Add an employee

(View-only) When creating a new employee, the default value in this field is Active. To change employee status, use the Status Change page.

This field is view-only for existing employees and cannot be changed. You can change the default employee number assigned in a new employee profile on a payroll that has yet to process. To change the number after the payroll processes, see Employee number changes for existing employees.

Enter the new employee number in this field.

The new employee number must:

• be a number not in use or previously used in the payroll. If the number is already in use, an error message displays when the page is saved.
• be a valid number. Alphabetic and special characters are not accepted. If the number is invalid, an error message displays.
• not be 000000000
• not be between 0000099961 and 0000099999 or 999900000 and 999999999 inclusive.

Note: Terminated employees remain in Powerpay until the year end, so you cannot reuse a terminated employee's number.

Enter the employee's last name in full. The entry is used on cheques and pay stubs.

Enter the employee's full first name, as it will appear on the cheque. The entry is used on cheques and pay stubs.

Enter the employee's middle initials, if known.

Enter the employee's Social Insurance Number without spaces or dashes. The SIN is required for issuing year-end forms.

To help protect your employee’s sensitive information, this field is masked. To view and edit the information unmasked, click the button.

Note: When printing the page, the information will print as it displays on the screen. If the information is masked on the page, the page will print masked. To print the information unmasked, click the for each of the fields before clicking Print.

For valid temporary Social Insurance Numbers (SIN) starting with a ‘9’, enter the SIN Expiry Date. This field is required for employees with temporary SIN numbers.

From the list, select the employee's preferred language of communication for all employee facing information. I.e. pay statements, tax forms, Self Service.

Enter the employee's street address. It is important to keep the address current because it appears on various government forms issued through Dayforce (for example, T4s and Records of Employment).

Note: Do not use commas in employee addresses.

To help protect your employee’s sensitive information, this field is masked. To view and edit the information unmasked, click the button.

Note: When printing the page, the information will print as it displays on the screen. If the information is masked on the page, the page will print masked. To print the information unmasked, click the for each of the fields before clicking Print.

Enter the employee's city of residence.

From the list, select the employee's province or state of residence.

From the list, select the employee's country of residence.

Enter the employee's 6-character postal code or 5-digit US Zip code. Do not enter a space when keying the postal code.

To help protect your employee’s sensitive information, this field is masked. To view and edit the information unmasked, click the button.

Note: When printing the page, the information will print as it displays on the screen. If the information is masked on the page, the page will print masked. To print the information unmasked, click the for each of the fields before clicking Print.

Select the type of phone number (home, work, mobile, fax or other) and enter the employee's phone number including the area code. You can enter the value with or without dashes or spaces. After saving, the field displays the telephone number in a standard format. (If the area code is not known, enter 000.) You can enter up to three phone numbers for the employee.

Note: Only the employee's primary phone number (first phone number) is included in the General Information report.

Enter the employee's email address(es).

Note: Only the employee's primary e-mail address is included in the General Information report.

To select the employee's birth date, click the Birth Date box and, from the calendar that pops up, choose a month, year, and day. When you have selected the date, click Done to close the calendar.

It is important to enter birth dates correctly so that a warning can be printed on the Data Verification page and Executive Summary report when CPP/QPP eligibility dates are reached - age 18 for startup and age 70 for termination.

To help protect your employee’s sensitive information, this field is masked. To view and edit the information unmasked, click the button.

Note: When printing the page, the information will print as it displays on the screen. If the information is masked on the page, the page will print masked. To print the information unmasked, click the for each of the fields before clicking Print.

To select the employee's first day worked, click the First Day Worked box and, from the calendar that pops up, choose a month, year, and day. When you have selected the date, click Done to close the calendar. The first day worked is sometimes referred to as a start date, hire date or anniversary date (the first day worked). The first day worked appears on the employee's Record of Employment.

(View-only) Displays the date of the last day an employee worked. This value appears only when status changes have been made on the employee Status Change page.

Displays the date from the payroll engine (the employee's First Day Worked) unless the employee has a previously produced ROE).

