Payroll Output Reports & Balancing. Automatic Data Processing, LLC ES Canada

Automatic Data Processing, LLC

ES Canada

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Contents

Course Introduction

Course Purpose……….. 1

Course Topics………. 1

Module 1: Reading Output Reports

Purpose……….. 1-1 Topics………... 1-1 Output Reports Overview………...1-2 General Information……….. 1-2 Output Reports Definitions………1-3 Reporting Workflow………...………...1-4 Reporting Viewed in the Payroll Products or ROI……….………... 1-4 Reports Available during the Preview Stage………. 1-4 Reports Available during the Process Stage……….. 1-4 Payroll Register Overview ……….. 1-5 Payroll Register Fields………. 1-5 Payroll Register Example ………... 1-6 Reading the Payroll Register……….………... 1-7 Section A: Company Information……… 1-7 Section B: Employee Information……… 1-8 Section C: Employee Payments………... 1-9 Section D: Earnings Information………. 1-10 Section E: Deduction Information………1-10 Department/Pay Division Level Earning and Deduction Totals Page……….. 1-11 Company Level Grand Total Page……….………... 1-12 Payroll Register Activity………....1-13 Activity Register……….. 1-14 Transaction Proof & Payroll Entries Report Overview……… 1-15 Report Error Messages……… 1-15 Report Error Examples……….………... 1-15 Transaction Proof and Payroll Entries Report Fields………. 1-16 Transaction Proof Example……… 1-17 Company Level……… ..1-17

Employee Level………... 1-17

Reading the Transaction Proof ………. 1-18 Section A: Company Information……….………... 1-18 Section B: Company Level Changes……….………... 1-19 Section C: Employee Level Information……….………... 1-19 Payroll Entries Example……… 1-20 Reading the Payroll Entries Report……….. 1-21 Section A: Company Information……….………... 1-21 Section B: Company Transmittal/Control Card……….………... 1-21 Section C: Company Level Information………….………... 1-22 Section D: Employee Level Information………….………... 1-22 Reading Values………….………... 1-23 Activity: Transaction Proof & Payroll Entries Reports………. 1-24 Activity: Transaction Proof Report……… 1-25 Activity: Payroll Entries Report………. 1-26 Record of Employment (ROE) Information Report Overview……….. 1-27 ROE Information Report Fields……… 1-27 ROE Information Report Example……….………... 1-28 Reading the ROE Information Report……….………... 1-29 Section A: Employee Level Information………….………... 1-29 Section B: Insurable Earnings and Hours………….………... 1-29 Section C: Grand Totals………….………... 1-29 Section D: Employee Level Information………….………... 1-22 Activity: ROE Information Report……….………... 1-30 ROE Information Report Example………….………... 1-31 Report on Hiring’s Overview………….………... 1-32 Report on Hiring’s Fields………….………... 1-32 Report on Hiring’s Example………….………... 1-33 Employee Pay Statements Overview……….………... 1-34 Employee Pay Statements Fields………….………... 1-34 Deposit Pay Statements Example………….………... 1-35 Reading the Employee Pay Statements (Top Portion) ……….………... 1-36 Section A: Company Address………….………... 1-36 Section B: Pay Date & Pay Period End Date……….………... 1-36 Section C: Earning & Deductions (Current & YTD)………….………... 1-36 Reading the Employee Pay Statement (Deposit)……….………... 1-37 Reading the Employee Pay Statements (Cheque)………….………... 1-37 Activity: Employee Pay Statements………….………... 1-38 Activity: Employee Pay Statements………….………... 1-39

Employee Status Report Overview ……….………... 1-40 Employee Status Report Fields……….………... 1-40 Employee Status Report Example……….………... 1-41 Activity: Employee Status Report……….………... 1-42 Activity: Employee Status Report Example……….………... 1-43 Total Recap Report Overview……….………... 1-44 Total Recap Report Fields ……….………... 1-44 Company and Pay Period Identification……….………... 1-45 Payments ……….………... 1-45 Memo Pays……….………... 1-45 Taxables ……….………... 1-45 Taxable Breakdown……….………... 1-45 Input Totals…….………... 1-45 Total Earnings and Deductions……….………... 1-45 Government Pension Deduction Breakdown……….………... 1-45 Total Recap Report Example……….………... 1-46 Activity: Total Recap……….………... 1-47 Activity: Total Recap Example ……….………... 1-48 Totals Report Overview……….………... 1-49 Totals Report Fields……….………... 1-49 Totals Report ……….………... 1-50 Sub Total Example…….………... 1-50 Grand Total Page Example……….………... 1-51 Reading the Totals Report ……….………... 1-52 Sub-Totals Page……….………... 1-52 Section A: Company Information……….………... 1-52 Section B: Earning Dollars……….………... 1-52 Section C: Deduction Totals ……….………... 1-53 Section D: Company Portions……….………... 1-53 Grand Totals Page……….………... 1-54 Section B: Earnings Units ……….………... 1-54 Section E: Net Pay……….………...1-54 Activity: Totals Report……….………... 1-55 Activity: Totals Report Example……….………... 1-56 Activity: Totals Report – Company Totals Page……….………... 1-57

