Processing a Simple Pay Run – US...Introduction to Processing Payroll Introduces relevant...

Processing a Simple Pay Run –

US

Training Guide

Copyright © 2018 Ceridian HCM, Inc. All rights reserved.

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Processing a Simple Pay Run – US Contents 3

Copyright © 2018 Ceridian HCM, Inc. All Rights Reserved

Contents

Overview ................................................................................................................................................. 5

Learning Objectives.................................................................................................................................. 5

Prerequisites ............................................................................................................................................ 6

Available Resources ................................................................................................................................. 6

Our Training Scenario............................................................................................................................... 7

Introduction to Processing Payroll .......................................................................................................... 8

Process Job Steps of Processing Payroll .................................................................................................... 9

After the Pay Run has been Committed.................................................................................................. 10

Auditing Steps of Processing Payroll ....................................................................................................... 10

Process Payroll for a Simple Pay Run..................................................................................................... 12

Commit Time & Attendance Data ........................................................................................................... 13

Load and Calculate the Pay Run ............................................................................................................. 17

Load the Pay Run ............................................................................................................................. 17

Calculate the Pay Run ...................................................................................................................... 21

Preview Audit ........................................................................................................................................ 22

Problems Panel ................................................................................................................................ 23

Employee Preview Slide-Out ............................................................................................................ 24

Time Data ........................................................................................................................................ 27

Preview ........................................................................................................................................... 29

Audit ............................................................................................................................................... 33

Lock the Pay Run .................................................................................................................................... 35

Pre-Commit Audit .................................................................................................................................. 36

Validate the Pay Run .............................................................................................................................. 37

Commit the Pay Run .............................................................................................................................. 38

Post-Commit Audit................................................................................................................................. 39

Payroll Register Report .................................................................................................................... 40

Garnishment History Report ............................................................................................................ 44

Payroll Summary Report .................................................................................................................. 45

Third Party Payments Report ........................................................................................................... 48

Check and Direct Deposit Register Report ........................................................................................ 49

Payroll Audit Report ........................................................................................................................ 51

After the Pay Run is Committed ............................................................................................................ 54

Transmit to CTC / CTS (STO) ............................................................................................................. 55

Delivery of Payroll Documents and Reports ..................................................................................... 56

Wrap-Up................................................................................................................................................ 60

Glossary of Terms .................................................................................................................................. 61

Methods and Frequency of Payment...................................................................................................... 61

Earnings........................................................................................................................................... 61

Benefits ........................................................................................................................................... 62

4 Contents Processing a Simple Pay Run – US


Deductions...................................................................................................................................... 62

Other Terms .......................................................................................................................................... 64

Appendix A: Preview Audit Checklist .................................................................................................... 67

Processing a Simple Pay Run – US Overview 5


Overview

This course illustrates how to process payroll in the Payroll feature in Dayforce. This includes an

overview of the entire payroll process, including what happens after a pay run is committed. During this

course, we will focus on how to process a simple pay run without any additional entries, adjustments, or

corrections so that you can build an understanding of the main steps in the process.

You will also use the auditing tools and fixed format reports available in the Payroll feature to validate

your payroll data. Validating your payroll data is one of the two components in the auditing process. You

will be introduced to the second component, correcting payroll errors, in the Processing a Pay Run with

One-Time Changes and Corrections – US course and Using a Decision Matrix for Payroll Corrections – US

video. You will continue to learn more about correcting payroll errors in the Auditing Your Pay Run at

Quarter End and Year End – US course.

The following sections are included in this course:

Section Description

Introduction to Processing Payroll Introduces relevant terminology, the steps utilized when processing pay, and how other areas of Ceridian are involved in payroll processing.

Process Payroll for a Simple Pay Run Explains how to process a simple pay run without one-time changes, adjustments, or corrections. This focuses on the main steps that you perform each time you process payroll in Dayforce.

After the Pay Run is Committed Outlines what happens after the pay run is committed. This includes paying tax authorities, generating delivery packages, and paying

employees.

Wrap Up This section summarizes the information provided in this course and links you to any further resources

that you may find helpful.

Glossary of Terms These terms define payroll concepts and commonly used payroll terminology. Many of these terms and

concepts are used through the class and Dayforce.

Appendix A: Payroll Preview Auditing Checklist

Outlines a checklist of items to audit in the Preview Audit.

Learning Objectives By completing this course, you will be able to:

• Process a simple pay run in Dayforce

• Explain the significance of the main steps in the payroll process

• Use the auditing tools available in Dayforce to validate your data prior to committing the pay run

• Explain the purpose of common payroll reports available in Dayforce

6 Overview Processing a Simple Pay Run – US


• Use fixed format reports to validate key payroll information

• Describe what happens after a pay run is committed

Prerequisites

• Understanding Deductions and Earnings in Dayforce – Discusses when deductions and earnings get applied and how to modify them

• Maintaining HR Records for Payroll – US – Discusses how changes to key information in an HR record impact payroll processing

Available Resources A variety of supporting guides are available through support.ceridian.com. Talk to your organization’s support user or Implementation Consultant for help with obtaining these guides, depending on if you are in implementation or live.

• Admin and User Guides

o Payroll Administrator Guide

o Payroll Feature Guide for Early Adopters

o Pay Approval Guide

o Reporting Guide

Processing a Simple Pay Run – US Overview 7


Our Training Scenario The best way to learn about Dayforce is to use the application. The following sample company is used throughout the class to reinforce concepts and processes.

XYZ Company is a multinational company that has started using Dayforce for Time & Attendance and

Payroll. Employees have begun using the application to record their worked time in their timesheets.

Today you will act as a payroll administrator at XYZ Company as you process and commit a simple pay

run for the USA Salary pay group.

8 Introduction to Processing Payroll Processing a Simple Pay Run – US


Introduction to Processing Payroll

This module provides an overview of how to process payroll in Dayforce. Processing payroll involves

reviewing the summary and details of each pay period and making necessary corrections before the

Commit By deadline. In Dayforce, payroll is processed in the Payroll feature. Within Payroll, you can

adjust earnings, deductions, and taxes in real time; preview payroll without the need to generate

reports; and review payroll reports and audits to ensure the accuracy of your data.

As we work through the steps involved in processing payroll, it is important to keep these key terms in

mind:

• Pay Group – A group of employees with the same frequency of pay periods, and the same due date for approving and transmitting payroll.

• Pay Period – A recurring length of time over which an employee is paid. For example, a weekly pay period could have the date range June 1 to June 7.

• Pay Run – Pay is processed by a pay run, which contains payroll details for a specific pay period for a pay group. The combination of a specific pay group and pay period is often referred to as a pay run. For example, an administrator will process payroll for a pay run that is for the USA Hourly pay group for the June 1 to June 7 pay period.

The below diagram illustrates the flow of information and tasks performed during the payroll process

with Dayforce.

Processing a Simple Pay Run – US Introduction to Processing Payroll 9


Although the steps used to process payroll may vary slightly depending on how your organization uses

the application, you will perform the majority of these steps each time you process payroll. We’re going

to take a closer look at the steps involved in the payroll process, distinguishing between the process job

steps, the additional steps, and the auditing steps. We will also introduce what happens after the pay

run has been committed.

Process Job Steps of Processing Payroll The following are the steps of processing payroll that require you to process jobs within Dayforce.

Step Description

Commit Time & Attendance Data In Dayforce, an employee’s time-driven earnings come from his or her Time and Attendance records. These records contain details on how much an employee earned for working each day, including any overtime, shift premiums, or the amounts of any sick or vacation pay.

Time-driven earnings are a key foundation of gross pay, and gross pay is the start of the main calculation behind processing payroll. Therefore, records from the Workforce Management (WFM) module of Dayforce are made available in Payroll. Once time and attendance data has been committed in Pay Admin Checklist, the application can use these details to start calculating net pay. Time records can also be calculated prior to being approved. Once approved, any additional time entered for the approved period becomes a retroactive change in the next period.

Load and Calculate Before you can begin working in a specific pay run, you must first load it in the Payroll feature and then calculate it. When you calculate the pay run, the application calculates and applies auto pay earnings, generated earnings, and scheduled deductions for each employee. Generated earnings and scheduled deductions are recurring amounts that are assigned to an employee as Payroll Elections in the People feature, such as 401(k) contributions, parking subsidies, and medical premiums.

Calculating the pay run combines the time-driven earnings with the auto pay earnings, generated earnings, and scheduled deductions so that the appropriate deductions, wage attachments, and taxes can be applied to the gross pay. Once

the pay run has been calculated you can preview the pay run.

Lock

Locking the pay run prevents other administrators from making changes to the same payroll details that you are working on. Time and Attendance records must be committed for the pay run before you can Lock the pay run.

10 Introduction to Processing Payroll Processing a Simple Pay Run – US


Step Description

Validate Validating the pay run is done to catch any errors with the payroll data prior to commit. Validate should be used throughout the payroll process, rather than just at the time of

commit.

Commit When all of the steps have been completed and you have validated that the information in the pay run is accurate, you commit the pay run. Committing sends the data to other areas of Ceridian for processing. When you commit the pay run, a validation will also happen to ensure that there are no critical

errors with the pay run.

Although the processing payroll steps were presented in a specific order, most of the steps can be repeated and performed out of order. If you have many payroll entries to add to a pay run, you will most likely perform an iterative cycle of adding payroll entries, calculating, and performing preview audits.

