What happens to my data when I upgrade to 2.0?

What data will be moved to my 2.0 account when I upgrade?

When you upgrade, we’ll import the following data:

• Employee and contractor information for anyone paid in this calendar year
  This includes personal details, direct deposit information, job details, and tax settings for each employee/contractor.
• Administrator details
  Administrators will be moved if they are enabled and have an email address.
• Tax settings and account numbers where applicable
  This includes Workers’ Compensation and CRA payroll account numbers.
• Most pay groups and pay frequencies you have run in the past
  We will not move over unused pay groups, and non-standard semi-monthly pay groups will need to be set up again in 2.0.
• Company details, additional locations, and banking information
  Migrating to 2.0 will not require re-verification if you’re already verified. However, a new pre-authorized debit (PAD) agreement will need to be signed.

We recommend that you review all migrated data to ensure it is accurate.

What data will not be moved to 2.0?

• Any custom income, deduction, and benefit codes
  While 2.0 has a large library of codes, any custom codes will need to be re-created once you are in 2.0. 
• Any recurring code assignments
• The pay period data required for ROEs will not be carried over. See below for more information.
  • The federal statutory holiday calculation method also relies on historical pay period data. If you would like to use this method, you may need to choose an alternative for your first four weeks of using 2.0.

In addition, we will not move over the following "unused" elements (but you can always add these back in 2.0):

• Pay groups that have no processed payrolls in the current year and have no employees or contractors assigned to it
• Administrators that are not enabled or do not have an email address
• Employees or contractors that do not have associated year-to-date information in the current calendar year

How does migration impact ROEs?

When you migrate from Wagepoint 1.0 to 2.0, your year-to-date (YTD) totals move to the new platform, but the individual per-pay-period data remains in the 1.0 platform. Because Service Canada requires a detailed breakdown of each pay period to calculate benefits, you will need to issue ROEs from the 1.0 platform to "close out" that history.

Do I need to process ROEs before I migrate? No. You do not need to process ROEs in 1.0 before you click migrate. You will continue to have access to your 1.0 data after the migration to issue these ROEs as needed.

When should I issue these ROEs? You have two options for issuing migration-related ROEs:

1. Proactively: You can issue ROEs for all active employees immediately after your last pay run in 1.0. This is the "cleanest" approach to ensure all historical data is filed with Service Canada. You can create an ROE in Wagepoint 1.0 without terminating the employee. 
2. As Needed: You can wait until an employee actually has an interruption of earnings (e.g., they leave the company). At that time, you must go back into the 1.0 platform to issue the "Part 1" ROE for the period prior to migration.

If I proactively create ROEs at the time of migration, what are the required codes?

When issuing an ROE solely due to the payroll platform migration, use the following specific Service Canada requirements:

• Block 16 (Reason for Issuing): Use code K17 – Other / Change of Service Provider.
  • Note: This specific code tells Service Canada that the employee is still employed but the payroll record-keeper has changed.
• Block 11 (Last Day for Which Paid): Enter the date of the final pay period end date processed in Wagepoint 1.0.
• Block 18 (Comments): Enter "Wagepoint payroll migration".
  • Per Service Canada rules, a comment is generally optional for K17, but including this ensures clarity during the transition.

Important Note: If an employee is being issued an ROE in 1.0 for any reason other than the migration (such as a layoff, quit, or leave of absence), do not use Code K17. Follow the regular ROE process and use the code that accurately reflects the separation (e.g., Code A for Shortage of Work, Code E for Quit).

If I create an ROE, will that terminate my employee?

No, you do not need to terminate the employee in the system. In Wagepoint 1.0, you can create an ROE in Wagepoint 1.0 without terminating the employee. 

What happens if an employee requires an ROE before sufficient pay periods have completed in 2.0?

ROEs require consecutive pay period data to calculate the employee’s total insurable earnings. The number of consecutive pay periods depends on the pay frequency, as stated in Service Canada's ROE guidelines. The pay period data required for ROEs will not be carried over in the upgrade. After about 13 months (depending on your pay group frequencies) of using 2.0, you won't need the historical pay period data from 1.0 to create ROEs in 2.0 anymore.

If you choose not to create ROEs at the time of migration and then an employee requires an ROE before the number of consecutive pay periods has passed in 2.0, you have two options:

1. Create an ROE in 1.0 and a second ROE in 2.0
   Create and submit an ROE in 1.0 for the portion of the pay period data that was completed before you upgraded. Then, create and submit a second ROE in 2.0 for the portion of the pay period data that was completed after you upgraded.
2. Manually enter the missing pay period data into 2.0, then create and submit your ROE in 2.0
   If you opt not to process ROEs for the payrolls you’ve run in 1.0, you will need to manually edit ROEs in the 2.0 application to include any missing pay period information if/when you need them.

After you migrate, you'll still have the ability to create ROEs for your employees in 1.0 for a period of time, but the rest of the app will only be available with view-only access.

How will the migration impact the employee portals?

Once you've migrated, you'll need to re-invite your employees and contractors to access their 2.0 employee portals. Take a tour of the new 2.0 employee portal here.

Don’t worry! Re-inviting is easy and can be done in bulk in just a few clicks. This guide to the Employee portal for employees and contractors can be shared with your team members and they will will retain access to their 1.0 portals as well. 

FAQs: Moving data from 1.0 to 2.0

• Most year-to-date information will be migrated to your 2.0 account. Some codes may not migrate and you should review the data to ensure that everything is accurate. Keep in mind that per pay period information will not be moved. Since per pay period information is required for records of employment (ROEs), we recommend that you complete ROEs in 1.0.
• No, your processing timeline in 2.0 will remain the same as it was in 1.0.
• No.
• No. If you’ve signed the ROE SAT addendum in 1.0, you will not need to sign it again in 2.0 unless your authorized signatory has changed.

FAQs: Accessing 1.0 data

• We encourage you to download your 1.0 reports to an external location.
• After you upgrade, you'll have the ability to create ROEs for your employees, but the rest of the app will only be available with view-only access. We plan on making access to your data available in your 1.0 account until April 1, 2027. 
• Any changes you make in 1.0 after upgrading to 2.0 will only impact 1.0. These changes will not be reflected when you log back in to 2.0.