Extra payroll runs - checklist

The following steps are a suggested order of extra payroll run tasks. You can use this list as a reminder of what you need to do to successfully complete an extra payroll.

Note: The tasks listed below as Optional may be completed on your regular payroll run rather than the extra run. Powerpay takes note of, and displays, these permanent changes on your extra run pages.

If you are initiating a run for an ROE only without any payments, see Create ROE Run.

To complete an extra run between regular payrolls (overview):

1. Create an Extra Payroll Run.
2. Open the pay period for the extra payroll run. Click the Pay Period menu and click the Enter button for the pay period you want to work with.
3. Reverse any incorrect payment(s) from the previous payroll run, if required. Go to the Reversal page. From the Payroll menu, select Adjustments > Reversal. and enter corrected values. For more information see Reverse any incorrect payments issued prior to this pay period.
4. (if appropriate) Place a stop payment on payments where the employee was incorrectly paid. For stop payment instructions see Stop payment on an employee's deposit or cheque.
5. Record any manual payment(s) issued prior to this pay period, if required. Go to the Manual page. From the Payroll menu, select Adjustments > Manual. and enter values from the manual cheque(s). For more information see Record manual payments issued prior to this pay period.
6. Change employee status, if required. Go to the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE. For more information see Change employee status.
7. Set up/Change employee profile(s) (including basic taxation information), if required. Go to the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.
8. Set up/Delete/Change direct deposit arrangements, if required. Go to the Direct Deposit page. From the Payroll menu, select Hire/Profile > Direct Deposit. For more information see Set up a direct deposit for an employee.
9. Set up/Delete/Change permanent rates, permanent factors, or permanent earnings. Go to the Permanent Rates, Factors, Earnings page. From the Payroll menu, select Regular Payment > Permanent Rates, Factors, Earnings. For more information see Set up permanent rates, factors and earnings.
10. Open the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet. If a second payment is required, open the Employee Timesheet - Second Payment page. From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment.
    1. Select an applicable period of time for the CPP/QPP exemption to be applied.
    2. Enter all hours and earnings including salary overrides and/or vacation pay (if appropriate for this extra run). For more information on recording vacation pay for Time Taken and No Time Taken see Vacation pay scenarios.
    3. Click Save.

    Note: On an extra run, only what you ENTER is paid. For example, no salaries or permanent earnings are paid out unless they are entered as one-time overrides.

    Note: On an extra run, the default Applicable Period of Time is Extra Payment - No Time Taken, which indicates that the CPP/QPP exemption will NOT be taken. This is appropriate if you are producing the difference for an underpayment as the employee is only entitled to one exemption per pay period. However, if you missed paying an employee on the regular run and are now producing the payment, select the appropriate period of time from the Applicable Period of Time list box.

11. If required, adjust insurable earnings. Go to the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

    1. Select an option from the Action to be taken drop-down menu and click Next.
    2. Make any required adjustments that have not been addressed with a manual or reversal correction. If you require assistance, contact your Customer Support Team.
    3. Click Save.
12. Enter any one-time For this pay only values for deductions and contributions. Go to the Deductions & Contributions page. From the Payroll menu, select Regular Payment > Deductions & Contributions. For more information see Take specific deductions and contributions on an extra run.

    Optional: Enter any permanent deductions and contributions changes (or additions).

13. Enter any one-time For this pay only values for tax, CPP, EI changes (or additions). Go to the Statutory Deductions page. From the Payroll menu, select Regular Payment > Statutory Deductions.
14. Enter one-time overrides for garnishments, if applicable. For more information see Enter a one-time garnishment amount.
15. Balance your totals and review your warning messages. Go to the Data Verification page. From the Process menu, select Data Verification.
16. Run the Preview process, verify employee net pay amounts, and note any additional warning messages. Go to the Request page. From the Process menu, select Preview > Request. and click Request.
17. Send your payroll. Go to Process > Submit and click Submit Payroll for Processing.