Payroll
This guide describes how to use our payroll service provider, Wagepoint, to set up a payroll run for the pay period. You should have a completed Employee Payroll sheet for the pay period ready, which indicates the wage information for each Employee that you will need to enter into Wagepoint.
If this is the first time you use Wagepoint, please first review the Running your first payroll with Wagepoint - Canada video.
Running payroll
Log into Wagepoint as a user with admin privileges.
Visit the
PAYROLL
tab.Paygroup: Hit
NEXT
since we only have one monthly paygroup.Paydates: Set the pay cycle to cover the current month (e.g., March 1-31) and the
Pay Date
to be the 15th of the current month (e.g., March 15) or the last working day prior if the 15th happens to land on a holiday (e.g., March 13). During that period, we settle amounts owed up to the end of the previous month (e.g., Feb 29).Set the dates as per the above, and hit
NEXT
. Nothing is finalized until the last step, and you must hitSAVE/NEXT
during each step to preserve "draft" progress.Hours: Hit
SAVE/NEXT
to skip since we currently do not use theHourly
pay type.Salary: Enter
HOURS
,CURRENT PAY
,EXPENSE REIMBURSEMENT
, andPUBLIC HOLIDAY PAY
according to the Employee Payroll sheet for the pay period. Ensure that hours and pay line up, as these are the basis for ensuring legal minimum wage.The
VACATION HRS
for everyone is0
due to our variable work hours and that annualized amounts will be paid out each pay period.In the
PAY?
column, selectYES
for any Employee who will be paid in this payroll.You can review past payrolls under the
REPORTS
tab.Process: Click
VIEW ALL
to verify each Employee's amount, and that we have sufficient funds in our bank account to pay the invoice total. ClickAPPROVE PAYROLL
.Confirm: Confirm the payroll run for this pay period. It will be queued for processing and deposits to Employee accounts will happen on the
Pay Date
.Three working days ahead of the
Pay Date
, Wagepoint will withdraw funds from our bank account. After we receive a notification from Wagepoint that payroll reports are ready, we need to upload the following PDFs for our bookkeeper to update Quickbooks once per month:
Adding a new employee
Log into Wagepoint as a user with admin privileges.
Click the
EMPLOYEES
tab and then theADD NEW EMPLOYEE
button at the bottom right corner.Add stub details for new employee. Since we calculate wages per pay period outside of Wagepoint, set:
- Pay Type:
Yearly
Pay Rate:
0
- Pay Type:
Return to the
EMPLOYEES
tab and click the Employee's name. You should now be on their profile, specificallyTHE PERSON
tab, which you can fill out with info from our employee records.Fill out everything you can, but leave
External ID
blank.In the
THE JOB
tab, set up the Employee with the salaried method:- Pay Type:
Yearly
- Annual Salary:
$0.00
- Expected Hour per Week:
0.00
- Job Title:
No title
- Department:
Salary
Vacation will:
be paid out each pay
- Pay Type:
In the
TAX INFO
tab, set up the Employee's tax info based on theTD1
andTD1-ON
forms they submitted. For example:In the
DIRECT DEPOSIT
tab, set up the bank account for direct deposit based on account information or a void cheque they submitted.Return to the "Employee" tab listing, and use the "mail" icon to send an invite to the Employee to Wagepoint.