Powerpay 5.2

• Employment Verification Letters – Quickly and easily generate PDF documents that include details on an employee’s employment. It allows employees to request an employment verification letter through the Powerpay Self Service application, and payroll administrators to fulfill the request in Powerpay.

  Note: This functionality is only available for payrolls with Self Service enabled.

• Employment Verification Letter Action in Powerpay Inbox –When an employee requests an employment verification letter through Powerpay Self Service, the request displays in the Powerpay Inbox (under Actions).
• E-mail Notifications – Select the types of e-mail notifications you receive. You can set notifications to let you, or other Powerpay users, know when your payroll processing is complete and your reports are available, receive a payroll submission confirmation and receive payroll submission reminders so you do not forget to submit your payroll.
• E-mail Notifications for Powerpay Self Service Users – When you select Electronic only as the delivery option for Earnings Statements and Year End Forms, an email notification is sent when your statements and forms are ready to view.
• Submit By Date - To help you avoid off schedule processing fees, and to clarify submit dates if you delay your payment date, Powerpay now displays the updated Submit By Date in messages, the header bar, your calendar and in the audit trail when you modify a Payment Date.
• Dayforce Powerpay Privacy Policy - Powerpay users, who have not previously accepted the Privacy Policy for the company they are logging into, are required to read and accept the new Privacy Policy upon login.

• Garnishment Updates

  • Order Issue Date Field for Garnishments – The Garnishment Set Up page now includes a new Order Issue Date field to calculate an employee's exemption amount.
  • Quebec Employees - New exemption rates for federal, provincial and support garnishments, issued to employees whose province of employment is Quebec on or after January 1, 2016.
  • Northwest Territories Employees - The formula used to calculate support garnishments is now based on when the order was issued, before or after July 1, 2009, and Marital status is lo longer used in the calculation for federal and provincial garnishments.
  • Nunavut Employees - Number of dependents is no longer used in the calculation of an exemption amount for a support garnishment, and Marital status is no longer used in the calculation of an exemption amount for federal or provincial garnishments.
  • Saskatchewan Employees - A new field, Source of Garnishee Order, for federal or provincial garnishments is available to determine if the calculation is based on a small claims court judgment.

• User Interface and Usability Improvements

  • All icons display in Powerpay Banner.
  • Personal Verification Questions are now mandatory. Dayforce Service Delivery will use these responses to authenticate your identity prior to providing phone support for login issues.
  • Enhanced Employee Details page navigation.
  • The Insurable Earnings History page has been renamed Insurable Earnings Adjustments, and is now available under the Payroll > ROE / Employee Status Change menu.
  • Employee Status Change / ROE menu updated to the Status Change / ROE menu.
  • Tax Form Delivery option editable in Powerpay for payrolls with Self Service enabled employees.
  • Self Service Security Event Log now includes details on when a welcome e-mail is sent and when an employee logs in with a reset password.

Note: This functionality is only available for payrolls with Self Service enabled.

An employment verification letter confirms a current employee's employment status. Employees may need these letters for landlords, financial institutions or government agencies. For example, a bank might request employment verification to decide about a house or automobile loan, or a government agencies might seek this information to request wage garnishment. These letters are also sometimes necessary for insurance reasons.

The employment verification letter feature is used to generate PDF documents that include details on an employee’s employment for existing employees. It allows employees to request an employment verification letter through the Powerpay Self Service application, and payroll administrators to fulfill the request in Powerpay.

Configure the Employment Verification Letter Template

Note: This functionality is only available for payrolls with Self Service enabled.

Before you begin generating employment verification letters you need to configure a template. Obtain the following items and information to configure the predefined document template:

• Company logo image (400 kb max) to use in the header. You can only configure the image in the header.
• The senders address. This is usually the company address.
• An image of the signer’s electronic signature.

The employment verification letter template contains configurable areas for the header, body, and signature. It also includes variables to retrieve information from the employee's profile.

