Dayforce Location Administrator Guide HR and Payroll Administration Overview

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HR Administration - My HR From the main menu, choose My HR.

Here you will see a list of employees. You can:

• Choose an employee from the list currently displayed • Use the Filter function to search for specific employees • Use the Forms menu to add a new employee

HR Administration - My HR – Status and Work Assignment The 2 main sections of an employee’s HR record are: Status and Work Assignment

Status contains their core employment data such as: Pay Class and Pay Type Annual Salary/Base Rate Punch Policy Entitlement Policy Normal Weekly Hours

This data controls the way the system treats things like Clocking In/Out, Time Off and Benefits.

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HR Administration - My HR – Status and Work Assignment (continued) Work Assignment records the position(s) in which an employee is currently assigned or has been assigned in the past. Employees can have multiple work assignments effective at the same time – but must have at least one “Primary” assignment. The Primary Assignment is displayed on the Status tab.

The Primary assignment has a check in the “Primary” box

Note: Some locations may have employees with different pay rates for each assignment. The total pay rate must be manually updated on the status screen.

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HR Administration - My HR – Employee Forms and Changes

Most frequent Employee Forms:

New Hire Form Use this form to hire a new employee. Don’t forget to enter the additional data once the employee is in the system. Be sure to add the Employee Role at the bottom. Contact the Chancery to add an additional Manager role if needed.

Position and Compensation Change Form –

This form is best for a job change which INCLUDES a change in their PAY RATE Position Change Form – No pay rate change, but a change in Normal Weekly Hours.

Termination Form

Should someone’s employment end, use this form to terminate their HR record. Employees can still log in to retrieve earning statements and W2s

In addition, you may need to make changes directly on the employee record Entitlements, Files, Garnishments Other helpful topics - Management, File Submission History

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HR Administration - My HR – New Hires You should be familiar with the New Hire form now…

After you have submitted the new hire form, you must click Refresh for the employee to be listed in the MyHR section. It may take a few minutes for the new employee to appear.

In MyHR open the employee’s HR record and add additional required data to complete the new hire process:

Payroll Elections – Not Benefits. Could include donations, allowances, etc. Garnishments Additional Work Assignments

Employees should log into Dayforce and complete Federal & State Tax Withholding Forms Direct Deposit Forms

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HR Administration - My HR – Position and Compensation Change Form

To access the PCC form, you must have the employee’s HR record open in MyHR.

Click on an employee’s name to open their HR record. Then click on the Forms menu and choose Professional then Position and Compensation Change.

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HR Administration - My HR – Position and Compensation Change Form (continued)

Enter an effective date: Choose Today or a specific date:

Click on the plus/minus signs to open and close sections:

You must complete all fields with a red *

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HR Administration - My HR – Position and Compensation Change Form (continued)

The bar graph shows the history of an employee’s pay rates.

1. Click the NEW button to enter a new rate

IMPORTANT !!!!

2. Be careful when choosing the Change Type!

3. New Hourly Rate – enter the new rate. ($16.00)

OR (caution) $ or % Amount – must enter the amount of the INCREASE $0.25

TIP: Always click REFRESH before you Submit and check the new total

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HR Administration - My HR – Termination Form

IMPORTANT:

Do not input data into “Last Pay Date” – This is for severance situations that should pay out immediately.

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HR Administration - My HR – Work Assignments

To enter a new or additional Work Assignment 1

1. Click New

2. Choose the Location first BEFORE Position – to be sure to choose a Position for that Location. 3. Check the Primary box if this will be the Primary assignment 3

4 4. Enter the starting effective date in the “Effective From” box 5

5. Choose a Reason from the list

Note: If the employee has different pay rates for each of their work assignments, enter the rate on each of the assignment rows. Then complete a PCC form to update the total rate.

Payroll Administration

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Payroll Administration – Payroll Processing Steps

Payroll steps broken into 3 sections: Employee Timesheets, MyDay (time), My Pay

1. Audit and correct issues on timesheets “Timesheets”

Prepare

Commit

2. Approve/Commit timesheets “MyDay”

3. Audit the Payroll “MyPay”

4. Load Quick Entries (if necessary) “MyPay”

5. Lock Payroll – Note: whoever locks is the only one who can commit “MyPay”

6. Validate “MyPay”

7. Commit “MyPay”

8. Download reports – after commit ONLY. These are the final reports “MyPay”

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Payroll Administration To process payroll you will access two sections of Dayforce:

My Day – this is the section which manages the time sheets and time off requests.

My Pay – payroll is actually processed in this section. In My Pay you will review various audit reports, add quick entries (if needed) and perform the steps required to commit payroll.

Prepare – Step 1 - Timesheet Audits

Tips for Timesheet Review: Timesheets>>Reports

Task: When making changes/updates, SAVE often!!!

Path:

Check guarantee hours entered/approved Timesheets

Review: Run Pay Summary and Unathorized Time in Timesheets Report: Pay Summary

Review: Unauthorized Time (& notify Managers of Unauth Time) Report: Unathorized Time

Review: Unauthorized TAFW (Time Off Reqest Manager) for this period MyDay: Time Off Request Mgr

Review: EE time for reasonableness (Employee Names/Depts)

Review: Holiday, Gift, etc time for accuracy Internal: Location EE's List

Review: Multi Work Assignment Clock-In's Internal: Location EE's Notes

Make changes (pay/time adjustments) per Manager/email

Authorize "unauthorized time" per Manager/HR Admin, etc Timesheets>EE>day>edit

Check problems pane to make sure no time punches are missed Timesheets>Problems

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Step 2 – MyDay

In MyDay, you can expand the Pay Admin Checklist section by

clicking on the black box Click it again to shrink the section

To begin, expand the PAY ADMIN CHECKLIST:

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Pay Admin Checklist – Prepare – Step 2 - My Day Step 1 – Select the pay period you need to process. HINT: Enter the first date for the collection period in the first “Period of” filter box. The correct Pay Calendar should have a RED circle in the Status column.

