Set up new hire defaults

Use new hire defaults, where practical, to reduce the number of entries that you typically make for a new employee.

1. Navigate to the New Hire page. From the Company menu, select Defaults > New Hire.

   The Defaults - New Hire page opens.

2. Fill in any boxes for which the values are common to many newly hired employees. For fields with a down arrow, click the down arrow to select the required entry. For fields without a down arrow, type the required entry in the field.

   Note: None of the fields on this window are mandatory. The purpose of these fields is to speed up data entry by placing the most common values in these fields, eliminating the need to enter them each time the employee information matches the default.

3. Click Save to confirm the default values for your Employee Profile.

All entries in this window appear in the corresponding field when entering data for new employees in the Employee Profile page. If the employee's information differs from the default for that field, you can override it.

Entries saved on this window are not session-specific; they continue to exist every time you open Powerpay until such time as they are changed and resaved.

Powerpay does a number of validation checks to ensure that you have entered logical information. For example, if you have assigned a vacation rate of 4.00 but have not assigned a Vacation Plan type, Powerpay displays an error message, requesting that a Plan type be entered.

When the Compensation feature is enabled and set up, the Position field displays in the Compensation section on the New Hire page. From the Company menu, select Defaults > New Hire.

The Position field includes a list of all of the positions available to the employee.

1. Navigate to the New Hire page. From the Company menu, select Defaults > New Hire.

2. In the Compensation section, select the Position to assign to all new hires common to many newly hired employees.

   The following employee fields are based on the selected position and the position setup on the Jobs & Positions page and can be updated if required:

   • Employment Type – Full-time, Part-time, <blank>.

   • Pay Type - selections are limited to the pay types that correspond to the Pay Type Group for the position.
   • Standard Hours per Pay.

3. Click the Set values from Position button to apply the values. Values can also be entered or selected manually.

4. The ID Dept, ID Y, Z and X values are populated automatically based on the selected position and the position setup on the Jobs & Positions page.

5. The Position Title displays in the Additional Information section when the option for the name to be used for the Position Title is selected on the Position Details page, and the employee did not have a previously assigned Position Title. Edit the Position Title name if required.

6. Click Save.

• City - Enter a default city of residence.

• Province/State - From the list, select the default province or state of residence.

• Country - From the list, select the default country of residence.

• Preferred Language - From the list, select a default preferred language of communication.

• First Day Worked - Enter a default first day worked date (DD/MM/YYYY)

Pay Information

• Position - When the Compensation feature is enabled for the payroll, display the Position field with all the available positions.

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

  • Employment Type
  • Pay Type
  • Standards Hours per Pay

  Click the Set values from Position button to apply the values set for the position to all new hires.

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

• Pay Type - From the list, select the default Pay Type. The Pay Type identifies employees 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.

• Hours per Pay - Enter the default hours per pay period to two decimal places.

  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 Customer Support Teamto determine the best solution for the employee's situation.

Distribution

• GL - ID Dept – (custom label) - From the list, select a default home 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.

• GL - ID X, GL - ID Y, and GL - ID Z fields with custom labels - For any of the GL - ID X, Y or Z fields, from the list, select the default category. These fields appears 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.

• Province of Employment - From the list, select a default 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.

• Tax Status - From the list, select the employee's default 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.

• CPP/QPP Status - From the list, select the employee's default CPP/QPP status.

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

• EI Category - From the list, select the employee's default 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 Customer Support 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.

• Provincial Payroll Tax Indicator - In most cases, leave the default option Subject to Prov Health&Edc 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.

• Position Title - Enter the employee's default 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.

• Plan - From the list, select the default vacation plan for new employees. To create new plans, contact your Customer Support Team. You can have up to nine 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.
• Hours per Pay - Type the hours of vacation accrual for new employees in the box. Hours 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.)