To configure an employment verification letter template:

1. Navigate to the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter.
2. Select the Configuration tab.

3. To add a header image (company logo):

   1. Select the Select logo checkbox in the Header section.

   2. Click the Browse button.

   3. Select the header logo image from your computer.

   4. Click Open.

4. To edit the body, review the items selected in the current document template. Select or clear the checkboxes to include or exclude each element.

5. To configure the signature section:

   1. Select the Electronic Signature checkbox in the Signature section to include an electronic signature.

   2. Click the Browse button.

   3. Select the signature image from your computer (400 kb max).

   4. Click Open.

   5. Enter the full name, title, phone number, and E-mail of the individual signing the letters.

   6. Enter the URL of the company website.

6. Click Preview in PDF.

7. Review the look of the generated letter. Continue editing and previewing the letter template until you are satisfied with the generated PDF.

8. Click Save.

Enable the Employment Verification Letter feature for Powerpay Self Service Users

Note: This functionality is only available for payrolls with Self Service enabled.

To allow employees to request an Employment Verification Letter through Powerpay Self Service you must enable the Employment Verification Letter Self Service option in Powerpay .

To enable the Request Employment Verification Letter feature in Self Service:

1. Navigate to the Self Service Options page. From the Company menu, select Self Service > Self Service Options.

2. Select the Employment Verification Letter checkbox.

   Note: The checkbox can only be selected after the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter. Configuration page is completed and saved.

3. Click Save.

Users to Receive Employment Verification Letter Notifications

Note: This functionality is only available for payrolls with Self Service enabled.

You can control which users receive employment verification letter notifications in their Powerpay Inbox. At least one user must be set up to receive employment verification letter notifications. The Payroll Admin user is automatically selected when the functionality is enabled on the Self Service Options page. From the Company menu, select Self Service > Self Service Options.

To enable employment verification letter notifications for a Powerpay user:

1. Navigate to the User & Contact Mgmt page. From the Company menu, select User & Contact Mgmt..

2. In the list of users, click the Edit link in the row for the user to receive employment verification letter notifications.

   The Contact Information section displays.

3. In the Self Service Notifications section select the Employment Verification Letter checkbox.

   Note: At least one user must be set up to receive Employment Verification Letter notifications when this functionality is enabled on the Self Service Options page. From the Company menu, select Self Service > Self Service Options.

   Note: Notifications are based on Role Based Security restrictions if enabled.

4. Click Submit.

Complete an Employment Verification Letter Request

Note: This functionality is only available for payrolls with Self Service enabled.

When an employee requests an employment verification letter through Powerpay Self Service, the Powerpay users, set up to receive employment verification letter notifications, receive the request in their Powerpay Inbox (under Actions), and on the Requests tab on the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter.

To generate the employment verification letter:

1. Navigate to the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter.

2. Select the Requests tab.

    To generate the employment verification letter:

   1. Navigate to the Employment Verification Letter page (Company  Forms  Employment Verification Letter).

   2. Select the Requests tab.

   The list includes all pending, approved and rejected requests, and the most recent requests appear at the top of the list. Approved and rejected requests remain in the list until they are deleted by clicking on the Delete button .

   When an approved letter is deleted, it is no longer available for the employee in Self Service. Click OK to delete the letter.

   You can review previously approved letters by clicking on the View button . The letter is downloads in PDF format.

   The list can be sorted using the column headers, or filtered by typing all or part of an employee name, date, status, status change, or language in the search fields in each column to filter the list.

3. To generate the letter, click the Preview button for the pending request.

   The letter opens in the Preview page.

   The employment verification letter is generated as HTML based on the employment letter verification template and information from the company’s profile and the employee’s profile in Powerpay.

4. Edit the letter as appropriate, adding comments if required.

5. (optional) To view the letter in the final PDF format:

   1. Click Preview in PDF.

      The letter downloads in the final PDF format.