Daily Update Overview ……….………... 1-58 Daily Update Fields……….………... 1-59 Daily Update – BN Page Totals Example……….………... 1-60 Daily Update – Grand Total Page Example……….………... 1-60 Reading the Daily Update Report….………... 1-61 Current Column……….………... 1-61 Adjust – DR & Adjust - CR Column……….………... 1-61 Current Total Column……….………... 1-61 YTD Adjust Column……….………... 1-61 YTD Total Column ……….………... 1-61 Activity: Daily Update Report……….………... 1-62 Activity: Daily Update Report Example……….………... 1-63 Deductions Not Taken Overview ……….………... 1-64 Deductions Not Taken Fields…….………... 1-64 Deductions Not Taken Report Example……….………... 1-65 Deduction Arrears Report Overview ……….………... 1-66 Deductions Arrears Report Fields ……….………... 1-66 Deductions Arrears Report…….………... 1-67 Deductions Not Taken Report Example……….………... 1-65 Deduction Arrears Report Overview ……….………... 1-66 Module 1: Summary……….………... 1-67

Module 2: Balancing and Government Forms

Purpose...……….. 2-1 Topics………..………... 2-1 Balancing Overview………... 2-2 Activity: Balancing the Payroll Register to the Totals Report………... 2-3 Balancing the Payroll Register to the Totals Report……..……… 2-3 Balancing the YTD Taxes... 2-3 Balancing Earning & Deduction Total………..………... 2-4 Balancing the Totals Report to the Daily Update……..………... 2-3 Daily Update………....………...……… 2-5 Totals Report………...……… 2-5 Balancing the Totals Recap to the Daily Update... 2-6 Daily Update……….………..……… 2-6 Totals Recap Report………... 2-6

Balancing the Daily Updae to the CRA Statement of Account………..…… 2-7 Confirming the number of Cheques and Deposits..………... 2-7 Confirming a Manual Cheque Update….……… 2-8 Identifying when an Exemption will be Suppressed……… 2-8 Record of Employment Information………...………... 2-9 Investigating with the Transproof Reports……… 2-9 Knowledge Check………..……….. 2-10

Course Introduction

Automatic Data Processing, LLC ES Canada

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Course Introduction

Course Purpose

In Module 1 we will provide an in depth understanding of ADP's output reports, how to read them and what information is contained within each report.

In Module 2 we will expand on the skills learned in Module 1, by taking your knowledge of the report content and applying it to balancing. You will be taken through various real life scenarios and provided with examples of which reports work together in order to balance specific requirements.

Various activities and questions and answers have been designed to reinforce your understanding.

Course Objectives

Upon completion of this course, participants will be able to:

 Describe the reporting workflow

 Explain how and when to request reports  Interpret report data

 Use applicable report data to balance payroll  Explain best practices for balancing payroll

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Course Agenda

Module Topics

Introduction: Introduction Output Report & Balancing Overview Module 1: Reading Output Reports Payroll Register / Register

Transaction Proof Report Payroll Entries

Record of Employment Report (ROE Report) Report on Hiring's

Employee Pay Statements Employee Status Report Totals Recap Report Totals Report Daily Update Report Deduction Not taken Report Deduction Arrears Report

Module 2: Balancing Best Practices Balancing the Payroll Register to the Totals Report Balancing the YTD Taxes

Balancing Earning and Deduction Totals Balancing the Totals Report to the Daily Update Balancing the Totals Recap to the Daily Update Balancing the Daily Update to the CRA Statement of Account

Confirming the number of Cheques and Deposits Confirming a Manual Cheque Update

Identifying when an Exemption will be Surpassed Record of Employment Information

Investigation with the Transaction Proof Reports Closing: Course Closing Support After Class

Summary

Module 1: Reading Output Reports

Automatic Data Processing, LLC ES Canada

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Module 1: Reading Output Reports

Purpose

During this module you will be introduced to 12 different Output Reports which can be used to balance and/or complete government summaries and forms.