Also, remember that you can perform these steps at any time during your payroll processing. Unlike other payroll applications where you are restricted on when you can make corrections, in Dayforce you can load a pay run and make entries at any time; thus, enabling you to work in future pay periods.

After the Pay Run has been Committed Committing the pay run in Payroll triggers several other steps that are completed outside of Dayforce.

Step Description

Printed Output All printed output is generated for delivery packages. This includes paper checks, pay advices, and printed automated reports.

Transmit to CTC / CTS (STO) Once a pay run is committed, the data is sent to the Ceridian Transmission Center (CTC) for processing. Once the file is available in the CTC, the tax information is pulled and sent to the Ceridian Tax Services (CTS). All of the activity that takes place through CTS can be viewed using the Source Tax Online (STO)

web site.

Electronic Payments / Filing Electronic payments and filings are generated for: Tax Authorities, Third Parties, Wage Attachments, Ceridian Direct

Deposits, and Ceridian Checks.

Auditing Steps of Processing Payroll Within the payroll process, there are three main audits that should be performed to ensure the accuracy

of your payroll data.

Processing a Simple Pay Run – US Introduction to Processing Payroll 11


Step Description

Preview Audit Use the auditing tools available in the Payroll feature to complete this step: Problems panel, Employee Preview Slide-Out, Time Data, Preview, and Audit. Depending on how many entries and one-time changes are in the pay run, you may complete several preview audits before locking the pay run.

Pre-Commit Audit After locking the pay run, compare the numbers on the Payments tab to the numbers from the last Preview Audit. If the numbers are the same, you should feel comfortable validating and committing the pay run. If the numbers are different, use the auditing tools available in the Payroll feature to review the

changes.

Post-Commit Audit Use the fixed format reports in Dayforce to audit your payroll data after every pay run: Payroll Register, Payroll Summary, Third Party Payments, Check and Direct Deposit Register, and Payroll Audit Report.

12 Process Payroll for a Simple Pay Run Processing a Simple Pay Run – US


Process Payroll for a Simple Pay Run

In this module, we are going to learn about the main steps you’ll perform to process payroll for a simple

pay run. By ‘simple pay run’ we mean a pay run where you do not need to add one-time changes or

make any corrections because the appropriate details are already entered in Dayforce.

Although in many cases you are going to enter one-time changes or perform some HR maintenance in

order to finalize a pay run, it helps to look at a simple case first to gain an understanding of the main

steps of processing payroll before examining the more advanced steps.

Highlighted above are the main steps that are performed each time you process payroll with Dayforce.

When you process payroll, you:

• Commit Time & Attendance Data

• Load and Calculate the pay run

• Perform a Preview Audit

• Lock the pay run

• Perform a Pre-Commit Audit

• Validate the pay run

• Commit the pay run

• Perform a Post-Commit Audit

Processing a Simple Pay Run – US Process Payroll for a Simple Pay Run 13


These steps form the basis of a simple pay run that does not require corrections or other adjustments.

Throughout this module, we will look at each step in the sequence, starting with how to commit time

and attendance data.

Commit Time & Attendance Data Path: Pay Admin Checklist

Dayforce uses employee Time and Attendance records to calculate time-driven earnings for employees

who use timesheets. Time-driven earnings from the WFM module must be mapped to employees using

payroll mappings. The payroll mappings define how the pay codes and pay categories used in the

timesheet are linked to earning definitions. For example, Work hours on the timesheet can be mapped

to pay out as Regular pay.

If your organization uses the Workforce Management (WFM) module of Dayforce, it is likely that

managers or other supervisors track their employees’ time and attendance using timesheets. Each

timesheet contains details such as when the employee started and ended each worked shift; when they

had paid time off; or when they earned overtime, holiday pay, or shift premiums.

Since the application uses this data as part of the employee’s gross pay calculation, any time punched in

the timesheets flows automatically into the payroll calculations. This allows payroll calculations to be

previewed in Payroll at any time during the current period. Therefore, to keep track of which punches

get used in the final payroll calculation and which punches were entered too late to be included, you

must commit time and attendance records for use in the current pay period. The act of committing time

and attendance records to payroll indicates that time collection has been cutoff for the current pay

period. Any time recorded in the timesheets for the current period after the commit has occurred get

re-directed to the next open pay period and treated as retroactive time payments.

Even if your organization is not using Dayforce to track this information, an employee’s gross pay is still

based on the same type of time and attendance data. If that is the case for your organization, the time

and attendance data needs to be imported from another application before you can begin payroll

processing.

Let’s look at how to commit time and attendance data using the Pay Admin Checklist in Dayforce.

A list of pay groups display on the left side of the Pay Admin Checklist, each with a status indicating

what action should be taken. Each record includes time data for one pay group for a specified pay

period.



In the example above, we can see two different pay groups, USA Hourly and USA Salary. The application

displays a record for each of them for the two different pay periods that fall within the selected pay

calendar dates. Use the Filter in the Pay Groups list to change the pay groups and date range to display

the appropriate records.

The Status icon next to each record indicates what actions can be performed with the record. There are

five status icons used to describe what action needs to be taken for the pay record. These pay record

status icons are described in the following table.

Symbol Description Explanation

Green Check Committed – No action required

Yellow Clock Due date is today – Action today

Red Clock Due date has passed – Action immediately

Blue Clock Due date is in the future – No action required

Blue Dollar Records in the pay group are ready for payroll commit

After selecting a record, the application displays additional details for each location that has employees

who belong to the selected pay group to the right of the listed pay groups. For example, details for the

USA Salary pay group for the pay period ending on 7/22/2017, are displayed above.

Within the Status column, the application displays the status of the timesheets for each location and any

exceptions found in the timesheets. The application also displays the exceptions in the Exceptions

column to identify problems, unauthorized records, and active punches. The following table describes

the status and exception icons:


Grey Check/Grey Up Arrow

Unapproved and has not been committed

Grey Check/Green Up Arrow

Unapproved pay periods and has been committed

Green Check/Grey Up Arrow

Approved by site manager – The location requires committal




Green Check/Green Up Arrow

Committed – No action required

Problem Icon Problems exist – Corrections are required

Stamp Icon Unauthorized Records exist – Some records require authorization for this location

Active Punches Active Punches exist – Number of active punches for each location

You can filter which locations display by using the Filter in the toolstrip. Within the filter, select the

parameters for the locations you would like to view and then click Apply Filter. To reset or clear your

filter, click Clear Filter.

The Calculate Pay button in the toolstrip calculates time-driven earnings for a location. This is helpful,

for instance, if an employee’s hourly rate changed in People retroactively after the employee’s hours

were recorded in the timesheet. The Calculate Pay button will calculate the time-driven earnings

associated with the selected pay period so they can be included in the pay run.

Lock the timesheets by selecting the checkbox in the Lock column to ensure that managers are not

making changes to the underlying time and attendance data while you process payroll. If managers

attempt to edit a locked timesheet, the application displays a message that the timesheet is locked and

that their changes cannot be saved. If necessary, you can unlock timesheets to allow required updates.

Also, as the Payroll Administrator you can still go in to make changes to time and attendance data if

required.

After you have reviewed the details of a pay group and location managers have approved the time and

attendance records for the pay period, you can commit the time and attendance data for each location

by selecting the checkbox in the Committed column for all locations in the pay group.

To Lock and Commit the pay run, time and attendance records for the corresponding pay period must be committed for all employees in the pay group. However, you can still calculate and preview your pay run, and add one-time changes and corrections to the pay run, without committing the time and



attendance records. Once you are comfortable with the payroll details, you can go back and commit the time and attendance records in Pay Admin Checklist to finalize your pay run.

For more information, see the Approve Locations to Transmit section of the Pay Approval Guide.

Activity: Commit Data from WFM Time: 1 minute

You want to start processing pay for the USA Salary pay group for the most recently completed pay

period. Start by committing time and attendance data from WFM.

Details:

• Lock and commit timesheet data for the USA Salary pay group.

Solution: Commit Data from WFM Commit timesheets for the USA Salary pay group:

Path: Pay Admin Checklist

1. Select the most recently completed USA Salary pay period. 2. Select the Locked By checkbox for each location. 3. Select the Pay Committed by checkbox for each location. 4. Click Save. 5. Click Refresh.



Load and Calculate the Pay Run Path: Payroll

In this topic, you’ll learn how to load and calculate the payroll records and details that the application

uses to determine an employee’s net pay. These records are contained in a pay run, which has the

payroll details for a pay group for a specific pay period.

The Payroll feature allows you to view pay runs, enter data for pay runs, and process pay runs. The

Payroll feature is comprised of four tabs: Overview, Data Entry, Pay Run Management, and Archived

Reports.

During this course, we will use the Overview tab to load our pay run; however, most the course will

focus on working in a specific pay run within the Pay Run Management tab.

Load the Pay Run

Path: Payroll > Overview > [Load Pay Run]

You can load one pay run at a time from either the Overview tab or the Pay Run Management tab. A

pay run can be opened and viewed at any time.

In the Overview tab, the Current Open Pay Periods section displays current open pay runs for all

available pay groups. The Overview tab can also be used to view committed and uncommitted pay runs.



The Overview tab displays the following information:

• Pay Group – Displays the pay group name.

• PPN – Depicts the pay period number (PPN).

• Pay Period – Displays the pay period begin and end dates.

• Commit Date – Displays the actual date the pay run has to be committed by.

• Pay Date – Displays the actual pay date.

• Last User – Displays the last user to take action on a pay run.

• Problems – Indicates the number of errors and the stage at which the error occurred.

