDeduction>
</PayRunDeduction>
<PayRunTax>
<!--CAN_Fed_CPP_EE/CAN-10000000-01. Amount:2544.30000 TTW:, LTW: EI Rate:, RP: WorkPSD:, ResPSD:, Res: CalculatedCanGrossWageAmount, CalculatedCurrentWageBasis, CalculatedCanGrossWageAmount, CalculatedCurrentWageBasis-->
<TaxAuthorityInstanceXrefCode>CAN-10000000-01</TaxAuthorityInstanceXrefCode>
<Amount>2544.30000</Amount>
<CurrentWageBasis>57400.00000</CurrentWageBasis>
<GrossWages>125500.00000</GrossWages>
</PayRunTax>
<PayRunTax>
<!--CAN_Fed_EI/CAN-10000000-02. Amount:100.00000
TTW:5000.00000, LTW:5000.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:
ConsolidatedTaxAmounts, ConsolidatedTaxUsingHighestWages, ConsolidatedTaxAmounts
CAN_Fed_EI/CAN-10000000-02. Amount:200.00000
TTW:10000.00000, LTW:10000.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:
ConsolidatedTaxAmounts, ConsolidatedTaxUsingHighestWages, ConsolidatedTaxAmounts
CAN_Fed_EI 2/CAN-10000000-02. Amount:300.00000
TTW:20000.00000, LTW:20000.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:
ConsolidatedTaxAmounts, ConsolidatedTaxUsingHighestWages, ConsolidatedTaxAmounts
CAN_Fed_EI 2/CAN-10000000-02. Amount:600.00000
TTW:40000.00000, LTW:40000.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:
ConsolidatedTaxAmounts, ConsolidatedTaxUsingHighestWages, ConsolidatedTaxAmounts
CAN_Fed_EI 3/CAN-10000000-02. Amount:50.00000
TTW:2000.00000, LTW:1000.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:
ConsolidatedTaxAmounts, ConsolidatedTaxUsingHighestWages, ConsolidatedTaxAmounts-->
<TaxAuthorityInstanceXrefCode>CAN-10000000-02</TaxAuthorityInstanceXrefCode>
<Amount>1250.00000</Amount>
<CurrentWageBasis>60000.00000</CurrentWageBasis>
<GrossWages>60000.00000</GrossWages>
<EIRate>1.4</EIRate>
</PayRunTax>
<PayRunTax>
<!--CAN_Fed_Income_ON/CAN-10000000-15. Amount:52.00000
TTW:7720.00000, LTW:7720.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:-->
<TaxAuthorityInstanceXrefCode>CAN-10000000-15</TaxAuthorityInstanceXrefCode>
<Amount>52.00000</Amount>
<CurrentWageBasis>7720.00000</CurrentWageBasis>
<GrossWages>7720.00000</GrossWages>
</PayRunTax>
<PayRunTax>
<!--CAN_Prov_Income_ON/CAN-10070000-15. Amount:45.00000
TTW:7710.00000, LTW:7710.00000
EI Rate:, RP:
WorkPSD:, ResPSD:, Res:-->
<TaxAuthorityInstanceXrefCode>CAN-10070000-15</TaxAuthorityInstanceXrefCode>
<Amount>45.00000</Amount>
<CurrentWageBasis>7710.00000</CurrentWageBasis>
<GrossWages>7710.00000</GrossWages>
</PayRunTax>
<PayRunTax>
<!---->
<TaxAuthorityInstanceXrefCode>CAN-10000000-03</TaxAuthorityInstanceXrefCode>
<Amount>2544.30000</Amount>
<CurrentWageBasis>57400.00000</CurrentWageBasis>
<GrossWages>125500.00000</GrossWages>
</PayRunTax>
<PayRunTax>
<!---->
<TaxAuthorityInstanceXrefCode>CAN-10000000-04</TaxAuthorityInstanceXrefCode>
<Amount>1360.80000</Amount>
<CurrentWageBasis>53100.00000</CurrentWageBasis>
<GrossWages>60000.00000</GrossWages>
<EIRate>1.4</EIRate>
</PayRunTax>
</PayRunResult>
</PayRun>
</PayRunHistoryImport>Activate also generates the following two reports to help with YTD validation and balancing.
- FTP Subdirectory: PayRunHistoryImport/ActivateValidationReports
- Filenames:
- <Namespace>-ActivatePayRunValidationReports-<DateTimeStart> - <DateTimeEnd>.xlsx
- <Namespace>-ActivateYTDBalanceAudit-<DateTime>.xlsx
Next steps
Use the available payroll reports to review the pay period used for the YTD Load in Dayforce. Validate the information against the legacy payroll for accuracy in mapping.
