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Although the functions are inherently the same, some processes are slightly different. In this section, we highlight the changes that you may find in common payroll actions.
Adding employees/contractors
Helpful link(s)
In QuickBooks Online Advanced Payroll, you can add employees and contractors in the dashboard. In Wagepoint, you need to navigate to Employees > Employees tab, click "Add new employee" and follow the subsequent instructions. See the following links for more information on how to set up and manage your workers: Employees | Contractors
Direct deposit — adding multiple bank accounts
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In QuickBooks Online Advanced Payroll, employees can add up to two (2) bank accounts if they want to allocate their pay cheque to multiple accounts. In Wagepoint, employees can add up to four (4) bank accounts. The bank account with the highest priority will follow the entered rules, then move on to the next priority account. For example: If the first priority account allocates 50% to savings, then the second priority account needs to pull 100% of the remaining balance.
Inviting employees to access their paystubs and year-end reports via the online employee portal
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Unlike QuickBooks Online Advanced Payroll, new employees are not required to provide an email in order to access the employee portal. Instead, Wagepoint sends an email invitation that provides the new employee with a system-generated user ID — along with the password that they’ll need to create, this all the employee needs to sign in.
Note: E-mail invitations can only be sent when an e-mail address has been provided for the employee. If you don't have an e-mail address, you will need to provide the employee with their login details manually, using the information from the Settings > User Accounts tab.
Entering year-to-date (YTD) amounts
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Employees: Enter year-to-date (YTD) amounts
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Contractors: Enter year-to-date (YTD) amounts
Unless it’s your first payroll of the year or the first time you’ve ever run payroll for your business, you need to enter any year-to-date information you have before you run your first payroll in Wagepoint. This includes all wages paid to employees and contractors, as well as all taxes withheld and paid to each tax authority to-date.
In QuickBooks Online Advanced Payroll, the way to enter YTD amounts can be triggered by a Yes/No question that shows up when you add a new employee or contractor. In Wagepoint, you can navigate to the employee's or contractor’s YTD amounts tab.
Not entering this data in the YTD amounts tab for each employee before running payroll will result in an additional $10 fee per employee affected.
NOTE: You WILL NOT have to provide this information as your historical payroll data will be saved in your Wagepoint account.
Running payroll
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Please note that payroll takes some time to process from the time you click “Confirm” to the time the money hits your employee’s bank account.
If you are paying employees by direct deposit, you need to process payroll by 12 pm ET three (3) business days prior to the desired pay date.
Method of payment — direct deposit
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When you’re running payroll, Wagepoint will only indicate if a worker is set up for direct deposit via a green checkmark. If they are not, you’ll need to manually add the worker’s bank account details for direct deposit or pay them using paper cheques.
Mapping your Chart of Accounts
In Wagepoint, the Chart of Accounts mapping information is organized into the same expandable sections as QuickBooks Online Advanced Payroll. If any information is missing, an orange (!) icon will show up next to the tab. To map your accounts, scroll down to the appropriate section and assign the account. Note: Your current mapping will be reflected in Wagepoint.
Additionally, our QuickBooks Online integration has an automatic sync function that lets you instantly create posting journal entries in QuickBooks Online every time a payroll is finalized in Wagepoint. To turn on this feature, automatic sync must be enabled within the QuickBooks Online add-on tab. Note: You can still manually export this information if this is your preference.
If you export payroll data as journal information, you’ll see two separate journal entries for each pay run:
Journal Entry 1
Syncs to your QuickBooks Online account on the day payroll is run.
Debits the clearing accounts and credits the bank account.
Journal Entry 2
Syncs to your QuickBooks Online account on the pay date.
Credits the clearing account debits expenses and liabilities.
Generating Reports
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Full list of standard payroll reports including:
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Posting journal (which supports a departmental breakdown)
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Receiver general (summary of payroll taxes, deductions and benefits)
You can access multiple reports about your payroll and taxes under the Reports tab. These are automatically generated by Wagepoint and can easily be downloaded and saved locally to your computer for filing. These are also great for accounting and expense tracking.
