Chapter

3
Company Level Set-Up

Learning Objectives:

Upon completion of this chapter, you should be able to:

1. identify and verify the information required to set up the company controls
2. validate the company payroll calendar
3. determine the entries required to set up hourly and salaried employees
4. determine the entries required to set up job costing
5. determine the process to set up new hours, earnings, employee deductions
and employer contributions

Communication Objective:

Upon completion of this chapter, you should be able to:

1. provide Customer Service with the information required to set up new

hours, earnings, employee deductions and employer contributions

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Chapter Contents

Company Control Information ........................................................................................... 3-3

Company Name and Number......................................................................................... 3-3
Pay Frequency................................................................................................................ 3-4
Standard Hours............................................................................................................... 3-4
The Payroll Calendar ..................................................................................................... 3-4
Deduction and Contribution Cycles ............................................................................... 3-6
Tables ........................................................................................................................... 3-11
Content Review ............................................................................................................ 3-14
Review Questions ........................................................................................................ 3-15
New Pay Elements ........................................................................................................... 3-17
New Hours or Earnings ................................................................................................ 3-17
New Deductions and Contributions ............................................................................. 3-19
Content Review ............................................................................................................ 3-23
Review Questions ........................................................................................................ 3-24
Chapter Review Questions and Answers ......................................................................... 3-26

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Company Control Information

The implementation team will enter certain information into the payroll system when setting up
the payroll. This is information that is required to process the payroll on a regular basis. Any
changes to the company control information should be arranged with Customer Service.

Before you run your first payroll on Powerpay, you need to:

 approve the calendar

 set up the departments and ID fields as required
 set up the deductions and contributions cycles

These tasks usually are done the first time you log on to Powerpay. At this point the Ceridian
implementation team has already set up your business information as well as hours and earnings
types, deductions, contributions, and the payroll calendar.

Company Name and Number

The company name set up in the payroll system should be the one the company has registered
with the Canada Revenue Agency and Revenu Québec. The company name will appear on the
employees’ pay statements and on their year-end information slips, and will be reported along
with any remittances made by the service provider. Ceridian will also assign a Company ID for
each payroll.

Canada Revenue Agency Payroll Account Number

A payroll account is an account number assigned to an employer, a trustee or a payer of
amounts related to employment to identify them when dealing with the Canada Revenue
Agency. The Business Number is a unique federal government numbering system that identifies
a business and the various accounts it maintains.

Employers who qualify and are approved for a reduced Employment Insurance premium rate
are required to report the income earned by employees covered under the plan under a separate
payroll account number from those who are not covered by the plan. The payroll service
provider must be provided with both account numbers and the reduced EI rate and will set up an
indicator in the system that the organization will use to identify which employees are reported
under which payroll account number.

The payroll service provider will need to record the organization’s payroll account number(s) in
the payroll set-up as well as their withholding remittance frequency. This information will be
used to make remittances on behalf of the organization and to produce year-end information
slips.

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Revenu Québec Identification Number

Organizations with employees who report to work in Quebec or are paid from an office in
Quebec are required to deduct Quebec income tax and certain contributions from the
remuneration paid to their employees and remit certain employer contributions. This is in
addition to the federal withholding and remitting requirements.

The payroll service provider will need to record the organization’s identification number in the
organization’s payroll set-up as well as their withholding remittance frequency. The provider
will require this information to make remittances on behalf of the organization and to produce
year-end information slips.

Pay Frequency
The payroll frequency will be set up by the implementation team and can be verified on the
Calendar Rules page. If an organization has more than one payroll frequency, they must have
more than one payroll.

Standard Hours
Salaried employees will need to be set up with a number of standard hours per pay period in the
payroll system. An amount can be set up in the New Hire Default page that will apply to all
salaried employees. This amount can be changed on an individual basis when required.

Standard hours are used when calculating rates for a salaried employee who is paid overtime. It
is also used to determine a salaried employee’s insurable hours for Record of Employment
reporting purposes.

