pay@work Year End Guide This guide will provide information regarding what you can expect to see when you open your first payroll of the year in pay@work and instructions for making final changes or adjustments that will impact your tax forms..
This guide is also available in French upon request. Ce guide est disponible en français sur demande. This information contained in this guide was created for instruction and reference purposes. The information contained herein constitutes proprietary and confidential information of ADP Canada. It must not be copied, transmitted or distributed in any form by any means, electronic, mechanical, or other, including photocopy, recording, or any information storage and retrieval system, without the express written permission of ADP Canada. All rights reserved. ADP Canada is not responsible for any technical inaccuracies or typographical errors that may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP Canada may make improvements and/or changes in the product and/or the programs described in this publication at anytime without notice. Should inconsistencies or concerns regarding the content be found, please forward comments to your ADP Canada Client Services Group. "When your people are counting on you, count on us." is a service mark of ADP Canada Co. ADP is a registered trademark of ADP Inc.
The Year End process for all ADP Canada clients is described in detail in the Year End Payroll Manual on this web site or within pay@work in Help. pay@work users are encouraged to use the pay@work Year End Guide for instructions specific to their payroll application. Tax form program modifications will be implemented in November 2010 to comply with CRA and MRQ s legislated tax form changes. The 2010 Year End Payroll Manual posted on this web site will be updated at that time to reflect modifications in reporting for your 2010 tax forms. Major changes to the T4A include, but are not limited to; reporting Retirement Allowances on the T4 instead of the T4A moving from 2 digit to 3 digit box numbers on the T4A reporting certain income in the new T4A Other Information section Details will be communicated closer to that implementation date. ADP is committed to providing unparalleled support for your Yearend processing and reporting needs.
Table of Contents pay@work and the New Calendar Year Action (NCYR)... 1 pay@work and Year End Adjustment Runs... 3 Amended/Cancelled Tax Form period:... 3 pay@work Year End Input Instructions... 4 How to Access the Year End Database... 4 Adding Missing Employees to the Databases... 6 1. How to Add an Employee to the Year End Database ONLY... 6 Updating Employee s Pension Information... 8 Plan Type... 8 Employee Pension Participation... 8 Registered Pension Plan Number... 8 Pension Adjustment (PA)... 9 Employee Transfers... 9 Importing... 9 Updating Dollar Values on Tax Forms... 10 Adjusting Dollar Values on Lump-Sum Payments... 10 Updating Multiple Lump-Sum Payments... 12 Manual Payment Update... 13 Updating Multiple Manual Payment Updates... 14 Previous Payment Reversal... 15 Year-to-Date Adjustments... 15 Request Preview Payroll... 16 Process Payroll... 16 Reviewing your Year End Adjustment Run Output... 17 Updating Insurable Earnings... 17 Financial Reporting Worksheet... 19
pay@work and the New Calendar Year Action (NCYR) Each year, in early December, ADP Canada flags the system to indicate that Year End processing can begin. At that point, any changes in taxation tables/rates/exemptions provided by the government agencies have been programmed by ADP Canada. From that point and up to the end of December, the New Year Process (NCYR) will be triggered in one of two ways: 1. You open up a new pay period schedule for a company code using a Pay Date that is in the next calendar year - or 2. ADP Canada runs a mass NCYR job on the night of the 2nd last business day of the year to trigger the Year End process for any clients who have not already opened a new pay period as in (a.) above. Once that New Year process is run, the following updates are applied to pay@work: Your Year End pay@work database is created from a copy of your Current database. This Year End database is used for any updates, changes or adjustments required for the production of tax forms for the tax year you just completed. ADP Canada provides special Year End Adjustment Runs for processing these entries. A pay period schedule for Year End entries is also automatically opened. The regular Current database is updated as follows: 1) Employees with a terminated status will be reviewed to determine if they should be removed from the database: a) If the termination was the result of a transfer in Business Number (BN) or Province change, the terminated record will be deleted. b) If the termination was the result of a transfer in Business Number (BN) or Province change, the terminated record will be deleted. c) If two new year processes have passed since the termination, the employee file will be deleted. 