Employee HR Information - Training Guide - 600301

Administering Employee HR
Information
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Course Details:
Duration: 4 hours
Release: 60
Delivery Methods: Instructor-Led Training, MyPath
Country: US, Canada, UK, Australia, New Zealand, Ireland
600301
Copyright © 2020 Ceridian HCM, Inc. All rights reserved.

Administering Employee HR Information Contents 3
Contents
Overview ........................................................................................................................................... 5
Learning Objectives....................................................................................................................................... 5
Prerequisites ................................................................................................................................................. 6
Available Resources ...................................................................................................................................... 6
Maintain Employee Information ......................................................................................................... 7
HR Record Review ......................................................................................................................................... 8
Submit Change Forms ................................................................................................................................. 10
Changes Initiated by an Employee or Manager ................................................................................... 11
Changes Initiated by the HR Administrator.......................................................................................... 16
Form Submission History...................................................................................................................... 25
Demonstration: View Form Submission History .................................................................................. 25
Edit Employee Records Directly in People .................................................................................................. 26
Add Work Assignments ........................................................................................................................ 26
Change Employment Status and Other Assignments........................................................................... 29
HR Record Change History .......................................................................................................................... 30
Employment Status and Work Assignments History ............................................................................ 30
Audit ..................................................................................................................................................... 31
Demonstration: .................................................................................................................................... 33
Future-Dated Changes ................................................................................................................................ 34
Avoid Conflicts between Multiple Changes ......................................................................................... 34
Notes .................................................................................................................................................... 37
Automatic Changes to Employee Information ........................................................................................... 39
Roles and Locations .................................................................................................................................... 41
Add Managed Locations ....................................................................................................................... 41
Security Settings.......................................................................................................................................... 42
Hire and Terminate Employees ......................................................................................................... 44
Hire Employees ........................................................................................................................................... 44
New Hire Form ..................................................................................................................................... 44
User Credentials ................................................................................................................................... 45
Terminate Employees ................................................................................................................................. 48
Terminate an Employee Form .............................................................................................................. 48
Rehire Employees ....................................................................................................................................... 50
HR Reports ...................................................................................................................................... 53
Employee Audit Report ............................................................................................................................... 53
Employee Changes Report .......................................................................................................................... 54
Ad hoc Reports ............................................................................................................................................ 54
Copyright © 2020 Ceridian HCM, Inc. All Rights Reserved

Administering Employee HR Information Overview 5
Overview
Welcome to Administering Employee HR Information. Most of the tasks performed within Dayforce
involve the use of some employee information, such as work assignments that determine on which
location’s schedules and timesheets an employee appears; rates and salaries used to calculate pay; and
Pay Policies that determine if, and when, employees earn overtime or shift premiums.
This course teaches you how to administer employee HR information to ensure that other tasks within
the application, such as scheduling and paying employees, can be completed accurately. You will learn
how to perform common tasks, such as to view and modify employee information, submit and approve
change forms, and hire and terminate employees.
The following sections are included in this course:
Section Description
Maintain Employee Information Describes how to address common HR-related requests and tasks
in Dayforce. Usually this means making an edit to your employees’
information.
Also covers common user administration tasks including how to
assign roles, assign location visibility, unlock user accounts, and
reset passwords.
Hire and Terminate Employees Describes how to hire a new employee in Dayforce, as well as how
to terminate an employee when they leave the organization for
any reason. In addition, it explains the process to rehire an
employee.
HR Reports Introduces HR reports that you can run to audit and report on
employee information captured within Dayforce.
Learning Objectives
By completing this course, you will be able to:
• View employee HR information
• Review and approve employee changes submitted via forms
• Submit forms to process common changes, such as position and compensation changes
• Modify employee HR information directly in the HR record
• Add comments and documents to an HR record
• Hire employees
• Terminate employees
• Run and review HR reports

6 Overview Administering Employee HR Information
Prerequisites
Certain Dayforce courses are required as prerequisites prior to attending this course. The following
courses will provide the foundational knowledge you need to understand the key Dayforce features
discussed in this course.
• Understanding How an Employee Uses Dayforce – Provides an overview of Dayforce from an

employee’s perspective
• Viewing HR Records – Discusses how to filter, open, and view employee HR records
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.
Support Downloads > Admin & User Guides:
• HR Admin Guide

Administering Employee HR Information Maintain Employee Information 7
Maintain Employee Information

HR records contain personal and work-related information about every employee in your organization.
They contain everything from an employee's Hire and Start Dates, to compensation details, work
assignments, contact information, benefit elections, and more. HR records act as foundational
components that support all other modules in Dayforce. Changes to an HR record are immediately
reflected in all Dayforce modules and can have a significant effect on module-specific functions.
Typically, when you start using Dayforce, your organization’s existing employees will already be set up in
the application. Your Implementation Consultants perform this setup using imports that load all the
necessary details about your employee population into Dayforce at once.
Moving forward, it will be important to maintain employee HR information and keep it up to date. Over
time, employees may get married, move, earn promotions, or receive raises. All changes must be
recorded in the employees’ HR records. And in many cases, these changes can be captured on the forms
that are built into Dayforce.
Remember, Dayforce is set up to automatically route forms to the appropriate people if changes require
approval, so it is best practice to use the forms available when making employee information changes.
In this section, we will explore how to use forms to record changes to an employee’s record, including:
• Name and marital status
• Address
• Phone number
• Position
• Compensation
If given access, employees can fill out forms themselves from the Profile & Settings screen.
Later in this course we will explain how to update employee information directly in People, without
submitting a form. This lets you update information that does not have a corresponding change form,
such as changing some of the values of the Dayforce -specific terms and policies assigned to an
employee.
Also, as we will see, when you directly edit information in People you can better manage and review
when the changes take effect.

8 Maintain Employee Information Administering Employee HR Information
HR Record Review
As a review of the information you learned in the prerequisite courses, the following screenshots and
accompanying callouts will familiarize you with some of the main screens and key fields mentioned in
this course.
Path: People > [Load Employee] > Personal > Contact Information
You can find basic information about an employee, including their name, phone number(s), and
address(es) in the Contact Information section.
You will find private information such as SSN/SIN/National ID, Gender, and Birth Date in the Confidential
Information section.

Path: People > [Load Employee] > Employment > Employment, Compensation and Policy Settings >
Employment Status
Click the Employment Status tab to find employment-specific information such as work Status, Effective
Dates, Pay Type, Pay Class, and Pay Group in the header. Click the arrow to the left of the header to
expand it and view specifics in the General, Compensation and Hours, and Policies and Groups sections.
Path: People > [Load Employee] > Employment > Employment, Compensation and Policy Settings >
Key Information
View work-specific information, such as Hire Date and First Worked Date in the Key Information tab of
Employment, Compensation, and Policy Settings.

