Processing Hourly Pay

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Getting started

If your employee is paid on an hourly basis, follow the instructions below. If your employee is paid a

salary, please see the guide entitled “Salary Payroll Processing How To”.

Hourly

Begin by clicking on the “Set Up” menu button and select “New Employee”.

Follow the set up prompts and select “Update Employee” when you are done.

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Fields marked with an asterisk are

required – be sure to complete all

these fields

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This information can be updated at any point simply by selecting “Manage Employee” under the “Set

Up” menu.

To enter hours worked, select “Timesheets” under the “Payroll” menu.

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If you have more than one employee, all employees will appear in timesheet list. Select the appropriate

employee and enter the hours for the week indicated. Regular hours are entered in the first box for

each day and overtime hours are entered in the second box. Total regular and overtime hours for the

week are shown in the Totals column.

You can change the week by using the “Back One Week” or “Forward One Week” buttons at the bottom

of the screen. Once hours for the week are entered, please ensure that you click the “Update

Timesheet” box, this will enter the hours into the database.

Complete the timesheets to correspond with the pay frequency. For example, if your employee is paid

semi-monthly the pay period ending the 15th should have timesheets should be completed with hours

worked beginning on the 1st and ending on the 15th.

Once all hours have been entered in the timesheets, under the “Payroll” menu, click “Run Payroll”.

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Select your employee from the drop-down box and select your payroll closing date.

The payroll closing date is the end of the pay period. Depending on the pay frequency you should

choose a payroll closing date as follows:

Pay frequency Payroll closing date

Weekly Week ending Saturday

Bi-weekly Two-weeks ending Saturday

Semi-weekly 15th or last day of the month

Monthly Last day of the month

Note: if your pay frequency is bi-weekly, you must sync your pay periods with those pre-set by Nanny

Payroll Solutions. The bi-weekly pay period ending dates are as follows for 2013:

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To sync pay periods with Nanny Payroll Solutions, you may have to process a short pay. For example, if

your last pay period ended September 14, when starting with Nanny Payroll Solutions, select September

21 as your pay period closing date. You will pay your employee for one week – do not enter hours into

the timesheet for the week ended September 14. The next pay period you will be on the pre-set bi-

weekly schedule. The bi-weekly pay period ending dates are as follows for 2014:

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If you are paying a bonus or another lump sum amount such as a vacation pay out or retroactive pay,

enter it in the Bonus/Lump Sum box.

Click “Run Payroll”.

After the pay is processed, the pay slip will appear. Review the information. If it is correct, click

“Accept Payroll”. If changes are required, click “Reject” and make the appropriate changes. You can

then re-run the payroll.

Clicking “Accept Payroll” will finalize the pay period – at which point you will not be able to modify

hour/vacation/bonus information. Note that if any errors exist after accepting payroll they will have to

be adjusted in the next payrun.

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Once you have accepted the payroll, all information will be saved and you will see the following

acceptance screen.

To print a payslip go to the “Payroll” menu and select “Reports”.

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Select Employee Pay Slip from the drop-down menu, select your employee, and enter the ending date of

the payroll period. You may select a PDF report format. Click “View Report”.

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The PDF payslip can be printed or saved electronically for future printing or emailing.

The deposit amount shown on the pay slip is the amount to be paid to your employee. It is the

employer’s responsibility to pay this amount directly to the employee.

Payroll Taxes

All employers are responsible for withholding income tax, EI and CPP contributions from their

employee’s pay. As well, an employer must contribute an employer’s portion of EI and CPP. These

amounts are payable to the Receiver General by the 15th of the following month if you are a regular

remitter or every third month if you qualify as a quarterly remitter.

To determine how much the remittance is, select “Reports” under the “Reports” menu.

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From the drop-down select “Source Deduction Remittance Report”. Select your employee and the

period for which you are remitting (e.g. monthly, quarterly).

Click “View Report”.

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Remittances can be made using one of the following methods:

My Payment

My Payment is a payment option that allows you to make payments online, using the Canada Revenue Agency's Web site, from an account at a participating Canadian financial institution. Eligible financial institutions include:

BMO Bank of Montreal (personal accounts only) Scotiabank RBC Royal Bank TD Canada Trust

http://www.cra-arc.gc.ca/esrvc-srvce/tx/mypymnt/menu-eng.html

Links to the above financial institutions can be found under the “Payment” menu.

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Electronically

You may be able to remit your deductions electronically through your financial institution's telephone or Internet banking services.

At your financial institution

You can make your payment at your Canadian financial institution. Complete the remittance form you will receive in the mail and present it with your payment. The financial institution will date stamp the bottom part and return the top part to you as a receipt.

Using the ATM (automated teller machine)

If you use an ATM to send a remittance, allow time for the financial institution to process the transaction. The institution will debit your account when you use the ATM. However, you should allow time for the CRA to receive the remittance. An ATM receipt is not proof of payment by the due date.

By mail

You can mail a cheque or money order payable to the Receiver General to the address listed in your remittance form booklet or on the back of your remittance form. Write your account number on the back of your cheque or money order. Complete and include the bottom part of your remittance form with your payment. Allow sufficient mailing time to ensure that the CRA receives your remittance by the due date.