Objectives

Upon completion of this module, you will be able to:

 Describe the Reporting Workflow

 Identify the different field names when using different interfaces

 Identify which reports are available during the preview stage

 Identify which reports produce with the final processing package

 Identify which reports have custom sorting options

 Understand which reports require setup or specific conditions in order to produce

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Output Report Overview

In addition to the edit reports, ADP provides several standard reports that are produced with the processing of each payroll. Some reports require a specific setup in order to produce, whereas others produce automatically. These reports provided the ability to verify/balance payroll entries and complete government summaries/forms.

For ease of understanding, all report layouts have been designed in a similar fashion. For example, company information is always located along the top of the report. Although employee level and company level values may have their own sections, their locations will vary based upon the report and if they are applicable.

Note: For details on the length of time each report must be retained, please refer to your provincial Employment Standards legislation.

Clients have the option to access their reports via paper or online. These options are provided at the time of sale and can be changed at any point. The online reports are accessed through a variety of ways: Through the payroll product (for some interfaces) and/or through ROI (Reports on the Internet)

General Information

This course supports all client facing products and there are some subtle differences.

Throughout the course you will be advised when these variations from product to product are apparent. The main differences are between: Pay@Work and Pay Specialist (which we will call "Other") and Workforce Now.

The "Other" products will reference branches and departments. Within Workforce Now, branches are not used. Furthermore, the term "Departments" will be replaced with "Pay Divisions".

The report fields still reference the Branches and Departments, so when using Workforce Now you will be reminded that the branch field will always remain blank and the department's field is actually Pay Division.

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Output Reports Definitions

The following chart displays the standard fields available on all tool bars:

Report Name Definition

Payroll Register This report is used to view and validate employee level entries keyed into the current cycle. It displays all current pay, current pay adjustments and year to date (hours/units and dollar) at an employee level.

(New) Register This report contains the same information as the Payroll Register but in an easier to read format.

Transaction Proof This report is used to verify data and trouble shoot errors. It displays all transactions keyed into payroll and provides errors messages when specific criteria are not met. This report displays ADP's transaction codes and system field names, which aid in the troubleshooting process.

*Payroll Entries This report is used to verify data and trouble shoot errors. Need to be turned on in order to automatically process. This report displays all transactions keyed into payroll and provides errors messages when specific criteria are not met. This report displays error messages in English rather than system numbers and fields.

*ROE Information This report holds all information required to complete a Record of Employment. Report of Hirings This report displays a list of all employees that were hired in the current pay

period. The report displays the employees by SIN number, hire date and badge number if they have purchase the Time product/module.

Employee Pay Statements

This statement contains current and year to date earnings, units/hours and applicable deductions.

*Employee Status Reports

Provides a snapshot of all current information on the employee record.

Examples: Personal Data, earnings, deductions, taxable earnings accumulators. Total Recap Report This report displays balancing totals for the current payroll and is used for

proofing the total input information for the entire company number in the preview edit stage. There is no employee level detail. This report is also produced with the processed payroll.

Totals Report Provides current and YTD earnings and deductions and at the branch, department and company level. Pay division replaces department when using Workforce Now.

Daily Update This report provides current and YTD totals for statutory deductions, including company contributions, total net pay, and service charges. This is divided by business number and contains a company level total at the end of the report. Deduction Not Taken

Report

This report is automatically produced whenever deductions that were scheduled or advised to be deducted on the current payroll were not taken. The report is sorted by TRAN (Company/Branch/Department).

*Deduction Arrears Report

The deduction arrears recovery feature allows for accumulation of deductions that cannot be taken during a given pay period and allows recovery of these amounts during the running of subsequent pay cycles. This feature is not a default and must is setup prior in order for the report to produce. Once set up, the report automatically produces for any deduction with an arrears balance.

Note: Reports with the * need to be turned on or require specific setup in order for reports to produce.

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Reporting Workflow

The following workflow describes how reports process:

Reports Viewed in the Payroll Products or ROI

The process of accessing preview and final process reports or ROI is taught in the various payroll courses. In this session we will further enhance your knowledge by providing you with which reports will produce at each of these stages.