2) Employee information is updated as follows: a) On the Data Entry > Taxes > Basic Tax Information i) Federal Tax Exemption field is updated for all employees as follows: If field = blank: No change If field = one of the six standard exemptions: The field is updated to the New Year s corresponding value All other values are left unchanged; you must obtain a new TD1 and update the field accordingly ii) Provincial Tax Exemption field is updated for all employees except those with Province of Employment = QC (Quebec): If field = blank; no change If field = one of the six standard exemptions for that province, the field is updated to the New Year s corresponding value All other values are left unchanged; you must obtain a new provincial TD1 and update the field accordingly iii) Provincial Tax Exemption field is updated for all employees with Province of Employment = QC (Quebec): If field = blank; no change If field = not blank; the exemption value is recalculated and updated based on new Quebec calculation formula Page 1
b) On the Data Entry > Taxes > Other Reductions and Credits, the following fields will be cleared: i) Fed. Deduction District Taxation ii) Que. Other Annual Tax Deduction iii) Other Tax Credits - Federal iv) Other Tax Credits - Provincial Please Note: all automatic changes mentioned above are also processed on the same pay period on the payroll system to ensure that both your pay@work database and the payroll system are synchronized. These automatic changes will not appear on the pay@work report called Employee Changes Report or on your preview reports called Transaction Proof Report or Payroll Entries Report. Employees are required to provide a new approval letter to their employer annually for tax reduction fields. At that time, submit the new approved value to these fields. The following fields retain their value into the new year: Fed. Tax Prescribed Area Fed. Pension Income/Education Amount 3) On the Pay Cycle > Company Information link and the Data Entry > Pay Period Schedule page, the literals First Pay of the Year will appear until the first Process Payroll has been run for the company. Important Note: For those companies processing their first payroll of the new year in early December, please ensure that you do not PROCESS PAYROLL until the system has been fully prepared for the new tax year. Refer to the Year End Procedures Guide for that first available date for processing or contact your ADP Canada Client Services Group. 4) The next time you login to pay@work, you will have access to the Year End Database to process any changes or adjustments to your Tax Form files: A Year End Tab will now appear on both the Pay Cycle page and the main menu page in the top right corner of your screen. You will also see the menu option Year End under the Utilities menu. These access points to the Year End Database will remain visible until early-december of the following year, allowing you to key any changes or adjustments you have to your employees Tax Form data. Refer to the section called pay@work and Year End Adjustment Runs for new performance since the introduction of Amended/Cancelled Tax Form Runs. Page 2
pay@work and Year End Adjustment Runs By the last business day of December, all pay@work users will have visibility to the Year End tab/menu item. You will notice that only menu items used for Year End are available. The Year End tab provides access to your Year End pay@work database, allowing you to make entries to employees stored payroll masterfile prior to the production of tax forms. In preparation for the February tax filing, Year End Adjustment Runs are processed daily from the first week in January to late February (refer to the Year End Procedures Guide for the exact date range). You can key any changes or adjustments for those special runs by using the screens available through the Year End tab/menu item. The screens look much like your regular payroll screens except the background is green-coloured. Some additional fields unique to Year End input may also appear; for example the employee Pension Adjustment (PA) field. Once you have completed your Year End changes and adjustments, you can Request Preview Payroll within your Year End database. The reports produced in your Year End preview will provide edits based on your stored payroll masterfile, ignoring any entries submitted for your Current payroll. When you are satisfied with the accuracy of your Year End preview reports, you can then Process Final Payroll through the Year End tab. Your Year End changes and adjustments will be processed with the next daily Year End Adjustment Run. Please Note: even though the Year-end tab is visible in December, you must not select PROCESS FINAL PAYROLL more than once prior to the processing date of the first Year-end Adjustment Run in early January. Refer to your Year-end Procedures Guide for that date. Please Note: Entries processed in the Year-end Adjustment runs do not automatically update the same fields on your Current payroll masterfile. If required, those changes must also be submitted with a regular payroll run. Amended/Cancelled Tax Form period: After ADP s tax form filing deadline in late February, additional Year End Adjustment runs and Amended Tax Form productions can be arranged through your Client Service group, allowing ADP s