Employee Timesheet - Second Payment (Regular Run)

Employee Timesheet - Second Payment page.Closed From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment.

This page is used most often to make one-time entries for employee hours and earnings and one-time dollar amount deductions and contributions that are applicable to second payments.

You can also use this page to perform these other tasks:

  • Allocate hours and earnings to different departments
  • Pay hours at nonstandard rates
  • Pay hours, earnings and vacation pay for more than one pay period
  • Allocate earnings to different pay periods for EI purposes and QPIP (Quebec only) purposes
  • Enter salary overrides
  • Pay out Vacation and Additional Accumulators. Accumulator fields appear only if you have set them up with your Service Delivery Team
  • Enter one-time dollar amounts for Miscellaneous Deductions and Contributions that are to be applied to an employee's second payment
  • Enter one-time dollar amounts for tax override amounts, garnishment and excess deduction amounts

If you indicate that earnings are for a different pay period, the employee's earnings are allocated to a different block in the employee's Insurable Earnings history.

Prerequisites

To ensure you are working with the correct pay period, verify the pay period number and code at the top left of the Powerpay page, just below the Powerpay banner. The pay period number is followed by a letter code:

  • R - Regular run
  • E- Extra run

If any employees are being terminated during this pay period, a status change must first be performed to terminate them (go to Payroll > Status Changes) before applicable entries can be made on the Employee Timesheet Regular page (and Second Payment page, if applicable). In an employee has current pay and a second payment, the status change should occur prior to the second payment so that all earnings from the employee's regular and second payment are included in the ROE form (if the selected status change triggers an ROE form).

Make any required changes to default values for Employee Timesheets. For more information, see Set up timesheet defaults

Tasks

Next steps

Complete any status changes or other adjustments required for this payroll, and when all changes are complete, proceed to the process pages to validate, preview and submit the payroll.

Field Information

(View only) Displays the employee's name as it appears on cheques and pay stubs.

(View only) Displays the employee number of the selected employee.

(View-only) Displays the employee’s pay type (Hourly or Salary) and whether the employee is receiving vacation pay each pay or additional accumulator pay each pay. Values displayed here come from the

(View-only) Displays the employee’s current pay rate.

The employee's employment status (Active, Terminated or On Leave).

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page.Closed From the Company menu, select Department/Distribution Setup..

(View-only) Displays the employee’s accumulated Vacation amount to date, including the last payroll processed. If no Vacation Accumulator is being used for this employee, the field displays $0.00.

For regular runs, the default value in this field is your payroll’s pay frequency. For extra runs, the default value in this field is No Time Taken. This is the usual setting for an extra payroll run.

Select a different value only if the earnings you are paying are for a period of time other than the standard pay period frequency. In that case, apply the CPP/QPP exemption for a specific period of time.

The value in this field controls the calculation of CPP/QPP exemptions and the amount of income tax deducted. The yearly CPP/QPP exemption is calculated on a per-pay-period basis. This value controls the portion of the yearly exemption allowable for the employee's pay.

Set the value of this field to apply the CPP/QPP exemption the appropriate number of times.

Examples:

Example: 1 An employee was completely missed on the regular biweekly payroll run, and you are paying the wages on this extra run. Because the CPP/QPP exemption was not applied on the regular run, you would select two weeks from the Applicable period of time list.

Example: 2 An employee's only earnings for the extra run do not qualify as time worked (for example, bonus). Choose No time taken: Bonus Tax Method from the list . Make sure ALL earnings are bonus-related before you choose this option. This scenario commonly takes place during an extra run. Tax implications: This option taxes the employee based on the CRA Bonus Tax Calculation Method and has the same tax implications for CPP/QPP as does the No Time Taken: Extra Payment option.

Example: 3 A biweekly employee is being paid for four weeks (two weeks regular wages and an additional two weeks of vacation pay). To apply the correct amount of CPP/QPP exemptions and apportion the tax over four weeks, select four weeks from the Applicable period of time list. In this situation, you must make two separate entries in two different pay periods in the For which pay period? field.

Note: The Applicable Period of Time setting has no effect on the company deductions and contributions taken, and you may have to use the Deductions & Contributions page to enter one-time overrides. For example, you may be paying an employee for four weeks, including vacation. A deduction that comes off every payroll must be doubled, or a deduction will be missed.

From the list, select the type of hours that the employee worked.

To add a new type, contact your Service Delivery Team. Click Refresh on your browser window after you add a new type.

Tip: The Employee Timesheet Defaults page makes it possible to automatically list, for example, Regular Time and Overtime without the user having to choose those options from the Description lists. To open the page, from the Company menu, select Defaults > Employee Timesheet)

Enter the number of hours this employee worked at the corresponding hours type.