Hourly employees will have an hourly rate set up in their profile. Each pay, the hours worked
will be input and the system will calculate the gross earnings for the period. Salaried employees
will have a salary set up in their profile; they will be paid their salary each pay period unless an
override is entered.

The Payroll Calendar

The payroll calendar lists all the pay periods for the year based on the organization’s payroll
frequency and anticipated payment dates. The implementation team sets up the company
calendar, prior to the first live payroll run. When logging on to Powerpay for the first time, the
calendar must be approved before a user can access the other pages in the application and
process a pay.

To access the calendar:

 Click the Company menu

 Select Calendar
 Select View Calendar

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It is important to verify the dates listed for the pay period ending dates, payment dates and
submit for processing by dates. Once verified, the Approve button must be selected. Only the
payment date can be changed once the calendar is approved. If there is incorrect information on
the calendar, click Do not Approve and contact Customer Service to make the necessary
changes.

Extra care must be taken when checking dates that fall around a statutory holiday. Make sure
that the payment dates and processing dates do not fall on a holiday and that sufficient business
days are provided between the processing date and the payment date. In order to ensure that
direct deposits are processed and transferred to the employees’ bank accounts, the payroll must
be submitted three business days before the payment date.

If changes to a future payroll are necessary, they can be entered on the New Rules section of the
Calendar Rules page.

To access the New Rules section of the Calendar Rules page:

 Click the Company menu

 Select Calendar
 Select Calendar Rules

Make any required changes in the New Rules section and save.

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Deduction and Contribution Cycles

The Cycles page is used to define when sets of employee deductions and employer
contributions are to be activated for a specific pay period. A pay period may not require all
deductions or contributions to be applied. This page makes it possible to define up to 5 different
cycles, one of which is chosen when a new pay period is created. Choosing a cycle eliminates
the need to select the deductions and contributions each pay.

Before the client can use this function, Ceridian’s implementation team must set up the
company’s employee deductions and employer contributions in the system. If the payroll does
not include optional company deductions/contributions this page is not required; similarly, if
the same deductions/contributions apply to every pay, then only one pay cycle needs to be set
up. To add new deductions or contributions or change the setup of existing ones, contact
Customer Service.

To access the Cycles page:

 Click Company
 Click the Cycles link

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Select the deduction(s) and contribution(s) you want to apply for each cycle by clicking the
box. Save your entries when you are finished.

Example:
THIS
PAY
CYCLE 1 CYCLE 2 CYCLE 3 CYCLE 4 CYCLE 5 PAY
FREQUENCY
ONLY
Monthly X
Semi-monthly X X
Bi-weekly X X (X)
Weekly X X X X (X)
Irregular or X
Special Run

Monthly Pay: As there is only one pay (cycle) per month, all employee deductions
and employer contributions will be active each pay.

Semi-monthly Pay: As there are two pays (cycles) per month, all employee deductions and
employer contributions will be active each pay.

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Bi-weekly Pay: With a bi-weekly pay, there are two months each year where there will
be three pays (cycles). Some organizations will only activate employee
deductions and employer contributions on the first two pays (cycles) of
the month, some will also activate them on the third.

Weekly Pay: With a weekly pay, there are months each year where there will be five
pays (cycles). Some organizations will only activate employee
deductions and employer contributions on the first four pays (cycles)
of the month, some will also activate them on the fifth.
Irregular or
Special Runs: For an irregular or special run, deductions and contributions will be set
up specifically for that run, using the ‘This Pay Only’ column.

When you create (choose) a new pay period, you must first select which cycle you want to
apply to the pay you are processing. If it is the first pay of the month, you would select Cycle 1
from the drop-down menu on the Edit Pay Period page. This tells Powerpay to process all
deductions and/or contributions checked under the Cycle 1 column on the Cycles page.

