Contents. 3 Overview 3 Template Employees 3 Construction. 3 Non-payroll Payee Setup
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1 Non-Payroll Payees 2015
2 Contents 3 Overview 3 Template Employees 3 Construction 3 Non-payroll Payee Setup 7 Processing Payments 7 1. Enter Payroll 8 2. Calculate Pay 9 Errors and Warnings Close Payroll 11 View Reports 12 Contact Us
3 Overview PAYweb.ca can be used to pay non-payroll payees (not an employee by CRA definition), such as an independent contractor doing work for your company. The setup for this type of employee is different because the contractor is not actually an employee of your company, therefore, does not have regular deductions and tax applied to his/her pay calculation. This section of the manual illustrates the proper setup of a non-payroll payee and the stepby-step options that enable the deposit of monies into Payee s individual bank accounts. Template Employees You may wish to set up an employee profile template with these values using the Add Employee function (see Add Employee Manual) and just copy that employee profile to each new non-payroll payee using the Copy Employee function (see Copy Employee Manual). Construction If your primary business activity is construction, you must report amounts paid or credited for construction services by filing a T5018 slip. PAYweb will print the T5018 slips and T5018 summary at year-end time for you. The payee must be setup correctly in the Employee Profile. Non-payroll Payee Setup Click Employee Profile and then Add Employee. You can assign the payee an employee number or leave the field blank and click Enter to have the number assigned by the system. NOTE: The Employee # field can hold up to four numeric characters. 3
4 After you change these field values, click Enter to save the changes. The field descriptions will then be updated. The SIN # can be left blank. You will get a message telling you it is invalid. Click the button to accept the invalid SIN to continue. You also have the option of entering the Business # of the contractor. This can be done on the HR Screen once the employee is set up. Complete the remaining required fields, and click Enter. You will be taken to the Human Resources screen of the employee profile. If the Tax Form Option on the Payroll Additional screen is T5018 a field will appear on the HR screen into which you must enter the employee s Business Account #. It is your responsibility to get the Business Account # from the payee and enter it here. 4
5 If you do not have the Business Account # then you must enter the Employee s Social Insurance Number in the SIN field. Select the Payroll tab, and on this screen enter the following values: Salary Rate per pay = Enter the regular payment that will be made to the payee. Vacation Pay Rate = Blank Pay Vacation Each Pay = Blank or No Hourly/Salary = Salary EHT EXEMPT = * asterisk. (If this is a Quebec employee, input an asterisk in this field to exclude from Quebec Health Services Fund) 5
6 Click Payroll Additional to be taken to the Payroll Additional screen, as shown at left. On this screen, enter the following values: Federal Exempt = 0 Provincial Exempt = 0 WCB = E (you must enter E directly, as it does not appear on the prompt screen) PIP = No Confirm that the following values are correct: Taxable Code = No CPP = No E.I. = No Tax Form Option = No T4 or T5018 NOTE: All of the values you will be entering on these screens will be different from the defaulted values that appear on screen 6
7 Select Misc. Deductions as shown below. If you have a regular deduction or reimbursement for the payee, then enter Yes in the Calc column beside the deduction description and enter the amount. Processing Payments 1. Enter Payroll The Enter Payroll option allows the user to do the following: Enter additional monies to pay to a Payee. Display and change the employee profile Enter deduction overrides (for the current pay run only) If the Payees were setup as Salary payees they will automatically be paid when you run a payroll. If you need to enter additional payments you would enter them on this screen. As mentioned above, it is not necessary to enter earnings for payees if they are set as salary, they are paid using 01 earning code based on the employee profile. The Hours and Earnings Entry screen displays the payee s per pay amount in the Rate field. If you make any changes to salary information using menu option Enter Payroll, they will be for the current pay period only. The next pay will default back to the amount setup in the Salary Per Pay field in the employee s profile. 7
8 There are three reasons why you may choose to edit earnings for a payee. 1. To not pay a payee, simply enter code 01 in the earnings code field, and enter Yes in the Salary Bypass field. 2. To pay the payee a different amount than what he/she would regularly receive. For example, if a payee s base payment is $1, and you wish to pay $1,500.00, simply enter $1, in the Amount field. The earnings code for this example is 01. The $1, will override the $1, To pay additional earnings, simply enter the earnings code for the additional earnings type (e.g., commissions) and earnings for that earnings type. You do not have to enter the regular salary as well; it will be paid automatically. 2. Calculate Pay Select Calculate Pay from the Process Payroll menu. The Payroll Run Options screen will appear. The system automatically enters the next valid End of Period Date and Cheque Date in the respective fields. If you are processing a regular payroll run, verify that the dates are correct. If the dates are not correct, contact support@payweb.ca. 8
9 Once you are satisfied with all of the options displayed, select Enter to be taken to the next screen. Select Enter again and, your payroll will now be calculated, and you will be advised of any errors or warnings you need to address. See below for further details. Errors and Warnings Three possible screens may appear when you complete Calculate Pay, as illustrated below. It is important that you carefully review all payroll errors, warnings and reports prior to closing your payroll. Payroll Is Error Free This means that your payroll has no error or warning messages, after reviewing your reports, you may proceed to the next step. 9
10 No Payroll Errors, Check Warnings This means that your payroll has warnings and/or auderrors. NOTE: Check any ERRORS, WARNINGS or AUDERROR reports that may have generated. The warnings must be checked if they reside on the ERRORS report and should be checked if they reside on the WARNINGS report before proceeding to option 3. Close Payroll. For example, if a warning on the WARNINGS report indicates that a payee is not getting paid, but this is correct because (in option 1. Enter Payroll) you specified that he or she should not be paid, you will know why you got the warning and can proceed to option 3. Close Payroll. Payroll Errors, Check Reports This means that your payroll has errors, warnings and/or auderrors. NOTE: Check all ERRORS, WARNINGS or AUDERROR reports that may have generated. All errors must be fixed before proceeding to Close Payroll. After the errors are fixed you must re-run option 2, Calculate Pay and ensure there are no errors before closing payroll. 10
11 View Payroll This menu option is available so that you can easily determine if your payroll is correct before closing it. At this point you can still make as many changes to the payroll. Once the payroll is calculated you can View Payroll as well as your reports to check for errors prior to closing. 3. Close Payroll Once you are absolutely certain that your payroll is correct and that no further changes are required, you will use this option to close the payroll and send the data to NEBS PAYweb. ca. Be aware that this is the point of no return. If you should need to make a change to your payroll after running this option, you will need to call support to put back the payroll. NEBS PAYweb.ca charges a fee for this service. In addition, you would have to re-run the payroll. View Reports To open, save, or print a report, you need Adobe Acrobat Reader installed (version 7.0 or greater). This is a free downloadable viewer found at If you have more than one version of Adobe Acrobat Reader installed on your computer, you must ensure that any version(s) lower than 7.0 is/are not open at the time you are working with PAYweb.ca reports. For detailed instructions on working with reports, please refer to the View Reports manual. 11
12 Contact Us Customer Support 7:00am 8:00pm Eastern Time (519) PAYweb ( ) Signon Log In or 12
10.0 ADDITIONAL REPORTS
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