Get started with Powerpay People

Important: To add new employees with a year-end adjustment run (Y-run), see Amend employee profile on a year-end run.

When Onboarding is set up for your company, new hires are added using the Onboarding wizard. Use the Onboarding wizard to record some details about the newly hired employee and create a Powerpay Self Service user for the new hire so they can complete the new hire process.

Note: All fields with a red * are required.

1. Open the People List. From the People menu, select People List.

2. Click in the People list.

   The Onboarding wizard opens.

3. Complete the new hire’s basic information. The information is saved on the Profile tab under the People menu when you complete the wizard.

4. Click Next.

5. Complete the new hire’s work assignment information. The information is saved to the Work Assignment section on the Profile tab under the People menu.

   To add a Position not in the list:

   1. Click the adjacent to the Position field.
   2. Click Add.
   3. Enter the name of the position in English and French.
   4. Click Save.

   The new position is available on the Position list for all people in the People list.

   To add a Department not in the list:

   1. Click the adjacent to the Department field.
   2. Click Add.
   3. Enter the name of the department in English and French.
   4. Click Save.

   The new department is available in the Department list for all people in the People list.

6. Click Next.

7. Complete the new hire’s employment information. The information is saved to the Employment Information section on the Compensation tab under the People menu.

8. Click Next.

9. Complete the new hire’s entitlements information. The information is saved to the Entitlements section on the Compensation tab under the People menu.

10. Click Next.

11. Select any company documents to assign to the new hire. Documents designated to send to all new hires on the Company Documents page are selected by default. You can clear any documents as required.
12. Click Next.

13. Review the new hire summary. The summary includes the values you entered and some automatically set defaults.

    To make any changes to the values you entered, click Previous.

    Note: The Employee Number cannot be changed once the Summary page is saved. If changes to the Employee Number are required, click Previous to return to the Employment Information page in the Onboarding Wizard and make the change before saving. To change the employee number after the payroll processes, contact your Service Delivery Team.

    To make changes to the defaults, click Save, complete the Self Service setup and navigate to the Profile and Compensation tabs under the People menu after completing the Onboarding Wizard.

14. Click Save.

15. (mandatory) Complete the Self Service setup section to create a Powerpay Self Service User for the new hire and grant the new hire access to Self Service.

    When you assign a Self Service User account to a new hire, you assign the new hire a unique username. Once the account is created, an email is sent to the new hire with their username, a password, a link to the Powerpay Self Service application and access to the Onboarding Wizard.

16. Click Create User.

17. Click Create Another New Hire to add another new hire or click Go Back to People List to continue working in Powerpay.

The person is added to the People List with the status New Hire “N”.

Note: Employee’s with the status New Hire “N” are NOT paid and are not available on the payroll pages in Powerpay including the Employee Timesheet and Rapid Entry pages. For the employee to be paid they must be changed to Active status. For more information see "Activate New Hire "N" employees".

Note: The My Requests tab in Powerpay Self Service is only available to onboarded employees after they are activated in Powerpay (status ‘A’).

Before the employee can be paid, they must be changed to Active status “A”.

After a new hire is added using the Powerpay Onboarding Wizard, they are added to the People List and placed in New Hire status “N”. Before the employee can be paid, they must be changed to Active status “A”.

Depending on how you have configured the onboarding process, it may include the employee entering banking information and TD1 exemption amounts. If you activate the employee before the onboarding process is complete and run your payroll, the employee will be paid by cheque and basic exemption amounts will apply. When possible, best practice is to activate the employee after the employee has completed the Self Service Onboarding Wizard.

1. Navigate to the People List. From the People menu, select People List.

2. Select the employee to activate from the People List.

   Tip: Use the People List filter options to easily locate the employee by selecting only the New Hire from the status options.

3. Click the Activate Employee button at the bottom of the page.

   A warning message displays.

4. Click Activate.

The employee’s status is changed to Active “A”.

The document is added to the list on the Company Documents page.

The document displays for the assigned employees in Self Service and on the Documents tab. From the People menu, select People List > Documents. in Powerpay.

Repeat these steps to add additional documents.

Note: There is a 250 MB size storage limit per employee. The progress bar at the top of the page indicates the amount of storage available.

Use the edit feature to update document properties or replace the existing document. This is useful in cases where the document has been updated since it was uploaded, or where you accidentally upload the wrong document.

Once you upload a new file or link, the application deletes the previous one.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.
2. Click the properties button in the Action column for the document to edit.
3. Make any required changes such as uploading a new version of the document, updating the expiry date or changing or adding a sign off deadline.

4. Click Save.

1. Navigate to the Company Documents page. From the People menu, select Company Documents.

2. Click the add employee button in the Action column for the document to edit.

   The Add Additional People page displays.

3. Select the status, departments and positions of the employees to send the document to.
4. Select the Include all new hires that meet these criteria checkbox to send the document to all future new hires that meet the filter criteria.