There may be a pay period or extra pay where none of the cycles in the setup match the
deductions and contributions you want to activate. Use the This Pay Only feature to create and
activate a custom set of deductions and contributions for that particular pay; then choose This
Pay Only from the drop-down menu on the Edit Pay Period page.

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Customizing the Contributions & Deductions Cycles

Instead of having the Cycles list by numbers, Cycle 1, 2 or 3, the description can be customized
to indicate which pay of the month is being processed. For a bi-weekly payroll, the cycle can be
described as First Pay, Second Pay or Third Pay, depending on how many pays will occur in the
calendar month.

To customize the description that will be shown:

 Click the Company menu

 Select Cycles
 Select Deductions & Contributions Cycle Setup

In the Custom Column Description fields, enter the column headings to display on the
Deductions & Contributions Cycle page. This bi-weekly pay will be set-up as:

Cycle 1: First Pay

Cycle 2: Second Pay
Cycle 3: Third Pay

Select the Display on Deductions & Contributions Cycle Page check box to display the custom
column description on the Deductions & Contributions Cycle page.

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Customized descriptions are optional. The default descriptions (Cycle 1, 2, etc.) will still
display as long as the corresponding Display on Deductions & Contributions Cycle Page is
selected.

Click Save. The custom column descriptions will display on the Deductions & Contributions
Cycle page.

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Tables
The Tables page is used to create company departments and sub-departments within the payroll.
Department Names are the names of any departments, branches, or offices your company might
have. If you do not have any departments in your company, Powerpay assigns all of your
employees to ID Dept #100 - Default.

ID fields (sub-departments) can also be set up to identify other employee categories, for
example, job function, union classification, division, or full time and part time employees.
Creating Departments and IDs is part of the larger task of costing hours and earnings and
organizing employees. Using these features requires some preliminary business planning before
organizing your payroll.

To access the Tables page:

 Click the Company menu

 Select Departments/Distribution Setup

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The Tables page is used to create company departments (ID Dept) and sub-departments (ID Y,
ID Z and ID X) within the payroll system. The department and sub-department fields have
definite lengths and character types as indicated in the following chart:

NUMBER OF TYPE OF
CATEGORY NAME
CHARACTERS CHARACTERS
Department ID Dept 3 Numeric only
Sub-department ID Y Field 1 2 Alpha/numeric
Sub-department ID Z Field 2 5 Alpha/numeric
Sub-department ID X Field 3 6 Alpha/numeric

You can sort your employees in the employee list by department using the Sort/Filter page, and
have the department number print on your employees’ pay stubs to make them easier to
distribute. If you want to use the department number or any of the ID fields as the sort for pay
stubs and the payroll register, you would have to contact Customer Service. Powerpay displays
the descriptions you create for the Departments and IDs; however, to save space, reports will
only display the codes, not the descriptions.

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Example:
The organization has employees in three provinces, British Columbia, Ontario and Québec.
They want to assign their employees to ID Departments so that they can capture the total
payroll costs for each province. Employees will be assigned to the ID Department number
based on their province of employment.

As the organization wants to sort the payroll register by sub-department within each province, it
will also set up sub-departments for its office, sales and warehouse employees. It will then
contact Customer Service to request the department sort for the payroll register.

The department number and name, when assigned to an employee, is used to allocate the
employee’s earnings and company contributions to that department for costing purposes. When
you receive your Payroll Distribution Summary and Journal Entry, you will see the salaries and
wages as well as any employer contributions charged to these departments. Only the ID Dept
field, not the sub-departments, can be used for costing earnings. Consult with your business
accountant if you have questions about costing earnings.

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Content Review
 The company name set up in the payroll system should be the one the company has
registered with the Canada Revenue Agency and Revenu Québec.
 A Canada Revenue payroll account is an account number assigned to an employer, a
trustee or a payer of amounts related to employment to identify them when dealing with
the Canada Revenue Agency.
 When logging on to Powerpay for the first time, the calendar must be approved before a
user can access the other pages in the application and process a pay.
 The Cycles page is used to define when sets of employee deductions and employer
contributions are to be activated for a specific pay period.
 The department number and name, when assigned to an employee, is used to allocate the
employee’s earnings and company contributions to that department for costing purposes.
 Only the ID Dept field, not the sub-departments, can be used for costing earnings.

