My HR Overview - ArchKCK · HR Administration - My HR From the main menu, ... TIP: Always click REFRESH before you Submit and check the new total HR Administration - My HR –Position

Dayforce Location Administrator GuideHR and Payroll Administration Overview

My HR Overview

HR Administration - My HR

From the main menu, choose My HR.

Here you will see a list of employees. You can:

• Choose an employee from the list currently displayed

• Use the Filter function to search for specific employees

• Use the Forms menu to add a new employee

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HR Administration - My HR – Status

and Work Assignment

The 2 main sections of an employee’s HR record are: Status and Work Assignment

Status contains their core

employment data such as:

Pay Class and Pay Type

Annual Salary/Base Rate

Punch Policy

Entitlement Policy

Normal Weekly Hours

This data controls the way

the system treats things like

Clocking in/Out, Time Off

and Benefits.

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HR Administration - My HR – Status

and Work Assignment (continued)Work Assignment records the position(s) in which an employee is currently assigned or has

been assigned in the past. Employees can have multiple work assignments effective at the

same time – but must have at least one “Primary” assignment. The Primary Assignment is

displayed on the Status tab.

The Primary assignment is has

a check in the “Primary” box

Note: Some locations may have

employees with different

pay rates for each assignment.

The total pay rate must be

manually updated on the

status screen.

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HR Administration - My HR – Employee

Forms and Changes

During the “normal” cycle of an employee, you will use following forms:

New Hire form

Use this form to hire a new employee. Don’t forget to enter the additional data

once the employee is in they system.

Position and Compensation Change form – Changes the STATUS tab

This form is best for a job change which INCLUDES a change in their PAY RATE

Termination form

Should someone’s employment end, use this form to terminate their HR record.

Employees can still log in to retrieve earning statements and W2s

In addition, you may need to make changes directly on the employee record for new

or additional work assignments

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After you have submitted the new hire form,

you must click Refresh for the employee to be

listed in the MyHR section.

It may take a few minutes for the new employee to appear.

HR Administration - My HR – New Hires

Open the employee’s HR record and add additional required data to complete the new

hire process:

Direct Deposit

Tax Definitions

Payroll Elections

Garnishments

Additional Work Assignments

Also, if the employee needs the Manager user role, you must go to System Admin – User

to assign the role and location access.

You should be very familiar with the New Hire form by now…

But don’t forget to add the additional data once the new employee is in the database.

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To access the form, you must have the employee’s HR record open in MyHR.

Click on an employee’s name to open their HR record.

Then click on the Forms menu and choose Professional then Position and Compensation Change.

HR Administration - My HR – Position and

Compensation Change Form

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Enter an effective date:

Choose Today or a

specific date:

Click on the plus/minus

signs to open and close

sections:

You must complete all

fields with a red *


Compensation Change Form (continued)

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The bar graph shows the history

of an employee’s pay rates.

Click the NEW button to enter a

new rate

IMPORTANT !!!!

Be careful when choosing the

Change Type!

New Hourly Rate – enter the new

rate. ($16.00)

$ or % Amount – enter the

amount of the increase. ($0.25)

TIP: Always click REFRESH before you

Submit and check the new total


Compensation Change Form (continued)

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IMPORTANT:

Don’t forget to terminate

the employees you added

who were paid in 2017 but

are no longer working.

This must be done in Config

before you process parallel

And in Production before

your first “real” payroll.

HR Administration - My HR – Termination Form11

To enter a new or additional

assignment

1. Click New

2. Choose the Location first then a

Position - this makes it easier to

choose the correct Position

3. Check the Primary box if this will

be the Primary assignment

4. Enter the starting effective date

in the “Effective From” box

5. Choose a Reason from the list

HR Administration - My HR – Work Assignments

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2

3

4

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Note: If the employee has different pay rates for each of their work assignments, enter the rate

on each of the assignment rows. Then complete a PCC form to update the total rate.

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Payroll Administration

Payroll Administration –

Payroll Processing Steps

1. Audit and correct issues on timesheets

2. Approve/Commit timesheets

3. Audit the Payroll

4. Load Quick Entries (if necessary)

5. Lock Payroll – Note: whoever locks is the only one who can commit

6. Validate

7. Commit

8. Download reports – after commit ONLY. These are the final reports

Prepare

Commit

There are 8 steps to processing payroll, broken into 2 sections:

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Payroll Administration

To perform these steps you will access two sections of Dayforce:

My Day – this is the section which manages the time sheets and time off requests.

My Pay – payroll is actually processed in this section. In My Pay you will review

various audit reports, add quick entries (if needed) and perform the steps

required to commit payroll.

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Payroll Administration – Prepare Your Payroll

Following these preparation steps will help to ensure your payroll is accurate:

1. Audit and correct issues on timesheets (My Day)

2. Approve/Commit timesheets (My Day)

3. Audit the Payroll (My Pay)

4. Load Quick Entries (My Pay)

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Payroll Administration – Prepare –

Step 1- Timesheets/My Day

In MyDay, you can expand a section by clicking on the black box

Click it again to shrink the section

To begin, expand the PAY ADMIN CHECKLIST:

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Step 1 - Timesheets/My DayStep 1 – Select the pay period you need to process.

Step 2 - Check for issues- If there are issues which will prevent you from processing payroll… there

will be a number in the “Problem Punches” column

Step 3 – Make any corrections needed and finalize timesheets. You can access the timesheet by

clicking on the yellow pencil. Don’t forget to SAVE your changes in the timesheet!!!

