Add new hires

To be included in the system, a person must be added to the People list. New hires are added through the New Hire Wizard or the Onboarding Wizard based on your company's configuration.

If Onboarding is enabled for your company, see Onboarding for information on setting up the Onboarding Manager.

Tasks

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

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

  2. Click the button.

    The New Hire Wizard opens.

  3. Complete the new hire’s basic information.

    The information will be saved on the Profile tab under the People menu.

  4. Click Next.

  5. Complete the new hire’s contact information.

    The information will be saved to the Contact Information section on the Profile tab under the People menu.

  6. Click Next.

  7. 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.

    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.

    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.

  8. Click Next.

  9. Complete the new hire's employment information.

    The information is saved to the Employment Information section on the Compensation tab under the People menu.

  10. Click Next.

  11. Complete the new hire’s tax information.

    The information is saved to the Taxation section on the Compensation tab under the People menu.

  12. Click Next.

  13. Complete the new hire’s entitlements information.

    The information is saved to the Entitlements section on the Compensation tab under the People menu.

  14. Click Next.

  15. Complete the banking information to pay the new hire by direct deposit. This information is saved to the Banking Information section on the Compensation tab under the People menu.

    Be sure to record bank account information accurately. Banking institutions DO NOT verify employee's names and will deposit the amount of payment to the account you specify.

    To pay the employee by printed cheque clear the Enabled checkbox.

  16. Click Next.

  17. 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 page is saved. If changes to the Employee Number are required, click Previous to return to the Employment Information page in the New Hire Wizard and make the change before saving. To change the employee number after the payroll processes, contact your Customer Support Team.

    To make changes to the defaults, click Save and navigate to the Profile and Compensation tabs under the People menu after completing the New Hire Wizard.

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

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.Closed 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.

    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.

    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 Customer Support 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’).

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.Closed 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”.

After a new hire is added using the Wizard, they are added to the People List and placed in New Hire status “N”. To remove the new hire from the People List and remove all the information created during the new hire process, they must be deleted.

Once the new hire is deleted, they will no longer be able to log into Self Service and their information will be unrecoverable.

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

  2. Select the employee to delete 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 Delete New Hire button at the bottom of the page.

    A warning message displays.

  4. Click Delete.

The new hire employee is removed from the system.

Field information

the person’s legal first full name

the person’s legal last name in full

the person’s type of phone number (home, work, mobile, fax or other) and phone number including the area code. This number is used for Powerpay notifications and Self Service communications.

the person’s email addresses. This email address is used for Powerpay notifications and Self Service communications.

the person’s date of birth. To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the date the person is hired. This field only applies to HR functionality and is different than the ‘First Day Worked’ field used for issuing ROEs.

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). To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the person’s city of residence

the person’s province or state of residence

the person’s 6-character postal code or 5-digit US Zip code. To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the person’s country of residence

the position the person is working

the person’s distribution department. The department is used to allocate (cost) earnings and expenses to the person’s home department.

the name of the person from the People list that the person reports to. The default selection is Payroll Admin.

Normal daily hours are the number of hours a day employees usually work on a working day. Working days and normal daily hours values are used to calculate and determine the duration of an employee’s time off request. Powerpay automatically calculates hours and days that an employee is away from work based on the employee’s Normal Daily Hours and Working Days.

The Normal Daily Hours and Working Days fields are populated with your company defaults, set up for your payroll on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request. but should be completed according to the employee’s normal work schedule.

Working days are the days of the week that your employees typically work. Working days and normal daily hours values are used to calculate and determine the duration of an employee’s time off request. Powerpay automatically calculates hours and days that an employee is away from work based on the employee’s Normal Daily Hours and Working Days.

The Normal Daily Hours and Working Days fields are populated with your company defaults, set up for your payroll on the Time Off Request tab.Closed From the People menu, select Settings > Time Off Request. but should be completed according to the employee’s normal work schedule.

the number of the payroll the person is associated with

a number used to identify the new hire. You can change the default assigned Employee Number.

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.

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.

the person’s CPP/QPP status.

the employee's EI category. Most employees pay E.I. 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.

identifies the employee as hourly or salaried (with variations on these two types).

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.

sometimes referred to as a start date, or anniversary date (the first day worked). The first day worked appears on the employee's Record of Employment.

for salary pay types only. The person’s pay annually or per pay period.

for salary pay types only. The annual pay for the person when the selected Rate Option of Annual.

for salary pay types only. The amount of salary per pay period when the selected Rate Option is Pay Period.

for hourly pay types only. The person’s hourly rate to three decimal places.

for HOURLY, the amount displayed is: Hourly Rate x Hours Per Pay x No. of Pay Periods in the year.

the person’s Social Insurance Number without spaces or dashes. The SIN is required for issuing year-end forms. To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

for valid temporary Social Insurance Numbers (SIN) starting with a ‘9’. This field is required for people with temporary SIN numbers.

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.

You can set up multiple direct deposit accounts if the person requests that their payment be paid to two or more (up to six) different accounts.

When multiple direct deposit accounts are set up and enabled, the deposits occur in the order: Deposit Priority 1 through 5 and then Primary Deposit. The amount deposited in the Primary Deposit is the remaining balance of the earnings after the deposits have been made in Deposit Priority accounts 1 through 5. If the earnings are unable to meet a priority deposit value, that deposit priority is skipped, and the process continues with the next deposit priority.

indicates if the account is enabled for direct deposit.

name of a financial institution.

5-digit transit number that corresponds with the selected financial institution. Do not forget to include any leading zeros.

the account number for the direct deposit.

edit or delete the direct deposit account

the vacation plan assigned to this person

the rate of vacation accrual for this person. Rates are based on legislative requirements and the person’s entitlement. If Plan 7 is selected, the Rate (Hrs/Pay) displays.

the additional accumulator plan type

the rate of accrual for this plan. If Plan 7 is selected, the Rate (Hrs/Pay) displays.

Custom entitlements set up for your payroll display on the bottom half of the page. Custom entitlements set to apply to all new hires are selected by default.

Select the checkbox for the custom entitlements to apply to the new hire and enter the Initial Grant amount as appropriate for each selected entitlement.

Note: Initial grant amount cannot exceed twice the amount of the annual grant.

Note: Powerpay uses First Day Worked as the grant date for the entitlement balance. If the First Day Worked field is left blank, Powerpay uses the date the wizard is completed.