Payroll Output Reports & Balancing. Automatic Data Processing, LLC ES Canada

Transcription

1 Payroll Output Reports & Balancing Automatic Data Processing, LLC ES Canada

2 ADP s Trademarks The ADP Logo and ADP Workforce Now are registered trademarks of ADP, LLC Third-Party Trademarks Centra is a registered trademark of Saba Software, LLC or its affiliates. All rights reserved. Microsoft and Power Point are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners ADP, LLC. and its licensors. All rights reserved. Confidential and proprietary information, for internal purposes only. The disclosure or use of the information contained herein by any person who is not an employee of Automatic Data Processing, LLC or its subsidiaries is expressly prohibited.

3 PREFACE Contents Course Introduction Course Purpose.. 1 Course Topics. 1 Module 1: Reading Output Reports Purpose Topics Output Reports Overview General Information Output Reports Definitions 1-3 Reporting Workflow Reporting Viewed in the Payroll Products or ROI Reports Available during the Preview Stage. 1-4 Reports Available during the Process Stage Payroll Register Overview Payroll Register Fields. 1-5 Payroll Register Example Reading the Payroll Register Section A: Company Information 1-7 Section B: Employee Information 1-8 Section C: Employee Payments Section D: Earnings Information Section E: Deduction Information 1-10 Department/Pay Division Level Earning and Deduction Totals Page Company Level Grand Total Page Payroll Register Activity Activity Register Transaction Proof & Payroll Entries Report Overview 1-15 Report Error Messages 1-15 Report Error Examples Transaction Proof and Payroll Entries Report Fields Transaction Proof Example 1-17 Company Level Employee Level ADP, LLC iii W8024_ILT_ WFN80V01_0415

4 PREFACE Reading the Transaction Proof Section A: Company Information Section B: Company Level Changes Section C: Employee Level Information Payroll Entries Example 1-20 Reading the Payroll Entries Report Section A: Company Information Section B: Company Transmittal/Control Card Section C: Company Level Information Section D: Employee Level Information Reading Values Activity: Transaction Proof & Payroll Entries Reports Activity: Transaction Proof Report 1-25 Activity: Payroll Entries Report Record of Employment (ROE) Information Report Overview ROE Information Report Fields 1-27 ROE Information Report Example Reading the ROE Information Report Section A: Employee Level Information Section B: Insurable Earnings and Hours Section C: Grand Totals Section D: Employee Level Information Activity: ROE Information Report ROE Information Report Example Report on Hiring s Overview Report on Hiring s Fields Report on Hiring s Example Employee Pay Statements Overview Employee Pay Statements Fields Deposit Pay Statements Example Reading the Employee Pay Statements (Top Portion) Section A: Company Address Section B: Pay Date & Pay Period End Date Section C: Earning & Deductions (Current & YTD) Reading the Employee Pay Statement (Deposit) Reading the Employee Pay Statements (Cheque) Activity: Employee Pay Statements Activity: Employee Pay Statements ADP, LLC iv W8024_ILT_ WFN80V01_0415

5 PREFACE Employee Status Report Overview Employee Status Report Fields Employee Status Report Example Activity: Employee Status Report Activity: Employee Status Report Example Total Recap Report Overview Total Recap Report Fields Company and Pay Period Identification Payments Memo Pays Taxables Taxable Breakdown Input Totals Total Earnings and Deductions Government Pension Deduction Breakdown Total Recap Report Example Activity: Total Recap Activity: Total Recap Example Totals Report Overview Totals Report Fields Totals Report Sub Total Example Grand Total Page Example Reading the Totals Report Sub-Totals Page Section A: Company Information Section B: Earning Dollars Section C: Deduction Totals Section D: Company Portions Grand Totals Page Section B: Earnings Units Section E: Net Pay Activity: Totals Report Activity: Totals Report Example Activity: Totals Report Company Totals Page ADP, LLC v W8024_ILT_ WFN80V01_0415

6 PREFACE Daily Update Overview Daily Update Fields Daily Update BN Page Totals Example Daily Update Grand Total Page Example Reading the Daily Update Report Current Column Adjust DR & Adjust - CR Column Current Total Column YTD Adjust Column YTD Total Column Activity: Daily Update Report Activity: Daily Update Report Example Deductions Not Taken Overview Deductions Not Taken Fields Deductions Not Taken Report Example Deduction Arrears Report Overview Deductions Arrears Report Fields Deductions Arrears Report Deductions Not Taken Report Example Deduction Arrears Report Overview Module 1: Summary Module 2: Balancing and Government Forms Purpose Topics Balancing Overview Activity: Balancing the Payroll Register to the Totals Report Balancing the Payroll Register to the Totals Report Balancing the YTD Taxes Balancing Earning & Deduction Total Balancing the Totals Report to the Daily Update Daily Update Totals Report Balancing the Totals Recap to the Daily Update Daily Update Totals Recap Report ADP, LLC vi W8024_ILT_ WFN80V01_0415

7 PREFACE Balancing the Daily Updae to the CRA Statement of Account Confirming the number of Cheques and Deposits Confirming a Manual Cheque Update. 2-8 Identifying when an Exemption will be Suppressed 2-8 Record of Employment Information Investigating with the Transproof Reports 2-9 Knowledge Check Course Closing 2015 ADP, LLC vii W8024_ILT_ WFN80V01_0415

8 Payroll Output Reports & Balancing Course Introduction Automatic Data Processing, LLC ES Canada

9

10 MODULE: INSTRUCTOR GUIDE Course Introduction Welcome Welcome to Output Reporting & Balancing. Let me introduce myself. Does everyone have a copy of the handout manual? You'll refer to it throughout the course. Present the following information by referencing the slides and handout manual as indicated. Introductions and Expectations (ILT Only). Administrative (ILT Only) Norms Course Purpose Refer to slide and handout manual Course Objectives Refer to slide and handout manual 2015 ADP, LLC 1 W8024_ILT_WFN8.0V01

11 COURSE INTRODUCTION Course Introduction Course Purpose In Module 1 we will provide an in depth understanding of ADP's output reports, how to read them and what information is contained within each report. In Module 2 we will expand on the skills learned in Module 1, by taking your knowledge of the report content and applying it to balancing. You will be taken through various real life scenarios and provided with examples of which reports work together in order to balance specific requirements. Various activities and questions and answers have been designed to reinforce your understanding. Course Objectives Upon completion of this course, participants will be able to: Describe the reporting workflow Explain how and when to request reports Interpret report data Use applicable report data to balance payroll Explain best practices for balancing payroll Discover how to complete government forms using report data 2015 ADP, LLC 1.5 W8024_ILT_ WFN80V01_0415

12 MODULE: INSTRUCTOR GUIDE Module Agenda This course focuses on how: Module 1: Course Introduction Module 2: Reading output reports Module 3: Balancing best practices Module 4: Course closing, how to assess the support centre 2015 ADP, LLC 2 W8024_ILT_WFN8.0V01

13 COURSE INTRODUCTION Course Agenda Module Introduction: Introduction Module 1: Reading Output Reports Module 2: Balancing Best Practices Closing: Course Closing Topics Output Report & Balancing Overview Payroll Register / Register Transaction Proof Report Payroll Entries Record of Employment Report (ROE Report) Report on Hiring's Employee Pay Statements Employee Status Report Totals Recap Report Totals Report Daily Update Report Deduction Not taken Report Deduction Arrears Report Balancing the Payroll Register to the Totals Report Balancing the YTD Taxes Balancing Earning and Deduction Totals Balancing the Totals Report to the Daily Update Balancing the Totals Recap to the Daily Update Balancing the Daily Update to the CRA Statement of Account Confirming the number of Cheques and Deposits Confirming a Manual Cheque Update Identifying when an Exemption will be Surpassed Record of Employment Information Investigation with the Transaction Proof Reports Support After Class Summary Training Evaluation 2015 ADP, LLC 2.5 W8024_ILT_ WFN80V01_0415

14 MODULE: INSTRUCTOR GUIDE Estimated Time 4 hours A Break slide is available at the end of the Microsoft Office PowerPoint presentation. Based on your timing and participants needs, you may choose to provide a brief break at your discretion. Questions Refer participants to the handout manual. Use this section to capture any questions ADP, LLC 3 W8024_ILT_WFN8.0V01

