Year-to-Date Payroll Totals (UK/IRL)

Amounts that are subtracted from employees' gross pay during the calculation of net pay in Dayforce. Deductions can be pretax 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, trying to deduct the amount in the next pay period.
• Declining balance deductions:Dayforce calculates the deduction against an outstanding balance owed by the employee.
• Payee deductions: Deductions that are paid to a third-party payee.
• Salary Sacrifice: In Ireland, Salary Sacrifice amounts are processed as a deduction.

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 the benefits of employment outside of cash compensation. Examples include low- and interest-free loans, gifts, and holiday trips and prizes. The value of these benefits is 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.
• Salary Sacrifice: In the UK, Salary Sacrifice earnings are earnings that are an entitlement to cash pay.

Also known as Deduction Definitions, Payroll Deduction Codes define the amounts deducted from an employee’s gross pay. These amounts can be pretax or post tax. Examples include insurance plans, gym memberships, pension plans, and so on. Each Deduction Code is mapped to a specific taxation method or Tax & Compliance Code.

Use the Payroll YTD Data templates to upload the key information for importing UK/IRL Earning, Deduction, and Tax YTD amounts. This data loads the information equivalent of a full Pay Run into the system.

Note: Complete this step using present-day employee information.

The wizard creates a summary of the unique codes from the template. It calculates the Total Amount of each Payroll code based on the legacy data. On this page, you can download reports to review the totals and validate that the codes are in balance for the wizard to move to the next steps. The Country and Payroll Identifier from the legacy system, and the codes' legacy name and description are shown in the reports. The Total Amount listed is by code but listed for the entire organization.

Review the summary of unique codes from the templates and map the legacy codes to codes in the Dayforce environment.

Before you can install the Year-to-Date Payroll Totals with the Activate wizard, the wizard validates the data being imported against the Dayforce environment. When validation is complete, Activate shows all messages that either do cause or could potentially cause issues with the import. On this page, you can review these messages, and download an error log. You can also have Activate revalidate from this page or, if necessary, upload new templates.

If you click Upload New File(s), the wizard takes you back to the beginning and you can upload the data templates again. You’ll be required to go through each step of the wizard again.

When the payroll information is complete in Activate, you must install it in Dayforce.

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.

1. On the Balance page, click the Download the YTD Balance Totals for Deductions link.
2. Select the location where you want to save the template documents.
3. Open the DeductionBalance.xlsx document in the location where you saved it on your computer.
4. Review and verify that the information in the document is correct.

   Each line shows the total amount from the upload file, grouped by country, payroll identifier, code, and description. For earnings, it also shows the total hours.

   Note: If any information is wrong, click Back, make the corrections in the appropriate templates, and upload them again.

5. Repeat these steps for the Download the YTD Balance Totals for Earnings and the Download the YTD Balance Totals for Taxes links.
6. After you verify that all data is correct, select the checkbox on the page to confirm that each row is in balance.

   Note: You must click the checkbox to confirm that the validation is in balance to continue.

7. Click Next.

1. Review the Employee Summary section, which includes:
   • Pay groups and pay periods that YTD data will be loaded into.
   • Total active and inactive employees with gross pay.
   • Total terminated employees with gross pay.
   • Total active and inactive employees with NO gross pay.
   • Total terminated employees with NO gross pay.

   Note: The Gross Pay total includes the Salary Sacrifice earning type in addition to Normal and Reimbursement for UK employees only. Ireland Salary Sacrifice amounts are included in the Pre Tax Deduction total.

   Note: Any fields that don’t apply for the county loaded show a dash.

2. If you want to download a report containing the pay period detail, status, employee identifier/name, and the gross pay total, click Employee Summary.
3. Review the Company Totals Summary section.

   Activate groups the totals in this section by Payroll Identifier and Company ID. For example, HMRC/PAYE Number.

   This section includes:

   • Payroll Identifier
   • HMRC/PAYE Number/LEI
   • Gross earnings total (Normal, Salary Sacrifice, and Reimbursements): Includes the Salary Sacrifice earning type in addition to Normal and Reimbursement earnings.
   • Total Taxable Benefit Earnings: Includes all earnings mapped to taxable benefits.
   • Total Taxable Benefit Medical Total (IRL): Includes any taxable benefits for Ireland, which have the ‘Medical’ box checked on the Tax and Compliance code.
   • Total Memo Earnings: Includes any deductions mapped as memo calc earnings.
   • Total Pre Tax Deduction total: Includes IRL Salary Sacrifice totals.
   • Total Salary Sacrifice Deduction (IRL)
   • Total Post Tax Deduction total
   • Total Memo Deduction
   • Total PAYE tax: Shows the total tax amount mapped to PAYE Tax for IRL and UK groups.
   • Total Employee NI/PRSI: Shows the total tax amount mapped to Employee National Insurance (UK) or Employee Pay Related Social Insurance (IRL).
   • Total Employer NI/PRSI: Shows the total tax amount mapped to Employer National Insurance (including Class 1A NIC; UK) or Employer Pay Related Social Insurance (IRL).
   • Total USC Tax (IRL): Shows the total tax amount mapped to the Universal Social Charge (IRL).
   • Total LPT Tax (IRL): Shows the total tax amount mapped to Local Property Tax (IRL).
   • Total net pay: UK: Gross Pay – Pre Tax Deductions – Post Tax Deductions – Employee Taxes (PAYE and EE NI) IRL: Gross Pay – Pre Tax Deductions – Post Tax Deductions – Employee Taxes (PAYE, PRSI, USC, and LPT)

   Note: The deduction columns don’t include any deductions mapped to earnings.