This date also displays in the ROE First Day Worked field on the Status Change page. If no date is available, DD/MM/YYYY displays.

If the employee has a status change that produces an ROE, or the employee's ROE First Day Worked is changed on the Status Change page or the Mass Status Change page, the ROE First Day Worked on this page (Hire/Profile page) is replaced with the words 'Status Change'. However, if the employee's status change is reversed, the previously saved ROE First Day Worked displays.

If any of the following options are selected on the Status Change page:

• Resulting Status: Terminated, ROE Form: Amend, Current Pay: Do not process
• Resulting Status: On Leave, ROE Form: Amend, Current Pay: Do not process
• Resulting Status: Active, ROE Form: Amend, Current Pay: Process

and a ROE First Day Worked is saved on this page, the value in the First Day Worked field on the Status Change page is replaced by the ROE First Day Worked value from this page.

The ROE First Day Worked Date must be:

• Greater than the final pay period ending date for the employee's last ROE,
• Later than or equal to the original First Day Worked Date on the Hire/Profile page.
• Later than the employee's birth date.

Note: If you need to enter a ROE First Day Worked date on Hire/Profile page: go to the Status Change page, reverse the status, and then return to the Hire/Profile page to enter the ROE First Day Worked. Finally, return to the Status Change page and enter the information again to save it correctly.

When the Compensation feature is enabled for the payroll, and Positions are set up for the payroll, the Position field displays with all the employee’s available positions. If work assignments are set up, only the positions assigned on the Work Assignments page display. If work assignments are not set up, all positions set up for the payroll display.

When a position is changed, Powerpay displays the values set up for the selected position including:

• Employment Type
• Pay Type
• Pay Rate
• Standards Hours per Pay

If any one of these values is not set up for the Position, it does not display.

Click the Set values from Position button to apply the values set for the position to the selected employee.

The available Employment Type field values are: <blank>, Full-time, and Part-time.

From the list, select the employee's Pay Type. The Pay Type identifies the employee as hourly or salaried (with variations on these two types) and uses the rate in the Pay Rate field for pay calculations.

Some of the pay types have the added functionality of paying out vacation pay and previous vacation or auto stat pay (for example, for construction companies) on a per-pay-period basis.

Enter the employee's hourly rate or salary.

• Hourly: Enter the employee's hourly rate to three decimal places.
• Salary: Enter the amount that the employee is receiving on a per-pay-period basis to two decimal places.

Enter the employee's normal hours per pay period to two decimal places.

* To calculate the hours per pay, use the formula below based on your payroll frequency.

This figure is a factor in calculating rates for salaried employees who are paid additional hours (for example, overtime) unless an exception rate is specified or the employee has other insurable earnings.

This field is also used for salaried employees, to determine insurable hours for Employment Insurance purposes. For a salaried employee who has not worked full time, the salary override amount for the pay period is evaluated as a ratio to the regular salary, and actual worked hours is evaluated by applying this ratio to the standard hours per pay.

Example: An employee whose regular salary is $1200 may get paid $600 for one pay period (salary override). The hours per pay is 80 hours, so the calculated insurable hours would be 40.

Note: If no salary is entered in the Pay Rate field and the employee's Hours per Pay is set at a value other than zero, the employee's EI Hours are computed as that value. For example, if you enter 80.00 hours in the Hours per Pay field, the EI Hours are also recorded as 80.00. In this situation, you may want to set the Hours per Pay to zero and adjust this value when a standard salary is entered. Another option would be to enter a regular salary in the Pay Rate field and override the salary amount as required on the Employee Timesheet - Regular Payment page. If this situation applies to your payroll, contact your Service Delivery Team to determine the best solution for the employee's situation.

(View-only) This field is populated after you save the page.

For an HOURLY employee, the amount displayed is: Pay Rate x Standard Hours per pay period x No. of Pay Periods in the year.

For a SALARIED employee, the amount displayed is: Salary per pay period x No. of Pay Periods in the year.

From the list, select the employee's distribution department. This code is used to allocate (cost) earnings and the company expenses to the employee's home department.

