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Employee Profile 2015
Contents
3 Overview3 Selecting Employees5 The Sort Sequences and Employee Selection Screens6 Empl No (Employee Number) Sequence6 Empl Name (Employee Name) Sequence7 Dept No/Empl No (Department Number and Employee Number) sequence8 Display a single Dept8 Dept No/Empl Name (Department Number and Employee Name) sequence8 Display a single Dept
9 Screens Within The Employee Profile Option9 Human Resources Screen 11 Payroll Screen 14 Payroll Additional Screen17 Miscellaneous Deductions Screen18 TD1 Screen20 Direct Deposit Screen22 Calculations Screen23 Codes Screen23 YTD Screen25 Employee Accrual Rates Screen27 Standard Hours & Earnings Screen
28 Optional Features for Quebec Tax28 Federal Tax28 Quebec Tax28 Setup a modification to the legislated Quebec tax
30 Contact Us
Overview
This section of the manual describes how to maintain employee profi les once they have been set up. If you are a new PAYweb.ca client setting up employees for the fi rst time or if you need to add new employees, please refer to section Add Employee manual.
Selecting Employees
Select Employee Profi le from the main menu.
On the Select Employee screen, if the employee to be entered or edited is displayed on screen, simply click that employee to select.
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If the employee is not displayed and you know the employee number, key the number in the Employee No fi eld and click Enter. (If the employee number does not exist, the program will display a message indicating this.)
You can also select multiple employees by checking the box in the check box beside each employee and clicking Enter.
You may also select all employees by clicking on the Select All button. The employees will display one at a time. When the Select All feature is used, employees are selected one at a time in the sequence that they appear on the Select Employee screen. When Next Employee is pressed the next employee is displayed.
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To search by name, place your cursor in the List Name That Contains fi eld, and enter the any letters in the employee’s fi rst or last name. Then click Enter.
You may also choose to enter the employee number in the Position To or Employee No fi elds and click Enter You can then click on the desired employee to select.
Below is a description of what each button on the Select Employee screen is used for:
The Sort Sequences and Employee Selection Screens
Below is an outline of the options available for sorting the employee display sequence. The default is by Employee Number; however the customer support department can default another sort option if you prefer.
When reviewing the documentation in this manual, the screens are shown primarily using this employee number sort sequence.
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Empl No (Employee Number) SequenceThis sort sequence displays the employees in numerical order.
When you click the Select ALL button while in the Empl No Sequence, PAYweb displays employees one at a time in employee number sequence; when you press Exit, the next employee displays. Since the Employee Profi le function has multiple screens, the screen displayed is the same screen displayed prior to clicking Exit except it is for the next employee. Cancel Select returns you to the Employee Selection screen.
Empl Name (Employee Name) SequenceThis sort sequence displays the Employees in alphabetical order by last name.
When using the Select ALL feature while in the Empl Name Sequence, employees are displayed one at a time in employee name sequence. When Next Employee is pressed, the next employee is displayed. Since the Employee Profi le function has multiple screens, the screen displayed is the same screen displayed prior to clicking Next Employee except it is for the next employee. Exit returns you immediately back to the Employee Selection screen.
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An example of how the Empl Name sequence is displayed In alphabetical order by employee last name.employee last name.
Dept No/Empl No (Department Number and Employee Number sequence)
This sort sequence sorts employees by department number, then does a sub-sort by employee number within each department.
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Display a single Dept.
Another option is to maintain your employee profi les by department, one department at a time.
Type the Department in the Dept No fi eld and press Enter.
For this example, we will use department #1. The screen displays a single department. You may then use the Select ALL function to enter the payroll information for just one department.
NOTE: The Position To feature for the Employee number only functions while you have a Dept No display or Position To display for the Department number.
Dept No/Empl Name (Department Number and Employee Name sequence)
This sort sequence fi rst sorts employees by department number, then does a sub-sort alphabetically by employee last name within each department.
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Display a single Dept.
Another option is to maintain your employee profi les by department, one department at a time.
