PayrollPayroll

The BasicsThe Basics

Payroll is submitted every second Monday to Lee Payroll is submitted every second Monday to Lee Thompson our Controller by 11am, if for any reason you Thompson our Controller by 11am, if for any reason you are unable to meet the 11 am deadline, please contact are unable to meet the 11 am deadline, please contact Lee directly at 726-3558x34.Lee directly at 726-3558x34.

In the case of a statutory holiday, payroll will be In the case of a statutory holiday, payroll will be submitted the Friday prior to the Monday, Lee Thompson submitted the Friday prior to the Monday, Lee Thompson will notify the managers of the date.will notify the managers of the date.

Payroll should not be a consuming task, organization is Payroll should not be a consuming task, organization is essential and using the information provided in the essential and using the information provided in the following slides should help to alleviate time constraints.following slides should help to alleviate time constraints.

Staff should be completing their staff log sheets daily, an Staff should be completing their staff log sheets daily, an example of the sign in sheet will follow.example of the sign in sheet will follow.

In order to complete payroll you will need the staff log In order to complete payroll you will need the staff log sheet and the bonus information. Bonuses must be sheet and the bonus information. Bonuses must be tracked and verified before submitting the payroll tracked and verified before submitting the payroll spreadsheet.spreadsheet.

ConfidentialityConfidentiality

It is imperative that payroll remains It is imperative that payroll remains confidential for all staff.confidential for all staff.

Staff should be discreet about their Staff should be discreet about their personal paycheck and for no reason will personal paycheck and for no reason will the manager share any information the manager share any information regarding other staff members.regarding other staff members.

How is staffing % calculated?How is staffing % calculated?

Staffing % is calculated by taking the Staffing % is calculated by taking the Total Salary Cost for your centre and Total Salary Cost for your centre and dividing it by the Bi-weekly billings for the dividing it by the Bi-weekly billings for the two week period of that payroll.two week period of that payroll.

This is affected by incomplete billings! This is affected by incomplete billings! Make sure to monitor your incompletes Make sure to monitor your incompletes weekly. The Monthly billing deadline weekly. The Monthly billing deadline should be the second deadline. Your should be the second deadline. Your payroll day should be your first deadline.payroll day should be your first deadline.

Payroll TemplatePayroll Template When filling out your payroll template there When filling out your payroll template there

are a number of areas that you must ensure are a number of areas that you must ensure are completed. Begin at the top and work are completed. Begin at the top and work your way down.your way down.

Enter the location and the end date at the top of the Enter the location and the end date at the top of the template template

(the end date is always the Sunday ending the 2 (the end date is always the Sunday ending the 2 week pay period)week pay period)

Ensure that the employee’s names are listed in Ensure that the employee’s names are listed in alphabetical order alphabetical order (Alphabetical order is important for Lee to access (Alphabetical order is important for Lee to access employee info)employee info)

Enter the total hours worked in “Regular Hours”Enter the total hours worked in “Regular Hours”

Ensure the appropriate “Rate” is entered for Ensure the appropriate “Rate” is entered for each employee. (Once this is entered the each employee. (Once this is entered the first time, it will not need to be adjusted until the first time, it will not need to be adjusted until the rate changes, the spreadsheet will just be saved rate changes, the spreadsheet will just be saved with this information.)with this information.)

If a staff has more than one rate of pay enter If a staff has more than one rate of pay enter the hours worked under the “Regular Hours” the hours worked under the “Regular Hours” (@second rate of pay).(@second rate of pay).

Once again ensure the second “Rate” is saved Once again ensure the second “Rate” is saved to the spreadsheet.to the spreadsheet.

Overtime hours ***CLARIFY***Overtime hours ***CLARIFY*** Any new staff completing their initial 2 week Any new staff completing their initial 2 week

training hours or any staff completing further training hours or any staff completing further training, will have those hours allotted to training training, will have those hours allotted to training entered into the “Training” column. These hours entered into the “Training” column. These hours are NOT included in the total “Regular Hours”.are NOT included in the total “Regular Hours”.

The total bonus from the Training and Bonus The total bonus from the Training and Bonus template for each employee will be entered into template for each employee will be entered into the “Bonus$$” column.the “Bonus$$” column.

If a Stat. Holiday falls within the pay period, the If a Stat. Holiday falls within the pay period, the Stat Holiday hours will be entered in “Stat. Stat Holiday hours will be entered in “Stat. Holiday Hours.”4 weeks prior to the holiday.Holiday Hours.”4 weeks prior to the holiday.

