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This screen allows you to define the required settings for performing a payroll calculation for the current payroll. Note: if you wish to perform multiple payroll calculations at the same time, you must use the Calculations screen located under the Employer tab.
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The table displays a historical list of previous calculations including pertinent data such as the pay type along with the pay run's start and end dates. A payroll may be calculated as many times as needed before it is closed. This provides the opportunity for reviewing the pay run details and for other testing purposes. Note: Each time the calculation is performed, the results of the previous calculation are erased and replaced with the new results.
Calculating a Payroll - The approach is straightforward; you calculate your payroll by choosing the Calculate button, and then you generate a Payroll Register report to verify the results. If data corrections are needed, you make the corrections, recalculate the payroll, and then generate the payroll register once again. Repeat this process until the desired results are achieved.
Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button's text appears in a Grey color, either the command is not applicable to the current screen, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).
Calculate - This button allows you to initiate the payroll calculation process for the active payroll. If a Red border appears around the button, it indicates that one or more changes have been applied to the payroll, and that it is need of calculating before proceeding with any reports. If a Green border appears around the button, it indicates that the payroll has been calculated and is providing up-to-date information for all reports.
Selecting the button displays a status indicator as the current pay sequence is processed.
Backup - This button allows you to create a backup file that contains your complete company database. This includes the information from all program modules (Payroll, HR, Recruitment, etc.), and all of the necessary data required to restore your data to the last program state when the backup was created. Click here to view a detailed description of the Backup command.
Report - This button allows you to create an interim Payroll Register report so that you can review the current pay run for accuracy, prior to finalizing the run. When you select the button, the program calculates the current pay and the results are then presented in a PDF file. Depending on your browser settings, any of the following three may occur; 1) the PDF file may open in a window for you to view, 2) the file may be sent to your Downloads folder where you can access it for viewing, 3) you may be presented with a window that will prompt you where to save the file.
The Payroll Register report provides a complete description of all calculations performed for each employee, including: Employee Name and Address, Current and Year-to-Date values for Gross Wages, Deductions, Benefits, Current Net Pay, Insurable Earnings, Transfers to bank accounts and Accumulators. The payroll register is assigned a sequential run number. Saved reports should be filed according to this run number. This run number automatically increases by the next sequential number each time the payroll is calculated and cleared. The run number will revert back to 1 for the first payroll of the new year. The last page of the report provides the accumulated totals for the current payroll, including Earnings, Hours, Deductions, Benefits, Net Payroll Value, and other statistical information.
Note: This button performs that same action as choosing the Generate Report button from the Generate Report column in the main table below.
Checking Balances - Each time the payroll register is created, you can check the balance by adding the current gross earnings to the previous register's year-to-date gross, which should be equal to the current year-to-date gross. This will confirm that your payroll is in order.
Close - This button allows you to finalize the pay sequence by closing the pay. Selecting the button displays a pop-up message notifying you that closing the pay will prevent you from making any further adjustments to this pay. Choose Yes to proceed or No to cancel the close request.
Backup Procedure Required: Before closing a pay, a backup file must be created! This step is required in the event that the close pay procedure encounters an unexpected error. The backup procedure will create a file that will allow you to restore the pay to its current state if required. Refer to the Admin Tools help page for more information on this procedure.
Note: Pay sequences must be closed before you can print cheques or process EFT transactions. This restriction ensures that there are no discrepancies between the values stored in the permanent payroll history file and any disbursements used for the employees' pay. The close process also generates the information necessary to create a Journal Entry report for the payroll.
The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main table). Refer to the Customize View help page for more help on this feature.
Backup - Select this button to create a backup file that contains your complete company database. This includes the payroll, company information, employee information and all the necessary data required to restore you to the last saved program state. Refer to the description for the Backup button at the top of this help screen for more details (this button performs the same function).
This cell is signifies whether a backup file of the pay run has been created at some point previously (using either the Backup button at the top of the screen or in the table). If a backup has not yet been created for the current pay run, this cell will display a status of No. One a backup has been successfully created, you can change it to Yes by editing the cell accordingly.
This cell shows the name of the user who most recently calculated the pay run (i.e. the user who was active when the procedure was completed). This is useful for audit purposes.
This cell displays the number of times the pay was calculated. All calculation types are included (e.g. Normal, Additional, Reversal, etc.). Pay runs can be calculated as many times as needed with this number having no effect on the final procedure. This cell is uneditable and is generated sequentially by the program after each calculation. It is provided for both audit and training purposes only.