• Status – Identifies if the pay run has been Calculated, if WFM has been approved, if the pay run is Locked, or if the pay run has been Validated or Committed.



The toolstrip in the Overview tab contains the following controls:

Control Description

Process Job Allows you to perform a number of actions on a pay run, including Calculate, Close WFM, Lock, Unlock, Validate, and Commit. You can process the same background job for more than one pay group at a time if they are in the same state. However, you cannot process the same job for more than one pay run for the same pay group.

Select Allows you to clear or select multiple pay periods. For example, you can select all pay runs in the filter range that are ready to be committed.

Favorites Allows you to create and save filters to display specific pay runs, enabling you to view one or two pay groups at a time, or to view previous or future pay runs for some or all of the pay groups in your organization. Using this expandable section, you can also select how you want to sort and order the pay runs.

Current Favorite Contains the name of the favorite you have loaded.

Refresh Refreshes the list of current open pay periods (or filtered pay periods).

Load Pay Run Loads a selected pay run.

Off-Cycle Pay Run Allows you to create and load a new off-cycle pay run, or to edit or delete an existing off-cycle pay run.

Reports Opens dialogue with payroll-specific fixed format reports.

Package Tracking Displays package tracking information for the selected pay run if publishing is complete for the pay run, including a tracking number and a link to track the package, if available.

Statement Messages Launches dialogue to configure statement messages for the selected pay run.

To load a pay run, select the checkbox beside the appropriate pay run and click Load Pay Run in the

toolstrip. The pay run will load in the Pay Run Management tab, enabling you to view the pay run

information in more detail and to make one-time changes to the pay run.



To Lock and Commit the pay run, time and attendance records for the corresponding pay period must be committed for all employees in the pay group. When you open the pay run in Payroll, if time and attendance records for the corresponding pay period have been approved and committed, a green status displays for the WFM step in the status indicator, as illustrated above.

However, if there is an amber status for the WFM step, it means that the timesheets have not been

committed for every location with employees in the given pay group.

If the green WFM status is not present, payroll can still be calculated and previewed, and you can still

add one-time changes, such as quick entries, to the pay run in preview mode; however, the pay run

cannot be locked for final payroll calculations until a complete set of time data is approved and

committed.

You can also load a pay run directly in the Pay Run Management tab, by clicking on the folder icon labeled Please select a run to continue. By default, a list of the current pay runs for each pay group displays. You can change the available pay runs by changing the filter options.

Once a pay run is loaded in the Pay Run Management tab, the application displays the pay run’s status

indicator in the top right corner of the screen. The status indicator updates as you complete each step in

the payroll process. To hide or view the pay run details, click the gray arrow beside the toolstrip.

In the above example, we can see that the time and attendance records have been approved and

committed, but no further action has been taken.

You’ll notice that the toolstrip within the Pay Run Management tab contains many of the same controls

available on the Overview tab with the following additions:

• Save – Allows you to save any changes you make to the pay run.

• Refresh – Allows you to refresh the pay run; however, any unsaved changes will be lost.



Calculate the Pay Run

Path: Payroll > [Load Pay Run] > Pay Run Management > Process Job

A pay run’s details can be calculated at any time from either the Overview or Pay Run Management tab

by clicking Calculate in the Process Job list. This provides you with real time results for the pay run.

Calculating the pay combines the time-driven earnings that came from time and attendance records

with other earnings and deductions that apply to each employee. This is done so that Dayforce can

apply the appropriate deductions, wage attachments, and taxes to the employee’s gross pay. In

addition, the application calculates and applies auto pay earnings for any employees set up with the

Auto Pay Rule. Plus, all generated earnings and scheduled deductions that employees have recorded in

their HR record will be applied to the pay, such as a 401(k) contributions and matches, healthcare

premiums, and parking subsidies.

Once you load a pay run, you should calculate it so you can preview the pay run details.

If you are in preview mode, if you make any changes or corrections to data in Time and Attendance, you must calculate the pay run by clicking Calculate to ensure the updates are applied to the pay run in real time. However, once you commit time and attendance data in Pay Admin Checklist, no more time data flows into the payroll calculation. On the other hand, nothing blocks direct changes made in People from applying to the pay run. Each time you click Calculate, the current status of HR data is reflected in the pay run.

Activity: Load and Calculate the Pay Run Time: 2 minutes

You are going to begin processing pay for the USA Salary pay group. Within the Overview tab in the

Payroll feature, load the most recently completed pay period in the Pay Run Management tab and

calculate the pay run.

Details:

• In the Overview tab, load the pay run for the most recently completed pay period to open in the Pay Run Management tab

• Calculate the pay run

Solution: Load and Calculate the Pay Run Load the pay run for the USA Salary pay group:

Path: Payroll > Overview

1. Select the checkbox for the most recently completed and WFM approved USA Salary pay period.

2. Click Load Pay Run.

Calculate the Pay Run in the Pay Run Management tab:

Path: Payroll > [Load Pay Run] > Pay Run Management

1. Click Calculate in the Process Job list.



Preview Audit Once the pay run has been loaded and calculated in Payroll, you can preview the data included in the

pay run. The pay run can be viewed at any time. WFM records do not have to be approved and

committed in order to view and maintain pay runs in Payroll.

It’s very beneficial to complete a thorough preview audit of the pay run using the auditing tools

available in the Payroll feature. This is the key to an accurate, error-free payroll. Depending on how

many entries and one-time changes are in the pay run, you may complete several preview audits before

locking the pay run. Best practice is to audit throughout the pay period, resulting in less time needed the

day you have to commit the pay run.

There are two components to payroll auditing:

• Validating the pay run. Validating the pay run ensures the data is as expected. In this course, you will learn how to validate your pay run using the tools and reports available in the Payroll feature of Dayforce.

• Correcting payroll errors. Many times, validating the pay run reveals payroll errors. Employees and managers may also bring payroll errors to your attention. The Making Payroll Corrections – US course explains the payroll corrections process and teaches you how to correct many types of payroll errors.

Many auditing tools are available in the Payroll feature to help you perform preview audits.

During this topic, we will explore each of these auditing tools.

For a helpful checklist of items to audit in the Preview Audit, refer to Appendix A.



Problems Panel

As you work in pay runs, the application performs a series of validations, such as checking that all the

required fields have values, and displays any errors or warnings for you to review and act on.

Clicking Problems on the toolstrip displays the Problems Panel, which displays any errors, warnings, or

informational messages associated with the open pay run. The information in this panel is refreshed

every time you save, calculate, or validate the pay run.

There are three symbols used to identify the severity of the issue.


Error Represent situations that need to be corrected before you can finalize

payroll. Errors prevent you from committing the pay run.

Example: Recording a bonus earning without specifying an amount

Warning Represent situations that the application is calling to your attention but

may not require any action on your part.

Example: An employee’s status is inactive during the entire pay period

Informational Message

Represent informational messages that are good to know, but don’t require any action.

Example: Messages that appear after you commit the pay run, such as

Generate Online Reports Pending, and Export GL Data Completed

You can filter which issues display by selecting the appropriate symbols in the Problems panel.

You can also click the Export button at the bottom right of the Problems panel to export the errors that

are currently displaying to a CSV file.

In addition, you can filter the source column in the Problems panel to filter the type of messages that

you want to include. For example, if you’re specifically working on entering quick entries, you can filter

the messages so that only Quick Entry messages display.



Errors in the Problems panel must be corrected before the pay run can be committed. The following

table lists the most common errors that display in the Problems panel and actions to take to correct the

errors. For a complete list of payroll error messages and actions, see the Payroll Administrator Guide.

Error Action

A primary location is needed as of the hire date for the employee.

Ensure the employee has a primary work location selected in the People feature in Work > Work Assignments, with effective date coverage from the employee's hire date.

Adjustment net pay does not equal to zero.

Review and correct adjustments in Payroll > Adjustments so that net pay equals zero. May require the use of an offset amount.

Employee {0} doesn't have valid address for the pay run.

Ensure the employee has an address configured in the People feature in Personal > Contact Information with effective dates that cover the pay run.

Employee has an invalid Social Security Number.

Ensure the employee has a valid Social Security number in the People feature in Personal > Confidential Information.

Employee must have primary work assignment.

Ensure the employee has a primary work assignment configured in the People feature in Work > Work

Assignments.

You can limit the types of tax-related messages that display in the Problems panel in System Admin > Client Properties > Client Payroll Properties.

Employee Preview Slide-Out

The Employee Preview slide-out enables you to view employee earning statements, pay run preview

information, time data, GL preview, and if it’s enabled, timesheet data. The slide-out is available in the

Overview, Pay Run Management, and Data Entry tabs.

You can open the slide-out by selecting the slide-out panel tab on the top-right hand section of the

screen.

You can click on an employee’s name within the screen or search for an employee in the Employee

Name list once you open the slide-out to load the employee’s information. Alternatively, you can select



an employee’s entry within the Preview, then click the slide-out panel tab to directly open the Employee

Preview slide-out to view their information.

The Employee Preview slide-out has the following tabs:

• Earning Statement – Displays an itemized view of the employee’s pay based on the information in Preview, per check.

• Timesheet (if enabled) – Used to directly make adjustments to time and attendance records.

• Preview – Provides a breakdown of the employee’s pay in a list view, and also reflects how wages are impacted by the applicable earnings and deductions.

• Time Data – Displays the employee’s time-driven earnings that came from Time and Attendance.

• GL Preview – Displays the journal numbers, ledger codes, debits and credits associated with the employee’s pay.

