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How do I migrate from my old system to Payroll?

Can I move midway through a payroll year to Payroll?

PaymentEvolution

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Yes! You can move anytime to Payroll. All you need to do is get "year-to-date" data for each of your employees. Most services will compile a report for you giving you this information. Once you have it, login to your Payroll account and enter this information for each employee. 

Here's how:

To enter financial year-to-date (YTD) information, login to your payroll account and navigate to the EMPLOYEES area. Edit the employee you wish to adjust the YTD information for. 

 

There are a number of fields you can add details for. Here's a quick explanation: 

HOURS

  • Regular Hours:  Regular hours paid until the last pay period
  • Overtime Hours @ 1.5: Overtime hours paid until the last pay period (at the 1.5x rate)
  • Doubletime Hours @ 2: Double Time hours paid until the last pay period (at the 2x rate)
  • Other Hours worked:  Any other hours worked until the last pay period

EARNINGS

  • Regular Earnings: Regular earnings paid until the last pay period
  • Overtime Earnings: Overtime earnings paid until the last pay period
  • Doubletime Earnings: Double time earnings paid until the last pay period
  • Other Hrly Earnings: Other hourly earnings paid
  • Statutory Holiday: Statutory Holiday payments until the last pay period
  • Sick Day: Sick day payments until the last pay period
  • Personal Day: Personal day payments until the last pay period
  • Shift Premium: Shift Premiums paid until the last pay period
  • Earnings Advances: Advances paid until the last pay period
  • Other Earnings: Other Earnings paid until the last pay period
  • Other non-taxable: Other Non-taxable amounts paid to the employee
  • Vacation: Taxable vacation pay earned until the last pay period. Vacation balance amounts do not go here.
  • Commission: Total commission paid until the last pay period
  • Bonus: Total bonus paid until the last pay period
  • Retroactive Pay: Total retroactive pay paid

OTHER DEDUCTIONS

  • Company Pension Plan: Total deductions paid to your company pension plan
  • Custom: Any custom deduction rules you've setup will show here. Enter the YTD amounts as appropriate

STATUTORY DEDUCTIONS

  • Federal Tax: Federal Tax withholding until the last pay period
  • Provincial Tax: Provincial Tax withholding until the last pay period (note: if your old system doesn't breakout federal vs provincial taxes, put all of it under federal in the system)
  • EI: EI withholding until the last pay period
  • Canada Pension Plan: CPP withholding until the last pay period
  • Québec Pension Plan: QPP withholding until the last pay period
  • Québec QPIP: Québec Parental Insurance Plan withholding until the last pay period

SUMMARY

  • Insurable Earnings: Total amount of insurable earnings
  • Vacation balance: Total (in dollars) of any vacation earned but not paid out (balance)
  • Total Taxable Gross: Total of gross earnings
  • Total (non-taxable): Total of non-taxable earnings
  • Total Deduction: Total deductions until the last pay period
  • Net Pay: Total Net pay until the last pay period

If you have other amounts not listed above, you can create custom benefits or deductions for your company - please see  http://help.paymentevolution.com/entries/22146957-custom-rules-for-benefits-deductions-and-earnings

Any custom rules you've enabled will show in the Financial YTD tab for each employee - allowing you to enter historical information for those custom rules.

 

**NOTE- the YTD system does not store payrun by payrun data for ROE purposes.  If possible please issue ROEs from your old system with the reason for termination being "changing payroll providers."  If you don't do this please make sure to retain all previous payslip reocrds so you cna manually modify an ROE if necessary.

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