Generate Reward Letters

Before You Begin: Ensure that the Maximum reward letters per zip file for mass download client property is configured in System Admin > Client Properties. This functionality is available only if a reward letter template was defined for the compensation cycle in the Schedule and Approval tab of Compensation Setup > Compensation Cycles. See Schedule and Approval.

After the compensation administrator approves the allocations in a cycle, Dayforce enables the Reward Letter button for the associated worksheets and sends each manager a notification to let them know that the reward letters are ready to be downloaded or sent to employees.

Managers can download the reward letters, which contain information on the performance rating with the review date, equity pay component details, bonus pay component details, salary/ hourly rate increases, lumpsum payouts, total reward chart and promotions awarded during the compensation cycle. You can view the different pay component sections included as part of the total reward or excluded from the total reward in a separate section in the generated reward letter based on the configuration.

When you select one or more employees to download reward letters, Dayforce shows a message in the following cases:

• None of the selected employees have allocated rewards.
• Some employees have rewards, while others don’t.

Dayforce informs you that reward letters will be generated only for employees with rewards. As you continue, Dayforce shows the number of employees for whom you can download reward letters.

To download reward letters:

1. Go to your worksheet in Compensation.
2. Select the checkbox next to one or more employees.
3. Click Reward Letter in the toolstrip.
4. In the Reward Letter dialog box:
   1. Select the reward letter template in the Select a reward letter template drop-down list. This drop-down list shows if more than one reward letter template was configured for the compensation cycle. To preview the selected reward letter template, click Preview next to the drop-down list.
   2. Select the Download Reward Letter option to download the reward letters.
   3. Click Continue.

Dayforce automatically downloads reward letters in multiple ZIP files based on the number of employees selected. Each zip file includes the reward letters as PDF files. The reward letter downloads as a PDF file for a single employee.

The reward letter icon () shows in blue for eligible employees in the Reward Letter column of the worksheet for an approved or completed compensation cycle. The reward letter icon shows in gray for ineligible employees or employees excluded from the pay component posting process. This icon is assigned for eligible employees by default if a single reward letter template is configured for the compensation cycle. When more than one reward letter template is configured for the compensation cycle, you must save the required template to show the icon for employees. See Save Reward Letters. Hover over the reward letter icon to view the name of the reward letter template saved for the employee. You can click the reward letter icon at any time to quickly generate and download the reward letter for the employee.

Note the following about compensation reward letters:

• You can’t generate reward letters for employees that are manually excluded from the pay component posting process. These employees are highlighted in the worksheet, and when you select them, the Reward Letter button isn’t enabled.
• If you need a reward letter for these employees, a compensation administrator can generate one, however, a record of the excluded allocations is included.
• Pay components that use flat amount guidelines rather than percentage-based guidelines show without an allocation percentage value.
• If your organization uses business titles, the business title rather than the job assignment title might show in the Promotions section of the reward letter.
• When you print the letter, Dayforce localizes the content for each employee based on their Culture and Numeric Culture settings in System Admin > User. This functionality allows employees to view their compensation information in the language and numeric format that they’re familiar with. If the reward letter template isn’t localized for the employee's preferred culture, Dayforce prints the reward letter using the default culture for the template instead.

Note: When a reward letter is generated after making edits during the posting process, the reward letter shows the updated information.