Vacation Management

Reference Date

The vacation entitlement reference dates, according to the law, are from May 1st to April 30th in the province of Quebec.  Those dates can be modified from the “Payroll Information” tab of the “Edit Company Information” screen.

The vacation amount is accrued on each payroll for the reference year, according to the percentage to which each employee is entitled, which is specified under the “Payroll” tab of the “Editing employee” screen.

Amount

The vacation amount to which an employee is entitled in July 2017 is the one accrued on April 30th, 2017 (if the reference date is April 30th), as shown in the vacation report.

In addition, the vacation report also indicates the amount accrued to date (Accumulated Vacation Amount), and it is this amount which must be paid as separation payment when an employee leaves employment.

The payroll category associated with the payroll item used in the production payroll determine if the amount of income is subject to vacations and so will be considered to fund the amount. For example, paid vacations, as wages are entitled to a vacation for the next year while a severance payment of termination is not subject to vacations.

On each payroll, you have an accurate picture of the amounts accrued and deducted, as well as on paystubs.

Duration of Vacations

Vacation duration isn’t necessary equivalent to the amount. Since the amount contains every amount paid to the employee prorated earnings (bonus, overtime, etc.), it can be higher than the amount of a regular pay. Therefore, Nubis helps you and offers you the accrued amount (at the end of the previous reference year) when you select a “vacation” payroll item when doing the payroll. If you pay more, Nubis warns you but doesn’t stop you.

Similarly, severance payments will automatically be added to the block 17A of the Record of Employment. It is therefore essential to use the right payroll item corresponding to the situation at the time of producing the payroll.

Vacation Report

To find out the accumulated vacation amount for each employee, Nubis calculates the exact amount each employee is entitled depending on the wages earned in the reference year.  You can easily review them by printing the vacation report.

When you create a pay, and use the payroll item “Income – Vacation Pay”, Nubis fills out the correct amount based on th available vacation for the current vacation period (you are able to edit the amount before processing the payroll).

Vacation Adjustment

Vacation accrued before your Nubis migration can be added at any time. To do this, you must go to the “Employees” screen and click the “Cumulative Adjustment” link under the name of the employee.  Then you go to the “Accrued Vacations” tab and update the amount. Nubis will create an adjustment transaction to update the amount.

Accounting Impact

Here are some accounting information regarding the payment of vacations.

Accrued vacation are accumulated in a liability account. When paid, the liability account is debited. However, there is a way to make the vacation expense be charged to a specific account based on the employee. For example, the GL account used for a developer may not be the same than a consultant.

Nubis makes an additional accounting entry when the expense account associated with the payroll item that pays vacation does not correspond to the vacation generic account. This accounting entry credits the generic account and debits the designated account to assign the expense to the correct account.

You can see the accounting entry of each payroll by clicking on “Download GL Report” of the “Actions” menu (available in step 4 of 4 of the payroll process).

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Produce your T4 or RL-1 on time!

You have until February 29th, 2016 to do so, and Nubis will allow you to produce them easily.
Procedure:

  1. Click on « T4 and R1 slips » (in the menu Remittance).
  2. Select 2015 and the employees that received a payroll in 2015.
  3. Click on « Generate T4 » or « Generate R1 ».

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Details:

Generate T4
Once the T4 are generated, Nubis offers you 3 options:

  • Print

A PDF file will be downloaded and will contain the T4 of every employees. Each page contains two T4. Let’s take the example of two employees: Éric and Sébastien. The PDF will have 4 pages which are as follow:

  • First page
    T4 for Éric and T4 of Sébastien –> copy to send to the government if the transmission isn’t electronic.
  • Second page
    Two T4 for Éric on which the account number of the employer is hidden –> copy of the employee.
  • Third page
    Two T4 for Sébastien on which the account number of the employer is hidden –> secondary copy of the employee.
  • Fourth page
    T4 for Éric and T4 for Sébastien –> copy of the employer.
  • Print Cumulative

A PDF file will be downloaded and will contain, on a T4, the sum of the T4 of every employees. This will allow you to complete the T4 Summary if you don’t transmit the T4 electronically.

  • Download

A file will be downloaded, which you can then send to the government by clicking on the link displayed in the Web page, entitled: Canada Revenue Agency Portal.

The generated file contains both copies of T4 to transmit to the government and the T4 Summary. You must still print copies for employees and you as needed. In the above example, you would simply print the pages 2-4 of the generated PDF file (when you clicked on the “Print” button).