15 COURSE INTRODUCTION Estimated Time Topic Course Introduction Reading Output Reports Balancing Course Closing Total 15 minutes 1.5 hours 1.0 hours 15 minutes Duration 3.0 hours (includes 1 15 minute break) Questions Use the following to list any questions that arise throughout the training 2015 ADP, LLC 3.5 W8024_ILT_ WFN80V01_0415

16 Payroll Output Reports & Balancing Module 1: Reading Output Reports Automatic Data Processing, LLC ES Canada

17

18 Module 1: Reading Output Reports Purpose Say: During this module you will be introduced to 12 output reports. Payroll Entries Transaction Proof Payroll Register / Register ROE Information Report Employee Pay Statements Company Status Report Employee Status Report Total Recap Report Totals Report Daily Update Deduction Not Taken Report Deduction Arrears Report Labour Costing Topics Upon completion of this module you will have an understanding of: How a preview/process request flows through the system What preview and process reports are available Which reports require setup in order to produce The information held within each of the payroll output reports 2015 ADP, LLC. 1-1 W8024_ILT_ WFN80V01_0415

19 MODULE 1: READING OUTPUT REPORTS Module 1: Reading Output Reports Purpose During this module you will be introduced to 12 different Output Reports which can be used to balance and/or complete government summaries and forms. Objectives Upon completion of this module, you will be able to: Describe the Reporting Workflow Identify the different field names when using different interfaces Identify which reports are available during the preview stage Identify which reports produce with the final processing package Identify which reports have custom sorting options Understand which reports require setup or specific conditions in order to produce Identify what information is found in each of the reports 2015 ADP, LLC. 1-1 W8024_ILT_ WFN80V01_0415

20 Output Reports Overview In addition to the edit reports, ADP provides several standard reports that are produced with the processing of each payroll. Some reports require a specific setup in order to produce, whereas, others produce automatically. These reports provided the ability to verify/balance payroll entries, complete government forms and provide audit trails for future reference/inquiry. For ease of understanding, most report layouts have been designed in a similar fashion. For example company information is always located along the top of the report. With regards to employee level figures and company level figures, these will always be sectioned together, but their locations will vary based on the report and if they are applicable. Note: For details on the length of time each report must be retained, see your provincial Employment Standards legislation ADP, LLC. 1-2 W8024_ILT_ WFN80V01_0415

21 MODULE 1: READING OUTPUT REPORTS Output Report Overview In addition to the edit reports, ADP provides several standard reports that are produced with the processing of each payroll. Some reports require a specific setup in order to produce, whereas others produce automatically. These reports provided the ability to verify/balance payroll entries and complete government summaries/forms. For ease of understanding, all report layouts have been designed in a similar fashion. For example, company information is always located along the top of the report. Although employee level and company level values may have their own sections, their locations will vary based upon the report and if they are applicable. Note: For details on the length of time each report must be retained, please refer to your provincial Employment Standards legislation. Clients have the option to access their reports via paper or online. These options are provided at the time of sale and can be changed at any point. The online reports are accessed through a variety of ways: Through the payroll product (for some interfaces) and/or through ROI (Reports on the Internet) General Information This course supports all client facing products and there are some subtle differences. Throughout the course you will be advised when these variations from product to product are apparent. The main differences are between: Pay@Work and Pay Specialist (which we will call "Other") and Workforce Now. The "Other" products will reference branches and departments. Within Workforce Now, branches are not used. Furthermore, the term "Departments" will be replaced with "Pay Divisions". The report fields still reference the Branches and Departments, so when using Workforce Now you will be reminded that the branch field will always remain blank and the department's field is actually Pay Division ADP, LLC. 1-2 W8024_ILT_ WFN80V01_0415

22 Output Reports Definitions Review the report chart in order to familiarize the class with the contents of each report at a high level ADP, LLC. 1-3 W8024_ILT_ WFN80V01_0415

23 MODULE 1: READING OUTPUT REPORTS Output Reports Definitions The following chart displays the standard fields available on all tool bars: Report Name Payroll Register (New) Register Transaction Proof *Payroll Entries *ROE Information Report of Hirings Employee Pay Statements *Employee Status Reports Total Recap Report Totals Report Daily Update Deduction Not Taken Report *Deduction Arrears Report Definition This report is used to view and validate employee level entries keyed into the current cycle. It displays all current pay, current pay adjustments and year to date (hours/units and dollar) at an employee level. This report contains the same information as the Payroll Register but in an easier to read format. This report is used to verify data and trouble shoot errors. It displays all transactions keyed into payroll and provides errors messages when specific criteria are not met. This report displays ADP's transaction codes and system field names, which aid in the troubleshooting process. This report is used to verify data and trouble shoot errors. Need to be turned on in order to automatically process. This report displays all transactions keyed into payroll and provides errors messages when specific criteria are not met. This report displays error messages in English rather than system numbers and fields. This report holds all information required to complete a Record of Employment. This report displays a list of all employees that were hired in the current pay period. The report displays the employees by SIN number, hire date and badge number if they have purchase the Time product/module. This statement contains current and year to date earnings, units/hours and applicable deductions. Provides a snapshot of all current information on the employee record. Examples: Personal Data, earnings, deductions, taxable earnings accumulators. This report displays balancing totals for the current payroll and is used for proofing the total input information for the entire company number in the preview edit stage. There is no employee level detail. This report is also produced with the processed payroll. Provides current and YTD earnings and deductions and at the branch, department and company level. Pay division replaces department when using Workforce Now. This report provides current and YTD totals for statutory deductions, including company contributions, total net pay, and service charges. This is divided by business number and contains a company level total at the end of the report. This report is automatically produced whenever deductions that were scheduled or advised to be deducted on the current payroll were not taken. The report is sorted by TRAN (Company/Branch/Department). The deduction arrears recovery feature allows for accumulation of deductions that cannot be taken during a given pay period and allows recovery of these amounts during the running of subsequent pay cycles. This feature is not a default and must is setup prior in order for the report to produce. Once set up, the report automatically produces for any deduction with an arrears balance. Note: Reports with the * need to be turned on or require specific setup in order for reports to produce ADP, LLC. 1-3 W8024_ILT_ WFN80V01_0415

24 Reporting Workflow Refer to handout manual and slides Reports available during the Preview Stage Using the handout manual and the slides review the differences between the preview reports and the output reports Refer to handout manual and slides Reports available during the Process Stage Using the handout manual and the slides review the differences between the Preview reports and the output reports 2015 ADP, LLC. 1-4 W8024_ILT_ WFN80V01_0415

25 MODULE 1: READING OUTPUT REPORTS Reporting Workflow The following workflow describes how reports process: Reports Viewed in the Payroll Products or ROI The process of accessing preview and final process reports or ROI is taught in the various payroll courses. In this session we will further enhance your knowledge by providing you with which reports will produce at each of these stages. Reports available during the Preview Stage The following reports are available during the preview stage: Payroll Register / Register Transaction Proof or Payroll Entries Deduction Not Taken Report (if applicable) Deduction Arrears Report (if applicable) Total Recap Report Reports Available during the Process Stage The following is a list of reports provided once the payroll has completed processing: Payroll Register / Register Transaction Proof or Payroll Entries (Based upon initial setup) ROE Information Report (if applicable) Report of Hiring's (based upon setup) Employee Pay Statements Employee Status Report Total Recap Report Totals Report Daily Update Report Deduction Not Taken Report (if applicable) Deduction Arrears Report (if applicable) 2015 ADP, LLC. 1-4 W8024_ILT_ WFN80V01_0415

26 Payroll Register Overview Refer to handout manual Advise participants that because the new Register is being implemented in phases, for that reason this training will be covering the Payroll Register. They will, however, see examples of the new Register report. Payroll Register Specifics Refer to Slide and handout Manual 2015 ADP, LLC. 1-5 W8024_ILT_ WFN80V01_0415