electronic filing clients to amend or cancel tax forms from ADP s February xml filing. Monthly amended/cancelled tax form productions are available from March through November each year. Daily Year End Adjustment runs will continue to be processed automatically until the end of February. From March to the end of November, a message will generate when you request Process Payroll in the Year End database, advising you to contact ADP to request a Year End Adjustment run be processed for your company. Tax Form productions during the amended/cancelled period (late February to end of November) must be requested by contacting ADP Canada. The Year End tab/menu option will disappear in early December 2010 as part of the preparation for the new year s tax form filing. From that point until the second last business day of December, the Year End database access points will not be visible again until you open a payroll schedule for your first payroll of the new tax year. For those payrolls that have not yet opened their 1st pay of the new year by the 2nd last business day of December, ADP will run the new year process automatically. All pay@work clients will then have visibility to the Year End tab/ menu by Dec 31st. Page 3
Please Note: Prior to December 31st, Year End previews should not be requested until the day after your first pay of the new year has been processed on the system. Any previews requested prior to that will not reflect accurate information. Starting December 2010, the Year End tab and menu option will also display the tax year it relates to. pay@work Year End Input Instructions How to Access the Year End Database There are three ways to access the Year End Database: 1) Click on Year End in the red Company Information line found on the Pay Cycle page. 2) Click on the icon Year End located in the upper right hand corner of the Home page. 3) Click on Utilities on the red menu bar. Year End is available within that menu list. All Year End screens display with a green background. Updating Personal Information You may need to correct personal information for an employee prior to the Tax Form Production Run. The process is the same as during the year, with the exception that any changes made after you have processed your Final Payroll Run of the year must be entered through the Year End Tab/menu option. Changes processed in the Year End Adjustment Runs do not automatically update the same fields on your New Year s Current Payroll Masterfile. If required, those changes must also be submitted with a regular Payroll Run with a New Year date. The fields mentioned below may require amending in the Current Masterfile, if the values on file as of the last Payroll of the year are not correct for the New Year. The fields mentioned below may require amending if the values on file, as of the last pay of the year, are incorrect. Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on >Person Page 4
4 Click on Personal Information For changes to: SIN (Social Insurance Number) First Name Last Name Street, City, Province/State, Postal/Zip Code Birth Date* Province of Residence Province of Employment* (linked to Transfer an Employee task) Note: First Name, Last Name and Street address are all required fields for tax forms. Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on >Taxes 4 Click on Basic Tax Information For changes to: CCRA BN/MRQ ID* Ont. Emp. Health Tax No.* Linked to the Transfer an Employee task Please Note: Contact your ADP Canada Client Services Group to discuss any changes you need to make to these fields, because they may impact Statutory Deduction Calculations and/or Accumulations. Page 5
Adding Missing Employees to the Databases Within pay@work, there are two distinct master files (databases); the Current and the Year End. Entries made to one database do not automatically update the other. Should you receive new hire information after you have completed your final pay of the year for an employee who should have been paid on that last pay of the year, special instructions must be followed to update pay@work. The following instructions outline the steps needed to: 1) add an employee to the Year-End master file/database only (the employee is not also required in the new year s masterfile) 2) add an employee to the current master file/database and copy it into the Year-End master file/database. 1. How to Add an Employee to the Year End Database ONLY If the New Hire information is required only for the Year End Tax Form Production Run (that is, the employee will not be paid in the New Year), follow these steps: Step Action 1 Access the Year-End database 2 Click on Tasks 3 Click on >Person 4 Click on Hire a Person Result: A blank employee information screen appears. Click on each field and enter the appropriate information. Important Note: All mandatory fields on the form are marked with an asterisk symbol (*) and bolded. If mandatory fields are left blank or if the information is entered incorrectly, an error message appears when trying to move forward through the application. 5 Once all required information has been entered, click on the Finish button Result: The notice Hire a Person Task Completed Successfully for xxx displays at the top of your screen. 6 Refer to Year-end Updating Dollar Values on Tax Forms for instructions for updating any financial information. For Performance Pack only: In the Year End Database, the Hire a Person task will only reflect Payroll fields. There is no link to the people@work Database. Use the Current Database to hire the employee to people@work only. Page 6
