Types of Confidential Information in Detail

Enhanced Employee Gender Data

After Enhanced Employee Gender has been deployed to customers in Dayforce Release 2025.1.0, they’ll have additional information in their gender records. This country, state (in the US), or province (in Canada) context allows Dayforce to bind information from the Gender administration screen (HR Admin > Employee Gender Admin) to the Gender grid that is shown to administrators and managers in the Personal > Confidential Information screen in People. A breakdown of the data is described in the following table.

Gender data details
Data	Purpose	Mandatory?	Example Data
Country	Collects the country information of the employee’s gender information.	Yes, this is the only required field for the Gender grid.	United States, United Kingdom, Canada, Germany
State/Province	Collects the State (in the US) or Province (in Canada) information for the employee.	Yes, if the employee is in the United States or Canada with the exception of the Federal Record. No, if they are in any other country.	Delaware, British Columbia, Nevada, California
Assigned Sex	Collects the legal sex of the employee for this country, state, or province. This field was previously “Gender.”	Yes, by default. No, if Make Assigned Sex Mandatory is cleared in the Gender administration screen. No, if Collect Assigned Sex Mandatory is cleared in the Gender administration screen.	Male, Female, Non-Binary, Unspecified *Assuming these values have been created in the Employee Gender screen for this location.
Gender Identity	Collects the non-legal and personal sex of this employee for this country, state, or province.	Yes, by default except for Germany where this information can’t be collected. No, if Enable Gender Identity is cleared in the Gender administration screen.	Male, Female, Non-Binary, Unspecified

Gender Grid Configured by Employee Gender Administration Screen

Configurations for a particular country, state (in the US), or province (in Canada) in HR Admin > Employee Gender Admin > Gender determine which options are available in the Gender grid. Also, any countries that aren’t configured are still available in the Gender grid, but contain only default options. The following diagram illustrates this:

Diagram showing configurations and resulting options in the Gender grid.

Gender Grid and Disabled or Non-Mandatory Country, State, or Province Settings

Here are examples of what the Gender grid looks like if the following options aren’t enabled in HR Admin > Employee Gender Admin > Gender for a specified country, state, or province:

Collect Assigned Sex Information: When the Collect Assigned Sex Information option isn’t enabled, administrators can’t enter assigned sex information for an employee in the specified country, state (in the US), or province (in Canada). Therefore, the option is inaccessible, as shown in the following screenshot:
Make Assigned Sex Mandatory: When the Make Assigned Sex Mandatory option isn’t enabled, administrators don’t have to provide assigned sex information for employees in the specified country, state, or province. In this case, assigned sex appears as shown in the following screenshot:
Enable Gender Identity: When the Enable Gender Identity option isn’t enabled, administrators can’t enter gender identity information for an employee in the specified country, state, or province. Therefore, the option will be inaccessible, as shown in the following screenshot:

Migrated Gender Information for Employees after Enhanced Employee Gender - Confidential Information

Post-Migration - Employees in the United States and Canada

For employees in the United States and Canada, gender information is migrated and is shown in the Personal > Confidential Information screen of People as follows.

Country: Automatically derived from the employee’s pay group.
State/Province: State and province information can’t be determined automatically so this information isn’t provided during migration.
- If an employee or administrator doesn’t update their gender record, this information will never be present, and Dayforce will always fall back to this record for all requirements.
- If an employee or administrator updates their gender record, the state or province becomes mandatory and the federal event process is triggered. There are no other changes made.
Assigned Sex: Automatically derived from the employee’s gender value.
Gender Identity: Automatically derived from the employee’s previous gender identity value, if it’s present.

The following screenshot shows an example of migrated record for a US employee:

An example of a migrated record for a US employee.

Post-Migration - Employees outside of the United States and Canada

For employees outside of the United States and Canada, gender information is migrated and is shown in the Personal > Confidential Information screen of People as follows.

Country: Automatically derived from the employee’s pay group.
State/Province: Not applicable because countries outside of the United States and Canada don’t capture this information.
Assigned Sex: Automatically derived from the employee’s previous gender value.
Gender Identity: Automatically derived from the employee’s previous gender identity value, if it was present.

An example of a migrated record for a Swedish employee.

For more detailed information about gender data migration, see Gender Data Migration Overview.

Usage of Gender Information for Employees after Enhanced Employee Gender - Confidential Information

This section contains data examples that the Gender grid could contain for an employee. The following is a set of best practices, but isn’t a “one size fits all” solution. Therefore, there might be variances in customers and their employee data.