Reports available during the Preview Stage

The following reports are available during the preview stage:

 Payroll Register / Register

 Transaction Proof or Payroll Entries

 Deduction Not Taken Report (if applicable)

 Deduction Arrears Report (if applicable)

 Total Recap Report

Reports Available during the Process Stage

The following is a list of reports provided once the payroll has completed processing:

 Payroll Register / Register

 Transaction Proof or Payroll Entries (Based upon initial setup)

 ROE Information Report (if applicable)

 Report of Hiring's (based upon setup)

 Employee Pay Statements

 Employee Status Report

 Total Recap Report

 Totals Report

 Daily Update Report

 Deduction Not Taken Report (if applicable)

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Payroll Register Overview

The Payroll Register is produced both during the preview process and as part of the payroll output reports package. This report displays all current and YTD (year to date) hours and dollars for all earnings and deductions.

The default sort for this report is company code, Branch (other), Department (other)/Pay division (Workforce Now) and employee number. In addition this report contains Department (other)/Pay division (Workforce Now) sub-total pages and a company level grand total page at the end of the report. Customized sorting is available for this report.

The Register, also referred to as the "new" Register contains the same information; it's simply in an easier-to-read format. It is available online only through Reports On Internet (ROI) and is accessible in the same manner as the existing Payroll Register Report. Both report versions are currently available.

The new Register is being implemented in phases. It’s currently available only for Current and Year End.

For more on the new Register, access these links:

http://www.adp.ca/en-ca/client_service_pt_sbs/training/learning-bytes/standard-reports.aspx Under the “Reading the Payroll Register” is the “NEW Reading the Register Report”

Client Training Job Aid

English: http://www1.adp.ca/learningservices/Hosted/ROI/ROI_EN/Register_External_Final.p df

Payroll Register Fields

The following fields are found at the Company Level:  Company Code

 The number of pays the company will have this year and the pay period frequency

 The current pay period number

 The branch and department

 Pay Period End Date

 Pay Date

 The following fields are found at the Employee Level:

 Employee Name

 Employee File number

 Current Salary or hourly rate

 Payment method (C=Cheque, D=Deposit or N=No Pay)

 Cheque number if paid by cheque or account number, if paid by direct deposit

 Earnings and deductions used by individual employees

 Gross Pay dollar total for current pay (excludes taxable benefits such as life)

 Net Pay Adjustment amounts paid as add to net only earnings for expenses which are not reported on a tax form

 Deduction dollar total for current pay

 Net Pay

 Year to date gross earnings per employee. (This total excludes taxable benefits and expenses)

 Lists all deduction names, hours/units and dollar totals for the current pay and separately displays the year to dates

 Details about the payment/employee (Bonus Pay, Terminated, Inactive… etc.)

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Reading the Payroll Register

The Payroll Register is divided into sections in order to make it easy to locate information. There are four main sections within the register:

A: Company information B: Employee information

C: Gross Payments, taxes & net

Section A: Company Information

The components found in the company level are as follows:

A: Company Code

B: Branch (Other), Workforce Now is blank

C: Pay division (Workforce Now) & Department (Other) D: Pay Period End Date

E: Pay Date

F: Current Pay Period

G: Pay Frequency (# of pay in the year) H: Company Name and Address

D: Earning information E: Deduction information A B C H G F E D

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Section B: Employee Information

A: Employee Name B: Employee File number C: Per Pay Salary/hourly rate

D: C= Cheque, D= Deposit and N=Not Paid

E: When payment is a D this is the account # (masked) F: When payment is a C this is the cheque #

G: Payment Type: See additional list below

Payment Types

Terminated = TRM Inactive = INC

Active: Employees could display any one of these payment types: ADJ: YTD Adjustment (remit)

SEP: Separate Payment SPC: Bonus Payment

Blank: Current Pay Period Payment

YTD: Year to Date Updates or YTD Adjustment (non-remit) FIN: Year to Date Updates to Labour Costs

A B D C E F G

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Section C: Employee Payments

The following are the fields found in the employee payments area:

A

B

C

D

A: Total gross paid earnings B: Total Taxes/deductions C: Total Net Pay

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Section D: Earnings Information

Section E: Deduction Information

Displays:

 Earning units/hours current and year to date

 Earning dollars current and year to date

 Taxable Benefits

 Unpaid earnings

Displays:

 Deduction dollars current and year to date

 Employer accruals

 Bank values

 Second Account Deduction

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Department (Other)/Pay Division (Workforce Now) Level

Earning and Deduction Totals Page

A: Current Gross, Net Totals, earnings hours/units, earnings dollars, deduction dollars at the department (other)/Pay Division (Workforce Now) level

B: Current Gross and Net Totals + Adjustments C: Year to Date Totals

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Company Level Grand Total Page

Tip: Even if a terminated employee does not appear on the register, their pay register totals are still included in the values displayed above.