Earning Statement Tab The Earning Statement tab displays the employee’s earning statement with an itemized list of the

employee’s pay, including earnings, taxable benefits, deductions, and taxes. You are able to view the

earning statement prior to committing the pay run.

You can override whether hours, units, and rates display on earning statements using the Earning Statement Override Parameters section on the Details tab of Payroll Setup > Earning Definition. As well, you can determine whether job title and department information displays using the respective options for earning statements on the Display Employee Primary Assignments tab of the Report Output tab of System Admin > Report Output.



Timesheet Tab If enabled, the Timesheet tab enables you to enter WFM punches for an employee when creating

payroll entries. You can also view, enter, and edit timesheet entries. The functionality of the Timesheet

tab is the same as the Timesheets feature.

To use this tab in the Employee Preview Slide-out, the functionality must be added by Support, and the feature access must be added for the role.

Preview Tab The Preview tab provides additional information about the employee’s earnings for the pay run.



Time Data Tab The Time Data tab in the Employee Preview slide-out displays the employee’s time-driven earnings. It is

helpful to use the Time Data tab to troubleshoot issues related to individual employees’ time-driven

earnings, such as for Active Employees Not Paid or Zero Dollar Checks. This tab includes all employees in

the pay run and can be filtered by many different options, such as work location, pay type, earning code,

and employee.

It identifies the source of the data, in this case the WFM module of Dayforce, along with a breakdown of

the codes, hours, and rate used for each day in the pay period. The Time Data tab includes retroactive

pay entries. To confirm or delete the retroactive adjustment, you can use the Timesheet tab.

GL Preview Tab The GL Preview tab displays any general ledger details in the pay run for a selected employee.

Time Data

Path: Payroll > [Load Pay Run] > Pay Run Management > Time Data

While the Time Data tab within the Employee Preview slide-out provides information about a specific

employee’s time-driven earnings, you can view the time-driven earnings for the entire pay run in the

Time Data tab in the Payroll feature.



First select the Source of the time data and how you want to group the data in the top section. In the

above example, the time data Source is the Internal WFM Dayforce module.

The Summary tab displays the total earnings and hours, and you can expand the information for more

detail. You are also able to Export the results to a CSV file.

The Details tab displays a list of each entry for the pay run. You can Filter the results, combining up to

five filter options at one time. You can also click Favorites to save your current filter settings as a

favorite, or load an existing favorite. Click Export to export these results to a CSV file, including any

filters you may have used.



Preview

Path: Payroll > [Load Pay Run] > Pay Run Management > Preview

The Preview produces a preview of all of the data included in the pay run. Using a preview, a Payroll

Administrator can pinpoint potential problems with an upcoming pay run that are not necessarily errors,

such as employees being overpaid, underpaid, or not paid at all. The Preview is refreshed every time you

save, calculate, or validate the pay run.

There are three tabs available in the bottom pane within the Preview sub-tab:

• Summary – Provides a summary of total net pay, earnings, deductions, and taxes for the pay run, with drill-downs allowing you to see the detail that makes up each total.

• Employee – Includes a breakdown by employee for earnings, taxes, and deductions.

• Payments – Provides a snapshot of total amounts to be paid via different methods when the pay run is committed. It also includes a count for the number of check and direct deposits.

Summary Tab Path: Payroll > [Load Pay Run] > Pay Run Management > Preview > Summary

The Summary tab lists all of the legal entities associated with the pay group for the loaded pay run. It

provides a pay group level roll up of all earnings, taxes, and deductions organized by type.

It provides information about the Current pay run, the Last pay run, the Difference between the Current

and Last pay runs, any Adjustments included in the pay run, Month to Date Amounts, Quarter to Date

Amounts, and Year to Date Amounts.

In addition, it displays the Limited Taxable Wages, which are the wages included in the tax calculation

for a specific jurisdiction up to the limit and the Total Taxable Wages, which are the same wages with

the accumulation continuing past the limit. These wages are required for some jurisdictions, such as



unemployment insurance. To view QTD and YTD limited and total taxable wages, use the US Wage and

Tax Report.

You can expand the sections in the first column to display more granular data for Earnings, Employee

Taxes, Net Pay or Employer Taxes. Click on the hyperlinked data for more information.

For example, if you click on the hyperlink for Regular Earnings, a new tab appears with additional details

about individual employee earnings for that pay run.

You also have the option of exporting the data by clicking Export. This is convenient if there is certain data that you want to track and use, especially if you have selected specific columns to be visible.

You can also filter the totals displayed in the Summary tab and save your filter settings as favorites.

These filter settings are independent of the filter settings in the Employee tab so that you can apply

different filter settings in each tab.

When you click Filter, Dayforce displays a filter panel that is specific to the Summary tab. This panel

includes the Pay Type and Works At Location filters by default. Click Add Filter to filter on different

options, such as Department, Job, Pay Class, and Position.



Employee Tab Path: Payroll > [Load Pay Run] > Pay Run Management > Preview > Employee

The Employee tab lists all of the employees in the pay run, allowing you to expand each employee to

view more information.

It provides a breakdown by employee for earnings, taxes, and deductions for the pay run. The Difference

columns highlight variances between the current and last pay run. Confirm the variances are acceptable.

A difference of less than a dollar may seem insignificant, but could be an indicator of an issue that needs

to be addressed and resolved.

The Preview shows a cumulative result of all combined payments for each employee. For example, if an

employee has their normal pay check and a separate bonus check in the open pay run, the total of both

checks displays in Preview. To see the breakdown by check, view the employee’s earning statements.

Within the Employee tab, there are several filters and viewing options available to help you view or find

certain employees more easily. Click Filter to add, apply, or clear filters.



You can click Add Filter to create your own filter by selecting the filter options you’d like.

This includes adding Employee filters, such as departments, names, and positions, as well as Calculation

Results filters, such as deduction codes and tax types.

In addition, there are several viewing options. Click the View button to see the list of display options.

You can choose to have the employees display by name, employee number, or a combination of

employee name and employee number. In addition, you can select which columns you’d like to see in

the Preview, as well as, how the information should be grouped.

Payments Tab Path: Payroll > [Open Pay Run] > Pay Run Management > Preview > Payments

The final tab within the Preview sub-tab is Payments. Its displays the payments that are made once the

pay run is committed, including:

• Ceridian Checks – Amount that must be earmarked to cover checks as employees present them to be cashed.

• Ceridian Direct Deposits – Cash that will be directly deposited into employee accounts.



• Tax Impound – Amount that must be earmarked to cover all taxes that will be paid via Ceridian Tax Service.

• Manual and Void Adjustments

• Third Party Checks – Includes all benefit vendors paid with a third-party check.

• Customer Responsible Taxes – Indicates the liability amount. Ceridian does not impound and deposit with the agencies, the client must take care of this transaction.

Check the totals to make sure they look realistic and no amounts stand out.

In the example above, there will be 10 payments made via Ceridian Checks and 1 payment made via

Ceridian Direct Deposit. You can also see the total amounts that must be allocated to cover the pay run.

This information is used by administrators to confirm that funding is correct, and to provide amounts to

the Chief Financial Officer.

If you would like to export the details of the Payments tab to a CSV file, click Export.

Audit

Path: Payroll > [Load Pay Run] > Pay Run Management > Audit

You can use the payroll audit reports available in the Audit sub-tab, or create new audit reports, to

identify and resolve issues before committing a pay run.

It is important to review the payroll audits reports as they highlight problems, such as employees with

invalid SSN or who have negative taxes or earnings, as well as other potential problems such as active

employees who were not paid or inactive employees in the pay run. The application displays several

default audit reports and the number of occurrences of each audit.



The available audit reports are listed once you click the Audit tab.

Click on any of the linked reports to open a new sub-tab with the audit results.

To audit the reports on the Payroll Audits tab, use the following process:

• For each report with entries, select the report to view the details in the bottom pane.

• Review and note the details for each entry. The report details can be exported as a CSV file by clicking the Run Report button.

• Use the Preview sub-tab and the Employee Preview slide-out to research and isolate the issue.

• Correct the employee’s records in Pay Admin Checklist, People, or Payroll, as appropriate. If corrections are made to rates in People, remember to calculate pay again in Pay Admin Checklist.

• Calculate the pay run in Payroll.

Refresh and review the Audit tab to confirm the issue has been resolved.



Activity: Perform a Preview Audit Time: 5 minutes

Use the auditing tools available in the Payroll feature to perform a Preview Audit for the USA Salary pay

group. Answer the following questions and note which auditing tool you used to find the information.

Details:

• How many employees are receiving Premium pay this pay run and what is the total amount? Which employees are receiving the Premium pay?

• What is the total current 401(k) amount for the USA Salary pay group in the current pay run? What is the total YTD amount?

• What is the total taxable wage amount for FUTA this pay run?

• Have any employees reached the FUTA taxable wage limit yet? If so, how many?

• How many employees received a parking subsidy this pay run? What was the total amount for this taxable benefit?

• What is the total amount of taxes you are responsible for this pay run because Ceridian does not remit them for you?

• What is the total amount that must be allocated to cover all checks and direct deposits this pay run?

Solution: Perform a Preview Audit Perform a Preview Audit:


1. Click Preview.

2. Review the Summary tab to verify the current and YTD amounts.

3. Click Payments.

4. Review the Payments tab to verify the total dollar amount of the payments for the pay run.

Lock the Pay Run Path: Payroll > [Open Pay Run] > Pay Run Management

It is recommended that you lock the pay run that you are working on to ensure that no one else can

make changes to it while you are processing the pay run. If another payroll administrator opens a locked

pay run, a Locked icon will display in green with the username of the person who locked it and the date

when it was locked. Only the person that locks a pay run can unlock it.

