Record manual payments issued prior to this pay period

A manual entry is to record payments issued through your company to adjust incorrect or missing earnings from previous payrolls.

If the amount paid on the previous payroll was incorrect, the original cheque must be reversed, and then a manual cheque is written for the correct amount. See Reverse any incorrect payments issued prior to this pay period.

Use the Manual page.Closed From the Payroll menu, select Adjustments > Manual. to enter all the hours, earnings, deductions, and contributions used to calculate the amount of a cheque that was issued to an employee.

This correction ensures that:

  • Year-to-date values for all items are updated. This is particularly significant for items that affect Tax Forms (T4s, RL-1s, T4As, RL-2s).
  • All earnings are in the system to create an accurate ROE
  • The employer portion of CPP/QPP and EI (and QPIP if applicable) remittances are adjusted automatically.
  • Remittances can be made to CRA or Revenu Québec, if Ceridian remits on your behalf.
  • If the employee is accruing vacation pay, the employee's vacation accumulator is adjusted.
  • If the employee's Province of Employment is one that imposes a payroll tax, Powerpay calculates the payroll tax on the employee's earnings and taxable benefits, if applicable.
  • All of these totals are incorporated into the current totals that Powerpay displays on payroll preview pages and in final reports.

Note: If the employee has had any tax changes or rate changes (such as a change in province of employment or a change in EI rate) between the time the manual cheque was written and the time the cheque is recorded in Powerpay, advise your Service Delivery Team. Adjustments will be required.

Note: The values you enter for a manual cheque must mirror the values used to calculate the original cheque. If there are any differences, they will have to be examined and corrected.

Enter only dollar amounts for earnings and deductions. For example, if a deduction that is normally calculated as 4 percent of gross pay, calculate the dollar amount that represents 4 percent and enter that dollar amount. Do not enter "4" to represent a percentage. The Manual page is set up so that the dollar amounts balance to zero and no cheque is produced by Powerpay.

If the employee was being paid for hours or earnings with more than one description, or occurring in more than one pay period, enter each item on a different row. If you require more rows, click Save. Powerpay refreshes the page and adds more rows.

Prerequisites

Tasks

  1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.
  2. Navigate to the Manual page.Closed From the Payroll menu, select Adjustments > Manual.

  3. Open the Employee List and select the employee for whom a manual payment was issued.

    The employee's name, employee number, base rate of pay, home department, status, pay type, current province of employment, and current EI category display at the top of the window, and the window populates with those items that pertain specifically to that employee's province or territory and EI category.

  4. Ensure the manual cheque being issued is for the same Province of Employment and EI Category as is displayed on the Compensation tab.Closed From the People menu, select People List > Compensation. for this employee. If this is NOT the case, contact your Service Delivery Team to help you with this procedure and skip the remaining steps for these instructions.
  5. Enter all amounts used to create the manual cheque.

    Note: Calculated amount do not appear on the page until you click Save.

  6. Select the pay period for which the hours or earnings were earned in the Select a pay period field.

  7. (If applicable) Enter garnishment amounts. For additional information, see Enter a one-time garnishment amount.

    Important: Contact your Service Delivery Team for assistance with these entries if Ceridian remits on your behalf.

  8. (optional) Enter the cheque number of the manual cheque in the Company Cheque No. field.
  9. Click Save.
  10. A message displays indicating if your entry is balanced. If the message indicates that the entry is not balanced, adjust the entries and Save again.

Next steps

Before you submit your next payroll, use the Data Verification page.Closed From the Process menu, select Data Verification. to verify data entry in the Manual Payment Totals section.

The amounts recorded for the adjustments are processed along with the data for the next regular payroll run. All deductions, contributions, and accumulator amounts are adjusted.

Note: When you enter a manual cheque, Ceridian Canada adjusts tax, CPP/QPP, and EI (and QPIP) remittance totals for CRA or Revenu Québec as part of the next regular payroll's remittances. Your company should not remit or seek restitution for these amounts if Ceridian remits on your behalf.

Issuing a manual cheque may affect how you pay the selected employee for the current and future pay periods. Example: If you are paying a salaried employee in advance for the employee’s vacation, you may need to place that employee on leave to ensure the employee is not automatically paid this salary on the next regular run. When the employee returns from vacation, you would have to re-activate the employee. Make note of any issues or considerations for future reference.

Important: No pay stub will be produced as a result of a manual entry.

Field Information

Select the type of hours the employee worked. The list items conform to your company's descriptions of hours types.

Note: If the employee is being paid for different types of hours, enter the hours on different lines.

Enter the number of hours the employee worked to two decimal places.

If the hours are to be paid out at a rate different from the employee's permanent rate, enter the rate to three decimal places.

Keep in mind that, with standard overtime or other pre-programmed factors, it is not necessary to enter a rate in this field. Powerpay multiplies the employee's rate by the appropriate factor. Enter a rate in this field only if the employee was paid a rate not programmed in Powerpay.

Note: If the employee's permanent rate of pay is changed on the Permanent Rates, Factors, Earnings page.Closed From the Payroll menu, select Regular Payment > Permanent Rates, Factors, Earnings. or the Compensation tab.Closed From the People menu, select People List > Compensation. during the same pay period as a manual cheque is being entered for that employee, and the manual cheque must use the employee's former hourly rate of pay, enter that rate in the Exception Rate field. For more information, see "An employee's permanent rate of pay has changed" in Manual cheque scenarios.