   2. Review the letter. If any changes are required, you can update the letter template on the Configuration tab. See ConfigureTheEmploymentVerificationLetterTemplate.htm.

   3. Close the PDF file and return to Powerpay.

6. Click Approve.

   The letter is generated as a pdf, the employee who requested the letter is sent an email to let them know that the letter is ready and available in Self Service.

   The letter is generated in both French and English, and displays for the employee in their selected language.

   Note: The letter is available for the employee to download in Self Service for 30 days after being approved.

Reject an Employment Verification Letter Request

Note: This functionality is only available for payrolls with Self Service enabled.

When an employee requests an employment verification letter through Powerpay Self Service, the Powerpay users, set up to receive employment verification letter notifications, receive the request in their Powerpay Inbox (under Actions), and on the Requests tab on the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter.

To reject an employment verification letter request:

1. Navigate to the Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter.
2. Select the Requests tab.

3. Click the Preview button for the pending request to reject.

   The letter opens in the Preview page.

4. Click Reject.

   No letter is generated, and the request is rejected.

Employment Verification Letter Audit

Employment Verification Letter activity is audited and available in the Audit Trail page.

When the Employment Verification Letter functionality is turned on or off, the action is audited in the Company Information – Security Options section.

Approved and Rejected request audits appear in the Company Information – Employment Verification Letter section.

Employee requests for Employment Verification Letters display by employee on the Audit Trail page.

With Powerpay’s new E-Mail Notifications feature, you can choose the types of e-mail notifications you receive. You can set notifications to let you, or other Powerpay users, know when your payroll processing is complete and your reports are available, receive a payroll submission confirmation and receive payroll submission reminders so you do not forget to submit your payroll.

To set your e-mail notification preferences:

1. Navigate to the User & Contact Mgmt page. From the Company menu, select User & Contact Mgmt.

2. In the list of users, click the Edit link in the row for the user to receive e-mail notifications.

   The Contact Information section displays.

3. In the E-mail Notifications section select the notifications you would like to receive.
4. Click Save.

E-mail Notifications Audit

Powerpay audits all changes to the E-mail Notifications setting in the Company Information – User & Contact Management section of the Audit Trail page.

Tax Form Production Defaults to Yes on the Last Pay of the Year (Regular and Extra Runs)

The tax form option on the Pay Period page (Pay Period > Create New Regular Run) is now a single option on the last pay of the year (based upon your payroll calendar), and automatically defaults to Yes.

When Yes is selected, the tax forms are produced after the last pay of the year is processed. If No is selected, the tax forms are not produced with the payroll run and must be requested prior to Dayforce’s deadline.

Tax Form Production Option for Auto Submit Payrolls

A Produce tax forms with last pay of the year option is now available on the Auto Submit page (Company > Defaults > Auto Submit). Select Yes (default) to automatically produce the tax forms after the last pay of the year is processed.

Tax Form Confirmation Message

A Tax Form Confirmation message displays when you submit the last pay of the year (based upon your payroll calendar). Click Continue to produce the tax form and year-end reports with this pay, or navigate to the Pay Period page (Pay Period > Create New Regular Run) to update your selection to No.

Tax Form E-mail Notification

When you submit the last pay of the year (based upon your payroll calendar), you will receive an e-mail notification indicating your tax form production selection.

To help you avoid off schedule processing fees, and to clarify submit dates if you delay your payment date, Powerpay now displays the updated Submit By Date in messages, the header bar, your calendar and in the audit trail when you modify the Payment Date on the Create Pay Period or Edit Pay Period pages.

• A warning message displays when the change is saved on the Create Pay Period or Edit Pay Period pages.

• A warning message displays if the Payment Date is modified to a date that leaves insufficient time to process direct deposits (less than 3 business days).

• The updated Submit By Date displays in the header bar.

• The updated Submit By Date displays on the View Calendar page (Company > Calendar > View Calendar).

• The updated Submit By Date displays in the Audit Trail.

