Continued on Page 1

Best of all is the convenience it offers.
“You can do your payroll from any location that has an Internet connection. You don’t even have to be in the country to do it. You could be sitting on a beach in Barbados,” Cam suggests.
     The on-line payroll has excellent on-line support. If users are having difficulty, a Payworks representative can log on with them and see exactly what they are seeing on screen to help fix the problem right on the spot.

Save hassle and cost of IT
In addition to added convenience and accessibility, the on-line service offers tangible cost savings.
     “There is reduced overhead on the customer side,” Kevin says. All records reside and are backed up on the Payworks server, which saves the customer the cost of installing software and maintaining an IT staff to support it. There is never any need for application updates, because users logging on will always have access to the latest version.
     Kevin adds that an employee self-service feature is in the works, which will allow employees to access and update their own records.
     If you’re interested in knowing more about on-line payroll services, contact your Payworks Customer Service Representative at 866-788-3500.

Nathalie Lam, office manager of Canadian Contract Cleaning Specialists Inc. in Toronto and one of the customers who had been pushing for the web version, is thrilled to switch from the desktop application. “It's great, I love it,” she says. “Before I was stuck at a computer in the office. Now I can do payroll from home or wherever I go, even from a hotel when I am traveling.”

your questions and the works

Question 1: How do I do an extra Run?
First you need to schedule the run:
Go to: Payroll Set Up, Run Schedule Button on bottom, then in the bottom left hand side of the screen in the Bonus/Extra Run fill in the Payment Date, change the Pay Period Number to the appropriate pay period and then in Run Type choose either the Bonus or Extra Run.

Second, you need to enter the payment information: Go to Employee Payroll Entries and click on Extra Payment.

There are 3 possible scenarios, each with different data entry requirements:

  1. Bonus
    In the Extra Payment screen, select the employee and in the Earnings drop down, pick Bonus and enter the amount and save.
  2. Missed paying an employee or reversing out the wrong cheque and replacing it
    On the Extra Payment screen make sure the Pay Period Ending Date is correct, change the Frequency Override to your payroll frequency (example bi-weekly), then enter the earnings you want to pay and any deductions (other than statutory deductions) to come as well.
    If  the employee is paid vacation pay with each cheque, this will not happen unless you key in the vacation amount under earnings.
  3. Employee was short paid
    On the Extra Payment screen, make sure the Pay Period Ending Date is correct, leave the Frequency Override to Extra Payment and enter the earning information that the employee is to be paid.

Things to remember: the system will only do what you tell it to do on an extra run other than take the statutory

remittances, and the tax taken will be at zero exemption for scenarios 1 and 3, so the amount of tax deducted will be a higher amount then normal.

Question 2: Processing the ROE
  1. From Employee Payroll Entries, click on Record of Employment (at the bottom of the screen).
  2. Click on Process Record of Employment.
  3. Click on the appropriate employee and go to Start ROE.
  4. Occupation is not a required field but can be completed if you wish.
  5. Double check the total insurable hours and insurable earnings. You will need to Click to Confirm the earnings.
  6. Ensure that the Start Date, Last Day For Which Paid and Pay Period Ending Date are all correct.
  7. Fill in the Expected Date of Recall, if known.
  8. Choose the Reason for Issuing this ROE.
  9. Click Next.
  10. If the employee was paid any other monies upon the final pay period, you would enter that here.
  11. Click Next.
  12. If you wish to include Comments, you would do so now.
  13. Click Next.
  14. Ensure that the ROE contact name and phone number are correct.
  15. Click on Preview ROE to take a look over everything that will be included on the ROE.
  16. When satisfied, close out of the preview and click on I Want to Send This ROE Now.
  17. Click Finish. This will give you a final copy which you would print 2 copies of, one for the employee and one for your records.

Payworks will electronically file a copy with Service Canada.

Page 1    Page 2    Page 3    Page 4