Type the Department in the Dept No fi eld and press Enter.
For this example, we will use department #2. The screen displays a single department. You may then use the Select ALL function to enter the information for just one department.
NOTE: The Position To feature for the Employee number only functions while you have a Dept No Display or Position To display for the Department number.
Screens Within the Employee Profi le Option
Once you have selected an employee profi le many features are available for you to edit, the remainder of the manual will review these screens.
When using the Select All feature the Exit button will cancel the Select All feature if used from the Select Employee screen. When you click Exit, you will be taken back to the Select Employee screen.
Human Resources Screen
The fi rst screen that will appear after selecting your fi rst employee is the Human Resources screen.
IMPORTANT REMINDER: You must always press the Enter key or click Enter on your keyboard to save any changes made to the employee profi le.
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If you enter an invalid SIN, the error message below will appear. You have two choices; press Continue to accept the invalid SIN or select Cancel and enter a valid SIN.
Once an invalid SIN has been accepted, this message will not appear again unless the SIN is further modifi ed.
TIP: If the SIN is invalid, it is recommended that the SIN fi eld be left blank until you obtain the correct one.
You MUST correct the SIN (or Business Number) before processing T4s
On the Human Resources screen, the following fi elds are mandatory:
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• Surname• First Name• Province – the prompt list shown in the fi gure on the left is to ensure that the
correct province is entered• SIN – Social Insurance Number• Language – defi nes the employee’s language of choice to be used
on their paystubs.
IMPORTANT: Any time information is changed on ANY screen within this option and the Enter button has not been clicked before selecting the next screen, the message below will appear.
You may select Yes and the changes will be accepted. If you select No none of your changes will be accepted, and you will have to redo them if they are still required.
Payroll Screen
Below is an example of the Payroll screen, there is also a table below that describes the functionality for each fi eld.
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Please note the prompt beside the General Ledger fi eld in the screen shot is no longer available.
This table describes in detail the functionality of each fi eld on the Payroll screen:
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The Payroll screen provides values for vacation accruals for the employee at a very basic level, which works very well for most of our clients. However, if you are looking for more accrual functionality please contact our support department. The basic vacation accrual provides certain benefi ts and drawbacks:
BENEFITS: If you have selected the basic accrual: � This function is extremely simple to use� You will receive a Vacation Accrual report as an automatic part of the payroll run.
DRAWBACKS: When using the basic Accrual:× Need Support Representative to reset the Vacation Accrual if it is
other than year end.× Cannot be set up to automatically increase rates for an employee,
which you must do manually prior to the correct payroll× Can only use earning codes 07 and 20 to pay out accruals× Less fl exible
Payroll Additional Screen
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NOTES • Several fi elds have a prompt screen showing the allowable values for that fi eld.• When an employee is set up originally, the Employment Prov., Federal Exempt,
and Provincial Exempt fi elds default automatically based on the Client’s Employment Province.
• If you want the WCB fi eld value to show as exempt, type the letter E in the WCB fi eld.
• The system provides the ability to use up to fi ve Taxable Benefi ts. Only Taxable Benefi ts that you have asked us to set up for you are displayed.
Prompt and fi eld information are shown on the following pages. Please ensure the appropriate values have been selected for each employee.
The Employee’s Province of Employment can have a major eff ect on how some calculations are set up and performed.
Federal Exempt Prompt Screen
Provincial Exempt Prompt Screen
Important information concerning fi elds on the Payroll Additional screen:15
Federal Exempt Prompt Screen
Provincial Exempt Prompt Screen
Important information concerning fi elds on the Payroll Additional screen:
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Miscellaneous Deductions Screen
This screen lists the deductions to be calculated for the employee as a dollar amount or percent. You may also wish to indicate a Limit on a deduction (e.g., Charity – $25.00 to be deducted). This will stop the deduction once the employee has deducted the full amount from the Limit fi eld. The YTD fi eld shows the year-to-date amount deducted in a calendar year for each deduction. The Balance fi eld shows the balance owing on a deduction that has a limit or the year-to-date amount for a deduction.
