List of New Hire Form Settings

Pay Group

The pay group to assign to the employee. Pay groups describe the pay cycle for groups of employees. They are configured in Pay Setup > Pay Group.

(Canada only) If a Canadian employee has a temporary SIN number, enter the expiry date from the calendar. This field isn’t relevant for SSN numbers.

Note: This field is mandatory for employees with a temporary SIN number if the Enable SSN Validation checkbox is selected in the Employee section of the Properties tab in System Admin > Client Properties. If the checkbox is cleared, the field is optional.

The employee's date of birth.

The employee's onboarding policy. Onboarding policies allow you to customize the employee onboarding process to suit their role in the organization. They are configured in Onboarding Setup > Onboarding Policy.

The country this gender data applies to.

If you select United States of America or Canada, you must select a value in the State/Province field.

The US state or Canadian province that this gender data applies to.

The State/Province drop-down list is available only if you select United States of America or Canada in the Country drop-down list.

Confidential Identifications

In this section, click Add to enter one or more pieces of confidential information. This section is shown only if the pay group selected in the form is associated with a certain country (such as, Australia, New Zealand, Ireland, or Germany). It’s hidden for pay groups of countries like the United States, Canada, and the United Kingdom. For these countries, confidential identifiers are entered in the National ID Number field of the Personal Details section.

Address

Note: If Position Management is enabled on your Dayforce instance, this section is replaced with the Primary Position section.

The location at which the employee works their job assignment. The Location list is automatically restricted to the locations at which the selected job assignment can be worked.

The employee's job assignment. The list is automatically restricted to the job assignments that can be worked at the selected location.

Note: Access to this section is controlled by the Forms - Management Assignment access authorization of the Authorizations tab in System Admin > Roles. If Position Management is enabled in your Dayforce instance, the manager is selected in the Primary Position section.

Shows which method Dayforce uses to derive the employee's current manager:

• Org: The employee's manager is derived based on their work assignment location (the employee doesn't have a direct manager).
• Job Assignment: The employee's manager is derived based on their job assignment (the employee doesn't have a direct manager).
• Direct: The employee's manager is directly assigned to the employee.

Primary Position

This section is shown only if Position Management is enabled in your Dayforce instance. If your organization doesn't use Position Management, Dayforce shows the Location and Job Assignment section.

The positions available in the Primary Position section depend on the user's Position Management access authorizations. See "Access Authorizations for Position Management Forms" in Position Management Self-Service Forms

Status and Compensation

The payment type for the employee. For example, salaried or hourly. Pay types are configured in HR Admin > Pay Type.

The employee's category of employment such as part-time or full-time. Pay classes are configured in HR Admin > Pay Class.

The time off policy to assign to the employee. Time off policies are used to control when employees can request time away from work. They’re configured in Time Away From Work > Time Off Policy.

The time entry policy to assign to the employee. Time entry policies control which time entry method the employee uses, as well as optional rules and validation applied when the employee records working time. They are configured in Pay Setup > Time Entry Policy.

The pay policy to assign to the employee. Pay policies apply pay rules and qualifiers to employees' worked time in the Workforce Management module, so that their gross pay is properly calculated. They are configured in Pay Setup > Pay Policy.

The holiday group to assign to the employee. Holiday groups are used to assign a set of dates as holidays to the employee. These groups are configured in Pay Setup > Holiday Group.

The schedule rule policy to assign to the employee. Schedule rule policies influence how employees can be scheduled and the severity of violating different scheduling policies. They are configured in Schedule Setup > Schedule Rule Policy.

The shift trading policy to assign to the employee. Shift trading policies control which employees can make shift trades, swaps, bids, or retrades, and whether they require supervisor approval to do so. They are configured in Schedule Setup > Shift Trading Policy.

No longer used.

The payroll policy to assign to the employee. Payroll policies contain rules and qualifiers that are used by the Payroll feature to assign earnings and deductions to appropriate employees, so that their wages are properly calculated. They are configured in Payroll Setup > Payroll Policies.

The hours that an employee typically works each week.

The default hours for the respective first (top) and second (bottom) halves of the month.

The schedule change policy to assign to the employee. Schedule change policies are used to configure penalties that trigger when managers change an employee's schedule without a predetermined amount of advance notice. They are configured in Schedule Setup > Schedule Change Policy.

The employee's yearly salary. Editable only when a salary pay type is selected in the Pay Type drop-down list.

The employee’s periodic salary. Editable only when a salary pay type is selected.

Note: Shown only if it's enabled for your role feature.

(Germany and Mauritius only. Replaces the Periodic Salary field. Editable only when a salary pay type is selected.) Enter the employee’s monthly salary.

The employee's base hourly rate. Editable only when an hourly pay type is selected in the Pay Type drop-down list.

The employee's daily hourly rate.

The period authorization policy to assign to the employee. These policies are used to automatically authorize all days in a pay period. They are configured in Pay Setup > Period Authorization Policy.

User Credentials

This section is shown only in the form if your own user role has the ability to assign at least one user role to an employee. This is configured in the New Hire Role Assignments tab of System Admin > Roles.

Note the following about role and location selection:

• You can select only one role and one location visibility level in the form, but you can add additional roles and locations to the employee's record after they’re hired.
• If you don’t select a role or location in the form, they can still be added after the employee is hired. The user must have a role to use Dayforce.

(Shown only if User defined is selected for the Login Algorithm client property in the Employee section of the Properties tab in System Admin > Client Properties. Otherwise, the user name is automatically defined.)

The user name that the employee logs in with.

(Shown only if at least one role has the Onboarding Role checkbox selected in the General tab of System Admin > Roles)

The onboarding role to assign to the employee. Onboarding roles are configured to allow users limited access to Dayforce before their hire date.

The role for the employee. Each role is configured to grant access to specific sections of the application that users need to perform their work in Dayforce.

Note: The list of roles available is defined in the New Hire Role Assignments tab of System Admin > Roles.

(Enabled only if the role selected in the Role parameter has the Is ESS Role checkbox selected in the Features tab of System Admin > Roles. This is typically enabled for roles that manage organizational units and need location access.)

The locations in the organizational hierarchy that the new user can access. Select an organizational level, and the user will have access to the location and any items under it in the organizational tree. When assigning location visibility, select the entire store option. Don’t select individual departments (for example, Sales, Merch Flow, Mgmt).