In general, an employee's pay group should not be changed once they've been paid via Wagepoint.
To prevent unnecessary changes, the paygroup field in an employee profile will be locked after the employee is first paid. Moving an employee from one paygroup to another often causes issues with taxation, reporting, ROEs, direct deposit, etc. If you need to do a one-off payment, you can run an off cycle payroll instead.
If you need to make changes to an employee's pay group after this time, please follow the steps below and then reach out to us at support@wagepoint.com to complete the process.
Why would I want to complete a pay group movement?
The most common reason to change an employee's pay group is due to a pay frequency change, such as changing from being paid monthly to semi-monthly. Certain requirements must be considered when changing an employee's pay frequency. Please review the requirements from Service Canada.
Change an employee's pay group
1. Set up a new pay group if needed
- Navigate to the company tab
- Click on the Pay Groups Tab
- Click the ADD A PAY GROUP icon and complete the required information
- Save changes
2. Request an ROE for all Employees moving to the new pay group
- This is to ensure all EI history up to this point in time has been captured as required by Service Canada
- The reason code for this ROE will be K12 (Other/Change of payroll frequency)
- Here are the steps for creating an ROE for an active employee
3. Assign each Employee to the new Pay Group
- Send a ticket to support@wagepoint.com so that we can unlock the pay group field for you. Once done, you can update the employee to the new pay group on their THE JOB tab. The pay group field will lock again once the first payroll in the new pay group has been run.
Things to keep in mind:
- An employee cannot be in two Pay Groups with overlapping dates at the same time.
- Do not reassign employees if you are still waiting for finalized reports.
- Start dates for the new Pay Group will be the day following the cycle end date of the last payroll processed in the old Pay Group.
- We cannot adjust or prorate the CPP exemption. If you know this change will result in the exemption being over-applied for the year, a manual adjustment to the CPP calculation will need to be made on the employee's final payroll of the year. Please reach out to us at that time so we can provide additional support.