Other sections available in an HR Record include those shown above. This includes the Forms section,
where you will access many of the forms that you’ll use to submit changes. We’ll take a look at several
of these shortly.
For detailed information about the fields found on employee HR records and the New Hire form, see
the HR Admin Guide.
Submit Change Forms

Now let’s take a look at making changes to employee information by submitting the appropriate forms.
When submitted by the employee or manager, forms can go through an automated review or approval
process. Each form in Dayforce is associated with a workflow. This is a configured process that
determines how a change is handled; capturing all the notifications, approvals, and actions associated
with the change request. For example, changes to HR record information frequently require the
approval of at least one manager or administrator before they are applied. The workflow determines:
• Who receives a submitted form for approval
• What happens after a change is approved or denied
• Who receives notifications about the change
• What happens if the approver fails to respond within a period of time
Many employee form submissions require approval by an administrator (such as a payroll, benefits, or
HR administrator), but some forms are instead submitted to and approved by an employee’s direct
manager.
In the first activity, which you will see shortly, you will receive a Marital Status form that is initiated by
an employee. You will review the form and approve it.
For the remaining activities, you will act as an HR Administrator and will submit the following change
forms on behalf of an employee:
• Name and Marital Status Form

• Address Form
• Position and Compensation Form
There is a comment section available when filling out forms. Comments can be viewed in the form or in
the Form Submission History. The comment can also be added to the employee’s file if the
Add Comment to employee’s file checkbox is selected.
Changes Initiated by an Employee or Manager

Employee Changes
Path: Home > Profile & Settings
Most employees can view some of their HR information within the Profile & Settings screen, but do not
have the ability to update or add to their HR records. Instead, employees can request changes or
updates to this information by submitting forms.
The Message Center

Path: Application Container > Messages
Form approval requests, along with a variety of other notifications, are delivered as messages in the
Message Center.
Click the envelope icon in the Application Container to open the Message Center. If you have unread
messages, a red badge appears alongside this icon, indicating the number of messages waiting.
The Message Center is similar to an email inbox. A list of all your messages displays within the main
workspace. Each message in your inbox is sorted automatically into one of four message types:
• Messages – A written message from another employee at your organization; this may be a
personal message or a broadcast message
• Reports – When you run a report in Dayforce, the report is delivered to the Message Center
• Notifications –Updates that let you know when a form has been approved or changes have
been made as a result of a form submission
• Actions – Indicate a form submission that requires a response from you
Select one of these categories from the left panel to filter the messages in your inbox. Click the Refresh
icon to check for any messages that have arrived since the page was loaded.

The Inbox shows the icon indicating the message type, the subject, and date of the message. Click the
message subject to read the message.
The message window displays the message content, sender, and date of the message. Click Delete to
erase the message entirely after reading. To close the message but keep it in the inbox as a read
message, simply close the window.
Respond to a Form Submission in the Message Center

Path: Application Container > Messages
Certain forms require the approval of an employee’s direct manager before the changes are applied to
employee HR records. At XYZ Company, one such example is the Request Leave of Absence form. When
an employee requires a leave of absence from work, they submit this form to update their status
information.
Kevin Kohler, the plant manager, has submitted the Request Leave of Absence form on behalf of
employee Angela Reid. The form has now arrived in the Message Center for your approval.
Form approval requests are categorized under the Actions message type. Click the message to view the
details of the request.
Request Summary
The first section of the request summarizes its most important details, including:
• The subject of the request
• The person who submitted the form
• The date and time at which the form was submitted
• Any notes describing the form or required actions

Form Details
The next section of the request shows a summary of the form that was submitted. You can review the
details of the request or modify them as needed.
Response
Use the buttons in the Response section to either Accept or Reject the submitted changes. You can also
include a response comment, if applicable.
When a form is accepted, the approval is saved and the workflow continues. Depending on the
workflow, the changes may be entered into the HR record immediately or sent to others for additional
approvals. When a form is rejected, the workflow terminates.
In the case of the Request Leave of Absence form used by XYZ Company, the form needs to be approved
by the HR Administrator. Click Accept to approve the form and the status changes to the employee’s HR
record.

History
The History section summarizes all form actions and responses to date for your review. For example, if a
form requires multiple levels of approval, you can check the history to ensure that those approvals have
been recorded before proceeding with your own approval.
Respond to a Form Submission on the Home Screen

Path: Home > Actions
If the Actions tab is enabled on your Home screen, you can also view and respond to form submissions
here.
A list of the most recently-received form actions requiring your response appears within this tab. You
can see the name of the employee that submitted the form, the name of the form submitted, and the
submission date at-a-glance. You can also click Accept or Reject to respond to the approval request
directly from this screen.
Click the form name to see the form details and to provide a response comment before making an
approval decision. Click View all actions in Message Center to open the Message Center and view the
requests there instead.
Activity: Manage Form Submissions

Time: 3 minutes
Login: 1816
Some of the Store 1 employees have requested changes to their HR record information by submitting
forms. Review and respond to the following form submissions in the Message Center:
• Angela Reid was injured and needs to go on Short Term Disability to recover. Her Manager,
Kevin Kohler, submitted the request on her behalf. Review the details and approve the Request
Leave of Absence form for Angela Reid.
• Gary Taylor moved and has updated his address. Review the changes to Gary Taylor’s HR record.
No approval is required.

Solution:
Manage Form Submissions:
Path: Messages
Respond to the Request Leave of Absence submission:
1. Click the Request Leave of Absence: Angela Reid action message from Kevin Kohler.
2. Review the following details for the Request Leave of Absence form:
• The Status is set to STD.
• The Reason is set to Illness/Injury.
• The Start and Estimated Return dates.
3. Click Accept to approve the changes. Your approval is saved and the message no longer appears
in the Message Center.
Review the Address form notification:

4. Click the Address: Gary Taylor notification message from Katie Nash.
5. Take note that the Start Date is set to January 1st.
Verify that Gary Taylor’s address was updated:

Path: People > [Load Gary Taylor]
1. Click the People icon in the Application Container.
2. In the Name field, type “Gary”.
3. Click Apply Filter.
4. Click Gary Taylor from the People List.
5. Click to expand Personal.
6. Click Contact Information.
7. In the Addresses section, verify that his Address has been updated and the Start Date is set to
January 1st.

Changes Initiated by the HR Administrator

Name and Marital Status Changes
Path: People > [Load Employee Record] > Forms > Personal Information > Name and Marital Status
Use this form to update an employee’s legal name and marital status and attach any supporting
documentation, such as a marriage certificate.

If this form was completed by the employee, it could require approval by another level. However, in this
case, approval is not required because the HR Administrator generated the request. Upon submission,
the HR Administrator will receive a message in the Message Center confirming the change. The
workflow could also include sending a notification to the affected employee’s manager and the
employee.
In this example, the notification goes to the HR Administrator, Katie Nash, and the affected employee,
Jessica Bellow.
Activity: Complete the Name and Marital Status Form

Time: 4 minutes
Login: 1816
Jessica Parker has notified you that she was married earlier this month. Her name has changed, and she
has provided you a copy of her marriage certificate. Update Jessica’s HR record accordingly and attach
the marriage certificate.
Details:
• Date of Marriage: 1st of the current month
• New Last Name: Bellow
• Comment: Marriage Certificate copy received.
• Check the Message Center to verify that the notification was sent to Jessica Bellow.