YTD 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.
| 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’s 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 Executive Payroll |
This data is used as part of the key to identify tax 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 in 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 provided YTD values. The Pay Period End Date should be the same date for each Code Type. |
Date formatted cells:09/24/2015 Text formatted cells:
|
This date is required to identify the period within your payroll calendar that represents the YTD values provided on this import. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 3 | 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 |
Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template. This required field is used to validate that the data being loaded against the correct employee record. The values provided must match an existing employee record in Dayforce. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
|
4 |
String1 between 1–64 characters. |
Legal first name of the employee. The values provided must match an existing employee record in Dayforce. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data. |
Joe |
Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template. This required field is used to validate that the data being loaded against the correct employee record. The values provided must match an existing employee record in Dayforce. |
1 Special characters accepted in 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. |
Legal last name of the employee. The values provided must match an existing employee record in Dayforce. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data. |
Smith |
Employee Identifier, First Name, and Last Name are included for the purposes of helping users identify employees when completing the template. This required field is used to validate that the data being loaded against the correct employee record. The values provided must match an existing employee record in Dayforce. |
1 Special characters accepted in 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 | String1 between 1–256 characters. |
Provide the Business Number (BN) for legal entities in Canada. If duplicate Business Numbers are enabled in Dayforce, you must provide the unique Legal Entity names. |
123456789
234/A1237634 |
This data is required to assign the correct Legal Entity to the specific code type for tax reporting purposes. |
1 Special characters accepted in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 7 | String1 between 1–64 characters. | Provide the type of data (such as, Earning, Deduction, or Tax) that’s being provided in this row. |
Accepted Values:
|
This data is used to identify whether this particular row corresponds to an earning, deduction, or tax. |
1 Special characters accepted in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 8 | String1 between 1–64 characters. | The earning, deduction, or tax name as defined on the previous payroll provider's system. For Quebec taxes - include “QC” in the Code. Example: QC -EI, QC - EI ER, QPP, QPP ER, QC Prov, QC FED |
Earning Examples:
Deduction Examples:
Tax Examples: Federal CPP |
This data is used for mapping an earning or deduction to the HCM earnings or deductions. For taxes, this data is used to create a mapping between this particular tax and a corresponding HCM tax. |
1 Special characters accepted in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 9 | Numeric. | The accumulated dollar amount associated with this specific earning, deduction, or tax. | 2751
59.5 |
This data is required to load the To Date amount for the specific earning, deduction, or tax for reporting purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 10 | Numeric. | The accumulated number of hours associated with this specific earning. | 2751
59.5 |
This data is used to identify specific earnings that should be calculated by hours and rate for the first step of the Activate process. It can be loaded as zero (0.00) or Null (blank) when not required. When applicable to the earning type, it’s required for the YTD accumulator data load files to load the “To Date” number of hours for various HR, Benefit (ACA), and Payroll reporting purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 11 | For CAN: 2-digit province identifier. | The two letter state/province code of the state the employee worked in which triggered this earning, deduction or tax. | AB ON | This data is required for tax reporting purposes. It’s possible for the employee to have values in multiple provinces, thus the requirement to identify the code for each line item. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 12 | String1 between 1–64 characters. | The Canadian WCB Code applicable to this earning or deduction. If left blank, the earning or deduction amount won’t be included in future WCB YTD totals for this code. | 4214
55264 |
Required for Canadian WCB YTD Limit. This information should be included only with WCB Accessible Earnings and the single WCB Deduction. |
1 Special characters accepted in 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 between 1–64 characters. | The Canadian WCB Account Number applicable to this earning or deduction. If left blank, the earning or deduction amount won’t be included in future WCB YTD totals for this account number. | 6274747 |
Required for Canadian WCB YTD Limit. Only include this information with WCB Accessible Earnings and the single WCB Deduction. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 14 | String1 between 1–64 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 should be left blank. | 0001 |
1 Special characters accepted in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 15 | Numeric between 1.0 and 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 should 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 default EI Rate for the Legal Entity will be used. |
Commonly Encountered Issues
Before uploading the template, make sure that no errors exist in the data. Some common problems include:
- Missing required field or data.
- The Tax YTD Data tab is missing in the Excel spreadsheet.
- 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, click the letter at the top of the column. In the menu, click Data and Text to Columns, and then click Next, Next, and Finish. The data in the column is converted back to text. If the information was formatted incorrectly, this action might resolve the problem.