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Review Questions
1. What tasks must be performed before running the first payroll on Powerpay?

2. On what documents produced by the service provider will the company name appear?

3. What are standard hours used for?

4. What information must be verified on the payroll calendar?

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5. What is the Cycles page used for?

6. What is the This Pay Only feature on the Cycles page used for?

7. What is the Tables page used for?

8. Which field is used for costing earnings?

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New Pay Elements

There will be occasions where it is necessary to set up new hours, earnings, employee
deductions or employer contributions. In all situations, you will need to contact Customer
Service and provide them with the information relevant to the new item. Once the new item is
set up on the system, you will need to verify that it is available for use.

To assist with the setup of new pay elements, it is recommended that you develop a template
that can be completed for each set up. This will provide a written record of the information you
have provided to Customer Service, plus the date it was implemented.

New Hours or Earnings

To set up a new hours or earnings element, contact Customer Service. Different hours and
earnings elements are required because:

 the dollar values may go into different boxes on the T4, T4A or RL-1
 the tax, C/QPP, EI or QPIP withholding requirements are different for the earnings

To set up a new earning category, gather all the information including:

 the name you want for the hours or earnings element

 the taxation method that will be used, for example, regular, lump sum or bonus
 whether other deductions and/or contributions are applied
 whether vacation or other accruals, pension plans, Registered Retirement Savings Plans,
are calculated using the new earnings
 if the hours and/or earnings are insurable
 which box on the T4/T4A/RL-1 will be used to report the earning

Example:
Jones Manufacturing would like to set up a Performance Bonus earning category. The
following information is provided to Customer Service:

Earnings Name: Performance

Taxation Method: Bonus tax
Other Deductions: All statutory deductions only
Other Contributions: No
Other Calculations: Include for vacationable earnings calculation
Insurable Hours: No
Insurable Earnings: Yes
Reporting: Box 14, T4
Box A, RL-1

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Provide the information to Customer Service, who will tell you when the new hours or earnings
element will be activated. If you have all the information to set up the new element, it can be
activated immediately.

Once the new earning category has been set up by Customer Service, you will need to verify its
availability on the Employee Timesheet page.

To verify the new earning category on the Employee Timesheet page:

 Click the Payroll menuSelect Regular Payment

 Select Employee Timesheet
 Click on an Hours or Earnings drop-down list box to verify that the new hours or
earnings category has been added to the list

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New Deductions and Contributions

A deduction is an amount that is deducted from an employee’s gross pay for something other
than statutory deductions, for example, an amount to be deducted for a coffee fund. A
contribution is an amount that the employer pays on behalf of the employee, such as an amount
the company pays towards the employee’s pension plan.

Customer Service sets up the deductions and contribution elements which display on the
Deductions & Contributions page. Deductions applying to an employee are identified by values
in the Permanent Value field in the employee’s profile. If there is no permanent value, the
employee is not using the deduction. Note that it is still possible to enter a one-time value for an
employee, even if they do not have a permanent value for that deduction.

To access the Deductions & Contributions Cycle page:

 select Company
 click the Cycles link
 the Deductions and Contributions Cycle page appears

Deductions can be calculated by one of two methods - percentage or flat dollar amounts. For
percentage deductions, you need to know the earnings categories on which the percentage
calculation is done. Flat dollar amounts are simply deducted from an employee's gross pay and
are not linked to earnings categories. Additionally, some deductions such as union dues are
reported in a specific box on the T4 and RL-1.