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.

To cost earnings to a distribution other than the employee's home distribution, select that distribution's code from the list. Your Distribution Summary reflects the earnings to the exception distribution, and your Journal Entry reflects the earnings and company expenses to the exception distribution.

Select the pay period applicable to these hours. This affects the way hours and earnings are allocated for insurance purposes (EI and QPIP, if applicable).

The list contains all previous pay periods, the current pay period, and five future pay periods for the current calendar year. Future year pay periods are not displayed.

Note: This field behaves differently from the For which pay period? field on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. and Employee Timesheet - Second Payment page.Closed From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment. It does NOT automatically populate with the current pay period. You must select a pay period from this list to save this page. If the employee was paid for hours worked in more than one pay period, enter the hours on different lines.

(View-only) Displays the amount calculated for the hours entered on each record after you click the Save button. Hours entered are multiplied by the employee's applicable hourly rate of pay (depending on the hours description) and by the appropriate factor and exception rate (if applicable) to calculate this amount. Do not enter any value in this field.

Displays when the Compensation feature is enabled and set up. The Position field includes a list 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.

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.

If advanced costing is set up, IDs display based on your payroll’s distribution layout.

If advanced costing is not set up, only ID Dept displays.

For payrolls with the compensation feature set up, the ID fields may be linked to a position. When a position is selected, the ID fields associated with that position display as read only. You can enter one-time exceptions for ID fields not associated with a position.

Select the type of dollar-amount earnings to which the employee is entitled. The list items conform to your company's descriptions of dollar-amount earnings.

Note: If the employee is paid for different types of earnings, enter the earnings on different lines.

Enter a dollar amount to two decimal places for the earnings to which this employee is entitled for this earnings description.

To cost earnings to a distribution other than the employee's home distribution, select that distribution's code from the list. Your Distribution Summary reflects the earnings to the exception distribution, and your Journal Entry reflects the earnings and company expenses to the exception distribution.

Select the pay period applicable for these earnings. This affects the way hours and earnings are allocated for insurance purposes (EI and QPIP, if applicable).

The list contains all previous pay periods, the current pay period, and five future pay periods for the current calendar year displayed in descending order Future pay periods are not displayed.

Note: This field behaves differently from the For which pay period? field on the Employee Timesheet page.Closed From the Payroll menu, select Regular Payment > Employee Timesheet. and Employee Timesheet - Second Payment page.Closed From the Payroll menu, select Second Payment > Employee Timesheet - Second Payment. It does NOT automatically populate with the current pay period. You must select a pay period from the list.

If the employee is paid for earnings worked in more than one pay period, enter the earnings on different lines.

Displays when the Compensation feature is enabled and set up. The Position field includes a list 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.

Displays the descriptions of Statutory Deductions based on the selected employee's province of employment.

Enter the dollar amount for each applicable deduction.

Displays the descriptions of all available employee deductions other than Statutory Deductions. The list conforms to your company's descriptions of employee deductions.

Enter the amount for each applicable deduction.

Displays the descriptions of all available contributions the employer makes on the employee's behalf. The list conforms to your company's descriptions of employer contributions.

Enter the dollar amount for each applicable contribution.

If applicable, enter the dollar amount to two decimals of any excess deductions collected for a previous payroll.

Refer to your Employee Register for any outstanding excess deductions on file.

Excess deductions occur when an employee does not have sufficient earnings in a pay period to cover the cost of miscellaneous deductions yet the amounts are marked as "paid". This commonly occurs when the employee is short-paid or when benefits are continued when the employee is on leave.

Displays the descriptions of garnishment types (for example, Support, Federal, or Provincial) if a garnishment is set up for the selected employee.

Enter the dollar amount to be deducted for any applicable garnishment. For additional information, see Enter a one-time garnishment amount.

Enter the dollar amount of the employee's net pay.

Enter your company's cheque number for the manual cheque completed for this employee. This is reflected in your Audit Trail.

Validation is also performed on cheque numbers to prevent recording the same cheque number twice for one employee, or recording the same cheque number for two different employees within the same payroll run. Some companies reuse cheque numbers, therefore, it is permissible to use the same cheque number for different employees in different payroll runs.

(View-only) Displays the total amount earned by adding the values in the Calculated Amount column in the Hours section and the values in the Amount column in the Earnings section.

(View-only) Displays the total amount deducted from Gross Pay by adding the values in the Amount columns in the Government Deductions, Employee Deductions, and Garnishment Deductions sections with the value in the Net Pay field.

Validates the detailed timesheet information. When you click Save, Powerpay displays the following additional information:

  • the earnings calculated from each hours entry in the Calculated Amount field
  • the total gross pay in the Gross Pay field — This is the total of all the positive and negative values from the Calculated Amount fields in the Hours matrix as well as all entries from the Amount fields in the Earnings matrix. This amount is highlighted in red.
  • the total deductions in the Total Deductions (including Net Pay) field — This will be the total of all positive and negative Amounts in the Government Deductions, Employee Deductions, and Garnishees matrices plus the Net Pay field. This amount will be highlighted in red.
  • a message regarding whether the data entered is "in balance" and why it isn't, if applicable

If everything is in order [the amount in the Gross Pay field equals the amount in the Total Deductions (including Net Pay) field and no other warning messages appear], the entry is in balance and can be saved.

If there is an issue with the data entered, follow the instructions in the warning message, then click Save again to revalidate the data.

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