In this guide, we'll talk about editing, duplicating, and creating custom codes — this is where you really get to start personalizing your payroll experience!
When should you create a custom code, rather than edit or duplicate an existing code? Use the table below to select the right workflow for you.
| Edit a code | Duplicate a code | Customize a code |
| Use this workflow to change the name or GL information for a code. | Use this workflow to create a copy of an existing code. You can then change the name and GL information. | Use this workflow to change the calculation, tax and reporting information for a code. You can also change the name and GL information. |
Video: Edit, duplicate, and create custom codes
You are responsible for ensuring any custom codes are compliant. Wagepoint will NOT review custom codes for compliance.
Prefer written instructions? Click on the titles below for step-by-step instructions.
Edit a code
Use this workflow to change the name or GL information for a code.
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1. In the navigation menu, go to Settings.
2. Under Payroll settings, click Incomes.
3. Find the desired income and click Edit.
4. Make any changes, then click Save.
Note: You can make any changes needed to custom income codes. However, you can only change the names and general ledger (GL) codes assigned to preset income codes.
Note about overtime: By default, the system will calculate overtime at 1.5 times the rate of pay. However, New Brunswick and Newfoundland have a minimum overtime wage rate. You can edit the overtime code to use the provincial minimum by check-marking the indicator. You must have a company location in NB or NFLD and an active employee in NB or NFLD for the indicator to appear.
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1. In the navigation menu, go to Settings.
2. Under Payroll settings, click Deductions.
3. Find the desired income and click Edit.
4. Make any changes, then click Save.
Note: You can make any changes needed for custom deduction codes. However, you can only change the name and GL codes assigned to preset deduction codes.
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1. In the navigation menu, go to Settings.
2. Under Payroll settings, click Benefits.
3. Find the desired benefit and click Edit.
4. Make any changes, then click Save.
Note: You can make any needed changes to custom benefit codes. However, you can only change the name and assigned general ledger (GL) codes of preset benefit codes.
Duplicate a code
Use this workflow to create a copy of an existing code. You can change the name and GL information.
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1. In the left navigation menu, go to Settings.
2. Under Payroll settings, click Incomes.
3. Locate the desired income and click the dropdown arrow.
4. Select Duplicate. The entire code structure is duplicated.
5. (Optional) Rename the code and add a new description.
6. Click Save.
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1. In the left navigation menu, go to Settings.
2. Under Payroll settings, click Deductions.
3. Locate the desired income and click the dropdown arrow.
4. Select Duplicate. The entire code structure is duplicated.
5. (Optional) Rename the code and add a new description.
6. Click Save.
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1. In the left navigation menu, go to Settings.
2. Under Payroll settings, click Benefits.
3. Locate the desired income and click the dropdown arrow.
4. Select Duplicate. The entire code structure is duplicated.
5. (Optional) Rename the code and add a new description.
6. Click Save.
Add a custom code
Use this workflow to change the calculation, tax and reporting information for a code. You can also change the name and GL information.
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1. In the navigation menu, navigate to Settings.
2. Under Payroll settings, click Incomes.
3. Click the Create custom button and enter basic information:
- Under Name, enter a unique name for your custom code
- (Optional) Enter a Description of what the code will be used for
- Select the type of income code:
- Hours with calculated amount ($) (hours x rate) coefficient (optional): Use this option to determine if an additional factor needs to be applied. For example, when using the income “double overtime” it calculates at 2x the hourly rate [(Hourly rate x coefficient) x hours worked].
- Amount ($) only.
- Amount ($) with hours (no calculation).
4. Click Next.
5. (Optional) Review the custom income code details you just entered by clicking Show details.
6. Under Federal Requirements, select if the new income will be subject to Federal Income Tax, Canada Pension Plan (CPP), and/or Employment Insurance (EI).
Note: If you select EI, the Record of Employment (ROE) boxes will be automatically checked below in the Record of Employment section. If EI is not selected, the ROE section will not be active and clickable.
7. Under Provincial Requirements, use the checkboxes to indicate relevant codes. Add additional provinces as needed by clicking + Add another province at the bottom of this section.
Note: Each province has defaults of vacation pay, workers’ compensation, statutory pay, and provincial income tax.
- When Ontario is selected, ON Employer Health Tax (EHT) will become an option.
- When Quebec is selected, QC Health Services Fund (HSF), QPP, and QPIP will become options.
- When British Columbia is selected, BC Employer Health Tax (EHT) will become an option.
