Create an Extra Payroll Run

Create an extra run to initiate a payroll run that is not part of the regular series of payroll runs that have been defined in your calendar. This is called an extra run.

For an extra run, no payments (such as salaries or permanent earnings) are issued unless you enter them on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet..

An extra payroll run is often created for one of the following reasons:

  • To correct errors generated on the regular payroll run
  • To pay out bonuses or commissions
  • To receive reports missed on the regular run
  • To produce a final payment with an ROE between paydays

Note: If you view an extra run that has already been processed, all fields are view-only.

Important Information about Extra Runs

Some automated processes for regular payroll runs are not available by default because they are not appropriate for all extra runs. For example:

  • All salaries and permanent earnings are ignored on an extra run. You must enter one-time amounts for any earnings, including Salaries and Permanent Earnings, on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet.
  • Extra run earnings are not, by default, assigned to a certain block of time for the purpose of calculating CPP/QPP exemptions. If any employee earnings and hours are for a period of time worked, select an appropriate period from the Applicable Period of Time list on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. For example, you may use the extra run to pay an employee who was missed on the regular payroll. See About Applicable Periods of Time.
  • The Pay Period Number and Pay Period Ending Date are not automatically set to the next pay period. By default, Powerpay uses the pay period number of the last regular payroll that was processed (this would be the payroll number you would choose if you were using the extra run to make corrections on that payroll). You can change the Pay Period Number to the next pay period if you are, for example, generating bonus cheques or terminating an employee who has wages earned within the next pay period.

  • Garnishments, if present, may not be taken. Contact your Service Delivery Team to confirm if one-time overrides are required.

Service fees apply.

Prerequisites

You have determined that you need to run an extra payroll for reasons like those listed in the previous section.

Tasks

  1. Open the Select Pay page.Closed Select the Pay Period menu button.

  2. Click the Create New Run button, then select Create New Extra Run. This selection does not appear if there is already an open extra run, ROE run, or year-end run.

  3. Click Yes to the question "Do you wish to proceed with creating an Extra Run at this time?".

  4. Click Save.

  5. In the Pay Period Number field, select the pay period number into which the wages are earned.

  6. In the Pay Period Ending Date field, select the Pay Period Ending Date into which the wages are earned.

  7. Select a Payment Date. ROEs are sent to Service Canada on that date.

  8. Select the Journal Entry checkbox to request a Journal Entry report. Depending on the instructions you supplied to your Service Delivery Team when your payroll was first set up, a default value may have been set for this option.

  9. Select the Statistics Canada Report checkbox to request a Statistics Canada report for this pay if you have been selected to participate in the Statistics Canada Business Payroll Survey.

  10. (optional) Select the Cancel all Direct Deposits for this payroll run checkbox to override all employee direct deposits and transfers.

  11. Assign a pay cycle with the deductions you need to request. On an extra run, the usual procedure is to select only calculated deductions. For employees with earnings on this extra run, enter This Pay Only values for straight dollar deductions.

  12. (optional) Enter a message to print on employee pay statements for this payroll run (maximum 54 characters).

  13. Click Save.

    Note: Some automated processes for regular payroll runs are not available by default because they are not appropriate for all extra runs.

Next steps

Enter payroll data on the Payroll pages and enter This Pay Only deductions and contributions, if applicable. For important information on how to handle deductions correctly, see Deductions and Contributions on an Extra Run.

See also

Related Tasks

Related Information

If you are using an extra payroll run to make corrections on a regular payroll run, deductions and contributions are handled differently on the extra run.

  • Percentage deductions and contributions

    For percentage deductions and contributions on an extra run, request them from the Deductions & Contributions Cycle page.Closed From the Company menu, select Cycles > Deductions & Contributions Cycle.

    • Do NOT request straight dollar deductions.

    • For employees with no pay on the extra run, no deductions are taken.

    • For employees who have had their earnings adjusted or reversed and reentered, Powerpay calculates the deductions.

  • Straight dollar deductions and contributions

    Enter straight dollar deductions and contributions for an extra run on the Deductions & Contributions page for each employee who requires an adjustment.

    Note: If you need to adjust employee earnings on an extra run, do not request a straight dollar deduction on the Deductions & Contributions Cycle page for the extra run. If you did, the employees whose earnings are being adjusted on the extra run would have the deductions taken twice, because they were already deducted on the regular payroll run.

    For an extra payroll run, enter deductions and contributions in the This Pay Only box.

    The following points describe what to do in various scenarios:

    • Employee paid correctly - Usually, most employees will have had their dollar-value deductions taken correctly on the regular run. Do not enter any additional deductions or contributions for this employee.
    • Employee with insufficient deductions taken - Some employees may not have had enough earnings on the regular run to cover the cost of dollar-value deductions. Ceridian Canada marks those deductions paid, notes the dollar shortage, and collects the shortage on a future pay when you enter a value for the employee in the Excess Deduction box. You can tell which employees require Excess Deductions by looking at the Register Report in your payroll package. The dollar value is given, and that value, or a part of it, can be entered in the Excess Deduction box.
    • Employee who was not paid - If an employee accidentally received no pay on the regular run and is being paid the full pay on the extra run, enter the exact amount for the deductions and contributions, but enter the amounts in the This Pay Only box. These amounts should be the same as those that would have been taken on the regular run.

    • Employee with earnings reversed - If an employee requires having earnings reversed and reentered, enter correct dollar amounts for employee deductions and employer contributions in the This Pay Only box. These amounts should be the same those that would have been taken on the regular run.

      If deduction targets exist, the remaining target values reflect the values from the processing of the last payroll. If an employee's earnings are being reversed, the target values will not reflect the reversed amounts unless you have requested to preview the payroll after the reversal was done.

