Beginner's guide to Wagepoint 2.0

Devon from Wagepoint
Devon from Wagepoint
  • Updated

If you've set up your Wagepoint 2.0 account but aren't sure what to do next, then you're in the right place.

In this article, we'll walk through some of Wagepoint's most-used features and answer the most common questions we've heard from new users, including:

  • How do I run payroll in Wagepoint 2.0?
  • What's employee self-onboarding?
  • What statutory holiday calculation methods are available?
  • How do I create and submit a Record of Employment (ROE)?
  • Will Wagepoint 2.0 generate my year-end forms?

This article highlights our most-used features, but you'll find training on all the bells and whistles in our free learning platform, Wagepoint Academy! 🔔

Spoiler alert: What it's like to run payroll in Wagepoint 2.0

Let's skip right to the good part! 😉 In this video, we'll go through each step in the payroll process. 

FAQs: Run payroll

 

 

1. Pay groups

A pay group is simply a group of individuals who are paid on the same payroll frequency. 👯

  • Organize your team with pay groups. Everyone in the same pay group will be paid at the same payroll frequency and pay period. In this video, you'll learn how to set up a new pay group. We'll review how to create, edit, enable, and disable pay groups.

    Prefer written instructions with screenshots? We've got you.

  • When you create your pay group, we will create a payroll schedule for the calendar year. We will set your cycle start, end and pay dates for the year and populate your processing deadlines (with consideration for bank holidays too!)

    To view the pay group details for any of your pay groups, follow these steps:
    1. Under Payroll, click Pay groups.
    2. Locate the relevant pay group and click View

    GIF Payroll calendar.gif

 

 

2. People

The People tab is your home for all the necessary details about your team members. Keeping your people list in tip-top shape makes for a flawless payroll run. 💅

FAQ: People

  • Yep. This’ll be achieved using Roles & Permissions. Learn more about managing administrators here.
  • Our new self-onboarding feature allows you to assign some basic onboarding tasks to your new hires, freeing up even more of your time! You can choose to have new employees  take the wheel and submit their personal info, banking details, and tax forms. For now, you can only assign self-onboarding tasks in the onboarding workflow on an individual basis.
  • Guided onboarding means easy-to-follow prompts every step of the way. The guided onboarding workflow walks you through Personal details, job details, Incomes, deductions, and benefits, prior payrolls. 
  • Yes! Employees are able to download their pay stubs and T4s/T4As from their online portal.
  • Yes. Your employees and contractors will have access to the Employee portal in 2.0. You simply need to invite them.
  • A TD1 (Personal Tax Credits Return) is crucial for both employers and employees in Canada as it determines how much tax should be deducted from an employee’s income. Employers are legally required to collect and use this form to determine payroll deductions and remain compliant with the CRA.
  • The employee should provide you with their TD1 claim code. If you're unsure what to list as your TD1 claim code, please contact the CRA. This resource may be a good starting point.

 

 

3. Payroll and tax settings

Say "So long, math stress!" Enter your settings and we take it from there. Our goal is to organize your payroll settings for confident, compliant payroll runs! 😎

  • Managing incomes, deductions, and benefits can be overwhelming, but the beauty of these settings is that once we have them set up, you can rest easy knowing Wagepoint is taking care of the calculations for you every time you run payroll.

    Navigating the incomes, deductions and benefits lists

    In this video, we'll cover how to navigate your Incomes, Deductions and Benefits lists.

    How to assign and update income, deduction and benefit codes

    In this video, we will walk you through four ways you can assign income, deduction and benefit codes in Wagepoint.

    Still have questions? Check out our complete guide to Workers' Compensation.

  • Let's tackle Workers' Compensation (WC) in two steps! First, we'll set up Workers' Compensation rates for your small business. Then, we'll assign the rates to our people.

    Set up a WC rate

    Before you can assign a Workers' Compensation rate to your employees, you'll need to set up the rate. Let's go through through how to set up Workers' Compensation rates for your small business.

    Assign or update a WC rate

    Once you've set up the relevant Workers' Compensation rates, you're ready to assign them to your people! In this video, we'll go over two different ways you can assign or update Workers' Compensation rates: through individual profiles, and through your People list.

    Still have questions? Check out our complete guide to Workers' Compensation.

  • Calculate statutory holiday pay and ensure compliance, your way! Just indicate which calculation method you prefer and the holidays you observe, and we’ll take care of the rest. The best part? We’ll remember it year after year, freeing you up time to focus on what you love most.

    There are three statutory pay calculation methods available in Wagepoint:

    1. Manual calculation

      Statutory holidays are tracked and calculated outside of Wagepoint. You can still add statutory holiday pay to payroll manually using an income code.

    2. Daily wage method

      This method calculates statutory holiday pay for hourly employees by using their hourly rate multiplied by the assigned hours for the holiday. Statutory holidays are pre-loaded in the Company Settings based on the employee’s work location and you can edit the number of assigned hours for each holiday.

    3. Federal calculation method

      This method is for federally-regulated industries/workplaces that fall under the Canada Labour Code. This method uses 1/20th of wages earned in the four weeks immediately before the holiday. Applicable holidays will be assigned according to the employee’s work location.


    Review or change statutory holiday pay method

    By default, your Wagepoint account is set to the manual calculation method. If you'd like to change the calculation method, follow the steps below.