2. How to Add an Employee to the Current Database AND Copy to Year End Database After your payroll has been split into the Current and Year-end masterfile/database, special instructions must be followed to hire a new employee if the data is required for both databases. This would be necessary if a tax form update is necessary and the employee will continue to be paid into the new year. The following steps outline how to hire the new employee in your Current database and then copy the employee information from the Current to the Year-End master file/ database. Using this method of transfer ensures that both master files /databases contain the same information. Once the new employee is set up in both the Current and Year-end masterfile, you will need to update any financial data on a Year-end Adjustment Run (for example a manual cheque issued) to ensure that the tax form produced includes those amounts. Remember: Statutory deductions updated on a Year End Adjustment Run are not remitted to government tax agencies by ADP Canada. You are responsible for remitting those amounts before the established remittance deadline, order to avoid penalties. Step Action 1 Ensure you are in the Current year s screens (background is not green) 2 Click on Tasks 3 Click on > Person 4 Click on Hire a Person. Result: A blank employee information screen appears Click on each field and enter the appropriate information. Important Note: All mandatory fields on the form are marked with an asterisk symbol (*) and bolded. If mandatory fields are left blank or if the information is entered incorrectly, an error message appears when trying to move forward through the program. 5 Once all required information has been entered click on the Finish button Result: The notice Hire a Person Task Completed Successfully for xxx displays at the top of your screen. 6 Click on the Copy employee to Year-End link. This will ensure the employee is also updated to your Year End database. This link is only available until late March. After that time, new employees must also be added to the year-end database through the Hire a Person task in within the year-end database (the green screens). Page 7
Updating Employee s Pension Information Employers providing Registered Company Pension Plans or Deferred Profit Sharing Plans to their employees must ensure that each employee has the necessary information in their payroll masterfile for tax form purposes. Refer to the Year-end Payroll Manual for more details on the requirements for each of the following fields: Pension Plan Type (ERPT) Employee Pension Plan Participation Indicator (ERPC) Registered Plan Numbers (ERPN or DPSP) Pension Adjustment (PA) amounts (EPAD) Step Action Selecting an Employee s Record 1 Access the Year-End database (background on the screens will appear green) 2 Click on the Data Entry (tip: found on the red menu bar) 3 Select > Employment 4 Select Pension Plan Information All values entered on this page are processed as changes (enter replacement values). Plan Type This field reflects the correct type of retirement the employee participates in. The type of plan impacts how the system may calculate and report the employee s Pension Adjustment value. Employee Pension Participation This field reflects whether the employee is a contributory or non-contributory member of the pension plan. This field is critical for non-contributory pension members as it tells the system to print the Pension Registration Number and Pension Adjustment value on the employee s tax form. Registered Pension Plan Number If your company has multiple pension plans, you may need to populate the plan number fields with the appropriate 7 digit number. Companies having one pension plan can have that registration number recorded on your company payroll set-up, eliminating the need to record it in each individual employee s record. All pension members (contributory or non-contributory) must have the registration number displayed on their tax forms Page 8