The number of hours that the staff would like to The number of hours that the staff would like to be paid out of their accrued vacation pay, can be paid out of their accrued vacation pay, can be entered into “Vacation Pay Hours”. be entered into “Vacation Pay Hours”.

Formula’sFormula’s

Formulas are used to help simplify payroll and Formulas are used to help simplify payroll and help complete it in a timely fashion.help complete it in a timely fashion.

Formulas are used to calculate the Salary Formulas are used to calculate the Salary Cost, Total Bonus, each Bonus Field, Total Cost, Total Bonus, each Bonus Field, Total Hours, Total Salary Cost, and Staff %Hours, Total Salary Cost, and Staff %

*** REMEMBER****** REMEMBER*** These formulas are already entered into your These formulas are already entered into your

spreadsheet, they will not need to be spreadsheet, they will not need to be altered unless specified or imputed unless altered unless specified or imputed unless deleted.deleted.

Salary cost is calculated by adding all hours Salary cost is calculated by adding all hours and bonuses together and multiplying it by 1.14 and bonuses together and multiplying it by 1.14 to include Vacation Pay and Government to include Vacation Pay and Government Inclusions ie CPPInclusions ie CPP

Ie Ie =((b13*c13)+(d13*e13)+(f13*g13)+(i13))*1.14=((b13*c13)+(d13*e13)+(f13*g13)+(i13))*1.14

((Reg Hrs*rate)+(2nd Hrs*rate)+(OT hrs*rate)+(Bonus)+(stat ((Reg Hrs*rate)+(2nd Hrs*rate)+(OT hrs*rate)+(Bonus)+(stat hrs*rate)+ (vac pay))*1.14hrs*rate)+ (vac pay))*1.14

(80hrs*$10)+(10hrs*12hrs)+(0*__)+($50)(80hrs*$10)+(10hrs*12hrs)+(0*__)+($50)

Total Bonus is calculated by adding all the Total Bonus is calculated by adding all the bonus’s together. This can be done in two bonus’s together. This can be done in two ways:ways:

=sum(i13:23)=sum(i13:23) {Select the first bonus (i13) to be included {Select the first bonus (i13) to be included in the total and the last bonus (i23). This will add all in the total and the last bonus (i23). This will add all numbers between and including this numbers together to numbers between and including this numbers together to give you the Total Bonusgive you the Total Bonus

ORORHighlight the rows you want included in your total and Highlight the rows you want included in your total and

then click the sum button located on the toolbar along the then click the sum button located on the toolbar along the top top ΣΣ

INSERT spreadsheet toolbarINSERT spreadsheet toolbar

Total Salary Cost and Total Hours are Total Salary Cost and Total Hours are calculated the same as Total Bonus just using calculated the same as Total Bonus just using the Salary Cost column or Hours column.the Salary Cost column or Hours column.

Total Hours will then be imputed into the Total Hours will then be imputed into the bottom of the sheet by using the formula bottom of the sheet by using the formula =b31 (total hours)=b31 (total hours)

For Bonus Tracking the Bonus for each field ie: For Bonus Tracking the Bonus for each field ie: Footcare, Allergy is calculated by inputting the Footcare, Allergy is calculated by inputting the formula:formula:

Ie: FC bonus Ie: FC bonus : =b9*5: =b9*5 =footcare booking total*$5=footcare booking total*$5

For FC techs: For FC techs: =d9*2=d9*2 =pts seen*$2=pts seen*$2

Bonuses must then be totaled for each Column Bonuses must then be totaled for each Column and each Row (for every employee)and each Row (for every employee)

Using the easy sum method Using the easy sum method Highlight the rows you want included in your total and then Highlight the rows you want included in your total and then

click the sum button located on the toolbar along the top click the sum button located on the toolbar along the top ””Σ”Σ”

Bonus total for each employee Bonus total for each employee =C11+E11+G11+I11+K11+M11+O11=C11+E11+G11+I11+K11+M11+O11

FC booking bonus + FC bonus+ Allergy Bonus + Allergy FC booking bonus + FC bonus+ Allergy Bonus + Allergy Booking bonus + flu shot bonus + Orthotic bonus + FHG Booking bonus + flu shot bonus + Orthotic bonus + FHG bonusbonus

Staffing % is calculated by imputing total salary cost Staffing % is calculated by imputing total salary cost =O31 into cell B40=O31 into cell B40

Then inputting your total bi-weekly billings ie $57000Then inputting your total bi-weekly billings ie $57000%= b40/b41%= b40/b41Staffing % = Total Salary cost/Bi-weekly billingsStaffing % = Total Salary cost/Bi-weekly billings

Training and Bonus Training and Bonus ReportReport

In order to save a lot of time and effort on In order to save a lot of time and effort on Monday morning, it is helpful to track your Monday morning, it is helpful to track your bonuses as the week progresses.bonuses as the week progresses.