    GIF Change holiday pay method.gif

  • Employer taxes encompass levies such as the Employer Health Tax (EHT) and Education Tax, which certain provinces impose to support health and education initiatives. It's important that you understand what Wagepoint can and cannot do when it comes to calculating, remitting, and reporting employer taxes.

    Set up and manage employer taxes

    In this video, I'll show you how to set up employer taxes in Wagepoint using BC EHT as an example. Remittance and reporting capabilities within Wagepoint vary by location.

    More instructions for setting up BC EHT, ON EHT, HE Levy, and NFL HAPSET can be found here.

FAQ: Payroll settings

  • No, statutory holiday pay has been enhanced for 2.0! You’ll no longer need to load the holidays each year, and you can choose which calculation method works best for your business. Learn more here.
  • There are 3 statutory holiday calculation methods: Federal, Daily wage, or manual calculations. You have the option to choose the method that works best for your employees.

 

 

4. Employee portal

Within their Employee portal, your employees and contractors can access their pay stubs and year-end reports. If you choose to utilize our employee self-onboarding feature, this is where your team members will enter in their personal details, banking information, and tax information -- so that, well, you don't have to! 😋

  • Get to know the Employee portal with this quick tour.

  • Invite to employee portal during onboarding

    1. Log into your Wagepoint account.
    2. In the navigation menu, select People.
    3. Click Add person and begin the Guided onboarding workflow.
    4. Under personal information, be sure to include the personal email for this individual.
    5. When you click Continue, you will be prompted to confirm that you'd like to send this person an invitation to the employee portal. Click Invite.
    Continue the workflow to onboard your new team member.

    GIF InviteNewEEtoSelfOnboard.gif

     

    Invite to employee portal from people list

    1. Log into your Wagepoint account.
    2. In the navigation menu, select People.
    3. Locate the relevant person in your People list, click on the drop-down arrow, and select Invite to employee portal.
    Your employee or contractor will receive an email with the link to set up their account.
    GIF InviteEEtoPortal.gif

  • Curious about what it's like on your employee's end? In this video, we go through the process of employee self-onboarding from the employee's perspective.

Psst! Save yourself some time and send your employees and contractors this guide to the employee portal.
This resource will walk your team through how to accept their invitation, create their login credentials, view their information, access their paystubs and download their year-end forms. If you plan to take advantage of employee self-onboarding, this guide will walk them through that process, too.

FAQ: Employee portal

  • Our new self-onboarding feature allows you to assign some basic onboarding tasks to your new hires, freeing up even more of your time! You can choose to have new employees  take the wheel and submit their personal info, banking details, and tax forms. For now, you can only assign self-onboarding tasks in the onboarding workflow on an individual basis.
  • Yes! Employees are able to download their pay stubs and T4s/T4As from their online portal.
  • Yes. Your employees and contractors will have access to the Employee portal in 2.0. You simply need to invite them.

 

 

5. Payroll tools

Imagine having the power to streamline payroll, cast away manual calculations, and conjure up accurate paycheques with just a wave of your digital wand.

These tools and workflows are designed to guide you through each step and reduce errors, so you can get back to doing literally anything else. đŸ„ł

  • Reports make it easy to gather the information you need for accurate and compliant payroll records.

  • Are year-end forms the last thing on your mind? Just remember, it's better to prepare for the storm before it hits!


    Learn more about Year-end forms here.

  • Our ROE tool is a real treat!🍩 Not only can you create an ROE, but you can submit it to Service Canada without leaving your Wagepoint account. To give us permission to submit ROEs on your behalf, you'll need to complete and sign the ROE SAT registration addendum first. Then follow the steps in this video to create and submit the ROE!


    Learn more about ROEs here.
  • Adding paystub memos is like leaving a friendly sticky note on a paystub. 📝A quick memo can clarify what's going on, whether it's a bonus, a policy update or a "Great job, team!"

    Create a paystub memo for the whole company


    Create a paystub memo for an individual or group

FAQs: Payroll tools

  • Check out this guide to reports in 2.0 for more details.

  • Yes. You can see our fantastic filter feature in action in this demo video:

  • We’ve made this so much easier in 2.0! You will have access to a full list of your pay group details with all pay cycles for the upcoming year as well as projected and actual pay dates. (Including correct deadlines for bank holidays!)
  • Yes. Using our Paystub memo tool, you can create a paystub memo for an individual, a specific group of individuals, or for the whole company.
  • Thanks to the new off-cycle and extra payroll handling, earnings and hours will always be reported in the proper pay periods, eliminating any issues related to termination or pay period dates. Learn more about how to create ROEs in 2.0 here.
  • Yes. If you want Wagepoint to submit your ROE electronically to Service Canada, you’ll need to sign the ROE SAT. If it isn’t signed, our system will not send the ROE to Service Canada.
  • Yep! We welcome you to familiarize yourself with the year-end workflow, since it is much improved in 2.0. Note that there is no “Auto-submit” toggle in 2.0. Instead, if you would like year-end forms to be generated, you must initiate and complete the year-end workflow. If you do not initiate and complete the workflow, then we will not generate year-end forms.
  • Yes, you’ll be able to edit T4 boxes. This includes Box 45 (mandatory dental benefits).

  • Check out this guide to reports in 2.0 for more details.

 

 

More useful features and workflows

You're well on your way to becoming a Wagepoint expert!

We've got a few ideas for what to learn next: âŹ‡ïž

 

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