- Other provincial level taxes will be displayed based on what types of taxes are set up by our Wagepoint compliance specialists.
Note: You are able to create a custom income code to be applied to more than one province at a time. For example, if you create an income code for an Ontario employee and you would also like to use it for an employee residing in Quebec, you need to ensure that both provinces are added to this code. Otherwise you would be unable to tax the Quebec employee with QC Health Services, QPP, or QPIP.
8. Under Where is this Income code reported?, select which boxes on the tax forms this code will report to:
- T4 Box
- (If applicable) T4A Box
- (If applicable) RL-1 Box
- Under Record of Employment, indicate if this should be included in block 17C. As noted above, insurable earnings is checked by default if your benefit was set up as insurable.
9. (Optional) Under Additional notes, enter any additional information about this code.
10. Click Finalize code.
You can start using your code right away.
For additional information about payroll deductions and remittances, visit the Canada Revenue Agency (CRA) site:
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1. In the navigation menu, navigate to Settings.
2. Under Payroll settings, click Deductions.
3. Click the Create custom button and enter basic information:
- Under Name, enter a unique name for your custom code
- (Optional) Enter a Description of what the code will be used for
- Select the Contribution type:
- Dollar amount
- Percentage of income: If you choose this option, select the applicable income codes that will be used to determine the deduction amount for each payroll.
Note: You can select both dollar amount and percentage of income; however, you will need to choose which incomes are pulled into the calculation for the deduction.
4. Click Next.
5. (Optional) Review the custom deduction code details you just entered by clicking Show details.
6. Enter the following tax information for your custom deduction code:
- Will this deduction receive a tax break at source?
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- If checked, the deduction code will occur before source deductions, reducing taxable income.
- If it is not checked, the deduction will occur after source deductions.
- Where is this Deduction code reported?
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- Using the dropdown menus, select which boxes on the tax forms the deduction will report to (optional).
- (Optional) Use the Additional notes section for any additional information.
7. Click Finalize code.
You can start using your custom deduction code right away.
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This feature is intended for the employer-paid portions of a benefit.
1. In the left navigation menu, navigate to Settings.
2. Under Payroll settings, click Benefits.
3. Click the Create custom button and enter basic information:
- Under Name, enter a unique name for your custom code
- (Optional) Enter a Description of what the code will be used for
- Select the Contribution type (dollar amount or percentage of income).
- If you select Percentage of income, additional options will display. Select the income codes that will be used to determine the benefit amount for each payroll.
- You can select both Dollar amount and Percentage of income; however, if both are selected you will need to choose which incomes are pulled into the calculation for the benefit.
4. Click Next.
5. (Optional) Review the custom benefits code details you just entered by clicking Show details.
6. Under Federal Requirements, select if the new income will be subject to Federal Income Tax, Canada Pension Plan (CPP), and/or Employment Insurance (EI).
Note: If you select EI, the Record of Employment (ROE) boxes will be automatically checked below in the Record of Employment section. If EI is not selected, the ROE section will not be active and clickable.7. Under Provincial Requirements, use the checkboxes to indicate relevant codes. Add additional provinces as needed by clicking + Add another province at the bottom of this section.
Note: Each province has defaults of vacation pay, workers’ compensation, statutory pay, and provincial income tax.
- When Ontario is selected, ON Employer Health Tax (EHT) will become an option.
- When Quebec is selected, QC Health Services Fund (HSF), QPP, and QPIP will become options.
- When British Columbia is selected, BC Employer Health Tax (EHT) will become an option.
- Other provincial level taxes will be displayed based on what types of taxes are set up by our Wagepoint compliance specialists.
Note: You are able to create a custom benefit code to be applied to more than one province at a time. For example, if you create an income code for an Ontario employee and you would also like to use it for an employee residing in Quebec, you need to ensure that both provinces are added to this code. Otherwise you would be unable to tax the Quebec employee with QC Health Services, QPP, or QPIP.
8. Under Payable, select if the benefit code is payable to an employee.
9. Under Where is this Income code reported?, select which boxes on the tax forms this code will report to:
- (If applicable) T4 Box
- (If applicable) T4A Box
- (If applicable) RL-1 Box
- Under Record of Employment, indicate if this should be included in block 17C. As noted above, insurable earnings is checked by default if your benefit was set up as insurable.
10. (Optional) Under Additional notes, enter any additional information about this code.
11. Click Finalize code.
You can start using your code right away.