27 MODULE 1: READING OUTPUT REPORTS Payroll Register Overview The Payroll Register is produced both during the preview process and as part of the payroll output reports package. This report displays all current and YTD (year to date) hours and dollars for all earnings and deductions. The default sort for this report is company code, Branch (other), Department (other)/pay division (Workforce Now) and employee number. In addition this report contains Department (other)/pay division (Workforce Now) sub-total pages and a company level grand total page at the end of the report. Customized sorting is available for this report. The Register, also referred to as the "new" Register contains the same information; it's simply in an easier-to-read format. It is available online only through Reports On Internet (ROI) and is accessible in the same manner as the existing Payroll Register Report. Both report versions are currently available. The new Register is being implemented in phases. It s currently available only for Current and Year End. For more on the new Register, access these links: Under the Reading the Payroll Register is the NEW Reading the Register Report Client Training Job Aid English: df Payroll Register Fields The following fields are found at the Company Level: Company Code The number of pays the company will have this year and the pay period frequency The current pay period number The branch and department Pay Period End Date Pay Date The following fields are found at the Employee Level: Employee Name Employee File number Current Salary or hourly rate Payment method (C=Cheque, D=Deposit or N=No Pay) Cheque number if paid by cheque or account number, if paid by direct deposit Earnings and deductions used by individual employees Gross Pay dollar total for current pay (excludes taxable benefits such as life) Net Pay Adjustment amounts paid as add to net only earnings for expenses which are not reported on a tax form Deduction dollar total for current pay Net Pay Year to date gross earnings per employee. (This total excludes taxable benefits and expenses) Lists all deduction names, hours/units and dollar totals for the current pay and separately displays the year to dates Details about the payment/employee (Bonus Pay, Terminated, Inactive etc.) **Note: Due to the Privacy Act, specific information is masked for protection ADP, LLC. 1-5 W8024_ILT_ WFN80V01_0415

28 Payroll Register Example Refer to handout manual and slides 2015 ADP, LLC. 1-6 W8024_ILT_ WFN80V01_0415

29 MODULE 1: READING OUTPUT REPORTS Payroll Register Example 2015 ADP, LLC. 1-6 W8024_ILT_ WFN80V01_0415

30 Reading the Payroll Register Refer to slides and handout manual 2015 ADP, LLC. 1-7 W8024_ILT_ WFN80V01_0415

31 MODULE 1: READING OUTPUT REPORTS Reading the Payroll Register The Payroll Register is divided into sections in order to make it easy to locate information. There are four main sections within the register: A: Company information B: Employee information C: Gross Payments, taxes & net D: Earning information E: Deduction information Section A: Company Information The components found in the company level are as follows: A D F C G B E H A: Company Code E: Pay Date B: Branch (Other), Workforce Now is blank F: Current Pay Period C: Pay division (Workforce Now) & Department (Other) G: Pay Frequency (# of pay in the year) D: Pay Period End Date H: Company Name and Address 2015 ADP, LLC. 1-7 W8024_ILT_ WFN80V01_0415

32 Reading the Payroll Register - Section B Refer to slides and handout manual 2015 ADP, LLC. 1-8 W8024_ILT_ WFN80V01_0415

33 MODULE 1: READING OUTPUT REPORTS Section B: Employee Information A B C D E G F A: Employee Name B: Employee File number C: Per Pay Salary/hourly rate D: C= Cheque, D= Deposit and N=Not Paid E: When payment is a D this is the account # (masked) F: When payment is a C this is the cheque # G: Payment Type: See additional list below Payment Types Terminated = TRM Inactive = INC Active: Employees could display any one of these payment types: ADJ: YTD Adjustment (remit) SEP: Separate Payment SPC: Bonus Payment Blank: Current Pay Period Payment YTD: Year to Date Updates or YTD Adjustment (non-remit) FIN: Year to Date Updates to Labour Costs 2015 ADP, LLC. 1-8 W8024_ILT_ WFN80V01_0415

34 Reading the Payroll Register - Section C Refer to slides and handout manual 2015 ADP, LLC. 1-9 W8024_ILT_ WFN80V01_0415

35 MODULE 1: READING OUTPUT REPORTS Section C: Employee Payments The following are the fields found in the employee payments area: A C B A: Total gross paid earnings B: Total Taxes/deductions C: Total Net Pay D: Total YTD Gross Earnings D 2015 ADP, LLC. 1-9 W8024_ILT_ WFN80V01_0415

36 Reading the Payroll Register - Section D & E Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

37 MODULE 1: READING OUTPUT REPORTS Section D: Earnings Information Displays: Earning units/hours current and year to date Earning dollars current and year to date Taxable Benefits Unpaid earnings Section E: Deduction Information Displays: Deduction dollars current and year to date Employer accruals Bank values Second Account Deduction Accruals 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

38 Reading the Department (Other)/Pay Division (Workforce Now) on the Payroll Register Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

39 MODULE 1: READING OUTPUT REPORTS Department (Other)/Pay Division (Workforce Now) Level Earning and Deduction Totals Page A: Current Gross, Net Totals, earnings hours/units, earnings dollars, deduction dollars at the department (other)/pay Division (Workforce Now) level B: Current Gross and Net Totals + Adjustments C: Year to Date Totals 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

40 Reading the Company Totals on the Payroll Register Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

41 MODULE 1: READING OUTPUT REPORTS Company Level Grand Total Page Tip: Even if a terminated employee does not appear on the register, their pay register totals are still included in the values displayed above ADP, LLC W8024_ILT_ WFN80V01_0415

42 "New" Register Example Refer to slides and handout manual. For more information on the new Register report, please access the following: Client Training Demo English: Under the Reading the Payroll Register is the NEW Reading the Register Report Client Training Job Aid English: nal_final.pdf 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

43 MODULE 1: READING OUTPUT REPORTS New Register Example Total Page Employee Page 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

44 Activity: Payroll Register Using the Payroll Register on the next page, answer the following questions: 1. What is the payroll frequency of this payroll? Bi-Weekly 2. This is the 9th pay of the year. 3. What is the pay period end date? _ What is Poppy's gross salary per pay? $ What is Poppy's Net pay amount on her bonus payment? $ What is the cheque number for the bonus payment? Will Poppy receive a cheque or deposit for her regular payment? D 8. What is Poppy's year to date total gross earnings upon completion of as of this pay period? Using the register total page, enter the YTD totals for Regular and Bonus? Regular $ Bonus_$ ADP, LLC W8024_ILT_ WFN80V01_0415

45 MODULE 1: READING OUTPUT REPORTS Activity: Payroll Register Using the Payroll Register on the next page, answer the following questions: 1. What is the payroll frequency of this payroll? 2. This is the pay of the year. 3. What is the pay period end date? 4. What is Poppy's gross salary per pay? 5. What is Poppy's Net pay amount on her bonus payment? 6. What is the cheque number for the bonus payment? 7. Will Poppy receive a cheque or deposit for her regular payment? 8. What is Poppy's year to date total gross earnings upon completion of this pay period? 9. Using the register total page, enter the YTD totals for Regular and Bonus? Regular Bonus 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

46 Activity Payroll Register 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

47 MODULE 1: READING OUTPUT REPORTS Activity: Payroll Register 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

48 Transaction Proof & Payroll Entries Report Overview Note the following: When the client facing product is Workforce Now there are no sort options on the Transaction proof report by the Payroll Entries Report allows for different sort options Report Error Messages Refer to handout manual and slides Report Error Examples Refer to handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

49 MODULE 1: READING OUTPUT REPORTS Transaction Proof & Payroll Entries Report Overview During the implementation stage the client will select either the Transaction Proof Report or the Payroll Entries Report. The selected report will produce both during the preview process and as part of the payroll output package. These reports display both company level and employee level transactions that were processed during the current pay, along with any errors that were detected. The company level information is sorted in numerical order of the transaction codes and the employee level is sorted by employee TRAN (Branch, Department/ Pay division) then by Employee file number. There are no custom sorts available for this report. When errors occur the invalid input is displayed, with either single or multiple asterisks followed by an error message. The following chart outlines the different error types and what (if any) corrective action is required: Report Error Messages Error Message 1 Asterisks * "Notification" 2 Asterisks** "Warning" 3 Asterisks*** "Action Required" Error Definition Indicates that the transaction has been accepted, but the system has identified a potential problem. Validation is required. Indicates that the system has substituted an entry with a default value, because the field was either left blank or was invalid. Validation and corrective action may be required. Indicates that an entry was rejected and/or an employee is not being paid (example zero net pay error). Corrective action is required. Report Error Examples Transaction Proof Report: Payroll Entries Report: This star error only appeared on the Transaction Proof report Means: Notification that a change has been made to the accumulator Transaction Proof Report: Payroll Entries Report: Means: Warning there is no Social Insurance Number which may cause problems, review and update to avoid any issues Transaction Proof Report: Payroll Entries Report: Means: Stop, this employee has not been paid. If this is incorrect an adjustment must be made ADP, LLC W8024_ILT_ WFN80V01_0415