To set up a new deduction category, gather all the information about the new deduction
category including:

 the name for the deduction category

 whether the deduction is a percentage, rate per hour or dollar value
 whether the deduction has a target value (a target value will stop the deduction from
occurring once the target value is reached)
 if the deduction is a percentage or rate per hour value, what earnings/hours are used for
the deduction calculation
 if applicable, which box on the T4/T4A/RL-1 will be used to report the deduction

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Example:
The employees of Jones Manufacturing have recently formed a Social Club. Employees who
wish to join the club will pay $2.00 per bi-weekly pay. The following information is provided
to Customer Service:

Name: Social Club

Type: Dollar Value - $2.00
Target Value: No
Reporting: No T4 nor RL-1 reporting

Provide the information to Customer Service who will tell you when the new deduction
category will be activated. If you have all the information necessary to set up the deduction
category, it can be activated immediately. Once the new deduction has been set up by Customer
Service, you will need to verify its availability on the Deductions and Contributions page.

To verify the new deduction category on the Deductions and Contributions page:

 Click the Company menu

 Select Cycles
 Select Deductions & Contributions Cycle
 Verify that the deduction appears in the Employee Deductions listing
 Choose which cycle(s) the deduction will occur

Employer contributions can be calculated by one of two methods – dollar values and/or
percentages. For employer contributions, you must indicate whether the contribution generates
a taxable benefit for the employee.

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To set up a new employer contribution, gather all information about the new employer
contribution including:

 the name for the employer contribution

 whether the contribution is a percentage, rate per hour or dollar value, and the value or
rate per pay period
 whether the contribution is a taxable benefit
 if applicable, which box on the T4/T4A/RL-1 will be used to report the contribution

Example:
Jones Manufacturing has recently enhanced its group insurance benefits plan. One of the new
benefits is Dependent Life Insurance and the company will be paying the premiums for the
employees who wish to participate. The following information will be provided to Customer
Service:

Name: Dependent Life

Type: Dollar Value - $1.50 per pay
Taxable Benefit: Yes, non-cash – not included in insurable earnings for EI or QPIP
Reporting: Boxes 14 and 40 on the T4, Boxes A and L on the RL-1

Provide the information to Customer Service who will advise when the new employer
contribution category will be activated. If you have all the information necessary to set
up the employer contribution, it can be activated immediately. Once the new employer
contribution has been set up, you will need to verify its availability on the Deductions and
Contributions page.

To verify the new employer contribution on the Deductions and Contributions page:

 Click the Company menu

 Select CyclesSelect Deductions & Contributions Cycleclick the browser Refresh button
 Verify that the contribution appears in the Employer Contributions listing
 Choose which cycle(s) the contribution will occur

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Content Review
 You may need to set up different hours and earnings elements because:
o the dollar values may go into different boxes on the T4, T4A or RL-1
o the tax, C/QPP, EI or QPIP withholding requirements are different for the
earnings
 To set up a new earning category, gather all the information including:
o the name you want for the hours or earnings element
o the taxation method that will be used, for example, regular, lump sum or bonus
o whether other deductions and/or contributions are applied
o whether vacation or other accruals, pension plans, Registered Retirement
Savings Plans, are calculated using the new earnings
o if the hours and/or earnings are insurable
o which box on the T4/T4A/RL-1 will be used to report the earning
 A deduction is an amount that is deducted from an employee’s gross pay for something
other than statutory deductions.
 A contribution is an amount that the employer pays on behalf of the employee.
 Deductions can be calculated by one of two methods –percentages or flat dollar
amounts.
 To set up a new deduction category, gather all the information about the new deduction
category including:
o the name for the deduction category
o whether the deduction is a percentage or dollar value
o whether the deduction has a target value
o if the deduction is a percentage value, what earnings are used for the deduction
calculation
o if applicable, which box on the T4/T4A/RL-1 will be used to report the
deduction
 Employer contributions can be calculated by one of three methods – dollar values,
percentages and/or rates per hour.
 To set up a new employer contribution, gather all information about the new employer
contribution including:
o the name for the employer contribution
o whether the contribution is a percentage or dollar value, and the value per pay
period
o whether the contribution is a taxable benefit
o if applicable, which box on the T4/T4A/RL-1 will be used to report the
contribution

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Review Questions
9. What information would you need to set up a new earning category?