Note: For payrolls set up with Self Service.

The new Employment Verification Letter page. From the Company menu, select Forms > Employment Verification Letter. is now available for configuration on the Security Roles page. From the Company menu, select Security Roles.

If any of the following options are disabled for a specific user role, access to the Employment Verification Letter page is automatically disabled.

• Pay Rate
• Pay Period page access

Note: For payrolls set up with Self Service and with the Employment Verification Letter option enabled.

When an employee requests an employment verification letter through Powerpay Self Service, the Powerpay users set up to receive employment verification letter notifications, receive the request in their Powerpay Inbox (under Actions). One action is generated for each request per employee.

Dayforce is a privacy conscious organization. This Privacy Policy explains how we protect your, and your employee’s personal information and demonstrates our due diligence to privacy laws.

Powerpay users, who have not previously accepted the Privacy Policy for the company they are logging into, are required to read and accept the new Privacy Policy. The policy displays upon login.

To confirm your understanding and acceptance of the policy:

1. Select the I accept the terms of the Privacy Policy radio button.
2. Click Proceed.

The Privacy Policy must be accepted to continue into Powerpay.

If you do not accept the terms of the Privacy Policy, Powerpaydisplays the Log On page with an error message.

Once the Powerpay Privacy Policy is accepted, it is available for review at any time by clicking on the View Privacy Policy link on the My Profile page ( > My Profile).

Click the printer icon to print a copy of the policy.

Click the French or English buttons to toggle between French and English.

Privacy Policy Audit

Powerpay tracks when users view the Privacy Policy in the Audit Trail.

Garnishment Set Up Page

• The new Order Issue Date field, in the Payee Information section, on the Garnishments page. From the Payroll menu, select Garnishments. , may be used to calculate an employee's exemption amount. It is required to ensure the date is available and the correct formula is being used to calculate garnishment exemption and maximum amounts.

  For provinces where the exemption amount calculation depends on the order issue date (Quebec, Northwest Territories and Saskatchewan), click the for assistance in entering an applicable date and information on the date on which the change became effective.

• The Miscellaneous Information section displays the common fields for all garnishment types. A red asterisk * displays when the field is required for the garnishment calculation.

• With the addition of the Order Issue Date to the Payee Information section, the Garnishee Order Issue Date, with Before and After options for a Quebec garnishment, are no longer included in the Miscellaneous Information section.

Quebec Employees

Powerpay now accommodates new exemption rates for federal, provincial and support garnishments, issued to employees whose province of employment is Quebec on or after January 1, 2016. The old exemption rates apply to garnishments issued before January 1, 2016.

Northwest Territories Employees

• The formula Powerpay uses to calculate support garnishments, for employees whose province of employment is Northwest Territories, is based on when the order was issued, before or after July 1, 2009. This distinction ensures the correct amount is deducted for the garnishment.
• Marital status is lo longer used in the calculation for federal and provincial garnishments and is not a required field.

Nunavut Employees

When calculating exemption amounts for garnishments in Nunavut:

• Number of dependents is no longer used in the calculation of an exemption amount for a support garnishment.
• Marital status is no longer used in the calculation of an exemption amount for federal or provincial garnishments, and is not a required field.

Saskatchewan Employees

For employees, whose province of employment is Saskatchewan, Powerpay calculates federal and provincial garnishments based on the formula when the order was issued, before or after May 28, 2012. This distinction ensures the correct amount is deducted for the garnishment.

Nova Scotia Employees

A new field, Source of Garnishee Order, displays in the Miscellaneous Information section for employees with a province of employment of Nova Scotia for federal or provincial garnishments. This field is used to determine if the calculation for federal or provincial garnishments is based on a small claims court judgment.

Hire / Profile Page

Powerpay now displays this simplified message when an employee’s Province of Employment changes from, or to, any province (other than BC), and the employee has an active garnishment.