50 Transaction Proof & Payroll Entries Report Fields Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

51 MODULE 1: READING OUTPUT REPORTS Transaction Proof and Payroll Entries Report Fields The Transaction Proof Report displays a combination of codes and mnemonics, whereas the Payroll Entries Report displays the description in words. The report formats appear differently, however both reports contain the same fields: Company Code Pay Period End Date Pay date Type of run processes (Regular versus Special Run) All company level changes that were keyed into the current payroll All employee level entries/changes that were keyed into the current payroll Entry/change made with hours/unit and dollar amount associated In the Transaction Proof Report all mnemonics and transaction codes used where creating the entries will display ADP, LLC W8024_ILT_ WFN80V01_0415

52 Transaction Proof Report Example The example provides an example of the company level and the employee level Refer to the handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

53 MODULE 1: READING OUTPUT REPORTS Transaction Proof Report Example Company Level (Company/Labour Cost Change Report) A: Company Information B: Company Control Transaction C: Company Changes/Entries Employee Level (Transaction Proof Report) A: Company Information B: Employee Changes/Entries 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

54 Reading the Transaction Proof Report A Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

55 MODULE 1: READING OUTPUT REPORTS Reading the Transaction Proof Report During the preview stage, this report is primarily used to provide the ability to view, validate, troubleshoot and identify potential errors prior to finalizing the payroll. This report is divided into three sections: Company Information, Company/Labour Cost Change Report and the Transaction Proof Report. The sections are as follows: A: Company Information B: Company level entries/changes C: Employee level entries/changes A B C Section A: Company Information The following information is found here: A: Company Code B: Company name/address C: Report Date D: Current Pay Period number 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

56 Reading the Transaction Proof Report B & C Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

57 MODULE 1: READING OUTPUT REPORTS Section B: Company Level Changes The 60 Company Control Transactions represents the code that initiates the start of the payroll cycle. This line contains the pay period end, date of pay, earning schedule, deduction schedule and may contain specifics on run type: SPEC: Special Run SROE: Record of Employment Runs NCYR: New Calendar Year NCMO: Start of a new calendar month This line will always appear as the first line in this report In this example 41 represents the clearing of the mnemonic DA23. Section C: Employee Level Information A: Employee File number C: Employee Name E: Change to values (From and to) B: ADP transaction codes D: Displays the change/entry that was made F: Example of a two star error 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

58 Payroll Entries Report Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

59 MODULE 1: READING OUTPUT REPORTS Payroll Entries Report Example A B C D A: Company Information B: Company Transmittal/Control Card C: Company Level Entries/Changes D: Employee Level Entries/Changes 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

60 Reading the Payroll Entries Report A & B Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

61 MODULE 1: READING OUTPUT REPORTS Reading the Payroll Entries Report Section A: Company Information This information was extracted directly from the payroll schedule. A: Company Code B: Company name/address C: Pay Period End Date D: Pay of the Year Section B: Company Transmittal/Control Card This section provides all the specifics regarding the current pay cycle: Pay Period End date Pay Date Earning and Deduction Schedule Processing Status New Calendar Month New Taxation Year 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

62 Reading Payroll Entries Report C & D Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

63 MODULE 1: READING OUTPUT REPORTS Section C: Company Level Information A: Type of change\entry B: Entries/changes (from and to) Section D: Employee Level Information A: Employee Name B: Type of change/entry C: Entry/change (from and to) D: 3 Star action required example E: 2 star warning example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

64 Reading Values Refer to the slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

65 MODULE 1: READING OUTPUT REPORTS Reading Values Rates are displayed as 4 decimal places and dollars are displayed as 2 decimal places Rate Example: Rate from to Dollar Example: Dollar from 0.00 to 2.50 Dollar from 0.00 to The dates in this report are read as follows: Pay Period End Date: July 14, 2012 Pay Date: July 20, ADP, LLC W8024_ILT_ WFN80V01_0415

66 Activity: Transaction Proof & Payroll Entries Report Using the Transaction Proof Report, identify the following: 1. What status did Leslie Bowman change from and to? A to A 2. What rate did Jo Alexander change from and to? _$15.50 to _$ What was the pay period end date on this report? What is the pay date for this report? What does the ** error message "SINO Missing" mean? No Social Insurance Number Using the Payroll Entries Report, identify the following: 6. What did the "DNTL DED" value change from and to? From 000 to What did the "EE Type Change" change from and to? From Salary to Hourly. 8. What is the amount of the Regular Separate pay? $ Is a *** error a notification, warning or action required? Action required 10. What was the last day worked? April 23, ADP, LLC W8024_ILT_ WFN80V01_0415

67 MODULE 1: READING OUTPUT REPORTS Activity: Transaction Proof & Payroll Entries Reports Transaction Proof Using the Transaction proof report, identify the following: 1. What status did Leslie Bowman change from and to? to 2. What rate did Jo Alexander change from and to? to 3. What was the pay period end date on this report? 4. What is the pay date for this report? 5. What does the ** error "SINO Missing" mean? Payroll Entries Using the Payroll Entries report, identify the following: 6. What did the "DNTL DED" value change from and to? From to 7. What did the "EE Type Change" change from and to? From to 8. What is the amount of the Regular separate pay? 9. Is a ***error a notification, warning or action required? 10. What was the last day worked? 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

68 Activity: Transaction Proof Report Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

69 MODULE 1: READING OUTPUT REPORTS Activity: Transaction Proof Report 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

70 Activity: Payroll Entries Report Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

71 MODULE 1: READING OUTPUT REPORTS Activity: Payroll Entries Report 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

72 Record of Employment (ROE) Information Report Overview Refer to the slides and handout manual Record of Employment (ROE) Information Report Fields Refer to the slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

73 MODULE 1: READING OUTPUT REPORTS Record of Employment (ROE) Information Report Overview The ROE Information report is only produced in the payroll output reports package. The report only generates for clients reporting Employment Insurance (EI). This report provides detail by pay period for 6 months, plus one pay period for insurable dollars and 1 year plus one pay period for insurable hours. By default this report is sorted by branch (other), department (other)/pay division (Workforce Now) and employee file number, however the client can request a customized sort. An ROE is required by the government whenever there is a break in employment, for example: Termination, laid off, on leave or interruption of earnings defined by Service Canada. When requesting an ROE or reactivating the employee, the system will clear all previous values and will begin a new EI History. Amended ROEs can be produced as long as the employee remains inactive or terminated. When an employee's ROE is requested the report will display the EI History on its individual page (per employee) and it will appear at the beginning of the report. ROE can be direct filed with the government or produced as a paper form. The ROE information report is an employee level report that is divided into three areas: Employee information, Insurable Earnings/Deductions and field totals. Record of Employment (ROE) Information Report Fields The Record of Employment (ROE) Information Report holds the following information: Company Code Employee Name File number and Pay Division/Department Social Insurance Number (Note: These are unmasked on this report) First day worked (Hire Date) Pay dates Insurable earnings, hours, mnemonics and their corresponding per pay values Total insurable earnings, hours and values Future Earnings and Hours Employee Occupation Revenue Canada Taxation Number 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

74 Record of Employment (ROE) Information Report Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

75 MODULE 1: READING OUTPUT REPORTS Record of Employment (ROE) Information Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

76 Reading the Record of Employment Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

77 MODULE 1: READING OUTPUT REPORTS Reading the ROE Information Report Section A: Employee Level Information Includes the: Employee name Department (Other)/Pay Division (WFN) or Department (other)/pay Division (WFN) & File # Social Insurance # Hire Date CRA Business # Section B: Insurable Earnings and Hours PP = Pay Period: The number assigned to each pay period's insurable earnings/hour amounts 1st MNEM: The ADP Mainframe code for each pay period Date: Pay Period End Date 2nd MNEM: The current or previous year pay period insurable earnings/hours nn = The pay period number EEnn = Current year pay period insurance earnings PEnn = Previous year pay period insurance earnings EHnn = Current year pay period insurable hours PHnn = Previous year pay period insurable hours Earnings: The insurable earnings calculated during that pay period Hours: The insurable hours calculated during that pay period Section C: Grand Totals The grand totals section provides a breakdown for: Total Earnings Total Hours Future Earnings Future Hours 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