This cell signifies the number of cheques that have been issued to employees. This value will correspond to the number of employees in the current pay run. If no cheques have been issued, this cell will display a value of <none>. This cell is uneditable and is generated by the program.
Use this cell to specify that the year-to-date balances should be cleared when the first pay of the next year is calculated. Editing the cell will display a checkbox where you can specify the two available options: Yes (the year-end balances will be cleared when the first payroll of the new year is calculated) or No (the year-end balances will not be cleared). If you do not place a check in this box, the first calculation of the new payroll year will generate an error message stating that you need to place a check in the box.
This checkbox is included as a safeguard to ensure that payroll administrators explicitly clear the previous year's balances - as they should - before a new payroll is calculated in the new year. Note: This check box can only be used when calculating the first pay of the new year. If you place a check in this box for any other pay run, you will receive an error message and the payroll will not be calculated.
Clearing YTD Values - When you calculate the first payroll of a new year, all year-to-date values are reset to zero (with one exception - see the note below). You can view/verify the cleared (zero) values by viewing the Employee - Y.T.D. Earnings or Employee - Y.T.D. Deductions & Benefits screens.
Note: The YTD values for Items that have the Carry Forward Year-End Balance checkbox activated for their associated deduction will not be cleared. This is common for Vacation accumulators where the accumulated amounts must continue to accrue until they are disbursed.
This cell shows the name of the user who finalized and closed the pay run (i.e. the user who was active when the procedure was completed). This cell is uneditable and is included for audit purposes.
This cell displays the date that the pay run was finalized and closed. This date can differ from the pay period's End Date. This cell is uneditable and is generated by the program after each pay is closed.
This cell shows the name of the user who created the pay run (i.e. the user who was active when the payroll was added). This cell is uneditable and is included for audit purposes.
Use this cell to enter a description of the pay. This is an optional field used for administrative purposes only and does not appear on any reports. For example you can enter "This is the first pay with the new pension deduction" or any other pertinent text.
Use this cell to specify the closing date of the current payroll run. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would shows Jan/30/2015 (i.e. the second semi-monthly pay run of the year ends on the 30th of January).
Generate Report - Select this button to create an Interim Payroll Register report so that you can review the current pay run for accuracy, prior to finalizing the run. Refer to the description for the Report button at the top of this help screen for more details (this button performs the same function).
Note: This button is greyed whenever the payroll is in need of a calculation (i.e. a Red border appears around the Calculate button).
Lock - Select this button to prevent the current pay run from being calculated. This can be useful in cases where you have multiple users who access the payroll, but one user needs to make important changes without the payroll being affected by another logged in user who is also making changes. For example, you should avoid calculating the payroll while another user is adding new employees to the payroll. In such a case, you would choose the Lock button during the add-employee process, and then unlock the payroll once the employees are added.
Use this cell to enter a message that you would like employees to see on their pay stubs. For example you can type "Please attend our staff party the afternoon of December 23rd". If you enter a properly-formed URL in this cell, the resulting PDF report will create a clickable hyperlink that can direct the employee to a website page, image, video, or any web-based item of your choosing. For example, if you type "https://www.canpay.com" into this cell, the employee can click the link to be directed to the CanPay website.
Use this cell to enter the actual date on which the employees receive their pay. If you are printing manual cheques, this would be the day that the cheques are distributed. If you are using the EFT feature, the date that you define here will be the day that the funds will be deposited into the employee bank accounts. The Pay Date (also referred to as "Pay Day" or "Cheque Date"), is also used to determine when payroll liabilities are due, based on deposit schedules. This date also is used to determine when any assigned tax calculation formulas may be applied.
Use this cell to specify the calculation method that will be used when the payroll is calculated. Pay types can be any of the following:
The "Special" Status - Additional, Extra and Reversal pay types will only calculate employees that have their Status set to "Special". This status can be set via the Employee - Status Parameters menu command. The employee's Status setting will remain in force until your manually reset it back to the Active state. Therefore, once a special pay run is calculated and closed, you must remember to return to this screen and reset it accordingly. Leaving their status set to Special will not prevent an employee from being paid on a subsequent Normal pay run, however, the employee could be mistakenly included in a subsequent Special pay run that is created for some other employee.