(If required, you can cost earnings to a different department using the Employee Timesheet page.)

This field appears only if your payroll has been set up to use it. The custom label portion of the field name displays the name given to the distribution field ID Dept; so, for example, you could see this field as Employee Number within ID Dept - Department or perhaps as Employee Number within ID Dept - Store Code.

To add more departments, use the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.

The ID fields associated with a position are view-only and update automatically if the position is changed.

For any of the GL - ID X, Y or Z fields, from the list, select the employee's ID category. These fields appear only if your payroll has been set up to use it.

The custom label portion of the field name displays the name your company has given to the distribution field. For example, one of these fields might appear as Employee Number within ID Z - ID Field #2 or perhaps as Employee Number within ID Z - General Ledger Code.

For more information about using ID Fields or to add more IDs, open the Department/Distribution Setup page. From the Company menu, select Department/Distribution Setup.

The ID fields associated with a position are view-only and update automatically if the position is changed.

Note: The GL prefix displays when Advanced Costing is set up and the ID is part of the distribution layout.

From the list, select the province or territory in which the employee works (not necessarily where the employee lives). This selection is used to determine what calculations to use for income tax, employee health plan, and so on.

If required, to change the basic amount of the Federal Tax Exemption, select the Apply specific amount option and enter the Federal Tax Exemption for this employee from the TD1 form, in whole dollars (no cents).

This option affects tax calculations. If no value is entered, the default value in this field is the current minimum legislated amount. If you change the exemption amount, the change is taken into account beginning in the pay period in which you made the change.

If required, to change the basic amount of the Provincial Tax Exemption, select the Apply specific amount option and enter a specific Provincial Tax Exemption amount, based on the provincial form filled out by the employee, in whole dollars (no cents).

If the employee works in the USA or another area not subject to provincial tax, select Not Applicable - employee works in USA or Other. This option affects tax calculations.

From the list, select the employee's tax status. If you select Permanent Tax %, be certain to specify the percentage on the Statutory Deductions page. From the Payroll menu, select Regular Payment > Statutory Deductions.

The selection made here affects the options displayed on the Statutory Deductions page.

From the list, select the employee's CPP/QPP status.

Your selection affects the options displayed in the Statutory Deductions page. From the Payroll menu, select Regular Payment > Statutory Deductions.

From the list, select the employee's EI category. Most employees pay EI. The default rate for employers is 1.4 times the employee rate.

Employers can qualify for up to two reduced rates. Contact your Service Delivery Team if there is any change to the reduced rates for which the employer qualifies.

Be certain to choose the EI category because the employer must cover any deficiencies in employer payments at the end of the year and employer overpayments are not recoverable. Employees can make corrections to their EI amounts when they fill out their tax returns.

The selection made here affects the information displayed in the Statutory Deductions page, and determines the Business Number to which the employee's statutory deduction amounts are allocated.

In most cases, leave the default option Subject to Provincial Health & Education Tax. If the employee works in a province that does not have payroll taxes, this option has no effect.

Select Exempt only in the rare case when an employee works in province with payroll taxes but is self-employed and makes CPP/QPP, EI, and tax contributions directly. In this situation, Dayforce recommends that you check provincial legislation and guidelines regarding exemptions from provincial Payroll/Health Taxes.

Note: Review this selection when an employee moves from one province to another.

Tip: If this situation exists, it is still recommended that you check your provincial legislation regarding Payroll/Medical Tax as certain specific guidelines may have to be met before the employee can be made exempt.

If the employee's province of employment is Nova Scotia or Quebec, select that value from the Type list and then choose the applicable plan from the Plan list.

Only Nova Scotia and Quebec are currently approved for direct remittances.

Up to 10 different plans can be set up, depending on your requirements. To set up or change a plan, contact your Service Delivery Team.

In almost all cases, a Quebec employee is Subject to QPIP. If the employee's province of employment is other than Quebec, select Not Applicable.

If the employee's province of employment is Quebec, select the Quebec Status option then select the applicable option from the drop down list.