78 ROE Information Report Activity Using the ROE information Report, identify the following: 1. When was Alex's hire date? April 10, What is the total earnings dollar value for the previous year? $ What is the amount listed for "Total Hours? What is the masked business number listed on the report? XXXXXXXXXRP Bonus: What is the current pay period number for this report? ADP, LLC W8024_ILT_ WFN80V01_0415

79 MODULE 1: READING OUTPUT REPORTS Activity: ROE Information Report Using the ROE information Report, identify the following: 1. When was Alex's hire date? 2. What is the total earnings dollar value for the previous year? 3. What is the amount listed for "Total Hours"? 4. What is the masked business number listed on the report? 5. Bonus: What is the current pay period number for this report? 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

80 ROE Information Report Example Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

81 MODULE 1: READING OUTPUT REPORTS ROE Information Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

82 Report on Hirings Overview Refer to slides and handout manual Report on Hirings Fields Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

83 MODULE 1: READING OUTPUT REPORTS Report on Hirings Overview The Report on Hirings report (ROH) produces in the final payroll output only. In order for this report to produce it must be setup in advance. This report is sorted by company then first day worked and it is an employee level reports that is displayed in three different columns: Employee SIN, First day Worked and Badge or Payroll number. This report is use by employers who voluntarily report this information to Service Canada Report on Hirings Fields The Report on Hirings holds the following fields: Company Code Company address Employee Social Insurance Number First day the employee worked Badge or payroll number 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

84 Report on Hirings Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

85 MODULE 1: READING OUTPUT REPORTS Report on Hirings Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

86 Employee Pay Statements Overview Refer to slides and handout manual Employee Pay Statements Specifications Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

87 MODULE 1: READING OUTPUT REPORTS Employee Pay Statements Overview There are two types of Employee Pay Statements; Cheques and Deposit statements. Both are produced in the payroll output package and are not available as a preview report. These statements display both current and year to date entries that affect the employee's pay. Pay statements are available in two forms: Paper Online via: o o o The client's payroll product (other & Workforce Now) Reports on the Internet (ROI) (other) Self Service (if available) (Workforce Now) Clients with a mixture of deposit statements and cheques can print the cheques and still have access to view both deposits and cheques online. When viewing Pay Statements on line they are sorted numerically by employee file number. Employee Pay Statement Fields The Employee Pay Statements holds the following information: Company Name and Address Pay Period end date and Pay Date A listing of all earnings and deductions the employee has had since the first pay of the year Rates, hours/units, Current dollars, year to date hours/units, year to date dollars, net pay Deposit information or cheque number Employee's ID number Employee name, address and file number The pay of the year number For cheques, the "not to exceed value" 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

88 Deposit Pay Statements Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

89 MODULE 1: READING OUTPUT REPORTS Deposit Pay Statements Example A B C D E A: Company address B: Pay date & Pay Period End Date C: Earning & Deductions D: Company Code, File # & Employee (Current & YTD) address E: Deposit Details & Net Pay Sections A, B & C remain the same for both the deposit and cheque statements. We will first discuss the different components within the top portion of the Employee Pay Statements. Then we will explore the differences between the Employee Deposit statement and Employee Cheques statement ADP, LLC W8024_ILT_ WFN80V01_0415

90 Reading the Employee Pay Statement (Top Portion) Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

91 MODULE 1: READING OUTPUT REPORTS Reading the Employee Pay Statement (Top Portion) Section A: Company Address Section B: Pay Date & Pay Period End Date Section C: Earning & Deductions (Current & YTD's) The top portion of the pay statement is the same for both a cheque and a direct deposit. This portion of the statement displays all of the values that impact the employee's pay: A: Earnings codes names B: Earning current rate, hours/units and dollars amounts C: Earning year to date hours/units and dollars amounts D: Deduction codes names E: Deduction current dollar amounts F: Deduction year to date dollar amounts G: Net Pay 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

92 Reading the Employee Pay Statement (Deposit & Cheque) Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

93 MODULE 1: READING OUTPUT REPORTS Reading the Employee Pay Statement (Deposit) The bottom portion of a direct deposit slip contains: A: The company code B: Department number (Other) C: Employee file number D: Employee name and address E: The pay of the year F: The number of pays in the year (Pay frequency) G: Net Pay Amount H: Employee's deposit account information (masked) Reading the Employee Pay Statement (Cheque) A: Company Information B: Cheque number C: Not to exceed amount D: Cheque payable date (Pay day) E: Company Code F: Employee File number G: Employee name and address H: Net Pay 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

94 Activity: Employee Pay Statements Refer to handout manual The Top Portion of the Statement Using the Deposit Pay Statement, identify the following: 1. What pay period number is it? _09 of Who does this pay statement belong to? _Leslie Bowman_ 3. What are the current and YTD Fed Tax amounts? Current $_ YTD $_2,990.00_ Deposit Portion of the Pay Statement 1. What is the company code? 1BES 2. What are the last four digits of the deposit account? What is the pay period number? 31 of 52 Cheque Portion of the Pay Statement 1. What is the Net Pay? $ 3, When is the cheque payable? July 20, 2012_ 3. What is the cheque number? _ ADP, LLC W8024_ILT_ WFN80V01_0415

95 MODULE 1: READING OUTPUT REPORTS Activity: Employee Pay Statements The Top Portion of the Statement Using the Deposit Pay Statement, identify the following: 1. What pay period number is it? 2. Who does this pay statement belong to? 3. What are the current and YTD Fed Tax amounts? Current $ YTD $ Deposit Portion of the Pay Statement 1. What is the company code? 2. What are the last four digits of the deposit account? 3. What is the pay period number? Cheque Portion of the Pay Statement 1. What is the Net Pay? $ 2. When is the cheque payable? 3. What is the cheque number? 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

96 Employee Pay Statement Activity Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

97 MODULE 1: READING OUTPUT REPORTS Activity: Employee Pay Statement Example Top Portion Deposit Portion Cheque Portion 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

98 Employee Status Reports Overview Refer to handout manual and slides Employee Status Reports Details Refer to handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

99 MODULE 1: READING OUTPUT REPORTS Employee Status Report Overview The Employee Status Report provides a snap shot of all information specific to each employee. The report is produced with the final payroll output package only. This report prints only under the following conditions: New Hire Status change Employee transfer Employee field change Specifically requested through payroll (Single employee or mass request) Conditions placed on report to run whenever those conditions are met Employee Status Reports are produced one page (plus) per employee. The default sort is by company, then Employee File number, however special sorts are available. Employee Status Report Fields The Employee Status Report holds the following information: Company Code and name Employee branch/department/file number or for Workforce Now (Pay division/ department/file number) Status Current Pay Period and pay period end date All personal information specific to the employee Year to date taxable earnings and other earning accumulators 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

100 Employee Status Report Example Review a variety of the different fields with the class. There are far too many to review each and every one of them ADP, LLC W8024_ILT_ WFN80V01_0415

101 MODULE 1: READING OUTPUT REPORTS Employee Status Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

102 Activity: Employee Status Report Field Date of hire Actual Status A Hourly Rate $30.66 Salary $ Normal Hours 75 EMP Equity Ann Salary $ Current yr CPER for ROE 07 RCT Account No IND 1 Value 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

103 MODULE 1: READING OUTPUT REPORTS Activity: Employee Status Report Using the report on the next page complete the chart with field values: Field Value Date of hire Actual Status Hourly Rate Salary Normal Hours EMP Equity Ann Salary Current yr CPER for ROE RCT Account No IND 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

104 Activity: Employee Status Report Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

105 MODULE 1: READING OUTPUT REPORTS Activity: Employee Status Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

106 Total Recap Report Overview Refer to handout manual and Slides Total Recap Report Details Refer to handout manual and Slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

