Pay periods
A pay period is a specific period of time identified by pay period start and end dates. The number of regular pay periods in a year is determined by your pay frequency and each pay period has a unique identifying number (pay period number).
The payroll calendar lists all your regularly scheduled pay periods for the calendar year.
To open the Payroll and Process menus to enter payroll information, you must open the Select Pay page.
To create a new processing run, you must create a new pay period and specify the run type and pay period number to which the earnings apply.
Important: The pay period number associated with each run submitted directly impacts the accuracy of information reported to the Record of Employment.
Regular runs
A regular payroll run is used to enter the regular payroll for all employees. Your payroll calendar defines every regular payroll run for the year, as well as sequential pay period numbers, payment dates, and pay period ending dates.
In addition to regular runs, you can create extra payroll runs or ROE runs.
Extra runs
An extra payroll run may be created for one of the following reasons:
- To correct errors on the regular payroll run
- To pay out bonuses or commissions
- To receive reports missed on the regular payroll run
- To generate Records of Employment (ROEs) with or without a final pay between regular payroll runs
ROE Runs
Create an ROE run between regular payroll runs to produce Record of Employment (ROE) forms only. An ROE run does not produce any payments or standard reports. You cannot set up new employees or pay out accumulated vacation pay on an ROE run.
Employees for whom an ROE is required must have a valid SIN and an address with at least the following components: street, city and province.
ROE runs cannot be processed in conjunction with regular, extra, or year-end runs.
While you can produce ROEs as part of a regular run, if you need a separate ROE run between payrolls, you must submit and process the ROE run before you can continue to work with any other open run.
Year-end runs
Create a year-end adjustment run if it is not possible to process all required adjustments with or before your last payroll run of the year. A year-end run is initiated after the final pay of the year to make adjustments to employee year to-date totals for earnings, deductions and contributions. To further ensure accuracy of tax forms, it is a good idea to verify the employee names, addresses, and social insurance numbers (SIN). Year-end runs affect the previous year's data only and entries made are not carried forward to the current year.
You can submit as many year-end runs as required within the allowed time frame. Adjustments are cumulative.
For a year-end run, all fields on the Pay Period page are view-only, and based on the last processed payroll of the last year.
Year-end runs do not adjust an employee's Insurable Earnings History or Vacation Accrual, nor employee target amounts in the current year for those deductions which have a target amount and where an adjustment amount has been entered. This also applies to garnishments that have remaining target amounts.
These runs do not generate remittances to CRA and other provincial agencies or third- party vendors.
These runs can be closed without processing by your Customer Support Team.