Solution:
Complete the Name and Marital Status form:
Path: People > [Load Jessica Parker] > Forms > Personal Information > Name and Marital Status
1. On the Name and Marital Status form, verify that the First Name field shows Jessica.
2. In the Last Name field, type “Bellow”.
3. In the Maiden Name field, type “Parker”.
4. In the Marital Status section, click Add.

5. From the Marital Status list, click Married.
6. In the Start Date field, enter the 1st of the current month.
7. From within the Supporting Documents section, click Upload Files.

8. Click Add File(s).
9. Navigate to select the Marriage Certificate Jessica Parker.pdf file.
10. Click Open.
11. Click Upload.
12. In the Comment field, type “Marriage Certificate copy received.”

13. Verify that the Add comment to employee’s file checkbox has been selected.
14. Click Submit.
Review the updated marital status in Jessica’s HR record:

1. In the navigation menu, click to expand Personal.
2. Click Contact Information.
3. Click Refresh.
4. Verify that Jessica’s Last Name is set to “Bellow”.
5. Click Confidential Information.

6. Verify that her Marital Status is set to Married.
Check the Employee Notification:

7. Click Messages from within the Application Container.
8. Click Refresh.
9. Click the message that has “Name and Marital Status: Jessica Bellow” as the subject and verify
the information.
• It may take some time for the update to appear in the HR record, as you must wait for the
workflow attached to the form to finish processing.
• The Name and Marital Status form changes are only made to Jessica’s HR record information
and will not impact her taxes. To change her marital status for her taxes, additional tax forms
(i.e. W-4, TD1) must be completed.

Address Changes
Path: People > [Load Employee Record] > Forms > Personal Information > Address
When an employee moves or tells you they will be moving as of a certain date, you can record their new
address using the Address Form. The employee may also be able to complete and submit the Address
Form themselves, depending on your configuration.
The form displays their current address; you can record new addresses by clicking Add, selecting a Type,
and recording the address.
You can specify when the employee is moving to their new address in the Start Date field on the form.

This is one of the more important updates you can make to an employee’s personal details because
Dayforce Payroll uses an employee’s Primary Residence address to determine what taxes they pay.
Select the Payroll Mailing checkbox to indicate that this address can be used to send payroll-related
information such as paystubs or year-end tax statements to employees.
An employee can have multiple addresses, each with a different Type, such as mailing and secondary,
but they can only have one active Primary Residence address at a time. Whenever you create a new
address with Primary Residence selected as the Type, ensure that an End Date is added to the existing
Primary Residence address. The end date should be the day before the Start Date for the new Primary
Residence address.
Position and Compensation Changes

Path: People > [Load Employee Record] > Forms > Position and Compensation Change
We’ve looked at recording basic information changes by completing forms in People. Next we’ll study a
more substantial form, the Position and Compensation Change form. This form can be used to capture a
variety of changes, including:
• Receiving a raise
• Switching from part-time to full-time
• Transferring to a new location
• Transferring to a new position
You can capture multiple changes on a single Position and Compensation Change form that covers all
the new details. For example, an employee switching to full-time and receiving a raise can be covered on
the same form.
The first thing you need to record is when the changes take effect. This is often called the ‘effective
date’. If an employee receives a raise to $15 an hour and should start earning that hourly rate starting
on Monday October 12th, then the effective date of the raise is the 12th.
Specify the effective date of the changes you are recording in the header of the form:
You can select either Today, Tomorrow, or As of [and then type or select a date].
Most of the changes you record are going to be in the future, or ‘future dated,’ because you will likely be
informed about raises, promotions, and transfers before they take effect. We will analyze the impact of
future dated changes later in the course when we learn about editing employee information directly in
People. For now, just be aware that although you can submit multiple change forms for an employee,
each with their own effective date, it is a best practice to only have one future dated change pending at
any given time for an employee.

This means that if you submit a Position and Compensation Change Form on December 6th to be
effective January 1st, it would not be advisable to submit another Position and Compensation Change
Form later on December 20th, to be effective January 15th.
Below the effective date, the form is broken into 5 sections:
• Work Assignment
• Manager Assignment
• Pay and Rates
• Compensation Changes
• Onboarding
Work Assignment
The Work Assignment section contains two mandatory fields that dictate where the employee works
and what position they fill.
When you first open the form, these fields are pre-populated with the employee’s current location and
position. If these are not changing, you do not need to update this section.
To transfer the employee to a new location and/or new position, select an appropriate value from the
Location or Position Title lists. Optionally, you can also provide a Reason for the change.
An employee’s Location and Position Title are linked. If the Position Title you are looking for does not
display, it is not available at the selected Location. Clear the Location list and then try again.
Manager Assignment
In the Manager Assignment section, you can see the manager currently assigned to the employee, as
well as the Assignment Method used to make the association. If needed, you can override the existing
manager assignment by selecting a Direct Manager.

For additional information on manager assignments and other aspects of your organization, see the
Defining Management Structure course in the Ceridian Education Center.
Pay and Rates
In the Pay and Rates section, you can switch an employee’s Pay Type (hourly or salaried), Pay Class
(part-time or full-time), and record details around the number of hours the employee typically works on
a weekly, daily, and semi-monthly basis.
These details on typical work hours may be used by some of the gross pay rules that calculate overtime
and premiums. Whether or not they are used depends on how Dayforce has been configured for your
organization, but the Normal Weekly Hours and Average Daily Hours are mandatory fields and need to
contain an estimate.
When the Work Assignment section of the form is completed, the information from the Pay Type, Pay
Class, Normal Weekly Hours, and Average Daily Hours fields may be removed. You should always
review the Pay and Rates section after updating the Work Assignment section and must complete
these fields again if they have been cleared.
Compensation Changes
In the Compensation Changes section of the form, you can record a rate change for the employee by
selecting either Change Total or Change by Increment. When you choose to record a rate change total,
you only need to select a reason from the available options and update the amount. When you record a
rate change by increment, you need to select a reason from the available options, a change type (a
dollar amount or a percentage), and finally the amount of the rate change.