By compiling the information needed for payroll By compiling the information needed for payroll on Monday, the only thing that will be required on Monday, the only thing that will be required on the Monday morning will be to add in the on the Monday morning will be to add in the hours and total your bonuses.hours and total your bonuses.

Compiling this information can easily be done Compiling this information can easily be done by simply entering the information into a by simply entering the information into a column in front of your bonus column.column in front of your bonus column.

By typing = #+# etc, you can enter each of the By typing = #+# etc, you can enter each of the bonuses as they occur and have them bonuses as they occur and have them automatically totaled for you.automatically totaled for you.

Using the formula listed below, will calculate Using the formula listed below, will calculate the total bonus for each bonus fieldthe total bonus for each bonus field

Ie: FC bonus Ie: FC bonus : =b9*5: =b9*5 =footcare booking total*$5=footcare booking total*$5

For FC techs: For FC techs: =d9*2=d9*2 =pts seen*$2=pts seen*$2

Once again verify that each column is total and Once again verify that each column is total and each employee has a total bonus (see each employee has a total bonus (see formulas).formulas).

All FC hours should be logged under Footcare All FC hours should be logged under Footcare Hours as well as all training hours.Hours as well as all training hours.

Vacation PayVacation Pay Vacation pay is accrued for the employee and Vacation pay is accrued for the employee and

their total appears on their pay stub.their total appears on their pay stub. An employee can request part or all of their An employee can request part or all of their

vacation pay on any paycheck.vacation pay on any paycheck. If the staff misses a day of work and would like If the staff misses a day of work and would like

that day made up out of their accrued vacation that day made up out of their accrued vacation pay, the number of hours they would like paid pay, the number of hours they would like paid out can be added under this column, provided out can be added under this column, provided the staff has the appropriate funds.the staff has the appropriate funds.

A staff can verify the amount of Vacation Pay A staff can verify the amount of Vacation Pay they have accrued at any time with Lee they have accrued at any time with Lee Thompson.Thompson.

All accrued vacation pay will be paid out on the All accrued vacation pay will be paid out on the last pay period of December unless otherwise last pay period of December unless otherwise requested by the staff member.requested by the staff member.

Stat. Holiday HoursStat. Holiday Hours

If a Stat. Holiday falls within the pay period, the Stat If a Stat. Holiday falls within the pay period, the Stat Holiday hours can be calculated by looking up the Holiday hours can be calculated by looking up the number of hours worked by the employee over the number of hours worked by the employee over the last 4 weeks prior to the holiday and dividing that last 4 weeks prior to the holiday and dividing that total by 20. (refers to 5 days a week over a 4 week total by 20. (refers to 5 days a week over a 4 week period) ie. Staff worked 160 hours in 4 weeks, period) ie. Staff worked 160 hours in 4 weeks, 160/20=8 hrs stat pay.160/20=8 hrs stat pay.

If a staff member works on the Stat. Holiday, the If a staff member works on the Stat. Holiday, the hours worked will be added to the “Regular Hours hours worked will be added to the “Regular Hours column”, and their Stat Holiday hrs will also be column”, and their Stat Holiday hrs will also be calculated and imputed based on the above calculated and imputed based on the above calculation.calculation.

The following are the official Stat. Holidays:The following are the official Stat. Holidays: New Year’s DayNew Year’s Day Good FridayGood Friday Victoria DayVictoria Day Canada DayCanada Day Labour DayLabour Day Thanksgiving DayThanksgiving Day Christmas DayChristmas Day Boxing DayBoxing Day

All other holidays are Civic holidays and staff are All other holidays are Civic holidays and staff are not entitled to pay for these days unless they work not entitled to pay for these days unless they work that day.that day.

Overtime Hours Overtime Hours

The Appletree group of company’s is all The Appletree group of company’s is all associated so the rules for overtime associated so the rules for overtime apply as if the group was one employer.apply as if the group was one employer.

