In this FAQ, we will cover the following topics:
3. In Case You Need to Add Banked Hours
4. In Case You Have to Pay Overtime
1. Configure the Payroll
In order to use the payroll module, it is necessary to perform some basic configurations. From the main menu located on the left side of the application, click on Payrolls > Configurations > Configurations.
Make sure to correctly enter all the required accounts so that payroll transactions are created in the correct accounts. The Number of pay periods per year is an important data to enter because GEM-TMS calculates the annual income for tax calculations based on this. For example, if an employee's current pay is $500 and the number of pay periods per year is 52, GEM-TMS will understand that the employee has an annual salary of $26,000.
- Bank account for payroll;
- Account for salaries payable;
- Account for CNESST payable;
- Account for FTQ/CSN funds;
- Account for travel expenses;
- Account for your provincial source deductions (In the Chart of Accounts);
- Provincial source deductions account number (From your institution);
- Account for your federal source deductions (In the Chart of Accounts);
- Federal source deductions account number (From your institution);
- Provincial employer identification number;
- Provincial preparer number;
- Sequential number for RL-1 electronic format.
Under these configurations, you will see a table titled Source deductions and contributions rates. This table shows the rates in effect by the government each year. It is recommended not to modify these figures as they are governed by the government.
2. Process the Payroll
Click on Payroll > Payroll. The list of employees will appear. To add a new pay click on +Add.
Please enter the following information:
- Employee;
- Payroll #;
- Payroll date;
- Period start date (always Monday);
- Period end date;
- Payment date;
- # of first cheque.
Check the option: Immediately send email slips to employees. Click on Send.
For each employee, a window opens where you can add the following information:
- Income (rates (employee), vacation and sickness (to be validated with an accountant), travelling, commission, miscellaneous/adjustments);
- Deductions (employment insurance benefits, Q.P.I.P., R.R.Q., provincial tax, federal tax);
- Other deductions (account for the FTQ / CSN funds);
- Other information (taxable tip, taxable sales, holidays provisions, provisions maladies).
Click on Save.
Then choose a payment method: Direct Deposit. In case you need to add bank details for direct deposit. Go to Human Resources > Human Resources and select a form to include data for direct deposit.
In the Info tab, enter the following information to register the direct deposit:
- Transit number;
- Institution number;
- Account number.
Click on Save.
3. In Case You Need to Add Banked Hours
When hours are banked, they are paid at regular intervals and then sent to the time bank.
To add hours to the time bank, click on Human Resources > Time bank > +Add.
In the Info tab, select a human resource and the type of hours you wish to include. Click on Save.
Then click on the Log tab. Select +New.
Please enter the following information:
- Date;
- Note;
- Time.
Click on Save and Close.
4. In Case You Have to Pay Overtime
Click on Payroll > Payroll > +Add.
The calculation is as follows in Rate #2: overtime x 1.5 of salary. Ex: = 36.05 + (36.5/2) = 54.30.
When you have finished entering all the times, click on Close.
To register a direct deposit, click on Accounting > Direct Deposit > +Add.
Then enter the following data in the new window:
- What do you want to do (Generate a direct deposit file to pay employees);
- Account;
- Number.
Click on Send.
Then select one or more employees. In the confirmation box, with the message “Are you sure you want to create a data transmission file for these direct deposits?”, click Yes.
You can now download this document. Click on Accounting > Direct Deposits and select the desired document. Click on the download button.
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