Adding Payroll Information

This QRG shares details related to entering critical payroll information in Person files. Payroll is a permission-based function. While anyone can view what the Person file contains, only those with the proper permissions may modify Payroll entries. Contact Client Services for more information clientservicescanada@people20.com.

DATA ENTRY

1

From the Person file, Summary tab, select the Edit button. The editable Person form appears.

2

Scroll down to the Payroll information area of the Person file. Modify as necessary. Be sure these modifications are made prior to performing Payroll tasks to ensure up-to-date information.

3

If Direct Deposit is selected as the Pay Type, data for both the Institution and Account fields is red (required). Hover over the area to view the pop-up with instructions of how to enter these details.

4

Note the sample cheque below.

• Institution Field: Type exactly 8 digits for the Institution number using no spaces or dashes.
  
  The order is: 3 digits for the bank number and 5 digits for the Transit (branch) number.
• Account Field: Enter exactly the Account Number digits.

5

Always check the numbers entered are correct. Whenever possible, have another person double-check the numbers are 100% accurate.

Incorrect numbers (even 1 digit wrong) will result in the Person not getting paid correctly and in some cases could result in the deposit of funds into the wrong account. If this happens, the money may not be retrievable, causing double payment of the funds.

6

Vacation Status: This determines if the Person will receive vacation pay on each cheque or if it will be accumulated to be paid at a later date. Please reference the workers signed employment agreement to select the correct option.

7

Stub Option: This determines how the person will receive their pay stub. We encourage the use of email for all paystubs. If the person has an email address on file but does not wish to receive their pay stub by email you must select “refused email” in the drop down. If this is selected the pay stub will be sent by mail.

Important Information to Note:

• Assignment Employees receive Pay stubs.
• Independent Contractor’s or Sole Proprietor’s receive Payment Receipts since they are not employees.
• Emailed Stubs and Payment Receipts are sent the night before the date funds are deposited in the bank.
• Mailed Stubs and Payment Receipts are sent out on a bi-weekly basis.
• People paid by cheque do not receive an emailed or mailed pay stub as their payment information is on the Cheque Stub.

8

Cheque Routing: This can be used to provide instruction on how Cheques should be divided. For Members who have multiple branches this can be used determine which branch that a cheque can be picked up in. This is also used to determine which Office cheques will print in for members who have a Cheque Printer. This field is customized by member so please contact Member Relations if you need information on what your default settings are for Cheque Routing.

9

Pay Cycle: This field will determine how a worker is taxed. If a person works and is paid on a weekly basis, this should be set to weekly. If a worker is paid on a bi-weekly basis, this should be set to bi-weekly.