Pension Adjustment (PA) All members of a Registered Pension Plan (RPP) or Deferred Profit Sharing Plan (DPSP) must have a Pension Adjustment reported on their tax form Employees participating in a Defined Benefit Pension Plan must have this value submitted via the Year-end Adjustment Run. Members of Defined Contribution plans (Money Purchase) or Deferred Profit Sharing plans must also have a Pension Adjustment reported. It can either be calculated automatically by ADP Canada or you can advise the over-ride value in this field. Amounts submitted to this field in the Year-end Adjustment Run will always over-ride any system calculation for this field. Once submitted on a year-end screen, the value in the Pension Adjustment is displayed throughout the year end period. This value does not clear with each subsequent Year-end Adjustment Run. Consult with your ADP Canada Client Services Group if you require more information. Please Note: Pension Adjustments amounts cannot be corrected by adding positive or negative entries to existing values. Replacement amounts should be entered as whole dollar amount. Employee Transfers If necessary, employees can be transferred to a different branch, department or employee number within the same company code. You cannot transfer an employee between company codes in your Year-end database. Importing You may wish to import data that impacts your employee tax forms into your pay@work Year-end database. The Pension Adjustment (PA) values or taxable benefit adjustments are examples. Follow the same importing process as you do during the year to import data, carefully observing any field limitations imposed by the import process. More information is available in pay@work Help (search on Import ). Please Note: At this time, there is no facility for importing Employee Options. You should use the Task called Employee Option Maintenance for changes to those fields. Page 9
Updating Dollar Values on Tax Forms ADP Canada provides you with a test run of tax forms with your final pay of the year. The test tax forms are produced using the totals and field values on file. This allows you to balance the totals printed on your test tax forms to your General Ledger, government remittance receipts, and other Payroll Reports, helping you ensure that all payroll related values have been updated to employees payroll files as required. If you produce a manual cheque on your final pay of the year, discover a missing amount that was overlooked during the year or have any final adjustments to earnings (taxable benefits) or deductions, you will need to update those values on a Year-end Adjustment Run. This will ensure they are included in your stored payroll masterfile prior to your final Tax Form production. pay@work offers 4 options under the Year-end menu item Data Entry > Updates where adjustments can be processed to earnings and/or deductions. 1) Lump-Sum Update 2) Manual Payment Update 3) Previous Payment Reversal 4) Year-to-Date Adjustments The Lump Sum Update screen should be used when making adjustments that relate to amounts that are subject to lump sum tax calculations Taxes updated on that screen are flagged as lump sum taxes for tax form reporting purposes. The other three screens are similar in nature during the year-end period. Regardless of which screen you use, at year-end the remitting field available on the deduction page is greyed out and is pre-set to the value Do not remit amounts. Any statutory remittances resulting from these updates at year-end must be remitted by your company by the required remittance deadline to avoid late remittance penalties. Remember: adjustments processed on the Year-end Adjustment Runs do not impact any accrual calculations set up on your current payroll masterfile for the New year. For example, you may be required to manually update your vacation accrual field in the New year if you adjusted a vacationable earnings at year-end. Contact your ADP Canada Client Services Group for more information. Adjusting Dollar Values on Lump-Sum Payments Certain payments such as retiring allowances must have taxes calculated at a different rate than regular payments. Those lump sum taxes must be updated separately on the payroll system to ensure they are reported and taxed properly During the year, if the payment and the associated taxes are calculated by the payroll system, that lump sum tax accumulation is automatic. You will see the lump sum Federal Tax on the EMPLOYEE STATUS REPORT in the DC column of the Federal Tax deduction (deduction #04). For Quebec employees, the lump sum Quebec tax deduction will be displayed in the DC column of the Quebec provincial tax deduction (deduction #05). To ensure that the payroll system will update the lump sum tax field(s) properly for any manual update, you must use the Lump Sum Update screen in pay@work. This page must not be used to update earnings that are not considered subject to lump sum taxation rates. Please Note: Updates to Quebec Pay in Lieu of Notice earnings must not be submitted on this screen. Doing so would result in errors on your tax forms. Refer to your ADP Canada Client Services Group for more information on special input requirements for this type of termination payment. Page 10
Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on > Updates 4 Click on > Lump Sum Update 5 Click on Earnings Select the employee and earnings code. Enter the lump sum earnings dollar amount. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount 6 Click on the link to Deductions 7 Notice the field where you normally select Remit amounts or Do not remit amounts is unavailable and is pre-set to Do not remit amounts. This is a reminder that values updated on a Year-end Adjustment Run will not be remitted by ADP Canada; you must remit any required amounts to the respective governments by their respective remittance deadlines to avoid fines and penalties. Select the Deduction Code (04 Federal Tax or 05 Provincial tax) and enter the lump sum tax amount. Deduction 05 Provincial Tax is used for Quebec employees only. Notice other deductions are not available in the selection list. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount 8 Click on Save. Page 11