107 MODULE 1: READING OUTPUT REPORTS Total Recap Report Overview The Total Recap Report is produced with both the preview and final payroll output reports. This report summarizes the current payroll activity by displaying a variety of totals and it ranges in size based upon on the company setup. The default sort for this report is company level, but the client can request to sort by company, branch (other), department (other)/pay division (Workforce Now) or by company & branch (other). This report allows the user to balance and validate a variety of totals: Balance payroll, earnings input and adjustments Compare pay period end dates, pay dates and deduction schedules to their internal records Identify the number of error messages that occurred on the Transaction Proof/Payroll Entries report Verify the number of cheque and deposit notifications that were produced Total Recap Report Fields The Totals Recap Report displays: Control totals Salary per pay period Regular hourly rates Number of active employees on file Counter Items Number of 2 and 3 star warnings Number of employee changes Number of adjustment entries New employee records added to this pay period Number of Employee records terminated this pay period Number of active, inactive or terminated employee records Total number of exception hours paid to exception hourly employees 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

108 Total Recap Report Details Refer to handout manual and Slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

109 MODULE 1: READING OUTPUT REPORTS Company and Pay Period Identification Company name and address Pay period end date, current pay period number and pay date Earning/deduction schedule and Payroll status Payments Total number of cheques, deposits and deduction deposits Total number and net pay dollar amount of cheques and notifications of deposit produced for the current payroll Memo Pays Previous Adjustments Payoffs - Total number and dollar amounts of adjustments made to an employee's year to date totals Taxables Accumulation of earnings for CPP/QPP, Federal Tax, Provincial Tax, Commissions, Benefits, Other income, unemployment insurance, lump sum, Medicare and company pension Taxables Breakdown Lists earnings subject to CPP, QPP, Quebec Medicare and Ontario Employer Health Tax Input Totals Current units, Adjustments units and dollars Posting Totals Unposted Adjustments Previous, current and total dollars Total Earnings and Deductions Total of all earnings calculated this pay period including gross earnings, taxable and non-taxable benefits Gross and net earnings Total of all deductions processed this pay period Net Pay - Total net earnings minus total deductions Government Pension Deduction Breakdown Displays portions of the deductions applicable to CPP and QPP 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

110 Totals Recap Report Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

111 MODULE 1: READING OUTPUT REPORTS Totals Recap Report Example A: Company Information and Pay Period Information B: Pay Date, Earning/Deduction Schedule & Payroll Status C: Control Totals for Salary, Rates and Active Employees D: Counters E: Payments F: Taxable Details G: Input Totals H: Posting Totals 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

112 Activity: Total Recap Using the report on the next page, provide the correct answers to these questions: 1. What is the pay date on the report? 06/29/ What schedule are the earnings and deductions on? 1 3. What is the current EI value? $ How many cheques were produced with this payroll? 0 5. What was the total dollar amount for the deposits? $ What section will you find the adjustment units? Input Totals 7. What is the total number of errors on this payroll? ADP, LLC W8024_ILT_ WFN80V01_0415

113 MODULE 1: READING OUTPUT REPORTS Activity: Total Recap Using the report on the next page, provide the correct answers to these questions: 1. What is the pay date on the report? 2. What schedule are the earnings and deductions on? 3. What is the current EI value? 4. How many cheques were produced with this payroll? 5. What was the total dollar amount for the deposits? $ 6. What section will you find the adjustment units? 7. What is the total number of errors on this payroll? 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

114 Activity: Total Recap Refer to the Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

115 MODULE 1: READING OUTPUT REPORTS Activity: Total Recap Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

116 Totals Report Overview Refer to the handout manual and slides Totals Report Fields Refer to the handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

117 MODULE 1: READING OUTPUT REPORTS Totals Report Overview The Totals Report is produced as part of the payroll output reports and is primarily used as a reference document and as a source of information when preparing journal entries. The Totals Report provides a summary of payroll costs for each department (other)/pay Division (Workforce Now) and branch (other) along with a variety of company totals. The report is sorted by branch (other) and department (other)/pay Division (Workforce Now) with a grand total page at the end of the report. The Totals Report is divided into several sections, all at the company level. Note: Earnings and deductions may appear on separate pages based upon the number of earning and deductions Totals Report Fields The Totals Report holds the following information: Company level information Earnings - Units Earnings - Amount Deductions - Employee Portion Deductions - Company Portion Taxables 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

118 Sub Total Totals Report Example Discuss the following: The Company level grand totals is the same as the subtotal pages The following information is held within the columns: o Current (Tran Codes 56, 82, 85, 88 & 91) Current pay adjustments Hours/dollars entered in labour cost format Hours/dollars entered in regular format Special Payments (Annualized Taxation) o Current Adjustments (Tran Codes 52 & 55) Separate Payments Year to Date adjustments after separate payments o YTD Adjustments (Tran Codes 50, 53 & 54) o o Year to date adjustments before any payments are made Year to date adjustments after separate payment Year to date adjustments after separate payments but before current pay Total Current The total of current and current adjustments Total YTD Total year to date accumulation for this company (including Total current & YTD Adjustments 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

119 MODULE 1: READING OUTPUT REPORTS Totals Report Sub Total Example A: Company Information C: Deductions (Current, Adj & Year to Date) B: Earnings Dollars (Current, Adj & Year to Date) D: Company Tax Portions (Current, Adj & Year to Date) 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

120 Totals Report - Grand Totals Page Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

121 MODULE 1: READING OUTPUT REPORTS Totals Report - Grand Total Page Example A: Company Information C: Earnings Dollars E: Net Pay B: Earning Units D: Deductions F: Company Portions 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

122 Reading the Totals Report Refer to the Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

123 MODULE 1: READING OUTPUT REPORTS Reading the Totals Report Sub-Totals Page Section A: Company Information A: Company Code B: Branch number (Other) C: Department (other)/pay Division D: Company Name (Workforce Now) F: Pay Period End Date E: The pay number of the year Section B: Earning Dollars A: Current regular $ B: Current Adjusted regular $ C: Total current regular $ D: YTD Adjusted regular $ E: Total YTD regular $ F-J: Department Totals 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

124 Reading the Totals Report Refer to the Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

125 MODULE 1: READING OUTPUT REPORTS Section C: Deduction Totals A: Deduction names B: Current deduction $ C: Current adjustment deduction $ D: Total current deduction $ E: YTD adjustments for deduction $ F: Total YTD deduction $ Section D: Company Portions A: Company level taxes B: Current Dollar amounts C: Current adjustment Dollars D: YTD current Dollar amounts 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

126 Reading the Totals Report Refer to the Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

127 MODULE 1: READING OUTPUT REPORTS Grand Totals Page The Grand Total page contains the same sections found on the Sub-total page. However, this report represents the company totals. This example identifies categories only found on the Grand Total page. Section B: Earning Units A: Current regular units B: Current Adjusted regular units C: Total current regular units D: YTD Adjusted regular units E: Total YTD regular units F-J: Totals Section E: Net Pay A: Current total B: Current adjustment C: Total current D: YTD adjustment E: Total YTD 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

128 Totals Report Activity Complete the following exercises using the report in the following pages: Branch 1 Dept 100 Page 1. Record the Earning dollars amounts from Total Current for the following earnings and deductions REGULAR $ BONUS $5000 FEDERAL TAX $ COFFEE $10.00 DNTL DEDUCTION $ What are the current company portions for GPP (Government Pension Plan) and EI? GPP EI $ Company Totals Page 3. In the company totals page identify the values for the following fields under current: GOVT PEN $ TOT RRSP $50.00 QPIP $50.40 UNIONDUE $0.00 2ND ACCT $ What are the current company portions for GPP (Government Pension Plan) and EI? GPP $ EI $ ADP, LLC W8024_ILT_ WFN80V01_0415

129 MODULE 1: READING OUTPUT REPORTS Activity: Totals Report Complete the following exercises using the report in the following pages: Branch 1 Dept 100 Page 1. Record the current "Earning Dollars" amounts and current "Deductions" from Totals Report. REGULAR BONUS FEDERAL TAX COFFEE DNTL DEDUCTION 2. What are the current company portions for GPP (Government Pension Plan) and EI? GPP EI Company Totals Page 3. On the company totals page, identify the current values for the following fields: GOVT PEN TOT RRSP QPIP UNIONDUE 2ND ACCT 4. What are the current company portions for GPP (Government Pension Plan) and EI? GPP EI 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

130 Totals Report Activity Refer to Handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

131 MODULE 1: READING OUTPUT REPORTS Activity: Totals Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

132 Totals Report Activity - Company Totals Page Refer to Handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

133 MODULE 1: READING OUTPUT REPORTS Activity: Totals Report - Company Totals Page 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