Generate R1 (Quebec)
Once the RL-1 are generated, Nubis will offer you 4 options:

  • Print

A PDF file will be downloaded and will contain the RL-1 of every employees. Each page contains only one RL-1. Let’s take the example of two employees: Éric and Sébastien. The PDF will have 4 pages as follow:

  • First page
    RL-1 for Éric –> copy to send to the government if the transmission isn’t electronic.
  • Second page
    RL-1 for Sébastien –> copy to send to the government if the transmission isn’t electronic.
  • Third page
    RL-1 for Éric on which there is no QR code and there is the description of every cases of RL-1 –> copy of the employee
  • Fourth page
    RL-1 for Sébastien on which there is no QR code and there is the description of every cases of RL-1 –> copy of the employee

Employer’s copy and 2nd employee’s copy
RL-1 contains no copy for the employer. Also, it’s expected that you print 2 copies for each employee so that, just as with T4, the employee sends one of its two copies to the government during the production of his income tax declaration and keeps another for his records. So you just have to print the PDF twice to keep the first page for your records and give two copies to your employees.

  • Print Cumulative

A PDF file will be downloaded and will contain, on a RL-1, the sum of the RL-1 of every employees. This will allow you to complete the RL-1 Summary (RLZ-1.S) which must be completed and sent to the government by mail, even if you transmit the RL-1 electronically.

  • Download

A file will be downloaded, which you can send to the government.

You still need to print copies for employees to give them and manually complete and submit the form RLZ-1.S-V to the government.

  • Transmit to the government

RL-1 will be sent directly to the government.

You still need to print copies for employees to give them and manually complete and submit the RLZ-1.S-V to the government.

Online Transmission
The transmission of T4 and T4 Summary and/or of RL-1 requires some configuration. This is in the tab “Online Transmission” of the screen Edit Information of my company (Configuration à My Company).
T4

  • SIN of owner #1

The Social Insurance Number of the first owner. Used to identify the employer in the T4 electronic transfer file. If the employer is a private company controlled or unincorporated, enter the SIN of the owner #1 or the main owner.

  • SIN of owner #2

The Social Insurance Number of the second owner. If there is only one owner, leave this field empty.

  • T4 Transmitter Number

When the CRA will receive you first T4 production, it will assign you a transmitter number. If this is the first time you produce your T4, enter MM555555 (MM + 6 five).

  • RPP/DPSP Registration Number

Enter the registration number of your RPP or your DPSP granted by the CRA. It appears in government documents or in the text of your plan. This is a sequence of seven digits.

RL-1

  • R1 Transmitter Number

The number identifying the person or company that has produced the data files. This number is given by Revenu Quebec. If you don’t have one, you must complete the ED-430-V online. These are NP letters and 6 digits.

  • Revenu Quebec Identification Number

Assigned by Revenu Quebec, the identification number is 10 digits long. If you don’t have one, you can fill the LM-1-V form online to get one.

  • Revenu Quebec File Number

It’s 4 digits assigned by Revenu Quebec, with the Identification number.

  • Revenu Quebec First Attributed Number

This number, composed of 8 digits, is used to identify the RL-1 that will be produced.

For any question, do not hesitate to contact us!

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Cheques and direct deposits numbering

Nubis supports paycheck numbering. The system will auto-increment the next check number each time a cheque number is used by the system.  To set or edit the next cheque number, go to Configuration – My Company – Edit Company Information screen and insert the number in the “Next Cheque Number” field as shown below.  You may also set/update the next cheque number at Step 1 of 4: Generate Payroll.

The system handles direct deposit numbering similarly.  For direct deposits, only a single number is incremented by payroll batch.  The “Next Direct Deposit Number” can be set/updated from the ”Direct Deposit Information tab of the Edit Company Information screen.

Paycheck and Direct Deposits numbers display on the GL Report and are “Sent to your ERP” if you use this functionality.  The check number also displays under the Detailed Payroll screen (under each employee) you can access through the Payroll History (Batches or Employees).

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Payment of vacations on each payroll

Nubis now enables automatic calculation of vacation for its payment on each payroll. To take advantage of this new feature, you need to create a payroll item of category “Income – Vacation Per Pay” from the “Configuration” tab of the Payroll Items screen.  Once this payroll item has been created, you need to add it to employees you wish to pay the vacation on each payroll. This is done from the Employees List screen by clicking the “Payroll Items” link.