The deductions entered here will be taken every pay period unless an override is entered as part of option Enter Payroll.
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Additional Notes: • If you require a deduction type not displayed on this screen, contact
[email protected] to request that the deduction be set up.• The only time the Calc column would have a No is if you do not want a specifi c
deduction for the employee.• If the Calc fi eld is blank, you must enter Yes to activate the deduction.• The percent fi eld is only accessible for the deductions that are programmed for
percentages.• The YTD and Balance columns are display fi elds only. If adjustments are required,
they must be done as overrides on the current pay or using YTD Entry on the Additional Features men.
• When adding a new employee, all company deductions will default to blank; use this screen to change any necessary deductions for the employee to Yes.
• For Employees whose Limit and YTD (year-to-date) deduction are equal: when the Year End Reset is performed at the end of the tax year, the Deduction, Year-to-date Deduction and Limit will be removed completely.
NOTE: If you require the FAM SUP and FAM ARR fi elds, please contact [email protected]
TD1 Screen
This screen is used when an employee has requested to have his or her tax reduced at source or to enter non-refundable tax credits that are not part of the TD1 form.
Employee’s Outside Quebec
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Quebec Employees
NOTE: The J1 fi eld will only appear on this Screen if the Employment Prov. for an employee is entered as QC on the Payroll Additional screen.
Below are descriptions of the fi elds on this screen:
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Direct Deposit Screen
This screen is used to set up the bank account(s) into which the net pay will be deposited for an employee. Each employee may have up to three (3) bank accounts for direct deposit.
NOTE: An employee’s primary banking information must be set up before you can set up a second or third bank account for direct deposit.
Enter the Following:• Branch – Enter the employee’s transit number (this must be 5 digits, including
zeros). • Bank – Enter the employee’s bank/institution number (3 digits).• Account Number – Enter the employee’s bank account number (up to 12 digits,
including zeros).• Amount – This box is used to enter specifi c dollar amounts to be direct deposited
into accounts other than the primary bank account. The balance will be deposited into the primary account.
• Deposit Vacation Pay – If Yes is selected, the gross vacation payout will be deposited in the employee’s second bank account. You may not have both an amount and the Y in the second bank account. It is either one or the other.
• Pay Stub Delivery – This is where your preferred method of pay stub delivery is indicated.
• E-Mail – Enter the employee’s email address here if you are using E-stubs.
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IMPORTANT: TD/Canada Trust clients – if the voided cheque does not have both the names TD and Canada Trust or if the Bank # is not 004, you must contact the bank for the correct information. Otherwise, the cheque will be rejected.
IMPORTANT: The fi elds on the Direct Deposit screen are not edited for validity. Therefore, you should be very careful to enter the correct banking information for all of your employees (branch/transit #, bank/institution # and account #).
You will be charged a fee for each direct deposit that is rejected due to incorrect banking
IMPORTANT: PAYweb cannot accommodate direct deposits in a currency other than Canadian dollars.
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Calculations Screen
This screen allows the user to display, activate or override the following features for an Employee.
� Accruals � Premiums � When Province of Employment is QC
• Additional Tax • Tax Percentage • Actual Tax
Refer to the section in this manual on Optional Features for Quebec Tax for instructions on how to use the above options for QC employees.
For detailed instructions on how to set up Accruals and/or Premiums for an employee, please refer to the Calculation Maintenance manual.
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Codes Screen
This screen is used to historically record what group/s an employee has worked in or for. This screen can be used with the accrual feature. This screen is also used for the Gross Wage allocation feature in PAYweb.ca. Please contact support for more information on this functionality.
YTD Screen
This screen displays the employee’s year-to-date information.
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NOTE: Clients using the comprehensive accrual program will not be able to view Vacation Accrual information on this screen. This section will be empty of data. Instead, click on the Display Other Amounts link at the bottom of this screen.
If you click once on Display Hours and Earnings Detail, the Year-To-Date Gross Hours and Earnings will be displayed by Earning Type.