Updating Multiple Lump-Sum Payments Should you have more than one lump sum payment to update for the same employee and you wish to see each payment displayed separately on your PAYROLL REGISTER for audit purposes, proceed as follows: Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on > Updates 4 Click on > Lump Sum Update 5 Click on Earnings Select the employee and earnings code. Enter the lump sum earnings dollar amount. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount 6 Click on the link to Deductions 7 Notice the field where you normally select Remit amounts or Do not remit amounts is unavailable and is pre-set to Do not remit amounts. This is a reminder that values updated on a Year-end Adjustment Run will not be remitted by ADP Canada: you must remit any required amounts to the respective governments. Select the Deduction Code (04 Federal Tax or 05 Provincial tax) and enter the lump sum tax amount. Deduction 05 Provincial Tax is used for Quebec employees only. Notice other deductions are not available in the selection list. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount 8 Click on Save. This saves the previous payment and refreshes the page for the next payment. 9 Click on the New Payment button. 10 Repeat steps 5 & 6 above to update the lump sum earnings and associated taxes. Your PAYROLL REGISTER will display each payment separately, allowing you to verify the Lump Sum Update back to your company cheque stub. Page 12
Manual Payment Update The Manual Payment Update screen can be used to update earnings (including taxable benefits) that do not relate to Lump Sum reportable earnings. It is also used to update deductions (except taxes deducted from lump sum reportable earnings). Values entered can be either positive (increases the year-to-date value for the employee) or negative (decreases the yearto-date value for the employee). Taxes updated on this screen will not be recorded as Lump Sum taxes. Please Note: You should remember that, as with any Adjustment processed on a Year End Adjustment Run, statutory deductions and employer contributions will not be remitted to the respective government agencies by ADP Canada. It is your responsibility to pay any required remittances to the respective government agencies by the required remittance deadlines, in order to avoid fines and penalties. Year End updates to Quebec Pay In Lieu of Notice can be submitted on this screen. Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on > Updates 4 Click on > Manual Payment Update 5 Click on Earnings Select the employee and earnings code. Enter the earnings dollar amount. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount 6 If required, click on the link to Deductions 7 Notice the field where you normally select Remit amounts or Do not remit amounts is unavailable and is pre-set to Do not remit amounts. This is a reminder that values updated on a Year-end Adjustment Run will not be remitted by ADP Canada: you must remit any required amounts to the respective governments by their respective remittance deadlines to avoid fines and penalties. Select the Deduction Code from the selection list and enter the deduction amount. Reminder: The system assumes that all entries are positive unless a negative sign (-) is placed in front of the dollar amount Page 13
8 Click on Save. 9 To update additional deductions, click on New on the bottom bar. Your screen is refreshed but remains set at the same payment number. Select the Deduction Code from the selection list and enter the deduction amount. Repeat steps 8 & 9 until all deductions for that payment number have been updated. Updating Multiple Manual Payment Updates Should you have more than one manual payment to update for the same employee and you wish to see each payment displayed separately on your PAYROLL REGISTER for audit purposes, proceed as follows: Step Action 1 Access the Year-End database 2 Click on Data Entry 3 Click on > Updates 4 Click on > Manual Payment Update 5 Click on Earnings Select the employee and earnings code. Enter the earnings dollar amount. 6 If required, click on the link to Deductions 7 Notice the field where you normally select Remit amounts or Do not remit amounts is unavailable and is pre-set to Do not remit amounts. This is a reminder that values updated on a Year-end Adjustment Run will not be remitted by ADP Canada: you must remit any required amounts to the respective governments by their respective remittance deadlines to avoid fines and penalties. Select the Deduction Code from the selection list and enter the deduction amount. 8 Click on Save. Page 14