This cell displays the current pay period, which can be defined as the current time frame for which employees are being paid. For example, if your payroll is set to semi-monthly, this cell will begin incrementing from 1 through 24 throughout the year (24 pays per year). This cell is uneditable and is generated sequentially by the program after each pay is closed.
Additional and Extra Pay Types - In terms of pay periods, there is a notable difference between Additional and Extra pay types. An Additional pay has its values added to the previous Normal pay. An Extra is a pay is calculated in advance of the current Normal pay period and is therefore assigned an incremented Period from that of the current pay. Once the next Normal pay is run, it will be assigned the same Period as the Extra pay.
Restore - Select the button in this column to reload or restore a payroll database file to a previous state. Refer to the description for the Restore button at the top of this help screen for more details (this button performs the same function).
Use this cell to select a pay run that is to be reversed (only previously closed pay runs will appear in the list). A reverse pay procedure is best used in cases where the taxes must be corrected immediately (e.g. an employee has been overpayed). You could also use a reversal pay if an employee has been underpayed (however a better alternative would be to simply add the amount as an additional to their next pay if the employee agrees to this). Note: Reversal pays can only be run for payrolls in the current year.
Review - Select the button in this column to display the Calculation Review report that provides a list of exceptions/warnings that were encountered during the payroll calculation.
This cell displays payroll sequence number, a number that is sequentially assigned and increments for every pay calculation regardless of the calculation type. For example, if your payroll is set to semi-monthly, and you calculated only Normal pay types throughout the year (i.e. no other special pay types), the final sequence at year-end would be 24 (24 normal pays per year). Each time you run other pay type (e.g. Additional, Extra, Reversal, etc.), this number increments accordingly. This cell is uneditable and is generated by the program after each pay is closed. This number is for convenience only and can be used to track specific pay runs for historical or review purposes.
Use this cell to specify the beginning date of the current payroll run. This date represents the start of the current period in which employees worked or earned wages. For example, if your company is set up for semi-monthly payrolls (24 per year) and you are in the fourth week of January 2015 (having already ran your first payroll of the year), this cell would show Jan/16/2015 (i.e. the second semi-monthly pay run of the year begins on the 16th of January).
This cell displays the current status of the pay calculation. This cell is uneditable and is generated by the program automatically. A pay sequence's status may be any of the following:
Un-Close - Select this button to reopen your payroll. This is useful in cases where you need to make changes or corrections for the run (and you have not yet disbursed funds to your employees or to your bank - see the Un-Close Procedure and EFT's note below). Unclosing a payroll is simple and can save you the time of creating another type of pay run to correct the issue (e.g. Additional, Extra, Reversal).
When you unclose a payroll, you are safely reverting to the state of the pay run just before it was closed. This following occur when you unclose a payroll:
Un-Close Procedure and EFT's - The Un-Close feature should not be used once the EFT's have been sent to your bank or financial institution (or after cheques have been issued). Depending on the reason for the unclose, it is often recommended that you create a subsequent pay run (e.g. Additional, Extra, or Reversal) in order to correct any errors. For example, if an employee was to receive a bonus but it was missed on the normal pay run - and their bank already received the EFT - you would create an "Additional" pay run to make up the employee's shortfall.
Conversely, if an employee was overpaid and the funds were already sent via EFT, you would have several choices: 1) If the employee had not yet withdrawn the funds, you could contact the banking institution and recall the funds. 2) If the employee had already withdrawn the funds, you could issue a Reversal Pay (to keep the CRA amounts in balance), and then notify the employee that the overpayment would be taken from a subsequent pay run.
Record Keeping - When you use the Un-Close feature, you can use the pay sequence's Description cell to indicate that the pay run was re-opened, and to include the reason.
This cell shows the name of the user who un-closed the pay run (i.e. the user who was active when the payroll was un-closed). This cell is uneditable and is included for audit purposes.
This cell displays the date that the pay run was un-closed. This cell is uneditable and is included for audit purposes.
Unlock - Select the button in this column to unlock a previously locked payroll. Payrolls may need to be unlocked in cases where multiple users have access the payroll, but where one user has locked the payroll for a period of time. This button is greyed out if the payroll has not yet been locked.
This cell shows the name of the last user to edit the row for the pay run (i.e. the user who was active when the payroll row was edited). This cell is uneditable and is included for audit purposes.