It is recommended that you Lock the pay run after you have performed a thorough Preview Audit to

ensure that the WFM Time entries and Payroll entries are accurate.



You don’t have to commit the WFM records from the Dayforce WFM module to preview the pay run.

However, you must commit these records to Lock the pay run.

Some clients may need to click Close WFM before locking the pay run. The Close WFM button closes all workflow data through WFM for all users. Further changes to WFM workflow will be applied to the next pay run. Once Close WFM is selected, the Lock button becomes available.

This option is configured for the pay group in Pay Setup > Pay Group > Payroll Properties by selecting

the Close WFM Time Data on Payroll Lock checkbox.

For more information, see the Locking Pay Runs section of the Payroll Administrator Guide.

Activity: Lock the Pay Run Time: 2 minutes

Lock the USA Salary pay run to prevent other users from making changes while you work on finalizing

and committing the pay run.

Solution: Lock the Pay Run Lock the pay run:


1. Click Lock in the Process Job list.

Pre-Commit Audit Path: Payroll > [Load Pay Run] > Pay Run Management > Preview > Payments

After locking the pay run, compare the numbers on the Payments tab within Preview to the numbers

from your last Preview Audit.



If the numbers are the same value as they were in your last Preview Audit, you should feel comfortable

validating and committing the pay run. If the numbers are different, use the auditing tools available in

the Payroll feature to review the changes made to the pay run to help understand and justify them.

Validate the Pay Run Path: Payroll > [Load Pay Run] > Pay Run Management

When validating the pay run, the application checks for any errors that could cause payroll to stop

processing, including missing or invalid addresses, Social Security numbers, or legal entity information. If

one or more of these errors are found, you’ll need to correct them before you can commit the pay run.

You can Validate at any point after locking the pay run. You can validate multiple times without committing the pay run if you want to check for issues that might show up if you were to commit the current data. It is important to validate the pay run early and often so that you are not caught off guard

at the Commit By deadline.



Activity: Validate the Pay Run Time: 2 minutes

Validate the USA Salary pay group to ensure there are no errors associated with the pay run.

Solution: Validate the Pay Run Validate the pay run:


1. Click Validate in the Process Job list.

Commit the Pay Run Path: Payroll > [Load Pay Run] > Pay Run Management

Once your pay run has been audited and you have made any necessary corrections, you can commit the

pay run by clicking Commit in the Process Job list.

Committing a pay run sends the information to other areas of Ceridian for processing. Some of the steps

that occur after a pay run is committed are listed below.

• Information is sent to Ceridian Transmission Center (CTC) and Ceridian Tax Services (CTS) to generate electronic payments and filings

• Paper output is generated for delivery packages, such as paper checks, pay advices, and printed reports

For more information, see the Validating Payroll and Committing Pay sections of the Payroll Administrator Guide.

Activity: Commit the Pay Run Time: 2 minutes

You have completed auditing the USA Salary pay run and you are now ready to finalize payroll

processing. Commit the pay run.

Solution: Commit the Pay Run Commit the pay run:


1. Click Commit in the Process Job list.

2. Click OK on Transmission has been DISABLED warning message.



Step 2 does not happen in a live environment.

Post-Commit Audit There are several fixed format payroll reports available in Payroll to help you ensure the accuracy of

your pay run. Some payroll reports should be reviewed after committing every pay run, while others

may be reviewed on a quarterly basis. Once reports are run, they can be accessed in Message Center >

Reports.

The following table describes the main fixed format reports available in the Payroll feature that are used

in the Post-Commit Audit.

Tool Purpose

Payroll Register Lists all check details for each employee, and company totals for hours, earnings, deductions, wages, and taxes. Use this report to validate pay

for individual employees, totals for the pay run, and to-date totals.

Garnishment History Report

Lists the input parameters for each garnishment and details of the garnishment calculation at the employee level.

Payroll Summary Report Lists pay group and departmental totals for the cash outlay required for the pay run. Provides an audit trail and details for the summarized information on the Payments tab.

Third Party Payments Report

Lists all payments made to third-party payees, broken down by the name of the legal entity from which the payment originated. Use this report when validating payments that were sent to third party payees using Dayforce and for sending required data to the vendors.

Check and Direct Deposit Register Report

Lists checks and direct deposit payments for each pay run. Use this report to audit all checks and direct deposit for a specific pay period or during a specific time frame.

Payroll Audit Report Lists changes and potential errors with the processed payroll. Use this report to identify potential issues that should be reviewed and resolved before the next payroll commit.

The Payroll Register and Payroll Summary Report can be auto-generated and archived. Include the reports in a delivery package in System Admin > Report Output or configure the appropriate client payroll property settings in System Admin > Client Properties

.



Payroll Register Report

Path: Payroll > Reports > Payroll Register Report

The Payroll Register Report lists check details for each employee and pay run totals for hours, earnings,

taxes, deductions, and net pay. This report is your primary resource for validating the payroll and

troubleshooting payroll errors that occurred in the current pay run.

Several options are available for defining what information to include on the report. You can include:

• Data for the current pay run, a selected pay run, or a pay date range.

• A combination of current, QTD, and YTD amounts, as well as third-party sick pay.

• Employees paid in the current pay run or all employees in the pay group with YTD values.

The report header includes details about the report, such as pay date, pay period date range, commit

date and time, and selected report filters. Use this information when troubleshooting to know exactly

what data is included on the report.

Employee-level information displays first and if an employee receives multiple checks, each check

displays separately. The employee-level information is divided into five sections.

Employee Info Verify the following information in the Employee Info section to ensure tax filings and annual returns

have the correct information for submission:

• Name

• Employee Number

• Address

• Social Security number (if shown)

• Base Rate

• Federal and State Exemptions

• Resident and Work State (impact tax withholdings)

If any of these items are incorrect, make appropriate corrections.

When an employee displays on the US Wage and Tax Report,

use the Payroll Register to validate their employee information.



Earnings The Earnings section lists current hours and earnings information. Earnings display first with a total, then

memo earnings that do not impact net pay. This section also displays QTD or YTD hours and earnings.

Information in this section displays on a check by check basis.

Verify this information is correct for employees who received pay increases, bonuses, commissions, or

experienced other changes with their hours or earnings this pay run.

Employee YTD earnings are calculated as YTD earnings of previously committed pay runs + YTD total of previous checks in the current pay run + earnings for the current check.

Taxes The Taxes section lists current taxable wages and tax amounts, along with QTD or YTD taxable wages

and tax amounts. Employee taxes display first with a total, followed by employer taxes if the option is

selected to include them on the report.

Verify this information is correct for highly compensated employees who are close to reaching wage

limits, new hires, employees with a new work location or primary residence, and employees with special

tax situations this pay run.

Deductions The Deductions section displays the scheduled deduction amount, the amount taken in the current pay

run, and the YTD amount. Pre-tax deductions are listed first with a total, followed by post tax

deductions.



Verify this information is correct for employees with scheduled deduction changes, one-time deduction

entries, deductions approaching a limit, or special deduction situations this pay run.

Current Net Pay The Current Net Pay section lists the check type, indicates how the pay

was disbursed and the amount for each payment method, and total net pay.

All check types are included on the Payroll Register including normal,

additional, manual, onsite, and voids.

Validate that all checks are included in the pay run as expected, including

corrections.

A summary of the earnings, taxes, deductions, and net pay for the entire pay run displays at the end of

the report. Verify the following in this section:

• Wage and tax amounts are accurate for each tax jurisdiction based on current tax rates and wage limits.

• State and local taxes are as expected based on where your employees work and live.

• Employee and employer Social Security wages and taxes match. Remember that the taxable wage base limit varies from year to year.

• Employee and employer Medicare wages and taxes match until the employee meets the $200,000 threshold. Medicare does not have a taxable wage base limit.

• Pre-tax deductions with limits are as expected.

You can also enable access to the Payroll Register in Year End by assigning the Payroll Register Report sub-feature of the Year End > Archived Reports role feature to the appropriate user role(s) on the

Features tab of System Admin > Roles.



For a more detailed summary of the pay run, including current adjustments, to-date totals, tax codes used by Source Tax Online, and tax rates, see the Payroll Summary Report. For a list of tax rates and common limits for the current year, see the Compliance Highlights job aid available on support.dayforce.com at Support Downloads > Compliance Legislation > U.S. Compliance > State Summaries and Charts.

Activity: Audit the Payroll Register Time: 5 minutes

Run the Payroll Register Report to perform the following employee-level and company-level audits.

Employee-Level Audit

• What is Tanisha Rutledge’s base rate?

• What is Tanisha claiming for federal and state taxes?

• How much are the federal income taxable wages for Tanisha this pay run?

• List at least one pre-tax deduction and one post-tax deduction on Tanisha’s check.

• How much Social Security and Medicare tax have been withheld from Amy Butler this year?

• Is Amy Butler receiving a live check or direct deposit?

• What is Amy Butler’s net pay?

• How can you tell if the Payroll Register contains committed data?

Company-Level Audit

• Which work states is the company remitting to for unemployment tax?

• List at least one company taxable benefit.

• How many payments did XYZ Company pay out to its employees this pay run?

• How much has the company paid out in regular earnings this year?