Change Type can be an additional dollar figure per hour if you choose $ Amount or an additional
percentage if you choose % Amount.
The Compensation Timeline and Peer Comparison graphs show illustrations of the employee’s
compensation based on the data you entered to help you stay informed.
Onboarding
In the Onboarding section, you can assign the employee’s onboarding policy. This policy allows you to
customize the employee onboarding process to suit their role in the organization.
Onboarding policies are configured in Onboarding Setup > Onboarding Policy.
Once you are finished recording all the employee’s new details, use the Comment field at the bottom of
the page to add comments to the employee’s file as needed, and then submit the form.
Activity: Complete the Position and Compensation Change Form

Time: 4 minutes
Login: 1816
Great news, Jessica Bellow is being promoted to Maintenance Supervisor! Her hourly rate is increasing
by $5.00. Update Jessica’s HR Record using the Position and Compensation Change form.
Details:
• Effective date: 4 weeks from today’s date
• Location: Latrobe Maintenance
• Position: Maintenance Supervisor
• Reason: Promotion
• Compensation Increase: $5.00

Solution:
Complete the Position and Compensation Change form:
Path: People > [Load Jessica Bellow] > Forms > Employment Information
1. Click the Position and Compensation Change form.
2. Click the As of option.
3. In the Effective Date field, enter four weeks from today’s date.
4. Verify that the Location list is set to Latrobe Maintenance.

5. From the Position Title list, click Maintenance Supervisor.
6. On the Confirmation window, click OK to confirm Regular for the After: Position Term. Position
Terms are useful in the tracking and reporting of employee position data.
7. From the Reason list, click Promotion.
8. Click to expand the Pay and Rates section.

9. Verify that the Pay Type is set to Hourly(Non-Exempt).
10. Verify that the Pay Class is set to FT.
11. Verify that the Average Daily Hours are set to “8”.
12. Verify that the Normal Weekly Hours are set to “40”.
13. Click to expand the Compensation Changes section.

14. Click the Change by Increment option.
15. Click Add.
17. From the Change Type list, click $ Amount.
18. In the Change Value field, type “5.00.”
19. Click Submit.

Form Submission History

Path: People > [Load Employee Record] > Forms > Form Submissions
Once you have submitted a few forms, you can review the history of those submitted forms through a
feature called the Form Submissions. Dayforce saves a copy of the forms that you have completed for
an employee in this section of their employee information in People.
Demonstration: View Form Submission History

Details:
• Review the Name and Marital Status and Position and Compensation Change forms.
Path: People > [Load Jessica Bellow] > Forms
1. Expand the Form Submissions section.
2. For the Name and Martial Status form, click View Details.
3. Review her Last Name, Maiden Name, Marital Status, and attached Marriage Certificate.
4. Click Close.
5. If the Position and Compensation Change form does not display in the list, click Refresh.
6. For the Position and Compensation Change form, click View Details.
7. Review her Position Title and Compensation Change.
8. Click Close.

Edit Employee Records Directly in People

Path: People > [Load Employee Record] > Overview
In addition to the common forms you will use to maintain employee HR information, you can make edits
to employee information directly in People. In this section, we’ll examine changes to employment status
and other assignments. We’ll also explore the concept of ‘effective dating,’ or defining when these
direct edits take effect.
Add Work Assignments

Path: People > [Load Employee Record] > Work > Work Assignments
Each employee has at least one work assignment, which determines the location where an employee
works and the position they hold there. For example, an employee may be a Machinist in the
Maintenance department of the Latrobe plant.
The combination of an employee’s work location and position is referred to as a Work Assignment. If an
employee is qualified to work in more than one position or location, multiple work assignments must be
added to their HR record.
You’ve already updated an employee’s work assignment by using the Position and Compensation
Change form. Now let’s look at how to directly add or update work assignment information for an
employee within Work Assignments.
In the above example, the HR record contains one work assignment – a Material Handler in Latrobe
Assembly 1. Click Add to add an additional work assignment to the HR record.

An employee must always have one and only one Primary work assignment, which is the employee’s
main assignment. This is indicated by the Primary checkbox. This section discusses adding additional
(non-primary) work assignments for an employee. If you want to change the employee’s Primary work
assignment, use the Position and Compensation Change form.
A Position Title and Location must be added for the new work assignment. You may notice that in some
cases, the same position is available at multiple locations. For example, the Maintenance Machinist
position is available at both the Latrobe and Alliston plants.
You must also add an Effective From date – employees cannot be scheduled for or record time toward a
work assignment until the effective date.
If you need to record that an employee can no longer be scheduled to one of their work assignments,
specify the date the work assignment ends in its Effective To field. For example, an employee may be
assigned to a secondary work assignment during busy periods of the year or as a temporary measure
until additional staff is hired.
Now that you have added a new work assignment, it doesn’t mean the employee has to stop working at
the first one; having multiple work assignments means you have the option of scheduling the employee
to work at either.
When adding an additional work assignment, you are also able to add a rate to that work assignment.
This tells Dayforce to apply the rate listed on the Work Assignment page instead of the normal rate they
would earn working in their primary work assignment. For example, an organization may add $0.50
incentive to an employee’s hourly rate for helping out in another department.
There are several other fields available for each work assignment that are used with more advanced
features of Dayforce and are not covered in this course.

Activity: Add an Additional Work Assignment

Time: 3 minutes
Login: 1816
The Assembly 2 department in Latrobe has a few employees out sick with the flu. You have asked if
anyone would like to help, offering a .50 cent incentive for anyone who volunteers. Elizabeth Smith, who
works as a Material Handler in Latrobe Assembly 1, has offered to work in Latrobe Assembly 2 until the
other workers return. You need to add a second work assignment to Elizabeth’s HR record so she can
work in Assembly 2. Include the incentive pay for this work assignment. You are assuming you will need
the extra help in the Assembly 2 department for two weeks at the most.
Details:
• The change takes effect today.
• Elizabeth’s new work assignment should allow her to work in the Assembly 2 Material Handler
position at the Latrobe Assembly 2 location.
• Elizabeth’s base rate is $17.35, so her rate for the special assignment should be $17.85.
Solution: Add an Additional Work Assignment

Add an additional Work Assignment:
Path: People > [Load Elizabeth Smith] > Work > Work Assignments
1. In the Assignments section, click Add.
2. From the Position list, select Assembly 2 Material Handler.
3. From the Location list, select Latrobe Assembly 2.
4. Verify that the Effective From date is set to today’s date.
5. In the Effective To date field, enter two weeks from today.
6. In the Pay Information section, enter a Rate of “17.85”.

7. Click Save.

Change Employment Status and Other Assignments

Path: People > [Load Employee Record] > Employment > Employment, Compensation and Policy
Settings > Employment Status
When you hear the term ‘status’, you are probably thinking of an employment status, which
distinguishes the employees who are actively working from the inactive ones on extended leave or the
terminated ones. You can update this employment status in the General section.
The panels in Employment, Compensation and Policy Settings also include many other fields which are
used to assign information to employee HR records. For example, the Compensation panel can be used
to define an employee’s rate or average daily hours.