9 To update additional deductions, click on New on the bottom bar. Your screen is refreshed but remains set at the same payment number. Select the Deduction Code from the selection list and enter the deduction amount. Repeat steps 8 & 9 until all deductions for that payment number have been updated. 10 Click on Save. This saves the previous payment and refreshes the page for the next payment. 11 Click on the New Payment button. 12 Repeat steps 5 to 9 above to update the earnings and associated deductions for the additional manual payment. Your PAYROLL REGISTER will display each payment separately for audit purposes. Previous Payment Reversal The Previous Payment Reversal screen can be used to update earnings (including taxable benefits) that do not relate to Lump Sum reportable earnings. It is also used to update deductions (except taxes deducted from lump sum reportable earnings). Values entered can be either positive (increases the year-to-date value for the employee) or negative (decreases the year-to-date value for the employee). Refer to the Manual Payment Update screen for input instructions as both screens perform the same way. Taxes updated on this screen will not be recorded as Lump Sum taxes. As with any adjustment processed on a Year-end Adjustment Run, statutory deductions and employer contributions will not be remitted to the respective government agencies by ADP Canada. You must forward any required remittances to the respective government agencies by the required remittance deadlines to avoid fines and penalties. Refer to the Manual Payment Update screen for input instructions as this screen performs the same way at year-end. Year-to-Date Adjustments The Year-to-date Adjustments screen can be used to update earnings (including taxable benefits) that do not relate to Lump Sum reportable earnings. It is also used to update deductions (except taxes deducted from lump sum reportable earnings). Values entered can be either positive (increases the year-to-date value for the employee) or negative (decreases the year-to-date value for the employee). When working in the Current database (not the year-end screens), the value selected in the Remit amounts or Do not remit amounts field must be selected on each page with values entered. At year-end, this field is pre-set to Do not remit amounts. As with any adjustment processed on a Year-end Adjustment Run, statutory deductions and employer contributions will not be remitted to the respective government agencies by ADP Canada. You must forward any required remittances to the respective government agencies by the required remittance deadlines to avoid fines and penalties. Page 15
Refer to the Manual Payment Update screen for input instructions as this screen performs in much the same way at yearend. Unlike other adjustment screens, you cannot produce multiple payments through this screen: all amounts updated here will be displayed as one payment on the Payroll Register. Taxes updated on this screen will not be recorded as Lump Sum taxes. Request Preview Payroll Adjustments and changes keyed on the Year-end screens should be previewed for accuracy in much the same way you preview your payroll entries during the year. Any preview requests submitted in your pay@work Year-end database (on the green coloured screens) during the year-end period will be edited against your Year-end payroll masterfile. Your TRANSACTION PROOF REPORT or PAYROLL ENTRIES REPORT produced with that edit request should be thoroughly reviewed for accuracy. These reports may provide warning and error messages if mandatory tax form information is missing from an employee s file. An employee with a missing Social Insurance Number or missing address field is an example of fields that will provide a warning message on these edit reports. Employees with default values in their address field (PLEASE PROVIDE ADDRESS or VEUILLEZ FOURNIR ADRESSE) will also have warning messages displayed to assist you in identifying employees with inaccurate address information prior to tax form filing. While in your Year-end database (green coloured screens), use either the Request Preview Payroll button on the pay@work Main Menu page or the menu option Tasks > Payroll Cycle > Preview Payroll to request these edits reports. Prior to Dec 31 st, year-end previews should not be requested until the day after your first pay of the new year has been processed on the system. Requesting a preview too early will produce inaccurate preview reports. Process Payroll Once you are satisfied with the accuracy of the year-end entries you keyed, you can submit the request to Process Payroll in much the same way you do during the year. While in your Year-end database (green coloured screens), use either the Process Final Payroll button on the pay@work Main Menu page or the menu option Tasks > Payroll Cycle > Process Payroll. Please Note: Even though the Year End Tab is visible in December, you must NOT select PROCESS FINAL PAYROLL more than once prior to the processing date of the first Year End Adjustment Run in early January. Doing so will result in lost data. Refer to your Year End Procedures Guide for that date. During the initial year-end period (January to late February), your year-end changes and adjustments will be processed with the next daily Year-end Adjustment Run. Once the late February deadline has passed and ADP Canada submits the electronic filing of tax forms to CRA and MRQ, any subsequent Year-end Adjustment Runs would impact the Amended/Cancelled Tax Form productions that can be run monthly from the end of March to the end of November. After ADP s tax form filing deadline in late February, additional Year-end Adjustment runs and Amended Tax Form productions can be arranged through your Client Service group, allowing ADP s electronic filing clients to amend or cancel tax forms from ADP s February xml filing. Monthly amended/cancelled tax form productions are available from March through November each year. Page 16