• When reviewing company totals, how can you tell is any employees have met any wage limits for the year?

Solution: Audit the Payroll Register Run the Payroll Register Report:

Path: Payroll > Reports

1. Select the Payroll Register Report in the Reports list.

2. Select USA Salary as the Pay Group.

3. Select the last committed pay run from the Selected Period.

A check mark in front of the PPN shows that the run has been committed.

4. Click Run Report.

5. Close the Reports window.



6. Open the Message Center.

7. Click Reports.

Clicking Reports is useful if you have numerous messages. You do not have to click Reports if you have only a few messages.

8. Click the link beside the Payroll Register Report.

9. Click Open.

10. Review the Payroll Register Report to verify the above questions for the Employee-Level Audit

and the Company-Level Audit.

Garnishment History Report

Path: Payroll > Reports > Garnishment History Report

The Garnishment History Report displays all of the input parameters for garnishment definitions and the

results of garnishment calculations performed by the application. The report enables you to audit and

monitor the garnishments that apply to employees in a pay group.

You should generate this report every pay run, regardless of whether the pay run is scheduled or off

cycle. The report should be run for all pay groups that include employees to whom garnishments apply.

The report contains the following information:

• Name and address of the payees.

• Details about the court order that initiated the garnishment including the type of garnishment, the number of the court order, the date of the court order, and the date on which the garnishment starts.

• Parameters that apply to the garnishment including whether the employee has dependent children, or whether a minimum subsistence rule applies to the garnishment.

• Whether any overrides or exemptions apply to the garnishment, and the amounts of those overrides and exemptions.

• Detailed information about the amount that’s deducted from the employee’s wages to cover the garnishment including the percentage of wages being applied to the garnishment, the frequency at which the garnishment is deducted from the employee’s wages, and the employee’s pay frequency.

• Details about how the amount of the garnishment was calculated.



Payroll Summary Report

Path: Payroll > Reports > Payroll Summary Report

The Payroll Summary Report provides a detailed view of pay run totals, including current, MTD, QTD,

and YTD. The Payroll Summary Report includes six sections.

Gross To Net Use the Gross To Net section to view a summary of hours and earnings, pre-tax deductions, taxes, post

tax deductions, net pay, and memo earnings for the current pay run, along with MTD, QTD, and YTD

totals. Adjustments are included as well as the tax codes used by Ceridian Tax Service (CTS).



The Adjustments columns only populate when the Payroll Summary Report is generated for a single pay run. When the Payroll Summary Report is generated for multiple pay runs or a date range, the Adjustments columns do not populate. However, adjustments are included in Current, MTD, QTD and YTD totals as appropriate.

Tax Expense Summary The Tax Expense Summary section includes limited taxable wages and tax amounts for all employer

taxes for the current pay run, along with MTD, QTD, and YTD totals. Tax rates are also included.

Wages and Tax Liabilities The Wages and Tax Liabilities section includes taxable wages, limited taxable wages, and tax amounts

for all employee and employer taxes for the current pay run, along with QTD and YTD totals. CTS tax

codes and tax rates are also included.



Tax Service Liabilities The Tax Service Liabilities section lists the total liability for all taxes for the current pay run, along with

the total tax impound amount.

Net Payroll and Impounds The Net Payroll and Impounds section includes a total count and amount for net payroll, tax impound,

adjustments, and third party checks, along with the total impound amount and date. The Impound Date

is when funds need to be in your funding bank account for payroll and taxes.

Bank Totals The Bank Totals section lists the check count and amount broken out by check type, such as Ceridian

checks and third party checks, for each bank.



Census Data The Census Data section provides a summary of the employees in the pay group and payroll activity for

these employees.

The Payroll Summary Report can be run for a pay date range and filtered by legal entity and pay group.

Third Party Payments Report

Path: Payroll > Reports > Third Party Payments Report

The Third Party Payments Report lists all payments made to third-party payees, broken down by the

legal entity name from which the payment originated. This report is useful for validating payments that

were sent to third party payees using Dayforce and for sending required data to the vendors. Multiple

versions of this report can be configured to meet the needs of each third party vendor.

The Third Party Payments Report includes the following information:

• Payee Name

• Employee Name and Number for whom the payment is being made

• Related Earning or Deduction Name to which the payment applies

• Calculated and Disbursed amounts during the current pay period

• Year-to-date accumulations

The two default reports available are Third Party Payments and Garnishment Summary.

Show Committed Data only – Narrows down the data to only include committed payroll information for

the selected pay period.

Insert page breaks between payees – Inserts a page break between the data for each payee. This makes

it easier to read the report when the results include a large number of vendors.



Check and Direct Deposit Register Report

Path: Payroll > Reports > Check and Direct Deposit Register Report

The Check and Direct Deposit Register Report provides a register of checks and direct deposit payments

for each pay run. The report can be run for all employees or a selected employee, for one or more legal

entities. When you run the report, you can select to run the report for a specific pay period, or across a

check date range. When you use the check date range, you are also able to filter by Bank Name.

You can also include the following in the report:

• Voided payments

• Manual checks

• Third-party payments

The first section of the report includes a complete list of all checks associated with the pay run.



The second section of the report includes a complete list of all direct deposits associated with the pay

run.

If the options are selected for the report, a third section appears displaying all the manuals, voids, and

third-party payments for the current pay run.



Payroll Audit Report

Path: Payroll > Reports > Payroll Audit Report

The Payroll Audit Report lists changes and potential errors with the committed payroll. It looks very

similar to the Audits sub-tab within Pay Run Management and includes much of the same information.

Review the report and address the issues that have not already been resolved using the US Wage and

Tax Audit Report.



Payroll Audit Report – Common Issues Following is a list of the most common issues included on the Payroll Audit Report and actions to take to

determine the cause of the issue. Not everything on the report will be an error.

Issue Action

Invalid or Missing Social Security Number

Ensure the employee has a valid Social Security/Insurance Number in the Confidential Information tab of People > Personal > Confidential Information. Use the Payroll Register to validate the employee was paid correctly.

Zero Dollar Checks Open the pay run in Payroll and review the entries for the employee. Most likely the issue was the result of missing punches in the employee’s timesheet or a missing base rate in People.

Terminated or Inactive Employees Use the Payroll Register to validate the status of the employee and that they received the correct pay if any this pay run.

Active Employees Not Paid If the employee was supposed to get paid, open the pay run and review the entries for the employee. Most likely the issue was the result of missing hours in the employee’s timesheet or a missing rate in People.

Wage and Tax Validation Validates for the following:

Taxes that should have the same wage basis, such as employee and employer Medicare tax, are the same.

Out of balance taxes, where the amount paid for a particular tax in the quarter does not equal the applicable wages multiplied by

the tax rate.

Review the Payroll Audit Report from prior periods to determine in which pay period the error message first occurred. Then, use the Employee Pay Run History Report to determine the entry that caused the issue.

Activity: Audit the Payroll Audit Report Time: 3 minutes

Review the Payroll Audit Report to verify the following information.

Details:

• Do any employees have invalid or missing Social Security numbers? If so, who are they?

• Did any employees receive zero dollar checks in this pay run? If so, who are they?

• How many active employees were not paid in this pay run? Who were they?

• Did any employees have missing deductions? If so, who are they?



Solution: Audit the Payroll Audit Report Run the Payroll Audit Report:

Path: Payroll > Reports > Payroll Audit Report

1. Click Run Report.

2. Close the Reports window.

3. Open the Message Center.

4. Click the link beside the Payroll Audit Report.

5. Click Open.

6. Verify the information on the report to confirm the above questions.

54 After the Pay Run is Committed Processing a Simple Pay Run – US


After the Pay Run is Committed

After you have completed the required payroll processing steps in Dayforce and have successfully

committed your pay run, the overall payroll process does not end there.

The final steps in pay processing happen after the pay run has been committed in Payroll. These steps

occur outside of Dayforce and do not require action on your part. These steps are illustrated below in

the processing payroll diagram.

There are three steps that take place after a pay run has been committed:

• Printed Output – Printed output is generated for delivery packages. This includes paper checks, pay advices, and automated reports.

• Transit to CTC / CTS (STO) – Data for the pay run is sent to Ceridian Transmission Center (CTC) for processing, then to Ceridian Tax Services (CTS) for Tax Filing. All of the activity that takes place through CTS can be viewed using the Source Tax Online (STO) web site.

• Electronic Payments / Filing – Electronic payments and filings are generated for tax authorities, third parties, wage attachments, direct deposit payments, Ceridian checks.

Throughout this module, you will learn about what happens once you commit a pay run in Dayforce. We

will discuss these steps so that you have a better understanding of what takes place from the time you

press Commit in the pay run to when your organization’s employees are paid.

Processing a Simple Pay Run – US After the Pay Run is Committed 55


Transmit to CTC / CTS (STO)

Once the pay run has been committed in Dayforce, the data for the pay run is sent to Ceridian

Transmission Center (CTC) for processing, then to Ceridian Tax Services (CTS) for tax filing.

Dayforce does not send tax information directly to tax agencies. Instead, data flows from Dayforce to

Ceridian Tax Services (CTS). CTS file the returns with the appropriate tax authorities.

You can view what has been processed in CTS using Source Tax Online (STO).

Source Tax Online (STO) Source Tax Online (https://www.sourcetaxonline.com) because it gives you visibility into your Ceridian

payroll tax account information.