Create Pay Period - Extra Payroll Run Page - Field Information

  • Type of Payroll - The type of payroll run selected. Extra Payroll Run is displayed.

  • Pay Period Number - From the list, select the pay period number for this extra run. The default value in this field is the last processed regular pay run.

    You can change the Pay Period Number to the next pay period number. If you change it, you must also change the Pay Period Ending Date so that the two are synchronized.

  • Pay Period Ending Date - From the list, select the pay period ending date for this extra run. The default value in this field is the last processed regular pay run.

    You can change the Pay Period Ending Date to the next (unprocessed) pay period ending date. If you change it, you must also change the Pay Period Number so that the two are synchronized.

    The ending date is based on your payroll calendar. If you require changes to the Pay Period Ending Date, contact your Service Delivery Team.

The payment date for this pay period in the format DDMMYYYY. This is the date employees can cash their cheques or direct deposits are made to employee bank accounts. This date is taken from your payroll calendar and it can be changed.

Payment Dates are validated. When you submit the payroll for processing, the payment date is checked against the submission date. If any problem exists, Powerpay displays a warning message. Allow three days from submission date to the Payment Date if you require direct deposits.

Select this checkbox to request a Journal Entry report. A Journal Entry report contains all data from the time the last Journal Entry was requested to the present. Typically, you request a Journal Entry either every pay or at the end of the month.

This report reflects your total payables (for example, deductions, contributions and net pay) as credits as well as wages and company expenses by distribution as debits. Generally, it is appropriate to request a journal entry either every pay or at the end of the month.

Defaults - Depending on the instructions you supplied to your Service Delivery Team when your payroll was first set up, the default value of this option is one of the following three states:

  • Check box cleared - Select or clear this field for each payroll you create. If you do not select this checkbox, a journal entry is not produced for this pay period.
  • Check box selected with white background - You receive a journal entry by default unless you clear this checkbox.
  • Check box selected with gray background - You receive a journal entry every pay. You cannot edit this field. If you do not want to receive a journal entry for a particular pay period, contact your Service Delivery Team with those instructions.

Note: On an extra run, permanent earnings and salaries are not automatically generated, so it is possible to request the Journal Entry without activating any payments.

Select this check box to request a Statistics Canada report for this pay. The report contains all data from the time of the last report entry to the entries processed on this pay period. It includes all information required for reporting purposes by Statistics Canada.

If you have been selected to participate in the Statistics Canada Business Payroll Survey, you are required by law to produce the report at the end of every month. You must sign and submit this report to Statistics Canada after receiving it in your payroll package from Ceridian Canada.

Generally, you request a Statistics Canada report on the last pay period of the month. (You must consistently choose either Pay Period Ending Date or the Payment Date when considering which is the last pay of the month).

Note: On an extra run, permanent earnings and salaries are not automatically generated, so it is possible to request this report without activating any payments.

From the list, select the Deductions and Contributions Cycle to apply to this pay period. This cycle represents a group of deductions and contributions that can be applied to a payroll run.

For an Extra Run, the default is This Pay Only. The only cycle descriptions that appear in the list are the cycle descriptions set to display on the Deductions & Contributions Cycle Setup page.

No deductions and contributions are taken on this extra run UNLESS you specify the following settings:

  • Select another cycle that has been set up with the deductions and contributions you want to take.

    OR

  • Set up your required deductions and contributions for This Pay Only on the Deductions & Contributions Cycle page.Closed From the Company menu, select Cycles > Deductions & Contributions Cycle.

    Click the Deductions & Contributions Cycle link to open the Deductions & Contributions Cycle page in a pop-up window to review what deductions and contributions apply to the cycle you have selected for this payroll run (the selected check boxes). All check boxes for the cycle descriptions that display are view only. For more information, see Set up deduction and contribution cycles.

    AND/OR

  • Enter one-time dollar amounts for each employee on the Deductions & Contributions Cycle page.Closed From the Company menu, select Cycles > Deductions & Contributions Cycle.

Select the Cancel all Direct Deposits for this payroll run checkbox to override all employee direct deposits and transfers. All employees then receive cheques for this payroll run. This feature is often used for the following reasons:

  • To produce bonus cheques for employees
  • To pay employees when there is insufficient time to process the payroll before the cheque date

For payrolls with Distributed Delivery enabled, Powerpay displays two options:

  • Cheques delivered to the primary location, (description of location).

  • Cheques delivered to the delivery location as specified on the Compensation tab.Closed From the People menu, select People List > Compensation.

Enter a message to print on employee pay statements for this payroll run (maximum 54 characters).

When it is your last pay of the year (based on your current year's calendar), a Last Pay of Year? option appears. If you anticipate additional Extra Runs for your last run of the year (for example, for Christmas bonuses), select No. Select Yes if this is your company's last payroll run of the year.

After you select Yes, you receive your year-end reports in your payroll package and the employees' year-to-date information (hours, earnings, deductions, contributions) are cleared before the first payroll of the next year is processed.

Select Yes to have employee tax forms (T4, Relevé-1, etc.) produced with your last payroll of the year. Select No if you are not certain your year-to-date values are correct.

If you choose No, tax forms are produced some time in January or February of the following year.

If the last pay of the year contains errors that need to be corrected, contact your Service Delivery Team.

If you selected No for the Last pay of year? option on the last pay of the year, Powerpay displays a First Pay of Year section when you open your first run of the year.

Advisory text indicates that you will receive the year-end reports with this payroll and that the employees' year-to-date information will be cleared prior to the processing of the first pay run of the year. (This action occurs with the first pay run of the year that is submitted - Regular or Extra - whichever is submitted first.)

Note: This section does not appear if you selected Yes for the Last pay of year? option on your final run of the previous year.