If the hours are to be paid out at a rate different from the employee's regular (permanently stored) rate, enter the rate to three decimal places.

Note: If your payroll’s Overtime Factor is set at 1.5, Powerpay multiplies the overtime hours by 1.5. If, however, the Overtime Hours were worked in a different department and as a result, subject to a different rate, you would enter the non-standard base rate. For example, if OT 8.00 Hours is submitted at a rate of $12.000, Powerpay pays the employee Overtime Earnings of (8.00 X [12,000 X 1.50]) = $144.00.

When the Compensation feature is enabled and set up, the Exception Rate field is populated based on the assigned position. If an alternate position is selected, the Exception Rate field populates based on the Exception Rate Update Method of the selected position. However, for Shift Pay Elements with the Processing of Shift Hours option set to Pays hours based on Shift Premium value only, the Exception Rate field is blank. If the Pay Element selected has a permanent rate (Hourly Rate or Daily Rate), the rate for that position will not display and the permanent rate for the Pay Element will display for the Exception Rate.

The Exception Rate field is editable. When Compensation functionality is set up and the rate entered is not within the Pay Range set up for the position (either below the minimum or above the maximum), a message displays. If the Pay Range restricts the rate, the rate is not saved.

Do not enter data in this field if the hours are to be allocated to the current pay period. Make an entry only if the hours and dollars are to be allocated to a different pay period. This affects the way insurable hours and earnings are allocated for insurability purposes.

The list contains the last five pay periods, the current pay period, and five future pay periods. To allocate earnings to a pay period more than five pay periods in the past, leave the For which pay period? list blank (which means that all earnings are current), and adjust the Insurable Earnings History on the Insurable Earnings Adjustments page.Closed From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

Note: If the employee’s Province of Employment is Quebec, the same process applies to QPIP History.

Note: If the employee is being paid for hours worked in more than one pay period, enter the hours on different lines. For the hours that belong to a different pay period, indicate the pay period to which the earnings belong.

The link Salary Offset displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Offset (EI) displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

The link Salary Reduced (EI) displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

Displays when the Compensation feature is enabled and set up. The Position field includes a list of all of the positions available to the employee. If work assignments are set up, only the positions assigned on the Work Assignments page display. If work assignments are not set up, all positions set up for the payroll display.

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page.Closed From the Company menu, select Department/Distribution Setup.

From the list, select the type of earnings owed to the employee.

To add a new type, contact your Service Delivery Team. Click Refresh on your browser window after you add a new type.

Tip: The Employee Timesheet Defaults page makes it possible to automatically list, for example, Commission and Car Allowance without the user having to choose those options from the Description lists. To open the page, from the Company menu, select Defaults > Employee Timesheet)

Enter an amount for the earnings if different than the permanent amount (from the Permanent Rates, Factors, Earnings page).

Do not enter data in this field if the earnings are to be allocated to the current pay period. Make an entry only if the earnings are to be allocated to a different pay period. This affects the way insurable hours and earnings are allocated for insurance purposes.

The list contains the last five pay periods, the current pay period, and five future pay periods. To allocate earnings to a pay period more than five pay periods in the past, leave the For which pay period? list blank (which means that all earnings are current), and adjust the Insurable Earnings History on the Insurable Earnings Adjustments page.Closed From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.

Note: If the employee’s Province of Employment is Quebec, the same process applies to QPIP History.

Note: If the employee is being paid for hours worked in more than one pay period, enter the hours on different lines. For the hours that belong to a different pay period, indicate the pay period to which the earnings belong.

The link Salary Offset displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Reduced displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element or a vacation and/or additional accumulator. Click the link to view additional information.

Note: For vacation and/or additional accumulators, the link only displays for the hourly element. It is not applicable to vacation and/or additional accumulator earnings codes.

The link Salary Offset (EI) displays under the description of the earning when the salary adjustment option ‘Salary offset by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

The link Salary Reduced (EI) displays under the description of the earning when the salary adjustment option ‘Salary reduced by hours/earnings entered’ is set up for a pay element and the ‘For Hours types, $ are insurable in calculation of EI / QPIP; hours are not insurable’ is also selected. Click on the link to view additional information.

Displays when the Compensation feature is enabled and set up. The Position field includes a list of all of the positions available to the employee. If work assignments are set up, only the positions assigned on the Work Assignments page display. If work assignments are not set up, all positions set up for the payroll display.

To cost hours to a department other than the employee's home department, select a department code from the list. Your Distribution Summary and Journal Entry will reflect the earnings to the exception department.