On Generating Payroll, the amount “Income – Vacation Per Pay” will be calculated automatically from the income total of the current payroll multiplied by the vacation rate defined for the employee.  There won’t be any hours or rate defined for this payroll item. If you modify the income of the current payroll, click the “Refresh” button to recalculate the vacation amount.

Note: Did you know that it is forbidden to pay vacations on each payroll in some provinces?  Please verify with the corresponding revenue agencies you are using on your payroll.

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Display of cumulative and handling of negative values

When you create or edit a Payroll Item of category “Accumulator”, you now have the option to display or not display the value of this accumulator on the pay stub.  A new checkbox option “Do not display on pay stub” has been added to the Payroll Item screen. The system default is to print the cumulative value on the pay stub.

In addition, Nubis is now handling negative values (hour or monetary) in Accumulator payroll items when you generate the payroll.

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Do you know how to keep your WCB/CSST rate up-to-date?

If your company is registered with the CSST in Québec, you will receive the « Décision de classification » in October from the CSST. (Date may change based on your province) In this communication, you will receive you rate for next year (starting January 2016).

For this 2016 rate to become effective, it must be entered under Edit Company Information (WCB/CSST tab) after having generated your last payroll of 2015 and before your first payroll of 2016.

Know that you can change your rate at any time through the WCB/CSST tab of Edit Company Information.

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Before doing your payrolls of 2016:

  1. Tax tables for 2016 have been updated automatically.
  2. Don’t forget to update your WCB/CSST rate for 2016 in your “Edit company information” screen (WCB/CSST Rates tab).
  3. 2016, unlike 2015, has 52 Tuesdays (instead of 53). This means that, if you pay weekly (or every two weeks) on Tuesday, you must select the Pay Period “52 Periods” (or “26 Periods”) in your “Edit company information” screen and/or your employee configuration screen.

You can start doing your payrolls for 2016!

Happy new year!

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Wage declaration

Each year, you have to fill a Wage declaration for the Workers’ Compensation Board of your province.

  • If you are in Quebec (CSST), you must do it before March 15th.
  • For other provinces, you must verify the deadline to fill the form. (For example, it’s March 31st in Ontario (WSIB) and February 28th in Alberta (WCB). Dates can also be periodically (annually, quarterly, etc.) like in British Columbia (WSBC) and Nova Scotia (WCB).)

Nubis allows you to do it fast thanks to its option “Wage declaration to the WCB”, in the Remittance menu. (If you have only one employee, you can use the “Payroll history by employee” and select from January 1st to December 31st)

After creating the report, you have to log into the website of the Work Accident Commission in your province to transmit the information. You can also send it on paper by completing the right form.

Note: To modify the WCB rate to pay, (usually at the beginning of the year), fill the tab “WCB / CSST rates” of the page “Edit information of my company” (Configuration -> My company -> Edit information of my company). For some provinces, you can enter a different rate for each classification unit (that you assign to the employee in the “Provincial tax settings” tab of the employee configuration).

If you have any questions, please contact us by email or phone during business hours.

Nubis, Payroll Professionally!

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Start-up Reference Guide

Innovations Nubis is proud to provide you with a Start-up Reference Guide to simplify the use of its software.

First, this guide is for you to attend all the steps to produce your first payroll quickly and easily, without error.

Then this guide will help you become familiar with navigating in the software as well as with the additional features it includes, such as the production of T4 or RL-1 and the payment of withholding taxes.

Click here now to download your Start-up Reference Guide.

For any questions, our team is always available by phone and email during business hours.

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Electronic ROE

Good news: we have developed and released our brand new feature, Electronic ROE.

Approved by Services Canada, this new feature makes your life easier by allowing you to produce and transmit ROE electronically and prevents you from making transcription errors.

The new feature sits under Remittances and allows you to produce ROEs that you can then transmits using Services Canada’s web portal.

The Generate a Record of Employment feature will first ask you to select which employee you want to generate the ROE for and will then direct you to the main screen, divided by tabs to fill in every section of the Record of Employment. These choices are the same as the ones available on the official government forms.

The government portal allows you to print copies or modify the ROEs if need be.

The Record of Employment History is also a new available section allowing you to display all created ROE for a specific period and/or specific employee, as well as amend or resubmit them.

It’s never easy to terminate an employee but at least the administrative tasks related to error less ROE production will be a breeze with Nubis online payroll!

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