If a payroll account is pending verification, you will not be able to process payroll.
Process payroll for a verified account
1. In the navigation menu, go to Payroll > Overview.
2. Locate the pay group you would like to run and click Run.
Note: Click the drop-down arrow to run an off-cycle or skip the payroll.
Step 1: Select dates
1. If this is the first time you’re running payroll, you’ll need to select the pay period you would like to run. It will default to the pay period the current date falls within. Click the drop-down menu to Select pay period.
2. The system will show the forecasted pay date. If you need to adjust this date, select the field and choose your desired pay date.
Note: If the pay date you want is in the past, or does not meet 3 business day processing, a pop-up will appear.
3. Direct deposit is enabled by default. Uncheck the box to disable direct deposit. In the case of manual pay, the company would issue pay cheques or e-transfers for the net pays.
Note: Payroll is due for approval by 12pm ET, three business days prior to the pay date.
4. Remit taxes is enabled by default. Uncheck this box if you want Wagepoint to record source deductions for reports, but not collect and remit them.
5. Click Continue.
Step 2: Hours and incomes
In Step 2, all salaried and hourly employees (contractors) are listed in alphabetical order by last name in a table for review and editing.
To filter the employee list by specific variables:
- Click the Filter feature at the top of the table. You can use this feature to filter the employee list by pay, employment type, location, and department.
- Use the search bar to search for an individual’s name.
To edit table items:
1. To add additional incomes, deductions or benefits, locate the relevant staff member and click Edit.
2. In this slide-out window, you can make changes to:
- Wages
- Additional Incomes
- Deductions
- Benefits
3. Once you’ve made your changes, click Save and Close.
Important! All changes made in the slide-out window are one-time changes. It will not update a recurring code amount.
4. When you have completed inputting hours and incomes, click Continue.
To include or remove an individual from a payroll:
- Locate the relevant individual and check or uncheck the box beside their name.
*See below for an terminology and descriptions of table view headers. *
Step 3: Taxes
In this step, we will begin the gross to net calculations for the payroll.
- If the process takes longer than three seconds, you will see a loading progress bar.
- If the company has more than one Province of Employment, a split tab will display for each province.
- All source deductions will be shown on this page.
To adjust source deductions:
1. Locate the relevant individual and click More.
2. In the slide-out window, select Edit.
3. Make the needed changes, then select the checkbox to indicate that the changes are accurate.
4. Click the Save and Close button.
Note: If the employee’s taxes exceed the gross wage being paid, you will see an error message stating Taxes exceed gross wages.
5. Make any other necessary changes to this page, then click Continue.
Step 4: Review and approve
The Review and approve step has three sections:
- The upper left section shows the paygroup, pay period, pay date and the amount to be debited from your account.
- Under Total people on payroll, you will see the total number of people included on the payroll with a breakdown between employees and contractors, as well as the number of employees excluded from payroll (if applicable).
- Below these two sections, you have payroll in table view.
To review and approve your payroll:
1. Review all sections of the Review and approve page and make any necessary changes.
2. Click Approve. This will take you to the final payroll recap screen.
Congrats! You’re done.
Table view headers: terminology and definitions
The following are terms found as headers in the payroll table view:
- Include: This column allows you to choose which employees/contractors to include in this particular payroll. Note: By default, all active employees will be included. If you uncheck the checkbox in the header, all people are excluded from the payroll and the Continue button will be disabled until you select at least one person to be included. If a person is unchecked but has values in the row, you will get a pop-up asking if you want to remove that employee from the payroll.
- Type: C = Contractor and E = Employee.
- Gross Pay: This is the amount calculated dynamically based on the hours and incomes before deductions. This field cannot be edited.
- Name: Last name, first name of the employee/contractor.
- Rate of Pay: Displays the person’s rate of pay under their name.
- List Job and Department: If being used, this will show under Name.
- Total hours: This is the total cumulative hours keyed in for this person. This field cannot be edited.
- Regular Hours: The number of regular hours worked for hourly employees.
- Overtime hours: The number of overtime hours documented on this payroll.
- Other Incomes: Shows the total of all other incomes entered.
- Deductions: Shows the total amount of additional deductions applied to the payroll.