A staff member must obtain PRIOR A staff member must obtain PRIOR approval from their manager before approval from their manager before working any overtime hours. The working any overtime hours. The maximum hours combined at all locations maximum hours combined at all locations cannot exceed 88 hrs in a biweekly cannot exceed 88 hrs in a biweekly period.period.

Secondary Rate of paySecondary Rate of pay

Some staff will be paid two different rates Some staff will be paid two different rates of pay depending on what job they are of pay depending on what job they are doing.doing.

If a staff gets a different rate of pay for a If a staff gets a different rate of pay for a program as opposed to MA’ing, program as opposed to MA’ing,

Training HoursTraining Hours

Any new staff completing their initial 2 Any new staff completing their initial 2 week training hours or any staff week training hours or any staff completing further training, will have completing further training, will have those hours allotted to training entered those hours allotted to training entered into the “Training” column. These hours into the “Training” column. These hours are NOT included in the total “Regular are NOT included in the total “Regular Hours”.Hours”.

Each staff will receive 40hrs of training in Each staff will receive 40hrs of training in their second week of training.their second week of training.

Start and End DatesStart and End Dates

1st day of Work – It is important to document 1st day of Work – It is important to document the first day that new staff as well as existing the first day that new staff as well as existing staff from other centers, work at your center. staff from other centers, work at your center.

Last Day of Employment – It is important to Last Day of Employment – It is important to document the last date worked by any staff document the last date worked by any staff leaving AMG. By entering the end date that leaving AMG. By entering the end date that will notify leave to issue their ROE and pay out will notify leave to issue their ROE and pay out any accrued vacation pay.any accrued vacation pay.

Salary costSalary cost

The total salary cost consists of total The total salary cost consists of total hours, bonuses, vacation pay, CPP and hours, bonuses, vacation pay, CPP and EI.EI.

This is calculated by multiplying the total This is calculated by multiplying the total hours and bonuses by 1.14.hours and bonuses by 1.14.

This directly affects the staffing %, the This directly affects the staffing %, the higher the salary cost,higher the salary cost,

Scheduled hoursScheduled hours

Using your Schedule template to retrieve Using your Schedule template to retrieve the Bi-weekly hours for the pay period, the Bi-weekly hours for the pay period, will allow you to enter the projected will allow you to enter the projected scheduled hours and the actual hours scheduled hours and the actual hours worked by staff. worked by staff.

The variance will also be calculated to The variance will also be calculated to see if staff are working more or less than see if staff are working more or less than their scheduled hours.their scheduled hours.

Bi-weekly billingsBi-weekly billings In order to calculate the staffing percent you will need In order to calculate the staffing percent you will need

to know how much your centre earned over the 2 week to know how much your centre earned over the 2 week pay period. In order to access this information, go to pay period. In order to access this information, go to PPNPPN

ReportsReportsCustomCustom

OptionsOptionsBi-weekly Physician BillingBi-weekly Physician Billing

Search for your location. At the bottom of your Search for your location. At the bottom of your location there will be a total revenue for your centre. location there will be a total revenue for your centre. Take the total amount and subtract, Admin, Allergy and Take the total amount and subtract, Admin, Allergy and Orthotics from this total and you will have your amount Orthotics from this total and you will have your amount for the centres Bi-weekly Billings.for the centres Bi-weekly Billings.

Staffing %Staffing %

It is important to monitor the staffing % at your It is important to monitor the staffing % at your centre to ensure that the total cost expended is centre to ensure that the total cost expended is not disproportionate to the total revenue not disproportionate to the total revenue received.received.

This is why it is measured by dividing staff This is why it is measured by dividing staff costs by total revenue.costs by total revenue.

The higher the staffing costs in relation to the The higher the staffing costs in relation to the billings received, the less funds available to billings received, the less funds available to invest in staffing and the centre.invest in staffing and the centre.

This where monitoring slow periods and This where monitoring slow periods and programs are key to properly managing staffing programs are key to properly managing staffing needs.needs.

Minimum shift Minimum shift ExpectationsExpectations

If a staff is called in to work a shift or is If a staff is called in to work a shift or is sent home from a shift early, we must sent home from a shift early, we must pay them for a minimum of 3 hrs. pay them for a minimum of 3 hrs. Therefore, keep the staff to catch up on Therefore, keep the staff to catch up on admin duties until the 3 hr mark. admin duties until the 3 hr mark.

HAVE A GREAT DAY!HAVE A GREAT DAY!