Displays when the Compensation feature is enabled and set up. The ID fields associated with the employee’s position are read-only and update automatically if the position is changed. If the ID field does not pertain to the selected position, it is enabled. The ID fields display with any custom description set up on the Department/Distribution Setup page.Closed From the Company menu, select Department/Distribution Setup.

To pay out the accumulated vacation dollars PLUS the amount calculated on the current pay period, select one of the options from the list:

  • Yes - Time Taken: Select this option if the employee is taking time off. Both dollar amounts and the prorated hours are insurable for the purposes of the ROE form. (For the purposes of Employment Insurance, and QPIP if applicable, Powerpay calculates the hours insurable by dividing the dollars by the hourly rate of pay.)

    Note: If you have indicated that time is taken for the payout, ensure that the applicable time for the payout is included in the total period of time that you have selected in the Applicable Period of Time list box (at the top of the page). By doing this, the CPP/QPP exemption is applied correctly.

  • Yes - No Time Taken: Select this option if the employee is NOT taking time off. Only the dollar amounts are insurable for the purposes of the ROE form and not the hours.

From the list, select a pay period for this payout. Follow these rules to ensure that EI (or QPIP for Quebec employees) is calculated correctly:

  • For time taken, select the pay period in which the time is taken.

    Note: If the time taken begins in one pay period and ends in another, adjust the Insurable Earnings History for the employee.

  • For a terminating employee, select the pay period of the last day worked.
  • For a payout with NO time taken for an active employee, select the current pay period.

To pay out the accrued dollars in this accumulator, PLUS the amount calculated on the current pay period, select one of the options from the list:

  • Yes - Time Taken: Select this option if the employee is taking time off. Both dollar amounts and the prorated hours are insurable for the purposes of the ROE form. (For the purposes of Employment Insurance, and QPIP if applicable, Powerpay calculates the hours insurable by dividing the dollars by the hourly rate of pay.)

    Note: If you have indicated that time is taken for the payout, ensure that the applicable time for the payout is included in the total period of time that you have selected in the Applicable Period of Time list box (at the top of the page). By doing this, the CPP/QPP exemption is applied correctly.

  • Yes - No Time Taken: Select this option if the employee is NOT taking time off. Only the dollar amounts are insurable for the purposes of the ROE form and not the hours.

From the list, select a pay period for this payout. Follow these rules to ensure that EI (or QPIP for Quebec employees) is calculated correctly:

  • For time taken, select the pay period in which the time is taken.

    Note: If the time taken begins in one pay period and ends in another, adjust the Insurable Earnings History for the employee.

  • For a terminating employee, select the pay period of the last day worked.
  • For a payout with NO time taken for an active employee, select the current pay period.

Displays based on the employee’s province of employment. It includes specific one-time Government Deductions (Federal Tax Override $ amount, Federal Tax one-time T4 amount, Quebec Tax Override $ amount, one-time Quebec Tax – Releve 2 Box J amount, NWT Tax amount, Nunavut Tax amount).

In instances where All deductions and contributions apply to Second Payments and the deductions/contributions/ also apply to the employee’s Regular Payments based on the Deduction Cycle selected for that payroll run, the descriptions for those deductions/contributions display in red.

Enter one-time dollar amounts as required. For example, if a deduction is set to be applied to an employee’s Second Payment but you want to enter a specified amount (‘0’ or otherwise), enter the appropriate amount in the box applicable to that deduction/contribution description.

Check the Garnishment setting on the Second Payment Options page to determine if all or no garnishments are to be applied to Second Payments.

If the setting is Apply All, Powerpay calculates the garnishment and applies that amount to that employee’s Second Payment. You can also enter a one-time dollar override amount if you require a specified garnishment dollar amount to be applied to the employee’s Second Payment.

This section may appear based on the selection in the corresponding section of the Second Payment Options page and whether an employee's direct deposit information is enabled, disabled or incomplete.

If Produce DEPOSITS for all Second Payments is selected on the Second Payment Options page and Direct Deposits are:

  • enabled for the employee, a Deposit is produced for all payroll runs.

  • disabled, or not set up for the employee, a Cheque is produced.

If Produce CHEQUES for all Second Payments is selected on the Second Payment Options page, a Cheque is produced for all payroll runs.

If Use the employee selection for all Second Payments is selected on the Second Payment Options page, and Direct Deposit are:

  • enabled, Direct Deposit is selected by default and an option displays to change this selection to Produce a Cheque.

  • disabled or not set up, a Cheque is produced.

If the payroll is not approved for EFTs (Electronic Fund Transfer), this section does not appear.

Related Information

The CPP/QPP deduction is calculated on a percentage of an employee's salary after an annual exemption. If an employee has only worked in half the pay periods of the year, the employee is eligible for half the yearly exemption value. Ceridian Canada automatically calculates the exemption on a per-pay-period basis, and you do not have to make any adjustments unless the employee is paid in one pay period for time worked in more than one pay period.