134 Daily Update Report Overview Refer to handout manual and slides Daily Update Report Details Refer to handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

135 MODULE 1: READING OUTPUT REPORTS Daily Update Report Overview The Daily Update Report is produced as part of the payroll output reports and is primarily used to verify the payroll debit amount, remittances and to view any adjustments that may have taken place during the payroll cycle. This report displays all dollar values keyed into the current/special run, for example: employee/employer, statutory deductions, company contributions, total net pays and processing charges. It is sorted by CRA business number and produces one page for each CRA business number. The last page of the report contains the grand total for all pages of the report, with the addition of the payroll debit amount and service charges. The report is laid out in 5 sections all information is company level. Daily Update Report Fields The Daily Update Report holds the following information: Company code and name Packet number (CRA Tax ID number) All Tax ID numbers, tax frequencies and exemptions (for provincial health plans) Payroll run date, pay date and debit date Statutory taxes, separated by government tax agency (current and year to dates - including any adjustments) Cheques, regular deposit and secondary account totals (current & year to date) Lists all vendor cheques (Note: further can be found on the Totals Recap) RRSP and Tier 1 3rd party contributions (Current and year to date) Payroll debit amount Service Totals, including an itemized analysis of service charges 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

136 Daily Update - Business Number Page Totals Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

137 MODULE 1: READING OUTPUT REPORTS Daily Update - Business Number Page Totals Example This report contains one page for each CRA business number and a grand total page at the end of the report. A: Run date/number and debit date C: Company Taxes (Current, Adj, Total & YTD) E: Cheque & all Deposit option Totals B: Tax Business #s & applicable exemptions D: Provincial Taxes F: RRSP & Tier 1 Third Party Totals 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

138 Daily Update - Grand Totals Page Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

139 MODULE 1: READING OUTPUT REPORTS Daily Update - Grand Total Page Example A: Run date/letter, HST #, Debit Date & Pay date C: Provincial Taxes E: RRSP and Third Party Totals G: Analysis of Service Charges B: Company Taxes (Current, Adj, Total & YTD) D: Cheque and various Deposit Totals F: Service Charges and HST amounts H: Debit Total 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

140 Reading the Daily Update Report Each column within the daily update contains a different combination of values. Current Column This column contains the following values made from this pay: Contributions (statutory deductions, RRSP & Third party) o Note: Statutory deductions are a combination of employee & employer Payment Totals (Cheques, deposits & vendor cheques) Applicable Tran codes 56, 82, 85, 88 & 91 Adjust - DR & Adjust - CR This column contains any positive or negative deduction adjustments made this pay. Values that appear in these columns are remit values. Adjust - DR: Applicable Tran codes 50 & 54 Adjust - CR: Applicable Tran codes 50 & 54 Current Total This column contains the value from the "Current" column after "Adjust - DR" and "Adjust - CR" figures have been added to the amounts Applicable Tran code: All with the exception of 53 YTD Adjust This column contains year-to-date values that are non-remit and are not included in the "Current Totals" value. Applicable Tran code 53 YTD Total This column contains the year-to-date payroll figures for the current taxation year ADP, LLC W8024_ILT_ WFN80V01_0415

141 MODULE 1: READING OUTPUT REPORTS Reading the Daily Update Report - Columns Each column within the daily update contains a different combination of values. Current Column This column contains the following values made from this pay: Contributions (statutory deductions, RRSP and Third party) o Note: Statutory deductions are a combination of employee and employer Payment Totals (Cheques, deposits and vendor cheques) Adjust - Debit and Adjust - Credit Column This column contains any positive or negative deduction adjustments made this pay. Values that appear in these columns are remit values. Current Total Column This column contains the value from the "Current" column after "Adjust - DR" and "Adjust - CR" figures have been added to the amounts YTD Adjust Column This column contains year-to-date values that are non-remit and are not included in the "Current Totals" value. YTD Total Column This column contains the year-to-date payroll figures for the current taxation year ADP, LLC W8024_ILT_ WFN80V01_0415

142 Activity: Daily Update Field Name Current Total YTD Federal Tax $31, $96, Provincial Tax $1, $ QPIP $ $ Total Stats: $47, $162, Cheques $0.00 $0.00 Deposits $109, $369, Total Net Pay $ $369, Total Payroll $157, , Service Charge Total Payroll Debit Amount $0.00 $0.00 $157, N/A 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

143 MODULE 1: READING OUTPUT REPORTS Activity: Daily Update Report Complete the following charts: Field Name Current Total YTD Federal Tax Provincial Tax QPIP Total Stats: Cheques Deposits Total Net Pay Total Payroll Service Charge Total Payroll Debit Amount N/A 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

144 Activity: Daily Update Refer to Handout Manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

145 MODULE 1: READING OUTPUT REPORTS Activity: Daily Update Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

146 Deductions Not Taken Overview Refer to handout manual and slides Deductions Not Taken Details Refer to handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

147 MODULE 1: READING OUTPUT REPORTS Deductions Not Taken Overview The Deductions Not Taken report is produced both with preview and final output reports package. This report will only produce when there is a deduction that was scheduled or advised to be deducted on the current payroll and was not taken. Here are two examples: An employee was not paid (Hours for an hourly employee were not advised) The employee had an insufficient amount of net pay for the deduction to be taken This report displays the employee effected, the deduction name and the associated dollar value that was not taken. Note: This report does not accumulate values; it will only reflect the amounts not taken on the current payroll run. The report is sorted by Company, branch, department/pay division and employee number and lists all deduction(s) that were not taken by deduction name. The report displays values at the employee level and provides a list of all deductions that were not taken from the employee. Deductions Not Taken Fields The Deductions Not Taken Report holds the following information: Company code and name Pay period end date Pay period number Employee file number and employee name A list of all deduction names and dollar amounts Department number the employee is applicable to Total deductions 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

148 Deductions Not Taken Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

149 MODULE 1: READING OUTPUT REPORTS Deductions Not Taken Report Example 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

150 Deduction Arrears Report Overview Refer to handout manual and slides Deduction Arrears Report Fields Refer to handout manual and slides 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

151 MODULE 1: READING OUTPUT REPORTS Deduction Arrears Report Overview The Deductions Arrears Report is produced both with the preview and final output reports. This report only produces when the Arrears Recovery feature is setup and there is a deduction in arrears. This report displays all employees with a deduction in arrears. Each employee has their own section on the report, so the report will vary in length. This report is sorted by Company, Branch (other), Department (other)/pay Division (Workforce Now) and file number. It holds employee level details with a list of deductions that were not taken and require recovery. Deduction Arrears Report Fields The Deduction Arrears Report holds the following information: Company code and name Department, Branch/Pay Division and File number Employee Name and file number Deduction(s) Current arrears name and dollars amounts Arrears taken name and dollar amounts Arrears not taken Arrears balance 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

152 Deductions Arrears Example Refer to slides and handout manual 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

153 MODULE 1: READING OUTPUT REPORTS Deductions Arrears Report The information is laid out in a similarly to the Deduction not taken report with different column headers 2015 ADP, LLC W8024_ILT_ WFN80V01_0415

154 Module 1: Summary Topics Review the slide contents. Review Now that we understand how to read the reports we will move on to how the reports work together to provide the values required in order to verify and balance payroll ADP, LLC W8024_ILT_ WFN80V01_0415

155 MODULE 1: READING OUTPUT REPORTS Module 1: Summary In this module you learned: The reporting workflow The different field names when using different interfaces Which reports are available during the preview stage Which reports produce with the final processing package Which reports have custom sorting options Which reports require setup or specific conditions in order to produce What information is found in each of the reports Now that we understand how to read the reports, we will now review how the reports work together to provide the values required in verifying and balancing payroll ADP, LLC W8024_ILT_ WFN80V01_0415

156 Payroll Output Reports & Balancing Module 2: Balancing Automatic Data Processing, LLC

157

158 MODULE 3: BALANCING Module 2: Balancing Purpose Say: This module will demonstrate how to use the various reports in order to validate and balance your payroll. There are many items that require balancing/validation, so we will focus on some of the most common balancing best practices. Topics Upon completion of this module you will have an understanding of: What reports work together in the balancing process What reports to use in order to verify and balance the different aspects of payroll Best Practice balancing What reports can assist with completing some of the important government forms Review the slide contents. Survey What kinds of balancing do you complete on a pay period to pay period basis? Take a minute to answer this question. Show results ADP, LLC 2-1 W8024_ILT_ WFN80V01_0415

