The United Church of Canada / L Église Unie du Canada

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1 Contents ADP Orientation & FAQs The United Church of Canada / L Église Unie du Canada Summary of Services... 2 FAQ Who provides the employee with the Statement of Earnings & Deductions?... 2 FAQ What if there s not enough money in the ministry unit bank account to cover the payroll?... 2 FAQ Why can t payroll changes be entered online instead of by telephone?... 2 ADP Fees / Fee Increases... 3 Becoming an ADP Authorized Contact... 3 Payroll Frequency Options... 4 FAQ We pay our staff twice a month. How can we avoid doubling the service charge?... 4 Payroll Processing Options... 4 FAQ Can I change the time of the monthly call and/or the employee payday?... 4 Payroll Reports... 4 Contact Information... 5 FAQ We do not have an ADP account. How do I enrol and how long does it take?... 5 The United Church of Canada L Église Unie du Canada

2 Summary of Services ADP stands for Automated Data Processing. The decision to use ADP was made after thoroughly reviewing the needs of The United Church of Canada, and examining the ability of various companies to meet those needs at an appropriate price. For each payroll cycle, ADP: Contacts the ministry unit for payroll changes Calculates pay, Canada Revenue Agency (CRA) and United Church remittances Debits the ministry unit bank account Direct deposits pay to the employee bank account Makes payments to the CRA (income tax, Canada Pension Plan, Employment Insurance) and United Church (pension & benefits) Produces payroll reports, including the Statement of Earnings & Deductions Prepares the Record of Employment at the time of change Prepares and files the T4 and summary with the CRA FAQ Who provides the employee with the Statement of Earnings & Deductions? A: ADP produces the Statement of Earnings & Deductions (pay statements) with each pay processed, and it is the responsibility of the ministry unit to ensure all employees receive a copy. The ADP administrator can print the pay statement and pass it on to the employee, or have ADP automatically mail the pay statement to the employee (subject to postage fees). FAQ What if there s not enough money in the ministry unit bank account to cover the payroll? A: To ensure ministry personnel get paid, the United Church negotiated a grace period for emergency situations. If there are non-sufficient funds to cover a payroll, ADP will still process the payroll. Then, ADP will liaise with the ministry unit to secure the necessary funds. There is no fee for the first occurrence; however, subsequent occurrences will incur a NSF charge of $175 if the funds are wire transferred or $200 if the account needs to be re-debited. FAQ Why can t payroll changes be entered online instead of by telephone? A: With the United Church account, ADP is actually working with 2,000 small businesses each ministry unit is a unique employer, but all are using the same process. Because of this, the process has to be one that all ministry units can access. At this time, many ministry units do not have high-speed Internet service, which would be necessary for online processes. As well, ADP s online payroll platform is complex and the cost is greater. The United Church of Canada 2 L Eglise Unie du Canada

3 ADP Fees / Fee Increases ADP fees depend on options such as frequency of pay, number of people paid, and the reporting options chosen by the ministry unit. Example: Total annual fee with 3 employees enrolled Based on a monthly payroll frequency, using the Reports on Internet option, the annual cost could be as low as $275.96, plus applicable sales tax (prices in effect July 1, 2017 June 30, 2018). Monthly Payroll Fee: Base Processing Fee $ Per Employee Fee $ 3.42 ($ employees) Total Monthly Fee $ Total Payroll Fee $ Year-end Fee: Base Processing Fee $ Per Employee T4/Relieve $ 6.87 ($ employees) Postage $ 4.58 Total Year-end Fee $ Total Annual Fee (payroll and year-end): $ Annual ADP fee increases are made in accordance with the terms of the existing Payroll Service Agreement with ADP, and conforms with the Letter Agreement entered into between ADP Canada Co. and The United Church of Canada, which stipulates that ADP may, no more than once per year, revise its fees by an amount up to the percentage increase for all-items of the Consumer Price Index (CPI) as published by Statistics Canada. To obtain a summary of the ADP fees, contact the General Council Office (see page 5 for Contact Information). Becoming an ADP Authorized Contact The payroll administrator must be an authorized contact to speak with ADP about the ministry unit s payroll or to access payroll reports provided online. To become an authorized contact, a current authorized contact from the ministry unit can contact ADP Client Services ( ) to obtain the forms that must be completed and returned to ADP. If no current authorized contact is available to sign the forms, contact the General Council Office (see page 5 for Contact Information). It is advisable to have two authorized contacts, should one become ill or not be available to administer the payroll. The United Church of Canada 3 L Eglise Unie du Canada

4 Payroll Frequency Options ADP can process payrolls monthly, semi-monthly, or biweekly. Learn what processing frequency has been selected for the ministry unit Change the current payroll frequency, if desired (note payroll frequencies can only be changed in January; ADP requires two weeks notice prior to the scheduled January pay date and a service fee applies) FAQ - We pay our staff twice a month. How can we avoid doubling the service charge? A: If you have ADP process two pays a month, there will be two service fees. To cut down on costs, a treasurer can issue a manual advance to staff for the usual first pay, then report the advance to ADP for end-of-month pay. ADP deducts the advance from the net pay before deposit. Payroll Processing Options In order for ADP to obtain payroll related information prior to each pay processed, there are 3 options: ADP schedules a regular input call with the ADP administrator prior to each pay date ADP receives a fax from the ADP administrator prior to each pay date ADP runs the payroll as is and no fax or input call is required; often selected in situations where there are few changes to the payroll Learn what option has been selected for the ministry unit, and details of that option Change the current payroll processing option, if desired FAQ Can I change the time of the monthly call and/or the employee payday? A: You can change both but must give ADP notice. To avoid possible service fees, it is best to provide them with 5 days notice from your regularly scheduled input date. Payroll Reports ADP generates several reports each time the payroll is processed. These reports contain detailed information regarding the breakdown of the payroll amount being deducted from the ministry unit bank account including: Canada Revenue Agency remittances (Canada Pension Plan, Employment Insurance, and income tax) United Church pension & benefit remittances (employer and employee portions) Employee pay processed and deposited ADP service fees The United Church of Canada 4 L Eglise Unie du Canada

5 The ADP reports can be accessed through the internet (Reports on Internet-ROI) or by mail. There is no cost for payroll reports obtained via ROI; payroll reports obtained via mail are subject to postage fees. Learn what payroll reports option has been selected for the ministry unit, and details of that option Change your current payroll reports option, if desired Highly recommended, Understanding the Payroll Reports is a useful tool to help decipher the payroll reports generated by ADP. Contact Information ADP Client Services: (8:00 a.m. to 8:00 p.m., Monday to Friday) Tip: The call wait times are shorter on Wednesdays, Thursdays, and Fridays, since Mondays and Tuesdays are dedicated to payroll input. United Church General Council Office ext. 3118; FAQ We do not have an ADP account. How do I enrol and how long does it take? A: Contact Randee Armstrong ( , Depending on the requested pay date, it takes approximately 3 weeks to process the first payroll through ADP. The United Church of Canada 5 L Eglise Unie du Canada

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