Tip: When you set a default Province of Employment on the New Hire Defaults page, the applicable option (Quebec or Not Applicable) is set for new employee profiles.

This code is used to indicate that the WCB/CSST assessable earnings for the employee are limited to the weekly maximum. Any CSST assessable earnings paid above this weekly maximum will not be applicable to CSST.

The weekly maximum is determined by CNESST annually.

This code is available for employees under the following conditions:

• the payroll Pay Frequency is Weekly.
• the employee’s Provincial Safety Plans Type is Quebec CSST.
• the employee’s Provincial Safety Plans Plan for CSST is not Not Subject to CSST – 0.000%.

When distributed delivery/transfer payment is set up for your payroll assign the employee's cheque/pay statement delivery location. The default value is primary location.

Select the Yes check box to produce an employee pay statement without generating a net pay amount.

Note: Your payroll must be set up for the pay statement only option.

Note: The pay statement only option cannot be used in conjunction with distributed delivery option.

Enter the employee's position title in this box.

When the Compensation feature is enabled and set up for the payroll and the position is changed, and the option for the name to be used for the Position Title is selected on the Position Details page, the Position Title field automatically updates with the Position Name.

When Self Service is enabled for your payroll, the employee’s pay statement delivery selection displays and can be edited.

When Self Service is enabled for your payroll, the employee’s tax form delivery selection displays and can be edited.

The Group Retirement Plan Membership field only appears: if your payroll is set up to use it, and the employee has an Active status with no pending status changes that will result in a Terminated or On Leave status.

The field displays the Group Retirement Plan registered for he payroll. To enrol the employee in a Group Retirement Plan, select the plan from the drop-down list. The following fields are required for employees enroling in a Group Retirement Plan:

• SIN
• Street
• City
• Province/State
• Country
• Postal/Zip Code
• Phone (with area code)
• E-Mail
• Preferred Language
• Gender
• Birth Date
• First Day Worked
• Employment Type
  

From the list, select the vacation plan for this employee. To create new plans, contact your Service Delivery Team.

You can have up to eighteen different vacation plans with different calculations for hours and earnings. For example, some provinces indicate that vacation pay is calculated on vacation pay, while others do not.

To assist you in selecting the correct plan, click the Plan link. The report includes the setup information for each accumulator.

Enter the rate of vacation accrual for this employee in the box. Rates are based on legislative requirements and the employee's entitlement.

Enter the percentage as a whole number along with two decimal places (for example, 4 percent would be entered as 4.00 in this field.)

Enter the number of hours the employee should accrue per pay in the box. Hours are based on legislative requirements and the employee's entitlement.

Enter the hours as a whole number along with two decimal places (for example, 7.5 hours would be entered as 7.50 in this field.)

If this accumulator is being used automatic statutory holiday pay, the label on the Employee Profile page appears as Auto Stat Pay Accumulator.

• Plan - From the list, select the Auto Stat Pay plan type for this employee. If you select a plan type from 1 to 9, you must enter a rate. This specifies that the employee's statutory holiday pay is paid each pay period (if the employee's Pay Type is one that pays statutory holiday pay).
• Rate - Enter the percentage as a whole number along with two decimal places. (for example, 6 percent would be entered as 6.00.)
• Hours Per Pay - Enter the hours as a whole number along with two decimal places (for example, 7.5 hours would be entered as 7.50 in this field.)

If this accumulator is being used for Previous Vacation, the label on the Employee Profile page appears as Previous Vacation Accumulator.

This functionality pertains to vacation pay that has been accrued from a previous year. When required, any previous vacation hours, dollars or the entire amount can be paid out through the appropriate selection on the Employee Timesheet page.

• Plan - From the list, select the plan type for this employee.

• Rate - As there is no rate required for the Previous Vacation Accumulator, this field is not displayed.

  If the Additional Accumulator is not being used for one of the preceding purposes, the Plan and Rate fields associated with this accumulator do not appear on the page.

• Hours per Pay - Enter the hours as a whole number along with two decimal places (for example, 7.5 hours would be entered as 7.50 in this field.)