Step 2 - Check your timesheet. HINT - If there are issues which will prevent you from processing payroll… there will be a number in the “Problem Punches” column.

Step 3 – You can access the timesheet to correct errors by clicking on the yellow pencil.

Don’t forget to SAVE your changes in the timesheet!!!

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Pay Admin Checklist – Prepare – Step 2 - Timesheets/My Day

HINT: If you have entered Pay Rate changes on the same day you are trying to commit payroll, you may need to “Calculate Pay” in My Day. This will update all background calculations in both Timesheets and My Pay.

Click the “calculate pay” icon. Once the process is complete a message with the time will appear.

Don’t forget to Refresh and Recalc in My Pay as well.

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Pay Admin Checklist – Prepare – Approve/Commit Time in My Day

Once the timesheet is complete and free of errors, you may proceed to the next step:

Check the “Approve” box (it’s in the column with the green checkmark)

Check the “Commit” box (it’s in the column with the bag of money)

Step 6 - The system will automatically LOCK the timesheets.

Step 7 - Save

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Step 3 - MyPay Now Select My Pay from the Hamburger menu

Audit the payroll in My Pay Start by choosing the pay period you need to process. Choose based on the PAYCHECK DATE. Click somewhere on that row so it’s highlighted blue. Then click OPEN.

TIP: Once the pay period is open… Click on the blue X to close the Load option so you can see more information on your screen.

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Payroll Audit the payroll in My Pay

Payroll Preview provides details about the pay period. You can verify amounts and see differences from prior periods to help identify any potential issues.

Look at the group as a whole, or individual employees. Look for Differences in RED.

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Payroll Audit the payroll in My Pay

To preview an employee’s earning statement

Click on the arrow next to the employee’s name to see details

Then click on the Earning Statement icon (on the far right section of the screen) to preview their earning statement

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Payroll Audit the payroll in My Pay

You can easily see differences from the prior pay period on the preview screen:

There are also a large number of reports available for you to run and preview as you audit.

Just click on Reports:

Examples: Preview Payroll Register, Check/Direct Deposit Register, etc.

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Payroll Audit the payroll

Task: Save – Recalc – Refresh often!!! Path: Make entries from payroll notes for period My Pay>Report: Pay Delta Enter Quick Entries, if Any MyPay>Quick Entry (one time) Enter Adjustments, if Any MyPay>Adjustment (one time) Enter Manual Checks, if Any MyPay>Checks (one time) After all entries and adjustments are made, compare to prior period MyPay>Payroll Preview (or Report) Review/Correct Warning messages at top; Must resolve Red X issues My Pay Double-Check for accuracy; compare $/diff's to prior payroll My Pay>Changes in EE's pay Review Analytics/Audit Reports My Pay> Time Data Add message(s) to timesheets for pay collection period. My Pay>Statement Messages Button

* See the next page for more details on the Time Data tab

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Payroll Audit the payroll in My Pay

Time Data Preview: Click on the Time Data tab. Click on the Source menu and choose Internal WFM

Move the scroll bar to the right and click Apply Filter

Now you can see the Date, Pay Code and Amount which makes up their total pay.

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Payroll Quick Entries (if necessary)

A Quick Entry is a change in normal pay or deductions which only applies to one paycheck. Example – Christmas Bonus or a deductions for a Donation.

To load Quick Entries, go to My Pay

Click on the Quick Entry tab

Then click the NEW button

Click in the Employee Name field and start typing for a list of employees… or Click in the Number field to search by Employee Number

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Payroll Load Quick Entries

Once you have selected your employee…

To REPLACE their NORMAL pay period earnings – click the “Replace” box The Rate will automatically populate but you must enter the number of hours.

Click in the Code field to choose the necessary Pay Code or Deduction Code

Click in the Amount column to enter the dollar amount.

TIP – hit TAB to move to the next field.

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Payroll Load Quick Entries

Once you have added all of your entries:

Click Save Refresh Recalc

This will recalculate ONLY the employees who have a Quick Entry

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TIP: Anytime you are having issues in Payroll Preview or feel like your amounts are off… Refresh then Reclac

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Payroll - Lock, Commit, Validate in My Pay

Step 5 – Lock Payroll IMPORTANT – the person who locks the payroll is the only person who can commit!

Step 6 – Validate

Step 7 – Commit

5 6 7

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Payroll – Lock, Commit, Validate in My Pay

As you move through the commit process the status bar will show you which step you are on and what to do next:

Hint - you cannot click on the status image…it’s just a visual aid to help you through the commit process

This is a completely committed payroll:

Notice the last step of “Publishing Complete”. This occurs automatically after commit but may take a few minutes depending on the size of your location.

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Payroll – After Commit – Download Reports in Reporting

Step 8 - Download reports and save to your server or hard drive

(where you would keep other permanent records)

From the main menu, click Reporting then Archived Reports

Choose the Year, Pay Group, and Pay Period:

Then download the necessary reports

Congratulations – you are done!