The Policies and Groups panel can be used to assign employees to various policies or groups.
We need to consider a status change as a change to any of these fields, even if the employment status
does not change because Dayforce applies the value of all the fields on the specified effective date.
When you open the Employment, Compensation and Policy Settings or Work Assignments screen in
People, it will display the current information based on today’s date, as well as any future-dated
changes that have been entered.
HR Record Change History

Similar to the Form Submissions feature that allows us to review all the forms we have submitted for an
employee, you can review the changes made to an employee’s HR record, such as updates to the
Employment, Compensation and Policy Settings or Work Assignments, in various locations throughout
People.
Employment Status and Work Assignments History

Path: People > Employment > Employment, Compensation and Policy Settings > Employment Status
and Path: People > Work > Work Assignments
Most of the changes you make to an employee’s information require an effective date that tells
Dayforce when the changes should be applied. You’ve already seen some effective dates on the forms
and changes completed earlier.

When viewing the current state of the HR record, if there is an Effective To date, as in the example
above, that indicates that the employee has at least one future-dated change.
To display a historical view of changes made to items in the Employment Status or Work Assignments
screen, click the All button. This view includes all historical entries entered in this screen, including
changes that took effect in the past.
A list of entries for each change made to the Status screen displays. Use the Reason and Effective dates
to help you narrow down which status you want to view.
Audit
The application tracks historical changes made to employee records in People. There are two methods
of auditing the employee record:
• Independently audit items found in the Employment > Employment, Compensation and Policy
Settings and Work > Work Assignments screens.
• View a centralized list of changes made to the employee record, by user, through the Audit
screen.
Audit Employment Status, Key Information, Dayforce Wallet, and Work

Assignments
Since changes made to the Employment Status, Key Information, and Dayforce Wallet tabs of
Employment, Compensation and Policy Settings, as well as Work Assignments, have a significant
impact on employees, you can independently audit these screens to view a history of changes made to
each item.
Click the Audit button at the top of the screen. An indicator displays next to the item being audited and
a list of changes, including what was changed and when, display in a dialog box. Since there are no
individual records found in the Key Information tab of Employment, Compensation, and Policy Settings,
no indicator displays in that tab.

The left side of the box lists each user who made a change to the record and the date and time it was
made. The right side displays the details about the entry selected from the left panel.
To close the Audit dialog box, click the X.
Audit the Employee Record

The Audit screen of People is a central area for tracking historical changes made to the entire employee
record.
There are two ways to access the Audit screen:

• Click Audit from the menu in People.
• Click the Audit button in People screens, other than Employment, Compensation and Policy
Settings and Work Assignments, that support auditing, such as Personal > Contact Information.

The filter panel allows you to search for audit records by the action taken, who perform the action, the
date the change was made, and what section of the employee record was modified.
Each change, creation, or deletion of the record displays as an audit entry below the filter panel. Each
entry displays the name of the user who made the change and the date and time it was made. Click to
expand the entry to view its details.
When you’re done auditing, click Profile at the top left of the screen to return to the previous screen
you were in.
Demonstration:
Watch as your instructor audits Elizabeth Smith’s employee record.
Audit Elizabeth’s Work Assignments:
Path: People > [Load Elizabeth Smith] > Work > Work Assignments
1. Click the Assembly 1 Material Handler Position.
2. Click Audit at the top of the screen.
3. View the audit details. The left panel shows that the SysAdmin user created this item on
10/2/2013 at 5:42 PM.
4. Click the Assembly 2 Material Handler Position.

5. View the audit details. The left panel shows that Katie Nash created this item today.
6. Click the X to close the dialog box and stop auditing.
Audit Elizabeth’s Employee Record:

7. From the menu in People, click Audit.
8. Set the Date filter to range from 10/1/2013 through today’s date.
10. Click to expand the item that was created today by Katie Nash.
11. View the audit details.
12. Click Profile to return to the previous screen in the employee record.

Future-Dated Changes
As you work with Dayforce, you’ll notice that the effective dates for most of your changes are ‘future-
dated’ changes, meaning they do not take effect as soon as you enter them in the record.
For example, when we submitted the Position and Compensation Change form for Jessica Bellow’s
upcoming promotion to Maintenance Supervisor, Dayforce created a new Employment Status record
that will not take effect for four weeks. Her current Employment Status record was also end dated for
one day before the new one takes effect. This ensures Jessica can still be scheduled for her current
position as a Maintenance Machinist, and paid accordingly, right up to the start of their new position.
It’s important that you are aware of an employee’s future dated change, especially if additional changes
need to be applied to her record on different effective dates. Let’s look at an example.
Avoid Conflicts between Multiple Changes

Most of the changes we discuss in this course occur on either the Employment Status or the Work
Assignments screens in People. When you click Add on either of these panels to enter a change,
Dayforce takes a ‘snapshot’ of the most future dated record to use as a starting point for the new
change. This snapshot includes all data from the original record, not just the changed values.
This is important when working with records that have future dated changes pending to take effect.
Let’s look at another example using Jessica Bellow. She will be entering a new position as Maintenance
Supervisor, starting one month from today. In the meantime, you were just notified that her Shift
Rotation for her current position as Maintenance Machinist will be changing from Night to Morning,
effective this coming Monday.
To add the new shift rotation, click Add from the Employment, Compensation and Policy Settings
screen. An exact copy of her future dated change was created as a starting point; this includes her new
salary.

Since this change in her shift rotation will only take effect from this coming Monday through one day
before she starts her new position, we need to set the Effective dates to encompass that timeframe,
apply the new Shift Rotation, and also adjust her Base Rate to match her current rate.
This ensures she is still paid her current rate up until her promotion takes effect. At that point, her pay
rate will increase by $5.00 per hour and she will return to the Night shift rotation.
It is best practice to understand how Dayforce handles future-dated changes, and also to review the
Employment Status or Work Assignments history prior to recording any such changes. This is especially
true when you have to enact multiple changes with overlapping time periods.
Activity: Update an HR Record with Future Dated Changes

Time: 3 minutes
Login: 1816
Jessica Bellow currently works nights as a Maintenance Machinist. In four weeks, she will be starting a
new position as Maintenance Supervisor. In order for her replacement to be trained, Jessica is moving to
the morning shift until she starts her new position.
Create a new Employment Status record to reflect this temporary change.
Details:
• Jessica’s shift rotation is changing from Night to Morning.
• This change takes effect on Monday and ends one day before her new position starts.
• Jessica will continue to be paid $14.20 per hour.

Solution:
Update an HR Record with multiple changes:
Path: People > [Load Jessica Bellow] > Employment > Employment, Compensation, and Policy Settings
> Employment Status
1. Click Add.
2. In the Effective From field, enter Monday’s date.
3. In the Effective To field, enter one day before promotion takes effect (four weeks from today’s
date, minus one day).
4. In the Base Rate field, type “14.20”.
5. From the Shift Rotation list, select Morning.
6. Click Save.
7. Verify that starting Monday, Jessica has a Base Rate of $14.20 and is on the Morning Shift
Rotation.
8. Verify that starting one month from today, Jessica has a Base Rate of $19.20 and is on the Night
Shift Rotation.

