FAQ: What if someone works more than one role in my business?

In a small business, juggling multiple jobs isn’t the exception; it’s the norm. From covering the night shift to training new hires or handling admin work, your team does it all and your payroll needs to keep up. 

That’s why we’ve designed Wagepoint to handle it all — from multi-role employees and contractors to shift premiums and staff who are both employees and contractors at your business.

This article explains how to configure payroll correctly in all these situations so that pay rates, roles, and year-end tax forms are handled properly.

If an employee or contractor has more than one role

If an employee or contractor performs more than one role with different rates of pay, you can add multiple jobs to their profile.

For example:

• A team member might work as a manager for part of the week and a server for other shifts.
• An employee might perform administrative work and also technical work at different rates.

Adding multiple jobs allows you to assign different rates of pay for these multiple roles.

At this time, multiple jobs and Timesheets cannot be used simultaneously. If you wish to assign multiple jobs to an individual, you may need to turn off Timesheets for that individual first.

Both a person's primary job and any additional jobs require a Job title and a Department.

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  1. In the navigation menu, click People. 

     

  2. Click View on the employee or contractor you wish to add multiple jobs to.

     

  3. Go to the Job details tab and click Edit.

     

  4. Under the primary job, ensure a Job title and Department are assigned. If needed, use the drop-down menus to select the relevant Job title and Department.

     Note: If an individual has more than one job, Job titles and Departments are required for each job.

  5. Next, click Add another job.

     

  6. Under the second job, select whether the new job is paid Hourly or by Salary and fill in the required information.

     

  7. Add a Job title and Department to the new job.

     If the appropriate Job title is not set up, click the drop-down menu and select Create new job title.

     If the appropriate Department is not set up, click the drop-down menu and select Create new department.

     

  8. Click Done.

     

• When running payroll, each role will be displayed in a separate line underneath the individual's name.
  
  If an employee did not work in one of their jobs during the period, enter 0 (zero) in the regular hours field for that job.

  

If someone is both an employee and a contractor

If someone works for your business as both an employee and as a contractor, they must have two separate people profiles: one employee profile and one contractor profile. Separate people profiles ensure that year-to-date earnings are calculated and reported correctly on the corresponding T4 (for their employee role) and T4A (for their contractor role) forms.

For example:

• Someone might work within the same business as an employee in operations and as a contractor providing consulting services on a separate project.

In this case, you would create one employee profile for the operations role and one contractor profile for the consulting services. Within each profile, you can still add multiple jobs if needed. At the end of the year, you will generate a T4 based on all roles in the person's employee profile and a T4A based on all roles in the person's contractor profile.

When running payroll, the person's employee and contractor profiles will appear separately, so make sure to allocate hours appropriately.

If either or both roles use Timesheets, be sure to enable Timesheets for both profiles. If one of these profiles also has multiple jobs, then Timesheets will not be available for that profile.

• In Wagepoint, you can quickly create an additional employee profile for a contractor or an additional contractor profile for an employee with these steps:

  1. In the navigation menu, click People.

     

  2. Locate the relevant individual, and click the drop-down arrow next to View.

     

  3. If the current profile is an employee, you can create a contractor profile.

     

     If the current profile is a contractor, you can create an employee profile.

     

  4. The Add a new person workflow will start as if you were creating a new employee or contractor; however, we will have pre-filled the following information for you:

     • Name
     • Personal email
     • SIN
     • Address

     You can now continue the setup as normal.

     

Reporting

Reports will reflect the multiple jobs only after payroll is run. Amounts will be separated by Jobs and Departments. 

Here is an example of a payroll register for an employee with two jobs in the same department:

Here is the employee's pay stub for the same period:

FAQs: Multiple jobs and multiple profiles

• If the income is calculated at a rate based on hours, it is better to use multiple jobs.

  If the income is a flat amount, you can use an income code.

• 1. In the navigation bar, click People.

  2. Click View for the person you wish to edit.

  3. Go to the Job details tab and click Edit.

  4. Under the Primary job, uncheck the Timesheets box.

  5. If the employee has had a payroll run for them in the past, the Update compensation window will appear. Uncheck the Timesheets box here, enter an effective date (Today's date will work) and click Save.

  6. Click Done.

• An employee who has multiple jobs set up will get one pay stub that shows the hours and pay for each job.

  A person with both an employee and a contractor profile will get separate stubs for each profile.

• Set up your contractor with multiple jobs, one for each type of work.

• With multiple jobs, a person can have several rates of pay.

• No. Currently, timesheets do not work with multiple jobs.

• If an employee has multiple jobs, the employee's income will all be on one tax form.

  If an employee has multiple profiles, they will get a separate tax form for each one.

• If an individual has multiple rates as an employee, they should receive one T4 from your company, regardless of how many positions or wage rates they have. All earnings are combined under a single T4 for the calendar year. If an employee also works as a contractor, then they should have one T4 (reflecting their work as an employee) and a T4A (reflecting their work as a contractor).
• An individual with multiple jobs with different wages will receive one combined paycheque and direct deposit, inclusive of all hours worked across both positions.

• No. To make sure forms like ROEs and T4s are accurate, you should only ever have one employee or contractor profile set up for each person.

  If an employee has more than one employee role, you would use the multiple jobs feature instead of creating multiple profiles.

• This error means there is not enough income in one of the employee's jobs to cover the assigned benefits, deductions or extra taxes. Review the employees' deductions and taxes, and adjust as needed, by either removing or reducing the amounts, or assigning them to a job with more income.

• 1. In the navigation bar click People.

  2. Click View on the person you wish to edit.

  3. Click on the Job Details tab.

  4. Click Disable on the job card you wish to disable.