In Payroll Import > Payroll Elections, users who are either not payroll administrators, or who are decentralized payroll users (not primary payroll administrators), can make payroll election entries for their teams using payroll imports.
Before You Begin: Enable the user role’s access to the Payroll Elections tab and its various features in System Admin > Roles. See Payroll Import Role Access.
There are two types of elections aren’t currently supported in Payroll Import > Payroll Elections:
- Payroll elections with declining balances
- Garnishments
Supported payroll elections imports listed in Payroll Import > Payroll Elections are created or imported independently of the Payroll feature, before a pay run is committed by a payroll administrator in Payroll > Pay Run Management.
In Payroll Import > Payroll Elections, authorized users can view, approve, reject, or publish payroll elections that were manually entered in Payroll Import > Payroll Elections or that were imported in Payroll Import > Overview.
Payroll elections imported in Payroll Imports > Overview are .csv files that use a simplified format. This format can only be used for imports in Payroll Import > Overview in the Payroll Import feature. It can’t be used to directly update employee elections in the Payroll > Payroll Elections screen in People. Information about the simplified format is available in the topic Payroll Elections Import Template to Use in the Payroll Import Feature.
Before the employee payroll elections are published (permanently saved) to employee records in People, in the Payroll > Payroll Elections screen, they must be approved in Payroll Import > Payroll Elections.
Dayforce enforces security to determine whether specific earnings and deductions can be added using the Payroll Import feature. This is configured in System Admin > User in the Payroll Import Access tab of the user record.
Dayforce doesn’t permit a user to enter or upload transactions for their own Employee ID if their security settings in System Admin > User don’t include the Can See Self option. Also, Dayforce doesn’t permit a user to approve a transaction that they created, either by using an import or manually. The process for approving entries is essentially the same as in Payroll > Pay Run Management when using import functionality in the Quick Entry tab.
The Payroll Elections tab has functionality to ensure that duplicate entries aren’t made. If Dayforce detects a duplicate imported or manual entry made in Payroll Import > Payroll Elections, a validation message notifies users so they can correct the entry.
The Payroll Elections tab contains a feature-controlled Publish button that can be made available to payroll administrators to publish any employee payroll elections imported in Payroll Import > Payroll Elections.
The Payroll Elections tab contains a table with the following columns, which are automatically populated when you import payroll elections in the Overview tab, or if you manually add payroll elections in the Payroll Elections tab:
- Published
- Status
- Import Set
- Employee Name
- Employee No.
- Saved By
- Saved At
- Business Owner
- Type
- Code
- Source
- Effective Start
- Effective End
- Created By
- Created Date
- Upload File
- Publish Date
- Published By
If any payroll elections have already been created but haven’t yet been approved and published, they are listed in this table with information about each entry (such as the status or type of election) in the corresponding columns.
When you click Add, Dayforce adds an entry in the list that expands to display a General section containing options that change as you make selections in that section. The following is a list of the fields and controls are shown in the General section:
- Employee: Drop-down list with employee names (required).
- Business Owner: Drop-down list with business owner names.
- Effective Start: Field for the effective start date of the election (required).
- Effective End: Field for the effective end date, if applicable.
- Type: Drop-down list with the options Earning and Deduction (required).
- Code: Drop-down list with available earning or deduction codes, depending on which option you selected in Type.
- Schedule: Drop-down list with available schedule types.
- Block: Checkbox.
- Work Assignments: Drop-down list that loads when you select Earning in the Type drop-down list and displays work assignments associated with the selected employee.
- Legal Entity: Field that loads when you select Earning in the Type drop-down list.
When you choose a specific earning or deduction code in the Code drop-down list, Dayforce can also show the Parameters section with any parameter options that were configured for the specific earning or deduction code you selected. Also, if there is a payee configured for the code (for example, for a 401(k) deduction), Dayforce also shows a Payee section.