Note: The following content applies to employees post-migration who have updated their gender information or new employees.

Gender Information for a Full-Time or Part-Time Employee - Employees in the United States and Canada - Singular State/Province

Example 1:

If an employee is full-time or part-time and they live or work in only one state or province, then a single record can be provided. In this example, the employee lives in California and has provided the following information:

Country: United States
State/Province: California
Assigned Sex: Male
Gender Identity: Not provided

After saving this record, Dayforce shows two records for the employee, as shown in the following screenshot:

Gender grid shows US gender records for state and country.

These two records are:

The record that the employee provided for California.
The record automatically generated by Dayforce for federal reporting, payroll, benefits, and additional compliance. This record doesn’t have a State/Province value.

Example 2:

In this example, an employee, who lives in British Columbia has provided the following information:

Country: Canada
State/Province: British Columbia
Assigned Sex: Non-Binary
Gender Identity: Non-Binary

After saving this information, the Gender screen looks like this:

Gender grid shows Canada gender records for province and country.

And the following error message is shown in the Problems panel:

Save validation message for the non-binary employee in British Columbia.

Dayforce showed the error based on these two records:

The record that the employee provided for British Columbia.
The record automatically generated by Dayforce for downstream payroll and benefits, if needed, which doesn’t have a state or province value.
- The administrator must provide a male or female value for the automatically generated country record created by Dayforce.

Gender Information for a Full-Time or Part-Time Employee - Employees outside of the United States and Canada - Singular Country

Employees not in the United States or Canada have a simpler record because there is no separation between states or provinces and country values for other countries.

Example 1

An employee who lives in the United Kingdom has provided the following information:

Country: United Kingdom
State: Not Applicable
Assigned Sex: Female
Gender Identity: Deactivated, Not provided

Post save of a binary employee in the United Kingdom.

Dayforce then shows only one record for this employee, the record that they provided for the United Kingdom.

Gender Information for a Full-Time or Part-Time Employee - Employees in the United States and Canada - Multiple States/Provinces

If an employee is full-time or part-time and they live or work in multiple states or provinces, then the employee can provide more than one record.

Example 1

An employee who lives in Florida but works for a company headquartered in Nevada provides the following information:

Record 1:

Country: United States
State/Province: Florida
Assigned Sex: Male
Gender Identity: Deactivated, Not provided

Record 2:

Country: United States
State/Province: Nevada
Assigned Sex: Male
Gender Identity: Non-Binary

Post save of an employee with two state values.

After saving, Dayforce shows three records for this employee:

The record that the employee provided for Florida.
The record that the employee provided for Nevada.
The record automatically generated by Dayforce for federal reporting, payroll, benefits, and additional compliance, which doesn’t have a State/Province value.
- The administrator doesn’t need to take further actions, but is informed that this record was automatically created by the system.

Example 2

An employee who lives in Florida but works for a company headquartered in California provides the following information:

Record 1:

Country: United States
State/Province: Florida
Assigned Sex: Male
Gender Identity: Deactivated, Not provided

Record 2:

Country: United States
State/Province: California
Assigned Sex: Non-Binary
Gender Identity: Non-Binary

After saving this information, the Gender screen looks like this:

Post save of an employee with two State values where one is non-binary.

And the following error message is shown in the Problems panel:

Save validation message for the non-binary employee in California.

Dayforce showed the error based on these records:

The record that was provided for Florida.
The record that was provided for California.
The record automatically generated by Dayforce for downstream payroll and benefits, if needed, which doesn’t have a State/Province value.
- The administrator must provide a male or female value for the automatically generated country record created by Dayforce.

Gender Information for a Full-Time or Part-Time Employee - Employees outside of the United States and Canada - Multiple Countries

Employees in any other countries (other than the United States or Canada) will have a simpler record because there is no separation between states or provinces and country values for other countries.

Example 1

An employee who works in the United Kingdom but is reported for payroll in Germany provides the following information:

Record 1:

Country: United Kingdom
State: Not Applicable
Assigned Sex: Male
Gender Identity: Deactivated, Not provided

Record 2:

Country: Germany
State: Not Applicable
Assigned Sex: Male
Gender Identity: Deactivated, Not provided

Post save of a binary employee in two countries.

Post-save, Dayforce shows two records for this employee:

The record that the employee provided for the United Kingdom.
The record that the employee provided for Germany.

Gender Information for a Contractor

Customers who don’t pay their contractors, and who only add them to Dayforce for administrative or WFM reasons, can leave the Gender grid empty because they don’t need to record any gender information for these employees.