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“New” Register Example

Total Page

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Activity: Payroll Register

Using the Payroll Register on the next page, answer the following questions:

1. What is the payroll frequency of this payroll? ___________________

2. This is the _______ pay of the year.

3. What is the pay period end date? _____________

4. What is Poppy's gross salary per pay? _____________

5. What is Poppy's Net pay amount on her bonus payment? ____________

6. What is the cheque number for the bonus payment? ____________

7. Will Poppy receive a cheque or deposit for her regular payment? ___________

8. What is Poppy's year to date total gross earnings upon completion of this pay period? ____________

9. Using the register total page, enter the YTD totals for Regular and Bonus?

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Transaction Proof & Payroll Entries Report Overview

During the implementation stage the client will select either the Transaction Proof Report or the Payroll Entries Report. The selected report will produce both during the preview process and as part of the payroll output package. These reports display both company level and employee level transactions that were processed during the current pay, along with any errors that were detected.

The company level information is sorted in numerical order of the transaction codes and the employee level is sorted by employee TRAN (Branch, Department/ Pay division) then by Employee file number. There are no custom sorts available for this report.

When errors occur the invalid input is displayed, with either single or multiple asterisks followed by an error message. The following chart outlines the different error types and what (if any) corrective action is required:

Report Error Messages

Error Message Error Definition 1 Asterisks *

"Notification"

Indicates that the transaction has been accepted, but the system has identified a potential problem. Validation is required.

2 Asterisks** "Warning"

Indicates that the system has substituted an entry with a default value, because the field was either left blank or was invalid. Validation and corrective action may be required.

3 Asterisks*** "Action Required"

Indicates that an entry was rejected and/or an employee is not being paid (example zero net pay error). Corrective action is required.

Report Error Examples

Transaction Proof Report:

Payroll Entries Report: This star error only appeared on the Transaction Proof report Means: Notification that a change has been made to the accumulator

Transaction Proof Report:

Payroll Entries Report:

Means: Warning there is no Social Insurance Number which may cause problems, review and update to avoid any issues

Transaction Proof Report: Payroll Entries Report:

Means: Stop, this employee has not been paid. If this is incorrect an adjustment must be made.

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Transaction Proof and Payroll Entries Report Fields

The Transaction Proof Report displays a combination of codes and mnemonics, whereas the Payroll Entries Report displays the description in words. The report formats appear

differently, however both reports contain the same fields:

 Company Code

 Pay Period End Date

 Pay date

 Type of run processes (Regular versus Special Run)

 All company level changes that were keyed into the current payroll

 All employee level entries/changes that were keyed into the current payroll

 Entry/change made with hours/unit and dollar amount associated

 In the Transaction Proof Report all mnemonics and transaction codes used where creating the entries will display.

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Transaction Proof Report Example

Company Level (Company/Labour Cost Change Report)

A: Company Information

B: Company Control Transaction C: Company Changes/Entries

Employee Level (Transaction Proof Report)

A: Company Information B: Employee Changes/Entries

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Reading the Transaction Proof Report

During the preview stage, this report is primarily used to provide the ability to view, validate, troubleshoot and identify potential errors prior to finalizing the payroll. This report is divided into three sections: Company Information, Company/Labour Cost Change Report and the Transaction Proof Report. The sections are as follows:

A: Company Information

B: Company level entries/changes C: Employee level entries/changes

Section A: Company Information

The following information is found here: A: Company Code

B: Company name/address C: Report Date

D: Current Pay Period number A

B

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Section B: Company Level Changes

The 60 Company Control Transactions represents the code that initiates the start of the payroll cycle. This line contains the pay period end, date of pay, earning schedule, deduction schedule and may contain specifics on run type:

 SPEC: Special Run

 SROE: Record of Employment Runs

 NCYR: New Calendar Year

 NCMO: Start of a new calendar month

This line will always appear as the first line in this report

Section C: Employee Level Information

A: Employee File number C: Employee Name

E: Change to values (From and to)

B: ADP transaction codes

D: Displays the change/entry that was made F: Example of a two star error

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Payroll Entries Report Example

A: Company Information

B: Company Transmittal/Control Card

C

C: Company Level Entries/Changes D: Employee Level Entries/Changes A

B

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Reading the Payroll Entries Report

Section A: Company Information

A: Company Code

B: Company name/address

Section B: Company Transmittal/Control Card

This section provides all the specifics regarding the current pay cycle:

 Pay Period End date

 Pay Date

 Earning and Deduction Schedule

 Processing Status

 New Calendar Month

 New Taxation Year

This information was extracted directly from the payroll schedule.