Notes
Path: People > [Load Employee Record] > Overview > Notes
Notes are where Employee’s submitted files and comments are presented as a flyout. You can access it
from the Overview screen of the HR record. All comments and related documents are logged in the
employee profile.
Click Notes to open the Notes flyout on the right-hand side of the screen.
To start the note creation process, click in the ‘Write a note…’ field. Enter a Comment to describe the
note. If desired, you can also add a Title that will display in bold text when the note is posted, and an
Associated Date for reference purposes. This can be used to associate a note with past- or future-dated
events. To upload a supporting file, click Add File(s) ( ).
The Upload Files window displays where you can attach the files.
Before you select any files, you need to specify a Document Type. Document types define access
authorizations, role privileges, and security group restrictions, which ultimately control who can view
the file. The Document Type list shows all the document types available for your organization, and you
must select the appropriate document type, given the document's purpose and security settings.
Next, click Add File(s) to select the documents you want to add to the comment. You can associate as
many documents as necessary. DOC, DOCX, PDF, HTML, and HTM file types can be selected, and the
maximum file size is 20MB. Click Upload to finish adding the file(s) to the comment.
Once the note is ready, click Post.

Activity: Update an Employee File

Time: 3 minutes
Login: 1816
Richard Walker recently completed a first aid course. Add the course certificate to his HR record.
Details:
• Note Title: First Aid Certificate.
• Comment: Course completed on [current month] 1, [current year].
• Specify the EmployeeFile document type for the certificate file
• Attach this file to the HR record: First Aid Certificate Richard Walker.pdf
Solution:
Update an employee file:
Path: People > [Load Richard Walker] > Overview
1. Click Notes.
2. Click in the Write a note… field.
3. In the Title field, type “First Aid Certificate”.
4. In the Comment field, type, “Course completed on [current month] 1, [current year].”
5. Click Add File(s) ( ).

6. From the Document Type list, select EmployeeFile.
7. Click Add Files(s).
8. Navigate to select the First Aid Certificate Richard Walker.pdf file.
9. Click Open.
10. Click Upload.
11. Click Post.

Automatic Changes to Employee Information

Path: HR Admin > Employee Data Mapping Rules
Now that you know how to make changes to employee information, review your changes in the Form
Submissions feature, and the historical view of the Employment Status and Work Assignments screens,
it’s time to add another layer to our understanding of what’s happening with employee information in
Dayforce.
Although not a required element, often Dayforce will be configured with a set of rules in place called
data mapping rules. These rules define when automatic changes should be made to employee
information and what those changes should be.
Think of the employee data mapping rules as a series of “if this, then that” statements.
For example, the rules can indicate that any hourly full-time employees get assigned Normal Weekly
Hours of 40.
These rules are always applied. This means that whenever an employee’s information matches the
qualifiers of an employee data mapping rule, Dayforce applies the rule. This can mean after completing
a New Hire Form or any of the change forms, or making changes to employee information directly in
People, any applicable mapping rule will be applied.

Activity: Update an HR Record and Trigger Data Mapping Rules

Time: 4 minutes
Login: 1816
Steve Boye is being promoted from part time to full time effective immediately. Update his Pay Class in
his HR Record. Based on the data mapping rules, changes to the Pay Class may automatically update
other items in the employee’s record. Review the HR record for these changes.
Details:
• Modify Steve’s HR record to indicate the change from the PT to FT Pay Class
• Steve now works 8 hours per day and 40 hours per week.
• Review the Shift Trading Policy and Overtime Group set before and after the change, to
validate that Data Mapping Rules have been applied.
Solution:
Update an HR Record and trigger data mapping rules
Path: People > [Load Steve Boye] > Employment > Employment, Compensation and Policy Settings >
Employment Status
1. Review and take note of Steve’s Shift Trading Policy and Overtime Group in Employment Status
tab.
2. Click Add.
3. Verify that the Effective From date is set to today’s date.
4. From the Pay Class list, click FT.
6. Click Save.
7. Click OK to close the Data Mapping Triggered window.

8. Review Steve’s Shift Trading Policy and Overtime Group to confirm the changes.

Roles and Locations

Dayforce user accounts require that a Role be assigned, and managerial positions can be assigned a
Location as well. Assigning a location to an employee HR record allows the employee to see other
employees and information at that location. For example, if a manager is assigned the Alliston
Maintenance department as a location, they will be able to view the employees and data recorded for
this department. It’s important to remember that this information is only shown within the features that
a user can see, as per their Role assignment.
Roles determine which features a user can access in Dayforce. The Location, however, determines
whose information the user can access from the features. For example, a manager’s role typically grants
access to Schedules and Timesheets (features.) The Location determines whose schedules and
timesheets they can access (data) in Schedules and Timesheets.
The Location assigned to a user account determines the areas of your organization for which the user
can see data, although the type of data available is determined by the account’s Role. Granting access to
Schedules means the account has access to schedule data, while granting access to Timesheets grants
access to time and attendance data. The assigned Location determines which location’s schedules and
timesheets can the account see.
Depending on your configuration, the role assigned to an employee’s user account may not be updated
when a work assignment changes. For example, if an employee is promoted to a Manager position but
still has an Associate role assignment, they may not have access to the required features or information.
Add Managed Locations

Path: People > [Load Employee Record] > Work > Managed Assignments > Managed Locations
To add a new Managed Location, click Add in the Managed Locations section and select the appropriate
location from the drop-down list. You will also need to set an Effective From date and ensure the
Authority Type is set to Manager, as they are required fields.
When an employee is assigned to manage a location within People > Work > Management
Assignments > Managed Locations, the location assignment is also updated within User > Location
Access.

Activity: Add a Managed Location

Time: 4 minutes
Login: 1816
Janice Thompson has been promoted to Mixing Manager. Her work assignment and role have been
updated, but she still needs to be assigned a Managed Location. Configure her to manage Alliston
Mixing through her HR record to assign her employees.
Details:
• Managed Location: Alliston Mixing
• The change is to take effect starting today
Solution:
Add a managed location:
Path: People > [Load Janice Thompson] > Work > Management Assignments
1. In the Managed Locations section, click Add.
2. From the Managed Location list, click Alliston Mixing.
3. Verify that the Effective From date is set to today.
4. Verify that the Authority Type is set to Manager.
5. Click Save. Notice the Managed Employees list updates to show the employees of the Managed
Location.
Security Settings
Path: People > [Load Employee Record] > Security Settings > Log In
Although some, or all, of these tasks may be performed by your organization’s IT department, it is still
helpful to understand how access is controlled. Everyone who accesses Dayforce needs a user account
that is approved and unlocked.
Dayforce user accounts are similar to others you’ve probably worked with – they have a unique user
name and a password that people need to provide when they log in. Depending on the company’s
policies, the password may need to be reset at regular intervals.
User accounts can be locked after a number of failed login attempts, so knowing how to unlock them is
important. As an HR Administrator, you can reset an employee’s password within their HR record.
Navigate to the path above, enter and confirm a new password, and then click Save to make the change.
When the user logs in to Dayforce after the reset, they will be required to set a different password.