The employee’s Province of Employment has been changed and the employee has the following active garnishment(s):

XXXX

It is recommended that you:

• Contact the garnishor (government agency) to determine if a new garnishment order is required
• Ensure the information on the Garnishment Set Up page for the employee’s garnishment(s) conforms to the requirements for YYYY, as requirements vary by jurisdiction.

Note: YYYY – The name of the province.

• The following fields now accommodate the million digit to ensure the accurate production of ROEs.
  • Box 15B,
  • Box 15C,
  • Box 17A Separation Payments – Vacation Pay,
  • Box 17B Separation Payments – Statutory Holiday Pay,
  • Box 17C Separation Payments – Other Monies (Specify), and
  • Box 19 Paid Sick / Maternity / Parental / Compassionate Care Leave or Group Wage Loss Indemnity Pay
• Messages on the page have been updated to include the million digit.

For wide screen displays, the Powerpay banner now includes all icons, eliminating an extra click to access the Contact Us and Print buttons.

To enhance security, personal verification questions are now mandatory and are used to authenticate your identity prior to providing phone support for login issues.

Existing Powerpay users, who have not already completed their personal verification questions, are now required to do so when they log in. The Personal Verification Question page displays during the log in process after the Select Security image page. At least four questions must be completed before continuing to Powerpay.

Note: Each question and answer must be unique.

Next Employee > and < Previous Employee links are now available, directly on the Employee Details page, eliminating the need to navigate back to the Employee Totals page to select the next or previous employee.

Click on an Employee Name on the Employee Totals page to open the Employee Details page for the selected employee.

Use the < Previous Employee and Next Employee > links to navigate to the next employee without having to return to the Employee Totals page.

Tip: The < Previous Employee and Next Employee > links allow you to navigate though a section, or subsection. To move to another section of employees you must return to the Employee Totals page.

Note: ONLY available on Self Service enabled employees.

The Tax Form Delivery option, for individual employees, is now editable and can be set in the Additional Information section on the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.

The Self Service Security Event Log (Company > Self Service > User Maintenance > View Security Event Log) now includes details on the following events:

• When a welcome email is sent to a Self Service employee user.
• When an employee logs in with a reset password.

• The Insurable Earnings History page has been renamed Insurable Earnings Adjustments.
• The Insurable Earnings Adjustments page is now available under the Payroll > ROE / Employee Status Change menu. Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

• The Quick Links on the Employee Timesheet page (Payroll > Regular Payment > Employee Timesheet) and Employee Timesheet – Second Payment page (Payroll > Second Payment > Employee Timesheet – Second Payment) reflect the new Status Change / ROE name.

• The Status Change / ROE and Insurable Earnings Adjustments pages are now accessible under Payroll > ROE / Employee Status Change menu.
• Employee Status Change / ROE updated to Status Change / ROE.
• Insurable Earnings History updated to Insurable Earnings Adjustments.
• The ‘Go’ button has been relabeled the ‘Next’ button.

• To avoid lost data, a ‘Data Not Saved!’ message displays if you navigate away from page without saving.

• A warning message now displays if there are no insurable earnings and/or hours in the Pay Period for the:

  • First Day Worked, or

  • Last Day For Which Paid

  Indicating that time entries, or an adjustment to the insurable earnings history is required to produce a Record of Employment.

• When Amend or Produce are selected in the ROE Form field, a message displays at the top of the page reminding you to request a payroll preview to review the form details.

• The following message now displays in boxes 17A, 17B, 17C and 19:

  Amounts recorded here do not generate payments to the employee.

• Click the adjacent to the following fields for additional information regarding each field:

  • Last Day Worked
  • First Day Worked
  • Last Day For Which Paid
  • Final Pay Period Ending Date

The Security Roles page has been updated to reflect the renaming and new menu structure of:

• ROE/Employee Status Change
• Status Change / ROE
• Insurable Earnings Adjustments

If one or more Record of Employment forms requested did not produce, Powerpay display a message indicating that the ROE forms should be reviewed for errors.