It provides the ability to:

• View and print Tax Profile, including tax numbers and rates

• View all payroll liabilities by pay period

• View payroll funding activities and account history

• Access deposit history

• View ledger reports and account history

• View and export wage and tax information reported to the agencies

• Track jurisdiction inquiry resolution and amendment information

• Access links to federal, state, and local websites

• Download data into Excel

• View missing mid-year or mid-quarter data alerts

• View Applied-for ID alerts

• View tax fallouts (withheld taxes in a jurisdiction not set up in the Tax filing system)

• Access power of attorney forms that can be downloaded and signed

• Submit an agency inquiry

• Submit an amendment request

Source Tax Online is also used to access stop payment and void check forms. These forms can also be

found on support.dayforce.com.

CTS can be reached by calling Dayforce Support at 1-855-432-9367, or you can contact CTS directly at 1-

866-301-6989.

For more information on the STO web site and its online functions see the Source Tax Online User Guide.

https://www.sourcetaxonline.com/



Delivery of Payroll Documents and Reports

Delivery packages are collections of payroll-related documents and reports that are generated after a

pay run is committed.

There are two types of delivery packages in Dayforce. These delivery packages were configured for your

organization in System Admin > Report Output > Delivery Packages as part of your implementation.

You must define at least one delivery package for every country that processes pay.

Payroll – Courier is the default delivery package type that includes material sent by courier to a single

location. This package type is used to specify which reports generate automatically, how often these

reports run, and the delivery address for the reports. One default courier package type must be

specified for each country to ensure that the reports automatically run for the selected pay group during

each pay run.

Payroll – Mailing is used to specify which groups of employees will have their paper check, direct

deposit pay stub, and/or tax forms delivered to their desired payroll address via postal service. This

package type cannot be set as default or have reports specified in it.

After you have committed a pay run you can review tracking numbers and courier information for your

delivery packages. Any printed output for the delivery package is sent by the Ceridian back office after

you have committed a pay run.

You can access any tracking numbers assigned to your delivery packages and review the shipping details

from the courier’s website to determine the status of a delivery package.

You can view package tracking information from both the Overview and the Pay Run Management tabs.

First, select and load the committed pay run and click Package Tracking button, which becomes

available when a pay run is marked as publishing complete. The application will display the Shipping

Tracking Information window.



Each delivery package is associated with an address record. The name displayed in the Address column

of each is based on how the application has been configured. If the application has received a tracking

number from Ceridian back office, it is displayed along with a link to the tracking information. Click

Details to open a new Internet browser window with the shipping details from the courier’s web site.

Archived Reports Path: Payroll > Archived Reports

Your organization’s Delivery Package specifies which reports are generated automatically by the

application and how often they are run. Based on the configuration, filter, and sort by parameters

specified for the reports in your delivery package, Dayforce will automatically generate these reports

and make them available for viewing in Payroll > Archived Reports.

Once the electronic reports that are part of the delivery package are available to view in the Archived

Reports sub-tab, the Publishing Complete circle in the pay run’s status turns green to illustrate that all of

the publishing taking place within Dayforce has been completed.

In Archived Reports, you can access historical payroll reports that were automatically generated for

previous pay runs. To view reports in Archived Reports, select the Pay Group, Year, and Pay Period to

display a list of historical reports that meet the specified criteria. You can download a report by clicking

the link of the desired report.

In the above example, two reports were specified in the US Head Office Delivery Package to generate

automatically for the USA Hourly pay group with each pay run: Payroll Register Report and Payroll Audit

Report. These reports are displayed for the selected pay group (USA Hourly) and pay period (30).

To add, delete, or modify the reports that generate automatically as part of your organization’s delivery

package, a change needs to be made to the Source Delivery Package in System Admin > Report Output

> Delivery Package.



For more information, see the Archived Reports section of the Payroll Administrator Guide.

Activity: View Archived Reports Time: 3 minutes

Now that you have committed your pay run and the publishing has been completed, review the Payroll

Register Report for the USA Salary pay group generated in Archived Reports.

Details:

• Year: 2017

• Pay Group: Salary

• Open the Payroll Register Report

Solution: View Archived Reports Review the Payroll Register Report:

Path: Payroll > Archived Reports

1. Click USA Salary in the Pay Group list.

2. Click 2017 in the Year list.

3. Click the correct Pay Period in the Pay Period list.

4. Click Refresh.

5. Click the link to the Payroll Register Report.

6. Select the Open option and click OK.

Distribute Funds to Employees When the results for a pay period are committed for one or more pay groups, printed output is

generated for employees who receive paper checks and electronic payments are generated for

employees who receive direct deposits or payroll cards.

The funds for the pay run are paid out according to the payment method specified in an employee’s HR

record. As a reminder, employees can be paid using one of three payment methods.



Any check level overrides or check templates used with a specified payment method will take precedence over the payment method specified in the HR record.

60 Wrap-Up Processing a Simple Pay Run – US


Wrap-Up

In this course, we discussed how to process payroll in Dayforce. Payroll is processed in the Payroll

feature in Dayforce. Within this feature, you can adjust earnings, deductions, and taxes in real time;

preview payroll without the need to generate reports; and review payroll reports and audits to ensure

the accuracy of your data.

Processing the pay run within Payroll includes the following steps:

• Loading and calculating the pay run to view a particular pay run and the earnings associated with it.

• Locking the pay run to prevent any changes being made to a pay run while you are working with it.

• Validating the pay run to check for any errors that would prevent the payroll from processing.

• Committing the pay run, completing the basic steps of processing a pay run within Payroll.

We also discussed how to perform audits throughout the process to ensure the pay data is accurate. You

can perform these auditing steps using data found within the Payroll feature, and using fixed format

reports.

To learn more about the payroll, consider the following courses:

• Processing a Pay Run with One-Time Changes and Corrections - US – this course builds on Processing a Simple Pay Run – US, by taking a deeper look into pay runs where common one-time changes must be processed. It also covers how to make corrections within a pay run, such as voiding a payment, or how to process an off-cycle pay run.

Processing a Simple Pay Run – US Glossary of Terms 61


Glossary of Terms

This section outlines key concepts and terminology used in the Payroll module of Dayforce:

Methods and Frequency of Payment The following are the most common ways in which employees are paid:

• Salary: Normally a fixed amount of pay per pay period, regardless of scheduled hours or amount of work. If an employee works a partial pay period, his or her salary must be prorated to arrive at the correct amount.

• Hourly Base Pay: Usually a rate-per-hour or other value per unit of time. For example, $10.00 per hour or $80.00 per day.

• Other compensation: Other compensation includes payments such as bonuses, stock options, and deferred profit sharing that are typically paid in addition to a salary. Other compensation can also include fringe benefits, such as company cars, loans, and club memberships.

• Piece Rate: The rate per unit of production, also known as dockets. For example, $6.00 per bundle, $0.50 per cuff, or $1.00 per box. This method of pay is typically used in manufacturing environments.

• Commission: Compensation for selling products or services. Commission can be used in combination with a salary or wage payment.

Payments to employees are generally made at the following intervals:

• Weekly – 52 to 53 pay periods per year

• Bi-weekly – 26 to 27 pay periods per year

• Semi-monthly – 24 pay periods per year

• Monthly – 12 pay periods per year

Earnings

Earnings are the normal salary/wages paid by an employer to an employee for services rendered or

work performed. Earnings include:

• Regular salary or hourly base pay

• Overtime pay

• Shift premiums

• Bonuses

• Commissions

• Vacation pay

• Holiday pay

• Allowances

• Employer Contributions

62 Glossary of Terms Processing a Simple Pay Run – US


There are four earning types available; these define whether the earning is paid as income and whether

the amount is taxed.

• Normal: Normal earnings are paid to the employee as income and are taxed. Examples include regular pay, overtime, premium pay, bonus, and commission.

• Taxable Benefit: Taxable benefits refer to benefits of employment outside of cash compensation. The value of these benefits is not paid to the employee in the net check, yet the value of these benefits is taxed. As a result, the amount of the taxable benefit will increase the employee’s taxable gross. Examples include low-and interest-free loans, gifts, prizes, parking subsidies, employer contributions for life insurance, and personal use of a company car.

• Reimbursement: Reimbursements are paid to the employee in the net check, but are not taxed. They represent expenses that employees have incurred and that the employer is paying back. Examples include gas mileage costs, supplies, and tuition reimbursement.

• Memo Calc: Memo calcs are informational amounts that are not paid to the employee in the net check nor are they included as taxable income. Memo calcs are of interest to the employee as they relate to overall compensation or year-end tax reporting, but are not explicitly payroll inclusive items. Thus, a Memo Calc does not impact the employee’s pay – it is simply recorded for tracking purposes. Examples include a 401(k) Match and employer contribution for medical or dental premiums.

Benefits

Benefits often encompass one or more insurance plans (e.g., medical or dental). They may be paid

entirely or partially by the employer, or paid in full by the employee. Employee payments toward

benefits can be made through payroll deductions. There are two types of benefits in Dayforce:

• System-level benefits – Come pre-configured in the Payroll module of Dayforce and which can only be edited by your Ceridian project or support team.

• Client-level benefits – Can be added or edited by HR administrators or client administrators.

