(CA) Add employment details

1. Navigate to the employee’s Job tab.

2. Pay Type – choose whether the employee is paid an annual salary or an hourly rate. Based on the pay type, enter the employee's annual salary or the hourly rate of pay.

3. Expected hours per week – enter the total hours per week your salaried employee works. This amount will be displayed on the paystub for a salaried employee. Note: this field only applies to employees who are paid an annual salary. Hours worked for employees paid an hourly rate should be entered when you process payroll. 

4. Paygroup – defaults to the paygroup selected when you created the employee's record. Note: request a 'Change of payroll frequency (K12)' ROE if an employee is switched from one payroll frequency to another i.e. weekly to biweekly).

5. Location – defaults to your company’s headquarters. If you have multiple locations, select the correct location from the dropdown menu. 

6. Job title and Department – select the job title and department that applies to the employee. These fields are required if the employee has more than one job.

7. WCB/WSIB rate – select the WCB/WSIB rate that applies to the employee. The default setting is Not applicable.

8. Vacation – there are three vacation configuration options for each employee. The rate at which vacation is accrued or paid out will depend on the employee’s province of employment and hire date. Typically, vacation is calculated at 4% of gross wages (2 weeks).  If your company uses a different rate, use the override vacation toggle and enter a different percentage in the Override percent field.

   • Accrue each pay – vacation pay is calculated and balances are displayed in the Employees > Employees tab. 

     • When your employee takes vacation, you have to draw down the balance by entering the hours / dollars taken using the Vacation pay income type. You can do this through the employee’s Income tab or at the time you process payroll. 

     • Note: if you are drawing down the balance in the payroll process, you need to manually adjust the gross wages by the vacation balance that is paid out. 

   • Paid out each pay – vacation is calculated and paid out with each paycheque. The amount paid out is displayed on the paystub. 

   • Not applicable – vacation is not calculated or paid out. 

Do you have employees with multiple jobs at different pay rates or workers’ compensation rates? Once you have Departments and Job titles enabled for your company, you’ll be able to set up multiple job assignments and customize the rate of pay, pay type and workers’ compensation rates.  

1. Navigate to an employee’s Job tab. 

2. Click “Add another job.”

3. Rate of pay – enter the annual salary or hourly gross wage.

4. Pay type – indicate if the amount entered is an annual salary or an hourly rate of pay.

5. Job title – select the applicable job title.

6. Department – assign the employee to the specific department.

7. Expected hours per week – for salaried employees, this defaults to 40 hours / week if no value has been entered.

8. Click to save the new job. 

9. To toggle between the different assignments, click the orange link that indicates the job title and department of the assignment.

10. Note: all jobs are automatically added to the paygroup of the primary assignment and payroll amounts are individually displayed for each assignment when you process payroll for that paygroup. 

11. WCB/WSIB rate – select the WCB/WSIB rate that applies to the employee’s specific assignment. The default setting is Not applicable.