C: Pay Period End Date D: Pay of the Year

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Section C: Company Level Information

A: Type of change\entry B: Entries/changes (from and to)

Section D: Employee Level Information

A: Employee Name B: Type of change/entry

C: Entry/change (from and to) D: 3 Star action required example E: 2 star warning example

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Reading Values

Rates are displayed as 4 decimal places and dollars are displayed as 2 decimal places Rate Example:

Rate from 15.5000 to 17.5000

Dollar Example:

Dollar from 0.00 to 2.50 Dollar from 0.00 to 200.00

The dates in this report are read as follows:

Pay Period End Date: July 14, 2012 Pay Date: July 20, 2012

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Activity: Transaction Proof & Payroll Entries Reports

Transaction Proof

Using the Transaction proof report, identify the following:

1. What status did Leslie Bowman change from and to? __________ to _________

2. What rate did Jo Alexander change from and to? _________ to ___________

3. What was the pay period end date on this report? _________________

4. What is the pay date for this report? __________________

5. What does the ** error "SINO Missing" mean? ________________________

Payroll Entries

Using the Payroll Entries report, identify the following:

6. What did the "DNTL DED" value change from and to? From __________ to __________

7. What did the "EE Type Change" change from and to? From __________ to _________

8. What is the amount of the Regular separate pay? __________________

9. Is a ***error a notification, warning or action required? _________________

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Record of Employment (ROE) Information Report

Overview

The ROE Information report is only produced in the payroll output reports package. The report only generates for clients reporting Employment Insurance (EI). This report provides detail by pay period for 6 months, plus one pay period for insurable dollars and 1 year plus one pay period for insurable hours.

By default this report is sorted by branch (other), department (other)/pay division (Workforce Now) and employee file number, however the client can request a customized sort. An ROE is required by the government whenever there is a break in employment, for example:

Termination, laid off, on leave or interruption of earnings defined by Service Canada. When requesting an ROE or reactivating the employee, the system will clear all previous values and will begin a new EI History. Amended ROEs can be produced as long as the employee remains inactive or terminated. When an employee's ROE is requested the report will display the EI History on its individual page (per employee) and it will appear at the beginning of the report.

ROE can be direct filed with the government or produced as a paper form.

The ROE information report is an employee level report that is divided into three areas: Employee information, Insurable Earnings/Deductions and field totals.

Record of Employment (ROE) Information Report Fields

The Record of Employment (ROE) Information Report holds the following information:

 Company Code

 Employee Name

 File number and Pay Division/Department

 Social Insurance Number (Note: These are unmasked on this report)

 First day worked (Hire Date)

 Pay dates

 Insurable earnings, hours, mnemonics and their corresponding per pay values

 Total insurable earnings, hours and values

 Future Earnings and Hours

 Employee Occupation

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Reading the ROE Information Report

Section A: Employee Level Information

Section B: Insurable Earnings and Hours

PP = Pay Period: The number assigned to each pay period's insurable earnings/hour amounts 1st MNEM: The ADP Mainframe code for each pay period

Date: Pay Period End Date

2nd MNEM: The current or previous year pay period insurable earnings/hours

 nn = The pay period number

 EEnn = Current year pay period insurance earnings

 PEnn = Previous year pay period insurance earnings

 EHnn = Current year pay period insurable hours

 PHnn = Previous year pay period insurable hours

Earnings: The insurable earnings calculated during that pay period Hours: The insurable hours calculated during that pay period

Section C: Grand Totals

The grand totals section provides a breakdown for:

 Total Earnings  Total Hours Includes the:  Employee name  Department (Other)/Pay Division (WFN) or Department (other)/Pay Division (WFN) & File #

 Social Insurance #  Hire Date  CRA Business #  Future Earnings  Future Hours

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Activity: ROE Information Report

Using the ROE information Report, identify the following:

1. When was Alex's hire date? __________

2. What is the total earnings dollar value for the previous year? _________

3. What is the amount listed for "Total Hours"? ____________

4. What is the masked business number listed on the report? __________________

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ROE Information Report Example

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Report on Hirings Overview

The Report on Hirings report (ROH) produces in the final payroll output only. In order for this report to produce it must be setup in advance. This report is sorted by company then first day worked and it is an employee level reports that is displayed in three different columns: Employee SIN, First day Worked and Badge or Payroll number.