Deductions

Deductions are amounts that are subtracted from an employee’s gross pay. There are four types of

deductions available:

• Pre-Tax: Deducted from the employee’s gross pay prior to taxes being calculated and applied. This means that pre-tax deductions lower the employee’s taxable gross amount that is used to calculate the employee’s taxes. Examples: Flexible spending account, (often) medical insurance

• Post-Tax: Deducted from the employee’s gross pay after the employee’s taxes have been calculated and applied. Examples: Voluntary life insurance, union dues, credit union

• Deferred Compensation: Deducted from the employee’s pay to contribute to a retirement account. Deferred Compensation deductions have plan limits that the application automatically applies to contributions made to the plan. Examples: 401(k), 403(b)

• Memo: Deduction Used if you want to track something but not have it impact the employee’s pay. It is similar to a memo calculation (earning), except that you decide to display it on the earning statement under deductions. Memo deductions are not used frequently. Examples: Puerto Rico Pension Annuity, (sometimes) Employer-paid medical



Within each deduction, there are four additional details that can be configured:

• Deductions that allow partial payments: Dayforce only deducts what an employee can pay. For example, if the scheduled deduction is $100.00 a month, but after subtracting taxes and other deductions, the employee only has $90.00 in earnings left, the application deducts $90.00. If the deduction has been configured so that it does not allow partial payments, nothing is deducted.

• Deductions that can go into arrears: Similar to the concept of partial payments, deductions that allow arrears are also used when the employee does not have enough pay to cover the entire deduction. With an arrears deduction, Dayforce carries forward the unpaid amount of the deduction into the next pay period and attempts to make the deduction then.

• Deductions with a declining balance: These deductions represent payments that are applied against an outstanding balance that the employee owes. For example, a computer loan of $1000.00 that an employee pays off with $100.00 scheduled deductions per check. These deductions are different in that they are only applied if an employee has an outstanding balance. Computer loans may be available from the employer to all employees, but only the employees who took the loan to pay a computer have their pay deducted and only until the loan is paid off.

• Deductions with payees: These represent payments made toward a third party. For example, gym membership or health insurance fees.

Deductions can be subtracted from the employee’s income either before or after taxes are withheld. For

example, some benefit deductions, and most pension and 401(k) deductions, are withheld before taxes,

reducing the employee’s taxable income.

Deductions may be expressed as either a dollar value or a percentage. For percentage deductions, you

need to know the basis (earning grouping) on which the percentage calculations are done. For example,

a 5% deduction for 401(k) would be calculated based on the 401(k) Eligible Earnings earning grouping.

Dollar amounts are subtracted from an employee's gross pay and are not linked to earning codes.



Other Terms

The following are other terms that you will encounter when working with the Payroll module of

Dayforce.

Allowance – A number that employees can claim on a W-4 form, which can reduce the amount of tax an

employer withholds. The more allowances an employee claims, the less tax that an employer will

withhold each pay period.

Cafeteria plan – See Section 125 below.

Contributions – Amounts that are paid by an employer on behalf of the employee. For example, the

amount a company pays towards a company-sponsored pension or retirement plan. Contributions made

by an employer could either be a taxable benefit or memo calc earning. Employer contributions can be

expressed as either a dollar value or a percentage.

Commit – The final approval of payroll that submits the payroll data to be generated to pay employees,

third parties, wage attachments, and tax impound.

Deferred Compensation Plan – Refers to employee benefit plans that allow employees to defer

receiving income to a later date than when it was earned. Typically, this defers the taxation of that

income as well. Some deferred compensation plans allow employees to contribute a percentage or fixed

dollar amount of their salary to a deferred savings plan. For example, 401(k) and 403(b) plans.

Disposable Net – Gross pay minus taxes.

Edit Sets – A collection of payroll entry data that is segregated for totaling, reconciliation, applying,

undoing, or moving as a group.

Employee Self-Service – Ability for employees to submit changes for their own personal information via

online forms in Dayforce. These forms can be used to update a variety of details, such as W-4 elections

and direct deposit banking details.

Filing Status – Refers to an employee’s marital status and family situation, and is used to compute

taxable income for federal income tax. An employee’s filing status determines:

• The form that the employee will use to report federal taxes.

• The tax rate that applies to an employee.

• The deduction amounts that apply to that employee’s tax return.

Flexible Spending Account – Also called an FSA, this is an account offered under a Section 125 cafeteria

plan that is used to provide a pre-tax health care or dependent care savings account from which

respective expenses can be paid.

Gross Pay – Any amount an employee earns before deductions and taxes are withheld.



Impound – The act of debiting the client’s bank account for the funds required to cover the expense of

its payroll (net checks, taxes, garnishments, third party payments, and payroll processing fees) and

crediting those amounts to Ceridian’s account.

Impound Date – The date on which money to cover payroll and taxes is debited from the client's

account.

Masterfile – A collection of employee information that makes up the HR record. The information in an

employee's master file can include the employee's address, phone number, pay type, hourly rate, and

the like.

Net Pay – This is an employee’s take-home pay, calculated as gross income minus taxes and other

deductions.

Official Ceridian Checks (OCC) – Checks that are issued on a Ceridian bank account.

Ceridian Direct Deposit (CDD) – Direct deposits that are funded from a Ceridian bank account.

Payroll Definition Groupings – Sets of earnings, deductions, or taxes that are grouped together.

Roth IRA – An individual retirement account to which an employee makes after-tax contributions.

Employees generally pay no taxes on amounts that they withdraw from the account after reaching

retirement age.

Section 125 – A benefit plan under section 125 of the IRS code. Called a cafeteria plan, this allows

employees to choose from among one or more qualified benefits or to take cash. A Section 125 plan can

offer such benefits as:

Health, life, and dental insurance

A health spending account

Dependent care insurance

Taxable Wages – Wages are the amount of earnings that are considered taxable from the perspective of

an individual taxing authority. In order to derive a wage, you must consider all earnings and deductions

for a given paycheck according to a set of rules defined by the wage owner (i.e., taxing authority). There

are a various number of wage definitions that can be derived from a single set of paycheck records; for

example, Fed, FUTA, State, Soc, Med, SUI, Locals (10000+), which all can result in a different wage from

the same set of earning and deduction inputs, because all have different rules to apply to the inputs.

TALX – A third-party firm that provides employment verification and unemployment compensation

services to US Ceridian clients.

Tax Service ID – A unique number assigned to the legal entity in the Ceridian back office system.

W-2 – A US federal tax form that is issued by employers to report an employee’s wages and taxes each

year. This form is used to file personal tax returns.



W-4 – A US form used to indicate an employee’s personal financial information, such his or her filing

status and allowances, which are used by an employer to withhold the correct federal income tax from

the employee’s pay.

Withholding – Taxes that are deducted from an employee’s earnings by the employer.

Processing a Simple Pay Run – US Appendix A: Preview Audit Checklist 67


Appendix A: Preview Audit Checklist

Following is a checklist of items to audit in the Preview sub-tab. Auditing these items and addressing all

issues prior to committing the pay run will save you a significant amount of time in the long run.

Item Action

Pay Run totals Compare totals for net pay, earnings, deductions, and taxes from the current pay run to the last pay run. Are they similar? If not, can you explain the variance?

Did something out of the ordinary happen in this pay run or the last, such as a bonus or commission payout, rate increases, or a one-time charitable donation?

If not, use the drill-downs to isolate the issue.

Is the issue impacting all employees? Review the payroll configuration in Payroll Setup. What changes were made that could impact this pay run?

Is the issue impacting a small number of employees? Use the Payroll fly-out to view the impacted employees’ earning statements and time data. Find the issue and make the appropriate corrections in My Timesheets, People, or Payroll.

Employee Taxes totals Expand the Employee Taxes total section.

Do jurisdictions look correct? If not, use the drill down to identify which employees are included in the jurisdiction. Reconcile the information and make necessary corrections in People to the

employee’s primary residence address or work location.

New deduction or earning definitions

Confirm the total amount for the new deduction or earning is as expected. If not, research and correct the issue.

Is the issue impacting all employees? Confirm the deduction or earning is set up correctly in Payroll Setup.

Is the issue impacting a small number of employees? Use the drill down to isolate which employees are impacted and make

appropriate corrections in People.

Bonus or commission payouts Confirm the total amount for the payout is correct. If not, research and correct the issue.

Is the issue impacting all employees? Confirm the earning definition is set up with the correct tax code, included in the correct check template, and assigned to the correct payroll policy in Payroll Setup.

Is the issue impacting individual employees? Use the drill down to isolate which employees are impacted and correct the issue in

Payroll.

Retroactive pay Do you use specific earnings codes to identify retroactive pay? If so, confirm the total amount for the retroactive pay is correct.

68 Appendix A: Preview Audit Checklist Processing a Simple Pay Run – US


Item Action

Highly compensated employees

Confirm their earning statements are correct. If not, validate their information in People and make the appropriate changes in People or Payroll.

New Hires Confirm all new hire are getting paid as expected. If not, validate and correct their information in People.

Terminated or inactive employees

Confirm all terminated and inactive employees are getting paid (or not getting paid) as expected. If not, validate their information in People and correct their information in People or Payroll.

Manual checks Verify the check information is entered correctly, paying special attention to employee and employer taxes, deductions, and generated earnings.

Adjustments Verify the adjustment is entered correctly, paying special attention to Amounts (taxes), Limited Taxable Wages (taxable wages up to the limit), and Total Taxable Wages (total taxable wages up to and beyond the limit).

Do not use the Adjustments tab to move amounts from one deduction to another if taxable wages are impacted differently for that deduction.

Employees assigned to multiple legal entities

Employees receive a separate Form W-2 for each legal entity in which they work. In Payroll Preview, employees working in multiple legal entities have a drill-down for each legal entity with each having its own earnings, deductions, and taxes. Validate this information is correct.

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