5. Click Preview.

   All the people in the People list who meet the selected criteria and who are not already assigned to that document display and are selected by default.

6. Click the checkbox in the header to clear all of the selections and select the individual checkboxes of the people to send the document to.

7. Click Next.

   The Review page displays.

8. The list displays all of the employees already assigned the document (Current) and the additional employees selected on the previous page (New). Review the list for accuracy.

9. Click Save.

Time Off Request Set up form

Email the completed form to [email protected]. After submitting the form, wait for a confirmation email from Dayforce before proceeding with your Time Off Request set up.

Note: New codes or modifications to codes may be required. Once Dayforce has completed this step you will receive a confirmation email and you can continue your Time Off Requests set up.

The Time Off Request Company Calendar is preloaded with all statutory holidays. As a Powerpay payroll administrator you have access to add information, such as company observed holidays (custom holidays), to the calendar view for all employees.

For more information on the Company Calendar see Time off request company calendar set up

Add custom holidays

Use the Add New Holiday feature to add custom company holidays, specific to your company, to your calendar. When adding custom holidays, pay attention to the jurisdictions they apply to. The holiday will display on employee calendars for all the selected jurisdictions and will be used in calculating the duration of time off requests.

1. Go to the Calendar tab. From the People menu, select Calendar.

2. Click Add New Holiday.

3. Enter the new Holiday name in English and French.

4. Select the date for the Holiday.

5. Select the jurisdictions where the holiday is observed.

6. Click Save.

The Holiday is added to the calendar and appears in the Events list below the calendar on the holiday date.

Change observed date for a statutory holiday

Statutory Days may fall on a weekend or other day that is already taken off by your company. In this event, you may wish to observe the statutory holiday on a different date.

Note: The observed date is used in the calculation of the duration for time off requests. It is important to have the correct dates before employee’s request time off to ensure accurate entitlement calculations.

1. Go to the Calendar tab. From the People menu, select Calendar.

2. Select the date with the statutory holiday to edit. All events for the selected date display below the calendar in the Events section.

3. Click the gear icon beside the statutory holiday to edit.

   The checkbox is selected for the Jurisdictions to which the statutory holiday applies. Some jurisdictions use alternate names for the holiday. Powerpay displays the alternate holiday name in brackets for each jurisdiction.

4. Click the Observed checkbox.

5. Select the date the holiday is observed.

   Note: The Observed Date of a statutory holiday must be within 5 days of the Holiday Date.

6. Click Save.

The statutory holiday displays in the calendar on the new observed date.

A manager (or the person listed in the Reports To field in the Work Assignments section on the Profile tab. From the People menu, select People List > Profile tab.) can approve requests in Self Service.

The Payroll Administrator approves requests in Powerpay.

Note: If the Payroll Administrator is not the person selected in the Reports To fields on the Profile tab, the Payroll Administrator will not receive an email that an employee has made a time off request.

To assign who can approve an employee's request:

1. Go to the People List. From the People menu, select People List.

2. On the Profile tab, go to the Work Assignment section.

3. Select the approver in the Reports To field.

   If their name does not display, they must be added as a new employee to the payroll and set up with a Self Service account.

4. Click Save.

• Time Off Requests - Employee Guide

The Time Off Entitlements section on the Time-Off tab. From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter a current balance amount for each entitlement.

1. Go to the Time-Off tab. From the People menu, select People List > Time-Off.

2. Select the employee to assign the custom entitlement from the People list.

   The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

3. In the Time Off entitlements section, click Assign Additional Entitlements.

   A list of the custom entitlements set up for the payroll and available to assign displays. If the custom entitlement is linked to a pay code, it displays in the Pay Code column. The Annual Grant Amount column displays the number of days or hours granted automatically to the employee. Entitlements that are already assigned to the employee are disabled.

4. Select the checkbox for the entitlement to assign to the selected employee.

   Note: Each employee is automatically assigned zero as the entitlement grant when assigned to the custom entitlement.

   Note: Balances are not required for entitlements set up with unlimited time.

   Enter the desired balance in the Initial Grant field for the entitlement. For example, if an employee is hired mid-year you can adjust the balance amount accordingly.

5. Click Save.

The selected entitlements display in the Time Off Entitlements list for the selected employee with the appropriate balances.

The Time Off Entitlements section on the Time-Off tab. From the People menu, select People List > Time-Off. lists all the custom entitlements assigned to the employee selected in the People list. You can assign the employee additional custom entitlements and enter the balance amount for each entitlement. For example, if an employee is hired mid-year you can adjust the balance amount accordingly.

Note: Balances are not required for entitlements set up with unlimited time.

1. Go to the Time-Off tab. From the People menu, select People List > Time-Off.

2. Select the employee for whom to adjust the balance for the custom entitlement from the People list.

   The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

3. Click the gear icon in the Action column for the entitlement.

4. Enter the adjusted balance.

5. Click Save.

The adjusted balance is assigned to the selected employee and displays in the Time Off Entitlements section.

