Hiring a new employee

Tip: You must open a pay period to use this feature / functionality. Click the Pay Period menu and click the Enter button for the pay period you want to work with. The Payroll and Process menus become available.

You must enter newly hired employees into Powerpay in the same pay period as their first day worked. You cannot hire an employee in a future pay period in Powerpay. Enter new employees before you key any hours for the pay period. That way, if the new employee has any hours or earnings in the pay period, those hours can be entered along with the rest of the entries.

Note: Before hiring a new employee, your Customer Support Team must set up your vacation and additional accumulator plans.

Gather the following information to ensure that the payroll is set up accurately for the employee:

  • Employee Hire form - Use this form to gather the information you need to enter an employee in Powerpay. You must have Adobe Reader installed to view and print it.

  • Void cheque (for direct deposits) - If the employee wants to split pay between more than one direct deposit account, have the employee supply a dollar value and a void cheque (or bank letter confirming account information) for each deposit account.

  • TD1 Tax form - As a best practice, every employee should complete this form, even if the employee may claim only the basic tax exemption. What an employee fills out on the TD1 can be taken as true. Employees are responsible for providing you with correct information about their tax status.

  • Company deductions list - As a best practice, obtain the employee's written consent to having these deductions taken. This is a helpful to reduce errors.

  • Other forms for various benefits that need to be filled out and signed by the employee.

If you hire an employee before all of the preceding information is complete, you MUST have at least a minimum information:

  • Last name
  • First name
  • Pay type
  • Standard hours per pay
  • Province of employment
  • Tax status (Federal and Provincial)
  • CPP/QPP status
  • EI category
  • Department (defaults to Dept 100 unless the default value is changed for your payroll)
  • Vacation plan
  • Additional accumulator plan (if applicable)

In some cases, information on deductions is not available until a future pay period (for example, union dues). When you have this information, you may have to deduct more than the standard amount to cover the missed deduction cycles. Request a This Pay Only amount on the Deductions & Contributions page.Closed From the Payroll menu, select Regular Payment > Deductions & Contributions. For more information see Field Information for Set up deduction and contribution cycles

Tasks