Select Exit to return to the YTD Information screen from either of these screens.
These screens are for display purposes only. The year-to-date information may not be changed here. If any details are incorrect, adjustments may be made using the Additional Features menu. You can also correct the year-to-date information as part of a regular payroll run.
If you click on Display Other Amounts, the Year-To-Date for the Other Amounts is displayed.
Listed below are the Other Amounts Types:
• Accruals • Employer Contributions • Deductions • Deemed Earnings • Earnings
You can use the magnifying glass by the Position to fi eld, to move any of these categories to the top of the list.
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Employee Accrual Rates Screen
This screen allows the user to see which, if any, Accruals are being used for an Employee on a certain date, and what rates apply on that date. To access this screen:
• Select an Employee (see the Selecting Employees section earlier in this document)• Click on the Display Accrual Rates button
NOTE: The Accrual can have an override asterisk next to the Rate. This is because the accrual is diff erent than the “rule” that has been set up at a global level for all employees. The asterisk indicates an override.
Below is a description of the fi elds on this screen:
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Standard Hours & Earnings Screen
The Standard Hours & Earnings screen contains the hours and earnings amounts to be loaded automatically on each pay run. It is an advanced function of the system that allows you to:
1. Automatically pull in recurring hours entered for hourly employees each pay run. This saves time entering in the hours if the hours are usually the same each pay run.
2. Set up additional earnings to be automatically paid to an employee each pay run (e.g., to give an employee a car allowance of $300.00 every pay run).
3. Distribute base hours or earnings for an employee to two or more G/L account numbers.
IMPORTANT: For detailed instructions on how to set up standard hours and earnings for an employee, please refer to the Standard Hours and Earnings manual.
When you click Standard Earnings, the following screen appears, showing the standard hours and earnings amounts:
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Optional Features for Quebec Tax
This section applies only to employees with a Quebec Province of Employment.
If you want to make modifi cations to the employee’s tax (add an additional amount, change the actual amount, or calculate it as a percentage of taxable earnings), fi rst you must set up the Federal calculation on the Payroll Additional screen. Next, for the Quebec portion, you set up a additional calculation using the Calculations screen.
Federal Tax
To modify the amount of Federal Tax for a Quebec employee, use the Taxable Code fi eld on the Payroll Additional screen in combination with the Tax % Override or Additional Tax fi elds on the same screen. See the “Important information concerning fi elds on the Payroll Additional screen” section in this manual for more information on how to use this screen. For Quebec employees, this will calculate the Federal modifi cations ONLY.
Quebec Tax
To modify the amount of Quebec tax that a Quebec employee pays, you set up a calculation on the Calculations screen that corresponds to the one you set up on the Payroll Additional screen.
WARNING: You can NOT use any of the following Calculations unless you have the matching Federal Taxable Code set up on the Additional Payroll screen.
Setup a modifi cation to the legislated Quebec tax
1. On the Calculations screen of the Employee Profi le 2. Click the Magnifying Glass3. From the Prompt window that appears, select one of the following:
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4. Additional Tax QC option
ADDS the amount you input ON TOP of the legislated Quebec Tax amount
EXCEPTION: this tax does not apply when you are running a TOP UP payroll.
EXCEPTION: this tax does not apply if your total earnings for the payroll run are ONLY NON-PERIODIC earnings.
5. Tax Percentage QC option - uses the value you input to calculate the Quebec Tax as a percentage of Taxable Earnings (replacing the legislated tax amount)
6. Actual Tax QC option - uses the amount you input to REPLACE the default legislated amount of tax for Quebec
For any of the above options, put a Yes in the Do Calc fi eld. Set up the Eff ective Dates (when the tax modifi cation starts applying, to when it stops). Input a value into the Amount fi eld.
For Additional Tax and Actual Tax the system will recognize this as a dollar amount, for example if you input 10.00 for $10 for Tax Percentage, the system will recognize this as a percentage value, in this example, you input 10.00 for 10%. Always be sure to press Enter to save.
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