Ceridian Dayforce Integration

DATABASICS Expense Reporting system integrates to Dayforce Payroll to reimburse employee expense reports.

Pull Data from Dayforce

DATABASICS organization structure consists of the following:

Operating Unit a Department a Employee
Employee also has the following properties:
Employee ID
First Name
Mid Initial
Last Name
Employee Type (Such as Contractor, Fully Time, Part Time , etc)
Hire Date
Termination Date

We use Ceridian API get employee data to map it to DATABASICS employee. All the above fields include the Operating Unit, Department, and Employee data integrated to Ceridian employee record. The employee load gets scheduled in DATABASICS to refresh Employee data on weekly, daily, hourly and as needed bases. The load will call Ceridian API to get latest employee data and refresh the data in DATABASICS for new records and existing records.

The loads will validate to make sure all the required fields are provided in order for the employee to be active in DATABASICS.

In cases, we might have customers with back end account systems where it will become the master record of the employee, and in that case, we will load Ceridian Employee ID and map it to the existing employee data that we are getting from backend account systems, such as Microsoft Dynamics, Intacct, NetSuite, etc.

Expense Type Mapping to DayForce Earning Code

Ceridian Earning Code could be mapped to either Expense Type Group or Expense Type in DATABASICS. For example if the Earning Code is “Travel” in Ceridian then we will configure DATABASICS Expense Type Group as Travel and then we will add all the expense types such as Airfare, Car Rental, Train, Lodging, etc. to the Travel and then when we post payment to Ceridian payroll we will the total sum of all expenses for Travel Earning code. There restrictions in Ceridian where some Earning codes are not allowed for a specific Employee Types such as Office Supplies are not allowed for contractors, in that case we will configure the expense types in DATABASICS with all the restrictions and validation needed to make the data is 100% validated before it gets posted to Ceridian. DATABASICS Services Team will work to configure DATABASICS based on the customer requirements.

Post Approved Expense Reimbursable Transactions to DayForce

In DATABASICS will configure a profile to post all approved expenses in the following two formats:

· CSV - For Manually Quick Entry

· XML to create Pay Entry to be loaded to SFTP for automate load in to Dayforce.

The Post to Dayforce profile configured in DATABASICS with query to retrieve only approved expense report and reimbursable amount is greater than zero. These queries are fully configurable by the customer depending on the requirements.

Posting to Ceridian Dayforce

Manual Process

Make sure DATABASICS Post Profile is configured as CSV output.

2. You could schedule the extract or run it as needed. To run the extract go to Admin --> Data Piping → All Profile Task --> click on Run Now for Expense Post to Dayforce profile.

3. Once it runs it will take you to Job Instances to view the status and once it completed you will be able to download the file CSV file.

4. Once you download the CSV file go to Dayforce --> Payroll → Data Entry --> Quick Entry and then click on Import Items to load the CSV file for Payroll processing

NOTE: the client can submit a ticket to Dayforce Support, asking to automate the process of pulling the file on the Dayforce side.

Automated Process

Make sure DATABASICS Post Profile is configured as XML output.

2. You can schedule the extract on daily, weekly, monthly, etc. basis. Once you schedule it, we need to notify DATABASICS support to make sure the XML file gets picked up from DATABASICS servers and FTP to Ceridian FTP Servers based on the agreed scheduled between customer and Ceridian Team.

Once the file is uploaded to Ceridian, it will get processed by Dayforce system

NOTE: DATABAICS has the ability to rollback a posted batch as long as it is not processed in Ceridian Dayforce yet. You could need to contact support@data-basics.com or submit a ticket online to request a rollback to posted expense batch.