The goal, in applying the CPP/QPP exemption, is to have the calculated exemption taken regularly on a pay-period-by-pay-period basis, without doubling up any exemptions.

It is important that the exemption NOT be applied more or less than is required.

  • If you apply the exemption more often than required, the employee will not pay enough into CPP/QPP. As the employer, you will pay the difference - NOT the employee.
  • If you apply the exemption less often than required, you will have paid too much CPP/QPP as part of your employer contributions to the CPP/QPP program on behalf of the employee. You will NOT get that money back from CRA.

Powerpay makes it possible to control the amount of CPP/QPP exemption applied, even if the earnings being paid out stretch across more than one pay period. This is done by indicating, in the Applicable Period of Time box, the number of weeks the earnings are for.

At year-end, you can make adjustments by doing one-time overrides or additions of CPP/QPP deductions on the Statutory Deduction page. They must, however, be adjusted prior to, or on, the last pay of the year.

The CPP/QPP deduction is calculated on a percentage of an employee's salary after an annual exemption. If an employee has only worked in half the pay periods of the year, the employee is eligible for half the yearly exemption value. Ceridian Canada automatically calculates the exemption on a per-pay-period basis, and you do not have to make any adjustments unless the employee is paid in one pay period for time worked in more than one pay period.

The goal, in applying the CPP/QPP exemption, is to have the calculated exemption taken regularly on a pay-period-by-pay-period basis, without doubling up any exemptions.

It is important that the exemption NOT be applied more or less than is required.

  • If you apply the exemption more often than required, the employee will not pay enough into CPP/QPP. As the employer, you will pay the difference - NOT the employee.
  • If you apply the exemption less often than required, you will have paid too much CPP/QPP as part of your employer contributions to the CPP/QPP program on behalf of the employee. You will NOT get that money back from CRA.

Powerpay makes it possible to control the amount of CPP/QPP exemption applied, even if the earnings being paid out stretch across more than one pay period. This is done by indicating, in the Applicable Period of Time box, the number of weeks the earnings are for.

At year-end, you can make adjustments by doing one-time overrides or additions of CPP/QPP deductions on the Statutory Deduction page. They must, however, be adjusted prior to, or on, the last pay of the year.

  • The CPP/QPP pay period exemption amount is applied fully (the entire pay period) when an employee is hired and when they are terminated, even if they only worked for a part of the pay period.
  • The CPP/QPP exemption is NOT applied if an employee has no earnings during a pay period. The annual allowed CPP/QPP exemption amount is reduced by the amount that would usually have applied to the pay period.
  • The CPP/QPP exemption is chunked by pay period, not by portions of a pay period. Even if an employee works only one week of a monthly payroll, the full pay period CPP/QPP exemption is applied.

Hours and earnings originally entered in the Rapid Entry page are displayed on this page.

The data you enter on various pages has an impact on what you can enter on the Rapid Entry - Second Payment page. If you enter data in the Hours/Earnings section on the Employee Timesheet - Second Payment page, the label 2nd-Timesheet appears in the corresponding fields on the Rapid Entry - Second Payment page, and the fields are no longer editable on the Rapid Entry - Second Payment page for the selected employee on the selected payroll run.

If you enter a one-time dollar value deduction or contribution in the Deductions & Contributions section of the Employee Timesheet - Second Payment page, the label 2nd-Timesheet appears in all deduction and contribution fields on the Rapid Entry - Second Payment page and corresponding fields on that page are no longer editable for the selected employee on the selected payroll run.

If you enter a permanent amount for a deduction or contribution for an employee on that employee’s Deductions & Contributions page (Regular Payment), the label Ded-Con appears in all deduction and contribution fields on the Rapid Entry - Second Payment page and corresponding fields on that page are no longer editable for the selected employee on the selected payroll run. This text acts indicates that a permanent change has occurred on that payroll run and that in this situation, you would have to enter any one-time dollar deduction or contribution amounts on the Employee Timesheet – Second Payment page for that payroll run only. (If no permanent changes or one-time dollar amounts have been entered on either the Deductions and Contributions page or the Employee Timesheet – Second Payment page, you can enter such amounts on the Rapid Entry – Second Payment page.

For those employees who have two deposits and whose Direct Deposit Override field is set to produce a deposit, two deposits are generated based on what has been set up on the employee’s Direct Deposit – Regular Payment page.

For those employees who have two deposits and whose Direct Deposit Override field is set to produce a deposit, the employee’s entire net pay is allocated to the employee’s first direct deposit account.