This report is use by employers who voluntarily report this information to Service Canada

Report on Hirings Fields

The Report on Hirings holds the following fields:

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







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Employee Pay Statements Overview

There are two types of Employee Pay Statements; Cheques and Deposit statements. Both are produced in the payroll output package and are not available as a preview report. These statements display both current and year to date entries that affect the employee's pay. Pay statements are available in two forms:

 Paper

 Online via:

o The client's payroll product (other & Workforce Now) o Reports on the Internet (ROI) (other)

o Self Service (if available) (Workforce Now)

Clients with a mixture of deposit statements and cheques can print the cheques and still have access to view both deposits and cheques online.

When viewing Pay Statements on line they are sorted numerically by employee file number.

Employee Pay Statement Fields

The Employee Pay Statements holds the following information:

 Company Name and Address

 Pay Period end date and Pay Date

 A listing of all earnings and deductions the employee has had since the first pay of the year

 Rates, hours/units, Current dollars, year to date hours/units, year to date dollars, net pay

 Deposit information or cheque number

 Employee's ID number

 Employee name, address and file number

 The pay of the year number

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Deposit Pay Statements Example

A: Company address B: Pay date & Pay Period End Date

C: Earning & Deductions D: Company Code, File # & Employee

(Current & YTD) address

E: Deposit Details & Net Pay

Sections A, B & C remain the same for both the deposit and cheque statements. We will first discuss the different components within the top portion of the Employee Pay Statements. Then we will explore the differences between the Employee Deposit statement and Employee Cheques statement.

A B

C

D

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Reading the Employee Pay Statement (Top Portion)

Section A: Company Address

Section B: Pay Date & Pay Period End Date

Section C: Earning & Deductions (Current & YTD's)

The top portion of the pay statement is the same for both a cheque and a direct deposit. This portion of the statement displays all of the values that impact the employee's pay:

A: Earnings codes names

B: Earning current rate, hours/units and dollars amounts C: Earning year to date hours/units and dollars amounts D: Deduction codes names

E: Deduction current dollar amounts F: Deduction year to date dollar amounts G: Net Pay

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Reading the Employee Pay Statement (Deposit)

The bottom portion of a direct deposit slip contains:

A: The company code

B: Department number (Other) C: Employee file number D: Employee name and address

Reading the Employee Pay Statement (Cheque)

A: Company Information B: Cheque number C: Not to exceed amount

D: Cheque payable date (Pay day)

E: The pay of the year

F: The number of pays in the year (Pay frequency) G: Net Pay Amount

H: Employee's deposit account information (masked)

E: Company Code F: Employee File number G: Employee name and address H: Net Pay

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Activity: Employee Pay Statements

The Top Portion of the Statement

Using the Deposit Pay Statement, identify the following:

1. What pay period number is it? __________

2. Who does this pay statement belong to? _________ __________

3. What are the current and YTD Fed Tax amounts? Current $__________ YTD $____________

Deposit Portion of the Pay Statement

1. What is the company code? __________

2. What are the last four digits of the deposit account? _________

3. What is the pay period number? _________________

Cheque Portion of the Pay Statement

1. What is the Net Pay? $__________

2. When is the cheque payable? _________

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Activity: Employee Pay Statement Example

Top Portion

Deposit Portion

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Employee Status Report Overview

The Employee Status Report provides a snap shot of all information specific to each employee. The report is produced with the final payroll output package only. This report prints only under the following conditions:

 New Hire

 Status change

 Employee transfer

 Employee field change

 Specifically requested through payroll (Single employee or mass request)

 Conditions placed on report to run whenever those conditions are met

Employee Status Reports are produced one page (plus) per employee. The default sort is by company, then Employee File number, however special sorts are available.