Daily Year-end Adjustment runs will continue to be processed automatically until the end of February. From March to the end of November, a message will generate when you request Process Payroll in the Year-end database, advising you to contact ADP to request a Year-end Adjustment run be processed for your company. Reviewing your Year End Adjustment Run Output Following the production of your Year-end Adjustment Run, output reports are available in Reports On Internet (ROI) for your review. They include: Daily Update Report Payroll Entries Report or Transaction Proof Report Payroll Register Totals Recap Report Totals Report In addition, you may find data or reports in the following if you requested them with your Year-end Adjustment Run: Custom Files (optional files that contain data) Expanded Custom Reports (optional customized reports) While in your Year-end database (green coloured screens), use either the View Payroll Reports button on the pay@work Main Menu page or the menu option Tasks > Payroll Cycle > View Payroll Reports. The reports are available in the folder YE Adjustment Runs. Output from the Year-end Tax Forms Trial Runs, if you requested that we run it, is also available on Reports On Internet (ROI) in the folder YE Tax Forms Trial Runs. Refer to the Year-end Payroll Manual for detailed information on how to balance and review the output provided in that special test run of tax forms. These value-added tools are a critical part of your year-end process ensuring your final tax forms will be produced with complete and accurate information prior to submission to the government agencies. Updating Insurable Earnings Insurable earnings updated on the Year-end Adjustment Runs do not automatically update the employee s ROE records displayed on your ROE INFORMATION REPORT. To ensure your employee s ROE records are accurate on the system, the pay period insurable earnings fields must be updated on a subsequent Current Year s payroll production. The following instructions relate to active employees who have not yet received an ROE. Clients who use ADP s ROE Direct Filing feature may have employees who have already received an ROE. Any adjustments to insurable earnings would require an amended ROE be produced. Step Action 1 Access the Current Year database (not the green screens) 2 Click on Data Entry Page 17
3 Click on > Record of Employment (ROE) 4 Click on > EI History Update 5 Click on Previous Year At the top of the page, the screen will display Update EI History for the Previous Year: YYYY 6 Enter the EI Pay Period Number you wish to update. 7 Check one of the boxes: Replace: check this box when the value entered replaces the value previously displayed for that pay period Increase: check this box when the value entered increases the value previously displayed for that pay period. Decrease: check this box when the value entered reduces the value previously displayed for that pay period. Enter the insurable dollar amount. 8 If the update also had insurable hours, complete the row for the insurable hours in the same way as dollars were updated in step 7. Employees hired on pay@work on the first pay of the New Year who received a manual cheque that related to the final pay of the previous year may require additional entries to ensure their ROE insurable information is accurate. Review the payperiod detail displayed on the ROE INFORMATION REPORT for accuracy. Contact your ADP Canada Client Services Group for assistance if the insurable data is not allocated to the correct pay period. Page 18
Financial Reporting Worksheet Following the processing of each Year-end Adjustment Runs, Clients using Financial Reporting Worksheet will have their financial totals uploaded to the Financial Reporting database. Reports can be produced in your year-end database accessing data processed in those runs. Step Action 1 Access the Year-end database (green screens) 2 Click on Reports 3 Click on > Query Tools 4 Click on Financial Reporting Worksheet 5 Complete the fields to build your report as usual. 6 Click on Next. The Payroll Run Type check box is pre-set to Year End Adj. Regular and Special payroll runs types are not available for selection. 7 Click on Select Data (Optional). The check box Non-Remit is the only available option under Payment Adjustments as all financial entries processed on your Year-end Adjustment Runs are processed as nonremitting. Data uploaded from those Year-end Adjustment Runs is also available at any time during the year while working in your Current database by selecting the Payroll Run Type Year End Adj. Page 19