159 MODULE 2: BALANCING Module 2: Balancing Purpose This module will demonstrate how to use the various reports in order to validate and balance your payroll. There are many items that require balancing/validation, so we will focus on some of the most common balancing best practices. We will also demonstrate how ADP reporting has been designed to assist in completing some of the more common government forms/reports. Topics Upon completion of this module, participants will understand: Which reports work together in the balancing process Which reports are used in order to verify and balance the different aspects of payroll Best Practice balancing Which reports can assist with completing some of the important government forms 2015 ADP, LLC. 2-1 W8024_ILT_ WFN80V01_0415

160 MODULE 3: BALANCING Balancing Overview Refer to Handout Manual 2015 ADP, LLC 2-2 W8024_ILT_ WFN80V01_0415

161 MODULE 2: BALANCING Balancing Overview ADP provides a large array of reporting. Each of the reports has been organized in a similar fashion in order to make it easier to read. This session will review the knowledge learned within module 1 and will enhance your understanding by introducing how the reports are used in day to day payroll activities. Since there are too many possible balancing techniques to record, we have selected a few of the more common scenarios to review in this module ADP, LLC. 2-2 W8024_ILT_ WFN80V01_0415

162 MODULE 3: BALANCING Guided Practice: Balancing the Payroll Register to the Totals Report Support the class as they complete the activity 2015 ADP, LLC 2-3 W8024_ILT_ WFN80V01_0415

163 MODULE 2: BALANCING Activity: Balancing the Payroll Register to the Totals Report Once the Branch/Pay Division and department have been located, the user will need to review the entries at the employee level within the Register in order to determine if the reports balance. Balancing the Payroll Register to the Totals Report Step Action 1 To balance the YTD Taxes: Compare the YTD totals on the last page of each report. To balance Earnings and Deductions: Compare the Branch/Pay Division & Department Subtotal pages of each report 2 If all totals balance, no further action is required If any totals do not balance, see step 3 3 Review all entries at the employee level on the payroll register to identify where the error occurred Balancing the YTD Taxes 2015 ADP, LLC. 2-3 W8024_ILT_ WFN80V01_0415

164 MODULE 3: BALANCING Guided Practice: Balancing Earning and Deduction Totals Support the class as they complete the activity 2015 ADP, LLC 2-4 W8024_ILT_ WFN80V01_0415

165 MODULE 2: BALANCING Balancing Earning & Deduction Total Compare each of the fields to ensure that they balance. In this example all balance with the exception of the "Regular, YTD Units/hrs total". The Register shows and the Totals Report shows Further investigation will be required. Best Practice: If balancing is complete each pay, then the error must have occurred during this pay. **If the payroll is not balanced per pay, then all payrolls that have run during this year will need to be reviewed. Waiting to balance the reports creates a much larger task than necessary. Research shows that the error occurred on a previous payroll. To resolve, all Registers and Totals Reports branch 1, department 100 pages will need to be compared going back possibly several pays until the error is located ADP, LLC. 2-4 W8024_ILT_ WFN80V01_0415

166 MODULE 3: BALANCING Balancing the Totals Report to the Daily Update Refer to the Handout Manual & Slide 2015 ADP, LLC 2-5 W8024_ILT_ WFN80V01_0415

167 MODULE 2: BALANCING Balancing the Totals Reports to the Daily Update Report Once the Register and Totals Report balance, the next stage is to balance the Totals Report to the Daily Update Report. The Daily Update Report provides the Tax totals for each of the various taxes. These totals will be balanced against the Totals Report. Daily Update Totals Report Federal Tax Total = Federal Tax Provincial Tax Total = Provincial Tax Employment Insurance Total = EI Cont + EI (company portion) Can Pension Total= Can Pen + Can Pen (Company Portion) + QC Pen QPIP Total = QPIP + QPIP (Company Portion) Example: Daily Update Report EI Cont.: 8, Totals Report EI Cont.: 3, Company Portion EI = 8, Therefore the EI Contribution balances ADP, LLC. 2-5 W8024_ILT_ WFN80V01_0415

168 MODULE 3: BALANCING Balancing the Totals Recap to the Daily Update Refer to the handout manual and slides ADP, LLC 2-6 W8024_ILT_ WFN80V01_0415

169 MODULE 2: BALANCING Balancing the Totals Recap to the Daily Update The portion of the Daily Update that is balanced with the Totals Recap is the cheque and deposit totals. Daily Update Totals Recap Report 2015 ADP, LLC. 2-6 W8024_ILT_ WFN80V01_0415

170 MODULE 3: BALANCING Balancing the Daily Update to the CRA Statement of Account Refer to Handout Manual and Slides Confirming the number of Cheques and Deposits Refer to Handout Manual and Slides 2015 ADP, LLC 2-7 W8024_ILT_ WFN80V01_0415

171 MODULE 2: BALANCING Balancing the Daily Update to the CRA Statement of Account The CRA statements are sent out once a month. The taxes located on multiple Daily Update Reports must be added together in order to match the CRA statement total. The number of tax totals to be added together from the Daily Update Report is determined by the number of pay cycles that fall within the remit frequency. For Example: A client has a Monthly Tax Frequency which means the taxes must be remitted to the government on the 15th of the following month. The client s payroll frequency is bi-weekly and they had thee pays this month. All taxes generated from the three pay dates that fall within the first and the end of the month, listed on the Daily Update Report, will need to be added together in order to balance to the CRA monthly statement. (PD7A) Confirming the number of Cheques and Deposits The Totals Recap report provides the number of cheques, deposits and 2nd bank accounts that were produced each pay cycle. In addition this report also displays the total dollar values of cheques, deposits and 2nd bank account (Ded deps). This company produced 16 cheques and 62 deposits for the pay date of July 20, ADP, LLC. 2-7 W8024_ILT_ WFN80V01_0415

172 MODULE 3: BALANCING Confirming a Manual Cheque Update Refer to the handout manual and slides ADP, LLC 2-8 W8024_ILT_ WFN80V01_0415

173 MODULE 2: BALANCING Confirming a Manual Cheque Update When year to date adjustments are keyed they will appear on the payroll register with an "N" for payment type and "YTD" to state that this entry was an update only (No payments or Remittances were made). The details of what values were keyed can be found on the Payroll Register. The number of updates completed within the pay cycle can be found on the Totals Recap Report under the "Memo Pays" area. This client completed 4YTD adjustment this pay cycle. Identifying when an Exemption will be Surpassed The Daily Update Report holds two important pieces of information regarding exemptions: The exemption amounts for each applicable tax authority The YTD totals for all tax authorities This company has associated in Manitoba, so they have a MB business number MT001. Their exemption is $760, and their YTD is only $6, They are a long way away from surpassing their exemption ADP, LLC. 2-8 W8024_ILT_ WFN80V01_0415

174 MODULE 3: BALANCING Record of Employment Information Refer to Handout Manual and Slides Investigating with the Transaction Proof Reports Refer to Handout Manual and Slides 2015 ADP, LLC 2-9 W8024_ILT_ WFN80V01_0415

175 MODULE 2: BALANCING Record of Employment Information The ROE Information report holds all the values that are required in order to complete a Record of Employment. The hours, earnings, hire date, social insurance number and business number the employee is in. Investigating with the Transaction Proof Reports Although this report is highly used by ADP associates for troubleshooting purposes, many clients as they become accustom with the ADP Mainframe begin to use this report for their own investigations. The Trans Proof Report provides the user with an easy way to investigate when something goes wrong. The timing of each entry takes place based upon how it was keyed in. The timing is controlled using Transaction codes which process in numeric sequence. The Trans Proof Report shows which codes were used for each entry and what fields on the ADP Mainframe were affected. For Example: Tran Codes ADP Mainframe Field Names This change was made first: 49 DN = Deduction Number 25 was changed from $0.00 to $2.50 This change was made second: 72 DN = Deduction Number 85 was changed from $0.00 to $ ADP, LLC. 2-9 W8024_ILT_ WFN80V01_0415