4. If you want to download a report containing the information in the Company Totals section, click Company Totals Summary.
5. If you want to download a report containing the information in the Employee Totals section, click Employee Totals Summary. The report shows the pay period detail, status, employee identifier/name, and gross pay total by employee.
6. Click Next.

1. On the Validate page, review the summary of any error or warning messages encountered and the count of the affected records.
2. If any error messages are shown:
   1. Resolve the error messages.
   2. Click Re-Validate.
   3. Review the updated error messages.
   4. Repeat until all error messages are resolved.
      

   Note: You must resolve all error messages before you can install the data in Dayforce.

   Note: If there is an error in the Dayforce environment, you must resolve it in Dayforce.

3. If you want to upload new files, click Upload New File(s).
4. Click Download to download a spreadsheet that has a record of all populated messages from this data validation. Save this document to your computer for reference.

1. On the Validate page, click Done & Install.

   Activate reruns the validation.

   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.

   Important: A dialog box opens stating that upon completion of this load, access to the Org Hierarchy solution will be limited to Dayforce users. In addition, if you have outstanding validation messages, by continuing, 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 ensure that these issues 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’ll be taken back to the Validate page and presented 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.

   The system notifies you that Org Hierarchy access will be limited in the system from now on.

   If you haven’t already completed the Organizational Hierarchy wizard, review it now.

   You might also download the mapping for the different codes that were used in this YTD load now.

2. 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.
3. 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.
4. 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.

The data uploaded from the UK/IRL Earning YTD template populates the fields on the following pages in Dayforce.

After completing the Year-to-Date Payroll Totals (UK/IRL) wizard, Activate automatically generates a single import file and places on the customer's FTP site.

• FTP Subdirectory: Import/PayrollYTDBalancesImport
• Filename: <Namespace> PayrollYTDBalancesImport <DateTime>.xml

<?xml version="1.0" encoding="utf-8"?>
-<PayrollYTDBalancesImport>
    -<Employee>
        <PayGroupXrefCode>IRELAND_BI_WEEKLY_2016_01_01</PayGroupXrefCode>
        <EmployeeXrefCode>123456</EmployeeXrefCode>
        <LegalEntityXrefCode>IRL_CORP</LegalEntityXrefCode>
        <TaxYear>2021</TaxYear>
        <PayPeriod>18</PayPeriod>
        <OffCyclePeriod>01</OffCyclePeriod>
        -<Earning>
            <XrefCode>IRLSalary</XrefCode>
            <AmountYTD>12000.00000</AmountYTD>
        </Earning>
        -<Deduction>
            <XrefCode>IRLMiscellaneous</XrefCode>
            <AmountYTD>155.00000</AmountYTD>
        </Deduction>
        -<Tax>
            <TaxAuthorityInstanceId>IRL-30000030-01</TaxAuthorityInstanceId>
            <AmountYTD>120.00000</AmountYTD>
            <WageBasisYTD>12000.00000</WageBasisYTD>
            -<IRL_Tax>
            <PRSISubClass>AL</PRSISubClass>
            <InsurableWeek>6</InsurableWeek>
            </IRL_Tax>
        </Tax>
        -<Tax>
            <TaxAuthorityInstanceId>IRL-30000030-02</TaxAuthorityInstanceId>
            <AmountYTD>120.00000</AmountYTD>
            <WageBasisYTD>12000.00000</WageBasisYTD>
            -<IRL_Tax>
            <PRSISubClass>AL</PRSISubClass>
            <InsurableWeek>6</InsurableWeek>
            </IRL_Tax>
        </Tax>
        -<Tax>
            <TaxAuthorityInstanceId>IRL-30000030-03</TaxAuthorityInstanceId>
            <AmountYTD>120.00000</AmountYTD>
            <WageBasisYTD>11845.00000</WageBasisYTD>
            -<IRL_Tax>
            <EmergencyTaxStartDate>2020-09-01</EmergencyTaxStartDate>
            <EmergencyTaxWeek>2</EmergencyTaxWeek>
            </IRL_Tax>
        </Tax>
        -<Tax>
            <TaxAuthorityInstanceId>IRL-30000030-04</TaxAuthorityInstanceId>
            <AmountYTD>120.00000</AmountYTD>
            <WageBasisYTD>11845.00000</WageBasisYTD>
        </Tax>
        -<Tax>
            <TaxAuthorityInstanceId>IRL-30000030-05</TaxAuthorityInstanceId>
            <AmountYTD>120.00000</AmountYTD>
            <WageBasisYTD>11845.00000</WageBasisYTD>
        </Tax>
    </Employee>
</PayrollYTDBalancesImport>

Activate also generates the following report to assist with Year-to-Date validation and balancing:

• FTP Subdirectory: PayrollYTDBalancesImport/ActivateValidationReports
• FilesName:

  • <Namespace>-ActivatePayRunValidationReports-<DateTimeStart> - <DateTimeEnd>.xlsx

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.