Custom entitlements can be removed for individual employees on the Time-Off tab. From the People menu, select People List > Time-Off. Once an entitlement is removed:

• the entitlement will no longer be available for selection in the Reason list when the employee makes a Time Off Request in Self Service.

• the current balance for the entitlement must be zero, or unlimited.

1. Go to the Time-Off tab. From the People menu, select People List > Time-Off.

2. Select the employee for whom to remove the custom entitlement from the People list.

   The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

3. In the Time Off Entitlements section, click the trash icon in the Action column for the entitlement to remove.

   A Warning message displays.

4. Click Remove.

Note: An employee’s entitlement balances are displayed on the Time-Off tab. From the People menu, select People List > Time-Off. and the New Time Off Request page in Self Service (employee view) may differ from the balances displayed on the Register. This is because the balances on the Time-Off tab. From the People menu, select People List > Time-Off. and New Time Off Request page in Self Service include pending requests. The balances displayed on the Register do NOT include pending requests.

1. Go to the Time-Off tab. From the People menu, select People List > Time-Off.

2. Select the employee whose custom entitlement balances you want to check from the People list.

   The Time Off Entitlements section lists the custom entitlements assigned to the selected employee.

   The Current Balance column displays the employee’s balance for each custom entitlement assigned to the employee.

Note: An employee’s entitlement balances are displayed on the Time-Off tab. From the People menu, select People List > Time-Off. and the New Time Off Request page in Self Service (employee view) may differ from the balances displayed on the Register. This is because the balances on the Time-Off tab. From the People menu, select People List > Time-Off. and New Time Off Request page in Self Service include pending requests. The balances displayed on the Register do NOT include pending requests.

Use the Entitlement Balance History table to view and track the complete history for each entitlement for a selected employee.

1. Go to the Time-Off tab. From the People menu, select People List > Time-Off.

2. Select the employee whose custom entitlement balance history you want to view from the People list.

   The Entitlement Balance History section lists the complete entitlement history for the selected employee.

   The list is sorted in alphabetical order by entitlement, and then by transaction date (newest to oldest).

3. (optional) Click the Spreadsheet button to export the entitlement balance history in .csv format.

1. Go to the Time Off Request tab. From the People menu, select Settings > Time Off Request.

2. Review the standard entitlements set up for your payroll. If you require additional standard entitlements, contact your Service Delivery Team.

3. (optional) Click the number in the Assigned To column for each entitlement to review the list of employees assigned to the entitlement. The list includes all employees assigned the to the plan with an accumulator rate for the entitlement on the Compensation tab. From the People menu, select People List > Compensation..

   • To add or remove an employee from the list, see View, add and edit entitlement information for an employee.

   • Click the Spreadsheet button to download a .csv file of the employees assigned to the entitlement.

1. Go to the Pending Requests tab. From the People menu, select Calendar > Pending Requests.

   A table displays all the pending requests.

2. Click the gear icon in the Action column for the request to approve or deny.

   The time off requests details display.

3. Review details of employee request. This includes: Reason, Start Date, End Date, Type of Request, Start Time (if partial day), End Time (if partial day), and Employee Comments.

   Note: If you approve a request for a prior pay period, you must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. If a manager approves a request for a prior pay period in Self Service, you receive a notification email and must update the year-to-date and accrual amounts on the Timesheet page for the correct pay period. For more information see, Adjust prior pay period for a time off request.

4. Add any approver comments.

5. Click Approve or Deny.

   Note: When vacation pay is paid using a Custom Entitlement instead of a Standard Entitlement, the vacation accumulator balance must be manually adjusted when vacationable monies are paid to an employee. The percentage accrued on vacationable monies is not automatically added to the accumulator. E.g. vacation accrued on vacation pay paid.

1. Go to the Calendar tab. From the People menu, select Calendar.

2. Review the calendar to locate any approved time off requests for the employee.

3. Select the date on the calendar with the approved request.

   The request displays in the Event list at the bottom of the page.

4. Click the trash can icon to the right of the request to delete.

   A confirmation message displays.

5. Click Cancel Request.

1. Go to the Pending Requests tab. From the People menu, select Calendar > Pending Requests.

   A table displays all the pending requests.

2. Review the table to locate any pending time off requests for the employee.

3. If required, click the gear icon in the Action column to approve or deny the request.

   The time off requests details display.

4. Click Approve or Deny as appropriate.

1. Go to the Calendar tab. From the People menu, select Calendar.

2. Review the calendar to locate any approved time off requests for the employee.

3. Select the date on the calendar with the approved request.

   The request displays in the Event list at the bottom of the page.

4. Review the request details in the Event list.

5. If required, click the trash can icon to the right of the request to delete it.

   A confirmation message displays.

6. Click Cancel Request.

7. Repeat steps 2 - 6 for all approved time off requests for the employee.