If you experience any difficulty in accessing content on the deluxepayroll.info site, please contact us 866-772-9932 at or email us
Si vous rencontrez des difficultés pour accéder au contenu du site deluxepayroll.info, veuillez nous contacter au 866-772-9932 ou Envoyez-nous un email
LESSON 1
What is Year End?
Year End is the busiest time for payroll practitioners as it is wrapping up everything that occurred through payroll, begin the New Year and issuing the Tax Forms.
Saving all your reports off of the system is an important step at this time as the system only retains 24 months of reports from creation date. After 24 months the reports are no longer retrievable.
In November the additional Year End Progress Bar appears on your Main Payroll screen to produce the Year End items on the account.
These steps must be completed to close the Year, produce Tax Forms and to begin running payrolls in the New Year.
Any adjustments, Manual or Bonus Payments should be finalized prior to the last scheduled payroll of the taxation year in order for the amounts to be on the Tax Forms.
Extra Tip: Have this check list handy for processes throughout the year
LESSON 2
Company Profile Review & Update
Once Deluxe Payroll initiates the start of the Year End Process, the first step is information that is specific to your business.
Before you start, make sure to gather the following pieces of information supplied to you from the government for your New Year Values:
-
Reduced EI Rate Notification from CRA
-
WCB/WSIB/CNESST Rate Notifications
-
Ontario EHT Exemption amount
Steps:
-
Welcome Information Review
-
New Year Pay Period Schedule - Review Carefully! 1st new payroll dates through to the Last.
-
CRA - Remittance , Default Dental Benefits Code, Reduced EI Rate if applicable. (Employer Rates Only)
-
WCB/WSIB/CNESST - Update Rates for the New Year.
-
Ontario EHT Exemption - Update Exemption Amount if applicable.
-
Quebec Employers Only - Updates as per Revenue Quebec
-
Finish - Verify and Complete.
Extra tip:
If any values change after you have completed the Review, you can always go back and edit up until you have done Year End Reset. After Year End Reset and if values need to change please do not hesitate to reach out to our Support Team please note call wait times increase during Year End due to increase in volume.
LESSON 3
Paying employees Bonuses
Additional Run At Year End
Before you can start paying Year End Bonuses, it is always best practice to have these payments processed prior to the last payroll run of the Year.
-
If the last payroll is closed you must process an additional payroll no later than three days prior to Dec 31st being the final date direct deposits are allowed.
-
The pay date is what determines which tax year the amounts will belong in not when the employee earned them.
Depending on your situation, you may need to communicate to other parties to ensure they deliver bonus information well in advance for you to process accordingly.
Steps: (if needing to process an additional bonus run)
-
Select Process Additional Payroll
-
Select Continue on the "You are about to Process Additional Payroll.."
-
Select the employee(s)
-
Click on a magnifying glass to choose an EARNING TYPE
-
Enter the bonus earnings that you wish to pay
-
Click on ENTER to save your work
-
Click on NEXT EMPLOYEE to return to your list of employees
-
Calculate Pay
-
Review Pay Stubs
-
Close Payroll
Important; Check your New Year Pay Period List
Be Sure NOT to enter any hours and earnings that should be for your 1st pay period of the New Year during this type of Additional Run
Extra tip:
This type of Additional Payroll Run should only be used for paying Bonuses or missed hours on the last payroll run of the Year
Any adjustments to employees pay using either the YTD Entry or Manual Cheque Option must be processed prior to the last scheduled payroll run of the year.
After the last scheduled payroll is closed these options are no longer available as they would require an additional payroll to pull in these adjustments, update the history, and process the amounts accordingly. (example remittances if applicable)
Best Practices:
-
Review your Pay Period Schedule prioritize items for the last three payrolls of the year
-
Communicate to applicable other parties the due dates for information to be submitted to you in order to make the payroll deadlines for Year End.
-
Generate Current Year Tax Form Audit periodically through the year to Preview in advance of Year End through Additional Features / Additional Reports 2.
LESSON 4
Year To Dates or Manual Cheque Option
Extra tip:
Taxable Benefits like Car Allowance or RRSP Company Matches should occur throughout the year during the payroll run as this affects the employees tax calculations as well as CPP deductions.
LESSON 5
Employee Profile Review
Before the last payroll of the year Reviewing the Employee Profiles is an important step to ensure proper information on your Tax Forms.
Make sure to have the following:
-
Correct SIN numbers
-
Updated Name and Address
-
Email Tax Form Consent "YES" or "NO"
Steps:
-
From the main menu, click on Additional Features / Additional Reports
-
Select Name & Address to generate a report.
-
OR Select Employee Profile
-
Switch your view to STATUS = SHOW ALL
-
Click on Select ALL
-
Review the Human Resources tab and update accordingly.
-
Review the Calculations Tab for Email Tax Form Consent.
-
Review the Direct Deposit Tab regarding email address.
-
Click on ENTER to save your work
Extra tip:
Set and send reminders to your employees to Confirm or Update any Profile information including email addresses to keep the profiles current well in advance of Year End.
REPORTS HAVE AN EXPIRY DATE!
Saving all your reports off of the system is an important step at this time as the system only retains 24 months of reports from creation date. After 24 months the reports are no longer retrievable.
( will open in a New Window)