The account will automatically be unlocked once the user logs into the account with the new reset
password.
Activity: Reset a Password

Time: 3 minutes
Login: 1816
Tim Brown has forgotten his password and is no longer able to log into Dayforce. Unlock his account and
reset his password.
Details:
• Change Tim’s password to ‘xyz123’
Solution:
Reset a Password:
Path: People > [Load Tim Brown] > Security Settings > Log In Security
1. In the New Password field, type “xyz123”.
2. In the Confirm your password field, re-type “xyz123”.
3. Click Save.

44 Hire and Terminate Employees Administering Employee HR Information
Hire and Terminate Employees

In this section you will learn how to hire, terminate, and rehire employees using Dayforce.
Hire Employees
Once your organization is live with Dayforce, any additional employees that you hire must be added
using the New Hire form.
New Hire Form

Path: People > Action > Onboarding > New Hire
To complete the New Hire Form, you need to know:

• Basic information about the employee – their name, SSN/SIN/National ID, and address
• Information about their position – the location at which they will be working and the position in
which they will be working
• Status and Compensation information for the employee- their Pay Type, Pay Class, Pay Group,
Policies that will be assigned to them, Weekly Hours, and Base Rate
• Their Dayforce role assignment – an employee’s role defines what areas of Dayforce the
employee can see when they log in and what actions they can perform
• You can also record the employee’s emergency contacts on the form, although this is not
required.
• A separate New Hire w/Contract form is available for contract employees.

Administering Employee HR Information Hire and Terminate Employees 45
User Credentials
The User Credentials section of the New Hire Form is where you can define the new hire’s visibility to
specific options within Dayforce.
In some cases, IT professionals or system administrators in your organization administer employees’

Dayforce user accounts and you will not be responsible for filling out this section of the New Hire Form.
In the User Name field, if it is displayed, you specify a unique user name for the new hire. Often
Dayforce has been configured to automatically generate user names for new hires, in which case, it does
not display the User Name field.
The other fields define the new hire’s access:
• Role: This list is pre-populated with a set of ‘Roles’ for you to pick from. Each role provides
access to different features and different amounts of employee information. If they are named
appropriately and descriptive, it should be apparent which to pick for your new hire.
For example, an organization has the following roles set up: ‘Employee’, ‘Manager’, ‘Payroll
Administrator’, and ‘Candidate’. Each grant the new hire the ability to see and do different
things within Dayforce. If you were hiring a sales associate, you would select the Employee role;
but if you were hiring a store manager for a new location, you would select the Manager role
and then give them visibility to location they will manage through the Location Visibility list.
• Location Visibility: Determines the areas of your organization the new hire can see. This isn’t
relevant for employees who will only be working with their own information, such as viewing
their own schedule, trading shifts, and requesting time away from work for themselves.
But for managerial or supervisory positions where they need to work with a set of employees,
such as creating the schedule for a department, approving all the vacation requests for a store,
or reviewing and approving pay for an entire region, you need to select an ‘organizational unit’
from the Location Visibility drop-down list that best represents their needs.
Dayforce lists every site, such as all your company’s stores and every department as options; it
also lists other organizational units, such as districts or regions which may have been configured.
The organizational units help to form a hierarchy or org chart and can be assigned to a new hire
to manage. For example, if there are a dozen stores, each with five departments in the East
region, selecting East from the drop-down means the new hire has access to the data from any
of those dozen stores. What you select will depend on who you are hiring.
So, for a store manager, you would select the store they manage. For a department manager
who only schedules the employees in one department, select that department. For an executive
who can see everyone, select Corporate.

• Send First Time Access Email: Option to automatically send a welcome email to the employee at
the address listed in the Email field.
• First Time Access Email Template: If you select the above option, select a template for the
welcome email from this list.
The settings on System Admin > Client Properties > Employee > Login Algorithm determines how user
names are generated. If set to User defined, the User Credential fields can be used to set the User
Name, Role and Location Visibility. In addition, the submitter’s assigned role must be granted access
to the User Credentials fields through HR Admin > New Hire Role Assignment > Role Access.
After you complete the form, click Submit. Dayforce either sends a copy to other people in your
organization for approval if it has been set up to do so, or immediately saves this information, creating a
new ‘HR record’ in People for the new hire.
Activity: Hire an Employee

Time: 8 minutes
Login: 1819
Matilda Ridian has been hired as a Material Handler in the Latrobe Assembly 1 location, effective next
Monday. Complete a new hire form to add Matilda to the system.
Note we won’t be completing fields such as the Punch Policy, Pay Policy, Holiday Group, etc. because
the data mapping rules will assign appropriate values to those fields for you.
Solution:
Hire an Employee:
Path: People > Action > Onboarding > New Hire
1. From within the Pay Group section, click USA from the Pay Group list.
2. From within the Personal Details section, type “Matilda” in the First Name field.
3. In the Last Name field, type “Ridian”.
4. From the Gender list, click Female.
5. From the Marital Status list, click Single.
6. In the SSN/SIN field, type “275468564”.
7. In the Birth Date field, type “5/9/1970”.
8. From the Language list, click English (US).
9. In the Hire Date field, type or select next Monday’s date.
10. From within the Address section, type “15 Terry Way” in the Address Line 1 field.
11. In the City field, type “Latrobe”.
12. In the Zip/Postal Code field, type “15650”.
13. In the County field, type “Westmoreland”.
14. From the Country list, click United States of America.

15. From the State/Province list, click Pennsylvania.

16. In the Home Phone field, type “724 555 7242”.
17. From within the Location and Position section, click Latrobe Assembly 1 from the Location list.
18. From the Position Title list, click Assembly 1 Material Handler.
19. From within the Status and Compensation section, click Probation from the Status list.
20. From the Pay Type list, click Hourly (Non-Exempt).
21. From the Pay Class list, click FT.
22. In the Weekly Hours field, type “40”.
24. From within the User Credentials section, click Associate from the Role list.
25. Click Submit.

Terminate Employees
Terminating employees is another common HR task that is completed in Dayforce by filling out and
submitting a form. ‘Termination’ in Dayforce refers to when an employee leaves your organization for
any reason.
When employees leave your organization, you must complete the Terminate an Employee Form so that
they are not available to be scheduled past their termination date or paid past their last pay date. Like
any other form, Dayforce may route this form to others in your organization for approval but you do not
need to track this process or request their approval – it is done automatically.
Completing the Terminate an Employee Form also tells Dayforce to:
• lock out the employee’s user account or reduce their access to application features
• remove the employee from any shifts scheduled after the termination date
• cancel any time away from work requests after the termination date
• prevent time from being entered in the timesheet for the employee after the termination date
Terminate an Employee Form

Path: People > [Load Employee Record] > Forms > Employment Information > Terminate an Employee
On the form you need to specify the Termination Date on which the employee is terminated, set their
termination Status, and select a Reason.
You can set the termination date as a future date if an employee has given notice of their departure but
is still working at your organization for a period of time. You can also indicate whether the employee can
be rehired by selecting an option from the Eligible for rehire list, but this is only for tracking purposes.
Dayforce does not stop an employee from being rehired even if ‘No’ were selected from the list.