10. Where would you verify the availability of a new earning category?

11. Explain the differences between the two types of deductions.

12. What information would you need to set up a new deduction category?

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13. Where would you verify the availability of a new deduction category?

14. What information would you need to set up a new employer contribution category?

15. Where would you verify the availability of a new employer contribution category?

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Chapter Review Questions and Answers

1. What tasks must be performed before running the first payroll on Powerpay?

Before running the first payroll on Powerpay, you need to:

 approve the calendar

 set up the departments and ID fields as required
 set up the deductions and contributions cycles

2. On what documents produced by the service provider will the company name appear?

The company name will appear on the employees’ pay statements and on their year-
end information slips, and will be reported along with any remittances made by the
service provider.

3. What are standard hours used for?

Standard hours are used when calculating rates for a salaried employee who is paid
overtime. They are also used to determine a salaried employee’s insurable hours for
Record of Employment reporting purposes.

4. What information must be verified on the payroll calendar?

The information that must be verified on the payroll calendar are the dates listed for
the pay period ending dates, payment dates and submit for processing by dates.

5. What is the Cycles page used for?

The Cycles page is used to define when sets of employee deductions and employer
contributions are to be activated for a specific pay period.

6. What is the This Pay Only feature on the Cycles page used for?

There may be a pay period or extra pay where none of the cycles in the setup match
the deductions and contributions you want to activate. Use the This Pay Only feature
to create and activate a custom set of deductions and contributions for that particular
pay.

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7. What is the Tables page used for?

The Tables page is used to create company departments and sub-departments within
the payroll.

8. Which field is used for costing earnings?

Only the ID Dept field, not the sub-departments, can be used for costing earnings.

9. What information would you need to set up a new earning category?

To set up a new earning category, gather all the information including:

 the name you want for the hours or earnings element

 the taxation method that will be used, for example, regular, lump sum or bonus
 whether other deductions and/or contributions are applied
 whether vacation or other accruals, pension plans, Registered Retirement
Savings Plans, are calculated using the new earnings
 if the hours and/or earnings are insurable
 which box on the T4/T4A/RL-1 will be used to report the earning

10. Where would you verify the availability of a new earning category?

Once the new earning category has been set up by Customer Service, you will need to
verify its availability on the Employee Timesheet page.

11. Explain the differences between the two types of deduction calculation methods.

Deductions can be calculated by one of two methods - percentage or flat dollar

amounts. For percentage deductions, you need to know the earnings categories on
which the percentage calculation is done. Flat dollar amounts are simply deducted
from an employee's gross pay and are not linked to earnings categories.

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12. What information would you need to set up a new deduction category?

To set up a new deduction category, gather all the information about the new
deduction category including:

 the name for the deduction category

 whether the deduction is a percentage, rate per hour or dollar value
 whether the deduction has a target value
 if the deduction is a percentage or rate per hour value, what earnings/hours are
used for the deduction calculation
 if applicable, which box on the T4/T4A/RL-1will be used to report the deduction

13. Where would you verify the availability of a new deduction category?

Once the new deduction has been set up by Customer Service, you will need to verify
its availability on the Deductions and Contributions page.

14. What information would you need to set up a new employer contribution category?

To set up a new employer contribution, gather all information about the new employer
contribution including:

 the name for the employer contribution

 whether the contribution is a percentage, rate per hour or dollar value, and the
value or rate per pay period
 whether the contribution is a taxable benefit
 if applicable, which box on the T4/T4A/RL-1 will be used to report the
contribution

15. Where would you verify the availability of a new employer contribution category?

Once the new employer contribution has been set up, you will need to verify its
availability on the Deductions and Contributions page.

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