Checklist for Getting Started

Before You Begin

First, let's gather some info. You'll need these to start running payroll.

• CRA payroll number

  • Your payroll account number contains your nine-digit business number, a two-letter code, and a four-digit reference number. For example: 12345 6789 RP 001. If you don’t have one, you need to register one with the CRA. We do not recommend running payroll without a CRA payroll number. You can find more info here.

• Quebec identification number 

  • This is the number assigned to you after registering for source deductions with Revenu Quebec. You can find your identification number in the Source Deductions and Contributions section in My Account. You can find more info here.

• Completed TD1 forms from all your employees. 
  • Employees must fill out both Federal and Provincial forms for their Province of Employment. You need to keep these forms on file - and we'll need the numbers from these forms when you enter your employees in the system. You can find the latest TD-1 forms here.
• The Chart of Accounts (general ledger codes) from your accounting software. 

  • You'll be able to set up your payroll account to match the account codes you or your bookkeeper uses to track your business finances. If you don't have accounting software, we recommend looking into it. It'll make running your business much easier. Check out the apps we integrate with.

     

Note: If you are moving from another payroll provider part way through the year, you may want to have them send interim ROEs for your employees to avoid manual adjustments to your ROEs later. 

Checklist for Running Payroll

Below is a list of items you will need to set up your account for payroll.  Download the PDF version at the bottom of this page. 

• Documents for Payroll

  • CRA payroll number
  • Employee profile information: addresses, bank details, pay rates, vacation rates, etc.
  • Last payslips from previous payroll service (this will contain your YTD numbers)
  • TD1 forms for employees
  • Provincial EHT rates

• Documents for ePay

  • Business Registration/Incorporation Documents showing your CRA payroll number
  • Void/Cleared Cheque or bank verification letter
  • 2 forms of government-issued photo ID

• Benefits/Deductions Review

  • Speak to your accountant/bookkeeper or benefits provider about the tax implications for any benefits/deductions you use for your employees.
  • Write down what you find out, you will need it later.
  • Calculate your per-pay run premium amount for any premiums paid monthly
    • Example: Health benefits are $100/month and you pay Bi-weekly.  Your per-pay run calculation would be:
      • 100*12=1200/yearly
      • 1200/26=46.15 per pay run

• Accounting Integrations

  • Do you need to add items to the Chart of Accounts in your accounting program that you plan to integrate with payroll?
  • Speak to your accountant/bookkeeper to find out what they want for reporting.
  • Be sure to review your Chart of Accounts in your accounting program to add any accounts you may need.

Next Steps

Now that you have an overview of what's needed to set up your account, you can move on to configuring your company settings. Please follow our guide to Your Company Settings or return to our Easy Getting Started Guide.