The following labels have been updated to provide clarity on the User Maintenance page. From the Company menu, select Self Service > User Maintenance.

• Reset Password changed to Send New Password to User.
• Force Change Password changed to Force Password Change on Next Logon.

The Employee Status column on the User Accounts page. From the Reports menu, select Self Service Reports > User Accounts. now displays the entire Employee Status description, Active, On Leave, or Terminated (not just A, L, or T).

The Audit page now includes details on each time a change was made to a cycle on the following pages including who made each change, the old and new values and when then change was made.

• Deductions & Contributions Cycle page

• Permanent Earnings Cycle page

• Deductions & Contributions Cycle Setup page

• Permanent Earnings Cycle Setup page

The generated Excel reports for the Pay Rate History report, Permanent Regular Hours report and the Permanent Regular report now display the column headings Department Number and Department Description, to match the terms used in Powerpay.

The label Garnishee has been replaced with Garnishment throughout Powerpay including:

• The Payroll menu

• The Garnishments page (Payroll > Garnishments)

• The Garnishment Set Up page (Payroll > Garnishments > Add New Garnishment)

The submission due date alert message has been updated with a new look for consistency and ease of use.

• The PowerpayLogon pages have been redesigned for consistency and ease of use.
• The Contact Us and change language links now display at bottom of most of the login pages for easy access.
• To enhance security, these questions are now mandatory and are used to authenticate your identity prior to providing phone support for login issues.

Note: Each question and answer must be unique.

The look of the login page when logging into IAM has been updated for ease of use and consistency.

An employment verification letter confirms a current employee's employment status. These letters may be required for landlords, financial institutions or government agencies. For example, a bank might request employment verification to decide about a house or automobile loan, or a government agencies might seek this information to request wage garnishment. These letters are also sometimes necessary for insurance reasons.

When enabled, employment verification letters can be requested through Powerpay Self Service.

Note: This option is only available for current, Active employees.

To request an employment verification letter:

1. Navigate to the Payroll Details page. From the Profile & Settings menu, select Payroll Details.

2. Click the Request button in the Employment Verification Letter section.

   A Success message displays, and the text in the Employment Verification Letter section is updated.

3. When the requested Employment Verification Letter is ready, you will receive an email and your letter will be available for download in Self Service.

4. Navigate to the Payroll Details page. From the Profile & Settings menu, select Payroll Details.

5. Click the link in the Employment Verification Letter section to download the letter in PDF format. The link name includes the date the letter was generated. The letter remains available for download for 30 days.

6. Open the downloaded file to view, print and save your letter.

Note: If you request a new letter within the 30 days by clicking on the Request button again, the old letter will no longer be available for download.

Note: If your request for an Employment Verification Letter is rejected, the Request link reappears.

When Electronic only is selected as the Earnings Statement Delivery option in the Earnings Statement & Year End Form Delivery section on the Profile page, a Send e-mail notifications when new electronic earnings statements are available checkbox displays.

When the checkbox is selected, an E-mail Notification ON icon displays in the Earnings Statement & Year End Form Delivery section indicating that E-mail notifications are on.

When the checkbox is cleared, an E-mail Notifications OFF icon displays in the Earnings Statement & Year End Form Delivery section indicating that E-mail notifications are off.

Select the checkbox to receive an email notification when your Earnings Statements are ready to view.

When Electronic only is selected as the Year End Form Delivery option on the Earnings Statement & Year End Form Delivery page, an e-mail notification is sent automatically when a new year-end form is available, an E-mail Notification ON icon displays in the Earnings Statement & Year End Form Delivery section indicating that E-mail notifications are on, and a message displays indicating that an e-mail notification will be sent when the year end forms are available.

Consent for employers to distribute year-end tax forms electronically is no longer required. Intent is implied by selecting a delivery option. The wording on the Earnings Statement & Year End Form Delivery page has been updated to remove the consent instructions.

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