Reports Library
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The Reports Library lists a number of custom reports you can run based on your needs. These are all included in your account for free. Should you need additional custom reports outside of these, you can request them for an additional fee per our Terms of Use.
The Reports Library currently houses custom reports such as:
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Employee details
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Deductions register
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Net payroll report
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One line employee register
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One line payroll register
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Quarterly WSIB report
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Payroll by cycles (.csv) / Payroll hours by cycles (.csv)
While you won’t be able to filter reports like you did in QuickBooks Online Advanced Payroll, you’ll still have the same kind of granularity.
Viewing Paystubs
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The paystub lists details about the employee's pay, including taxes, deductions and the net pay. Click on “Viewing paystubs” to learn more about the information paystubs includes and how to access them.
Employees who are setup to access their accounts will be able to view their paystubs online.
From adding a company logo to controlling when your employees can view the paystub — you can also customize your paystubs. Click on “Customizing paystubs” to learn more.
Terminating an employee
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In the event an employee is terminated for any reason — they’re fired, leave amicably, go on seasonal leave — the employee needs to be deactivated to ensure they’re not included in future payroll runs.
The termination process also asks you if you would like to disable access for the employee. This would invalidate their employee portal login, and they would not be able to access their paystubs or tax forms online.
Creating a Record of Employment (ROE)
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Employers are required to submit ROEs to Service Canada within five (5) days of an employee experiencing an interruption in their wages. Creating an ROE is more hands-off in Wagepoint; however, the outcome is the same.
Rather than preparing and submitting an ROE yourself, we do it for you. A request is automatically sent to our ROE Team via email with the details you provide at the time of termination. This includes termination date and reason for termination.
Customers who continue with Wagepoint will have access to their historical payroll data, so you don’t need to request an ROE for Change of Payroll Provider. A huge plus!
ROE Web Authorization
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Authorization is required by Service Canada for any company to prepare and submit ROEs on your behalf.
If you’ve already given Intuit QuickBooks authorization, then you don’t need to get authorized in Wagepoint. We are working with Service Canada to maintain your active status.
If you have not authorized Intuit QuickBooks and would like Wagepoint to prepare and electronically submit ROEs for you, please ensure you complete the ROE web authorization. Note: It takes 2-6 weeks for Service Canada to approve the request.
Creating an ROE manually — ROE Earnings Report
In the case that you need or want to file an ROE yourself, you can find the information you need to prepare the ROE manually in the ROE Earnings report.
This report can be found in Reports > ROE Earnings.
Reasons for issuing the ROE
Wagepoint offers a comprehensive set of reasons to select for termination — it reflects the exact list provided by Service Canada.
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Reasons for issuing the ROE |
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A00 - Shortage of work/End of contract or season A01 - Employer bankruptcy or receivership B00 - Strike or lockout D00 - Illness or injury E00 - Quit E02 - Quit/Follow spouse E03 - Quit/Return to school E04 - Quit/Health reasons E05 - Quit/Voluntary retirement E06 - Quit/Take another job E09 - Quit/Employer relocation E10 - Quit/Care for a dependant E11 - Quit/To become self-employed F00 - Maternity G00 - Mandatory retirement G07 - Retirement/Approved workforce reduction H00 - Work-Sharing J00 - Apprentice training K00 - Other K12 - Other/Change of payroll frequency K13 - Other/Change of ownership K14 - Other/Requested by Employment Insurance K15 - Other/Canadian Forces - Queen's Regulations/Orders K16 - Other/At the employee's request K17 - Other/Change of Service Provider M00 - Dismissal M08 - Dismissal/Terminated within probationary period N00 - Leave of absence P00 - Parental Z00 - Compassionate Care/Family Caregiver |
Andy Au
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