Payroll

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Payroll General Info

Try to get payroll done before Tuesday. Deadline is 5pm. It can be done anytime from the end of Saturday.
Pay periods are every two weeks. They end on the Saturday of the previous week. Submit by Tuesday 5pm the next week and pay is received on that Friday.

Exception is if there is stats between the Tuesday and Friday, then payroll needs to be submitted sooner for the pay to go to employees' bank account.

It would be impossible to have all the information here. When in doubt, you can always call Ceridian Customer Care line: 1-866-398-2572.

How to Access Payroll

  • http://www.ceridian.com/ca/
  • Click on Customer Login
  • You will get Customer Login screen. Under application of choice, click on Powerpay Web.
  • Company Number: private
  • User ID: private, click continue
  • User Password: private
  • Click on your image icon, then click Logon

Create a New Pay Run

  • Near top of page menu bar, click Pay Period, then click "create new regular run". Leave everything at default is usually fine.
  1. If it is first pay run of the month, go next to "Deductions & Contributions Cycle", click on drop down arrow and select "BEN/PRSNL". This is for employer health benefits contributions and tracking of Personal Days Earned.
  2. If it is NOT first pay run of the month, go next to "Deductions & Contributions Cycle", click on drop down arrow and select "NO BEN/PRSNL".
  3. If it is an extra pay run where there is no need to track Personal Days Earned, select "none" for "Deductions & Contributions Cycle".
  • Click on save button
  • To enter pay period to submit payroll info
  1. Click on "Pay period" near the top of page
  2. Click "enter" to pay period number you just created
  3. You will have "Rapid Entry" page

Enter Hours for Independent Contractors

  • Typically we only pay for the hours of service rendered.
  • Near the top of page, third row down, click on Pay Period on menu bar. On new screen, click on "enter" for pay period you want on right hand side of page.
  • Take mouse to blue arrow below employee's number and then select employee time sheet. Under Hours section, below description column, select "contract hrs - $13.50". Under the Hours column, type in number of hours of service rendered. Leave the "for which pay period" blank if it is for this pay period. Below "ID Dept - Department", the default should be "102 - IndpContra" if the Profile is setup correctly. Note: Due to limitation of the program, the independent contractor is referred as "employee". This system is to facilitate "direct deposit" only. The payroll system will pay the lump sum of service. There is no deductions. The payment will not show up as "salary expense". Click on Save button.
  • Click on Rapid Entry to go out of that employee's time sheet

Enter Hours for Employees

  • If you are already in Pay Period screen, click "enter" on right hand side of page for pay period number you want.
  • For temporary or interim employees, take mouse to blue arrow under employee's number and then select employee time sheet. Under Hours section, below description column, select "Regular Hours - 1.00". Under the hours column, type in number of hours worked. Next to "ID Dept - Department", select "101-Temp". Click on Save button. Click on "Rapid Entry" to exit employee time sheet.
  • For regular PT employees, take mouse to blue arrow under employee's number and then select employee time sheet. Under Hours section, below description column, select "Regular Hours - 1.00". Under the hours column, type in number of hours worked. Next to "ID Dept - Department", select "100-Regular". It is the default option. Click on Save button. Click on "Rapid Entry" to exit employee time sheet.
  • For FT employees, you don't have to do anything if they worked all ten days and there was no stats to pay out.

Vacation Pay

  • If employee took 10 days off, on Employee time sheet, under Earning section, below description column, select "salary over ride", enter zero = amount employee gets from salary
  • On Employee time sheet, under Earning section, below description column, select "Vacation-TT" = vacation time taken, enter $1,080.00, meaning employee will get $1,080.00 vacation pay.

Note: You cannot accumulate more than 15 vacation days at any time. They will be forfeited.

Retro Pay

  • Under Earnings section, below description column, select retro pay and enter dollar amount.

Stats Pay

  • To pay out stat holiday, on employee time sheet, under "hours", select Stat @ 1.0 - 1.00 and enter number of hours.

Bonus Pay

  • On employee time sheet, under Earning section, below description column, click on drop down arrow to select Bonus. Enter dollar amount. Next to "ID Dept - Department", drop down arrow to:
  1. select "100 - Regular" for regular PT and FT staff
  2. select "101 - Temp" for temporary or interim staff

Other Adjustments

EARNED Days (TOIL)

  • To add dollar amount of hours worked, go to employer contribution and deduction where it says amount and enter pay amount in the "in this pay only" field. For example, for one TOIL hour, enter $13.50. It will keep running total of the pay amount till the end of the year.
  • To pay out an employee, enter money amount in employee time sheet.
    • Under Earnings section, "description" column, select Earned Days, then enter dollar amount. For example if employee uses two days of Earned Days, enter 216.00 for dollar amount (2 days x one day salary which = $1,080 / 10 days).
    • Usually salary employee uses Earned Days because he or she is off work for those time. Under Earning select "salary over ride", enter $864.00 = amount employee gets from salary. Calculation: $1,080.00 (10 days salary) - $216.00 (pay out from Earned Days) = $864.00.
    • Then go to employer contribution and deduction, enter negative dollar amount of Earned Days paid out.

Personal Days

  • For example: 5 personal days = $540; then each pay run, a FT employee earns $20.77 ($540/26)
  • Our payroll is setup to add $20.77 for each FT staff in each pay run.
  • When a FT employee needs to claim one personal day, go to employee contribution and deductions where it says Personal Days. Be careful here. We need the net amount of what is earned and used. Enter -$87.23 in "this pay only" field. Calculation: $20.77 (Personal Day Earned this pay run) less $108 (one Personal Day used) = -$87.23
  • You will still need to pay this out to the employee. Go to earning section of employee's time sheet, under description column:
  1. Click on drop down option to select Personal Day. Enter $108 for taking one personal day off
  2. Click on drop down option to select "salary over ride", enter $972.00 = amount employee gets from salary. Calculation: $1,080.00 (10 days salary) - $108.00 (pay out from Personal Days) = $972.00.

Note: You cannot accumulate more than 5 Personal Days at any time. They will be forfeited.

Update Benefit Plan Contribution

Our Benefit Plan is renewed on Oct 1st every year. Need to get the new deduction amount from Health Benefits website (BBD) or the invoice. Note the employer contribution for Life and Short Term Disability cannot be the same for everyone. Some employees have coverages for individuals and others for a family. Also because Short Term Disability is based on earned income, there will be variation between FT and PT employees.

  • take mouse to blue arrow under employee's number and then select employer contribution and deduction. Next to Life TD and STD TB row, enter the new dollar value under the "Permanent Value" column.

Final Steps:

  • When finished, on Process tab
  1. click on Data Verification to see if there are errors.
  2. click on Preview, then request to get a preview of what is being paid out and check if there is any error.
  3. Submit - Directors submit payroll not Staff.