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1

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Step 1 - Timesheet Audits

Tips for Timesheet Review:

Task: When making changes/updates, SAVE often!!! Path:

Check guarantee hours entered/approved Timesheets

Review: Run Pay Summary and Unathorized Time in Timesheets Report: Pay Summary

Review: Unauthorized Time (& notify Managers of Unauth Time) Report: Unathorized Time

Review: Unauthorized TAFW (Time Off Reqest Manager) for this period MyDay: Time Off Request Mgr

Review: EE time for reasonableness (Employee Names/Depts)

Review: Holiday, Gift, etc time for accuracy Internal: Location EE's List

Review: Multi Work Assignment Clock-In's Internal: Location EE's Notes

Make changes (pay/time adjustments) per Manager/email

Authorize "unauthorized time" per Manager/HR Admin, etc Timesheets>EE>day>edit

Check problems pane to make sure no time punches are missed Timesheets>Problems

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Step 2 – Approve/Commit Timesheets in My Day

Once the timesheet is complete and free of errors, you may proceed to the next step:

Check the “Approve” box (it’s in the column with the green checkmark)

Check the “Commit” box (it’s in the column with the bag of money)

Step 6 - The system will automatically LOCK the timesheets. You MUST unlock them to

continue. Click the “Lock” box to unlock the timesheets:

Step 7 - Save Before

After

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Step 3 – Audit the payroll in My PayNow go to My Pay.

Start by choosing the pay period you need to process – just click somewhere on that

row so it’s highlighted blue. Then click OPEN.

TIP: Once the pay period is open…

Click on the blue X to close the Load option so

you can see more information on your screen.

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Payroll Preview provides details about the pay period. You can verify amounts and see

differences from prior periods to help identify any potential issues.

Look at the group as a whole, or individual employees.


Step 3 – Audit the payroll in My Pay

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To preview an employee’s earning statement

Click on the arrow next to the employee’s name

to see details

Then click on the Earning Statement icon (on the

far right section of the screen) to preview their

earning statement



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You can easily see differences from the prior

pay period on the preview screen:



There are also a large number of reports available for you to run and preview as you audit.

Just click on Reports:

Examples: Preview Payroll Register,

Check/Direct Deposit Register, etc.

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Step 3 – Audit the payroll

Task: Save – Recalc – Refresh often!!! Path:

Make entries from payroll notes for period My Pay>Report: Pay Delta

Enter Quick Entries, if Any MyPay>Quick Entry (one time)

Enter Adjustments, if Any MyPay>Adjustment (one time)

Enter Manual Checks, if Any MyPay>Checks (one time)

After all entries and adjustments are made, compare to prior period MyPay>Payroll Preview (or Report)

Review/Correct Warning messages at top; Must resolve Red X issues My Pay

Double-Check for accuracy; compare $/diff's to prior payroll My Pay>Changes in EE's pay

Review Analytics/Audit Reports My Pay> Time Data

Add message(s) to timesheets for pay collection period. My Pay>Statement Messages Button

* See the next page for more

details on the Time Data tab

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Time Data Preview:

Click on the Time Data tab.

Click on the Source menu and choose Internal WFM

Move the scroll bar to the right and click Apply Filter



Now you can see the

Date, Pay Code and

Amount which makes

up their total pay.

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Step 4 – Load Quick Entries (if necessary)

A Quick Entry is a change in normal pay or deductions which only applies to one paycheck.

Example – Christmas Bonus or a deductions for a Donation.

To load Quick Entries,

go to My Pay

Click on the

Quick Entry tab

Then click the

NEW button

Click in the Employee Name field and start typing for a list of employees… or

Click in the Number field to search by Employee Number

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Once you have selected your employee…

To REPLACE their NORMAL pay period earnings – click the “Replace” box

The Rate will automatically populate but you must enter the number of hours.

Click in the Code field to choose the necessary Pay Code or Deduction Code

Click in the Amount column to enter the dollar amount.

TIP – hit TAB to move to the next field.


Step 4 – Load Quick Entries

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Once you have added all of your entries:

Click Save

Then Refresh

Then Recalc

This will recalculate ONLY the employees who have a Quick Entry

TIP: Anytime you are having issues in Payroll Preview or feel like your amounts are off…

Refresh then Reclac


Step 4 – Load Quick Entries

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Payroll Administration - Commit

Now that your timesheets are correct and your audits are done…

the finish steps to commit payroll:

5. Lock Payroll – Note: whoever locks is the only one who can commit

6. Validate

7. Commit

8. Download reports – after commit ONLY. These are the final reports

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Payroll Administration – Commit –

Step 5 - 7 – Lock, Commit, Validate in My Pay

Step 5 – Lock Payroll

IMPORTANT – the person who locks the payroll is the only person who can commit!

Step 6 – Validate

Step 7 – Commit

5 6 7

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As you move through the commit process the status bar will show you which step you

are on and what to do next:

Hint - you cannot click on the status image…it’s just a visual aid to help you through the commit process

This is a completely committed payroll:

Notice the last step of “Publishing Complete”. This occurs automatically after commit

but may take a few minutes depending on the size of your location.


Step 5 - 7 – Lock, Commit, Validate in My Pay

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Step 8 - Download reports and save to your server or hard drive

(where you would keep other permanent records)

From the main menu, click Reporting the Archived Reports

Choose the Year, Pay Group, and Pay Period:

Then download the necessary reports


Step 8 – Download Reports in Reporting

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Congratulations – you are done!

Questions?

Documents

My HR Overview - ArchKCK · HR Administration - My HR From the main menu, ... TIP: Always click REFRESH before you Submit and check the new total HR Administration - My HR –Position