• Your organization may track several different types of terminations, such as Terminated Quit,
Terminated With Cause, and Terminated Laid Off, in which case you would select the
appropriate option from the Status drop-down list. Other areas of Dayforce may treat
employees differently depending on their status.
• If the employee is set to auto-pay, the last day for which the employee is paid should be
specified in the Last Pay Date field.
• If the employee is not set to auto-pay, the Last Pay Date field should specify the last day of the
employee’s last pay period, or a future date (if you are planning on paying the employee past
their last day). If the Last Pay Date is prior to the Pay Run that you require the employee to
appear in, the terminated employee can be manually added to the pay run when required.
• Is Terminated Role – provides employees with limited access to required features of Dayforce
after they have been terminated. For example, if employees need to access their historical
earnings statements and year-end tax forms after their termination, only these features and
authorizations should be assigned to the termination role.
Activity: Terminate an Employee

Time: 3 minutes
Login: 1816
Alexia Dow is leaving the company to continue her education. Her last day will be next Friday. Fill in the
Terminate an Employee form to reflect her decision to return to school.
Details:
• Effective next Friday.
• Alexia will be eligible for rehire.
Solution:
Terminate an employee:
Path: People > [Load Alexia Dow] > Forms > Employment Information > Terminate an Employee
1. In the Termination Date field, type or select next Friday’s date.
2. From the Status list, click Terminated.
3. From the Reason list, click Return to School.
4. From the Eligible for rehire list, click Yes.
5. Click Submit.

Rehire Employees
Path: People > Action > Onboarding > Rehire
Dayforce retains all the employee information of terminated employees so if you need to rehire a
terminated employee, you can review their information, including if they were flagged as eligible for
rehire.
When searching for the terminated employee in People, add ‘Terminated’ to the Status filter.
To rehire the employee, use the Rehire Form and provide their SSN/SIN in the Search For Employee
section:

If Dayforce finds the employee, it auto-populates all the most recent information available about the
employee on the form (which is similar to the New Hire Form).
A separate Rehire w/Contract form is available for contract employees.
Activity: Rehire an Employee

Time: 3 minutes
Login: 1816
Nancy Malone had previously resigned and has now successfully interviewed for a Latrobe Maintenance
Supervisor position within our company. Complete the Rehire form for Nancy.
Solution:
Rehire an employee:
Path: People > Action > Onboarding > Rehire
1. In the SSN/SIN field, type “555555556”.
2. Click Search. The form will populate with Nancy’s previous information.
3. From within the Location and Position section, click Latrobe Maintenance from the Location
list.
4. From the Position Title list, click Maintenance Supervisor.
5. From within the Status and Compensation section, click Active from the Status list.
7. In the User Credentials section, click Manager from the Role list.
8. From the Location Visibility list, click Latrobe Maintenance.
9. Click Submit.
Review Nancy’s HR record to verify that the updates have been made:
Path: People
1. In the Name filter field, type “Nancy”.

3. Click to open Nancy Malone’s profile.
4. Click Employment.
5. Click Employment, Compensation and Policy Settings.
6. From within the Employment Status tab, verify that Nancy’s Employment Status and Reason
have been updated.

Administering Employee HR Information HR Reports 53
HR Reports
Path: People > Reports
There are many helpful HR reports available within Dayforce. We will discuss several of these reports in this
section, but this is by no means an exhaustive list of all reports available.
For a complete list of reports, refer to the Fixed Format Reporting Guide.
Fixed Format Reports Description

Employee Audit Report The Employee Audit Report provides a listing of
the changes made to any employee record within
Dayforce.
Employee Changes Report The Employee Changes Report shows any
changes that were made to employee records
within the specified pay period.
Below are samples of the reports. However, the output can vary according to report options selected.
Employee Audit Report

Path: People > Reports > Employee Audit Report

54 HR Reports Administering Employee HR Information
Employee Changes Report

Path: People > Reports > Employee Changes Report
Ad hoc Reports
In addition to the fixed-format reports mentioned above, the report library contains templates and
custom reports that you have access to as well. Use these to preview reports before you run them to
see a sample of the records returned.
Ad-Hoc Reports Description

Employee Details Report The Employee Details report provides details for a range of
employees that can be filtered by employee information. Your
role's authorizations will determine which columns will appear in
the list. It has a maximum of 8 columns.
Employee Listing by Manager The Employee Listing by Manager report uses the HR Profile - As
Report of Date topic to display a list of active employees with details
about their current employment and work. The records are
grouped by manager.
New Hires Report The New Hires report allows you to quickly see a list of all new
hire employees grouped by location hired between a set of
selected dates. The New Hires report is especially helpful if your
state or province requires you to report newly hired employees.
Terminated Employees by The Terminated Employees by Location report uses the HR Profile
Location Report topic to display details for employees with a terminated
employment status, with the records listed by location.

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Administering Employee HR

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Where to find more information on the subject.

Failure to heed the warning can lead to loss of data.

Solution to a computer-based or written activity.

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• Understanding How an Employee Uses Dayforce – Provides an overview of Dayforce from an

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Maintain Employee Information

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Submit Change Forms

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Changes Initiated by an Employee or Manager

The Message Center

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Respond to a Form Submission in the Message Center

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Respond to a Form Submission on the Home Screen

Activity: Manage Form Submissions

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Review the Address form notification:

Verify that Gary Taylor’s address was updated:

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Changes Initiated by the HR Administrator

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Activity: Complete the Name and Marital Status Form

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4. In the Marital Status section, click Add.

7. From within the Supporting Documents section, click Upload Files.

12. In the Comment field, type “Marriage Certificate copy received.”

Review the updated marital status in Jessica’s HR record:

5. Click Confidential Information.

Check the Employee Notification:

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Position and Compensation Changes

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Pay and Rates

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Onboarding policies are configured in Onboarding Setup > Onboarding Policy.

Activity: Complete the Position and Compensation Change Form

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4. Verify that the Location list is set to Latrobe Maintenance.

8. Click to expand the Pay and Rates section.

13. Click to expand the Compensation Changes section.

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Form Submission History

Demonstration: View Form Submission History

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Edit Employee Records Directly in People

Add Work Assignments

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Copyright © 2020 Ceridian HCM, Inc. All Rights Reserved

Activity: Add an Additional Work Assignment

Solution: Add an Additional Work Assignment

6. In the Pay Information section, enter a Rate of “17.85”.