Employee Status Report Fields

The Employee Status Report holds the following information:

 Company Code and name

 Employee branch/department/file number or for Workforce Now (Pay division/ department/file number)

 Status

 Current Pay Period and pay period end date

 All personal information specific to the employee

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Employee Status Report Example

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Activity: Employee Status Report

Using the report on the next page complete the chart with field values: Field Value Date of hire Actual Status Hourly Rate Salary Normal Hours

EMP Equity Ann Salary Current yr CPER for ROE RCT Account No IND

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Total Recap Report Overview

The Total Recap Report is produced with both the preview and final payroll output reports. This report summarizes the current payroll activity by displaying a variety of totals and it ranges in size based upon on the company setup. The default sort for this report is company level, but the client can request to sort by company, branch (other), department (other)/pay division (Workforce Now) or by company & branch (other).

This report allows the user to balance and validate a variety of totals:

 Balance payroll, earnings input and adjustments

 Compare pay period end dates, pay dates and deduction schedules to their internal records

 Identify the number of error messages that occurred on the Transaction Proof/Payroll Entries report

 Verify the number of cheque and deposit notifications that were produced

Total Recap Report Fields

The Totals Recap Report displays:

Control totals

 Salary per pay period

 Regular hourly rates

 Number of active employees on file

Counter Items

 Number of 2 and 3 star warnings

 Number of employee changes

 Number of adjustment entries

 New employee records added to this pay period

 Number of Employee records terminated this pay period

 Number of active, inactive or terminated employee records

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Company and Pay Period Identification

 Company name and address

 Pay period end date, current pay period number and pay date

 Earning/deduction schedule and Payroll status

Payments

 Total number of cheques, deposits and deduction deposits

 Total number and net pay dollar amount of cheques and notifications of deposit produced for the current payroll

Memo Pays

 Previous Adjustments

 Payoffs - Total number and dollar amounts of adjustments made to an employee's year to date totals

Taxables

 Accumulation of earnings for CPP/QPP, Federal Tax, Provincial Tax, Commissions, Benefits, Other income, unemployment insurance, lump sum, Medicare and company pension

Taxables Breakdown

 Lists earnings subject to CPP, QPP, Quebec Medicare and Ontario Employer Health Tax

Input Totals

 Current units, Adjustments units and dollars

Posting Totals

 Unposted Adjustments

 Previous, current and total dollars

Total Earnings and Deductions

 Total of all earnings calculated this pay period including gross earnings, taxable and non-taxable benefits

 Gross and net earnings

 Total of all deductions processed this pay period

 Net Pay - Total net earnings minus total deductions

Government Pension Deduction Breakdown

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Totals Recap Report Example

A: Company Information and Pay Period Information B: Pay Date, Earning/Deduction Schedule & Payroll Status C: Control Totals for Salary, Rates and Active Employees D: Counters

E: Payments F: Taxable Details G: Input Totals H: Posting Totals

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Activity: Total Recap

Using the report on the next page, provide the correct answers to these questions:

1. What is the pay date on the report? _______________________

2. What schedule are the earnings and deductions on? ______________

3. What is the current EI value? ________________

4. How many cheques were produced with this payroll? ______

5. What was the total dollar amount for the deposits? $_________________

6. What section will you find the adjustment units? _________________

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Totals Report Overview

The Totals Report is produced as part of the payroll output reports and is primarily used as a reference document and as a source of information when preparing journal entries.

The Totals Report provides a summary of payroll costs for each department (other)/Pay Division (Workforce Now) and branch (other) along with a variety of company totals. The report is sorted by branch (other) and department (other)/Pay Division (Workforce Now) with a grand total page at the end of the report.

The Totals Report is divided into several sections, all at the company level.

Note: Earnings and deductions may appear on separate pages based upon the number of earning and deductions

Totals Report Fields

The Totals Report holds the following information:

 Company level information

 Earnings - Units

 Earnings - Amount

 Deductions - Employee Portion

 Deductions - Company Portion

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Totals Report

Sub Total Example

A: Company Information

C: Deductions (Current, Adj & Year to Date)

B: Earnings Dollars (Current, Adj & Year to Date) D: Company Tax Portions (Current, Adj & Year to Date)

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Totals Report - Grand Total Page Example

A: Company Information C: Earnings Dollars E: Net Pay B: Earning Units D: Deductions F: Company Portions

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Reading the Totals Report

Sub-Totals Page

Section A: Company Information

A: Company Code B: Branch number (Other)

C: Department (other)/Pay Division D: Company Name

(Workforce Now) F: Pay Period End Date

E: The pay number of the year

Section B: Earning Dollars

A: Current regular $ B: Current Adjusted regular $

C: Total current regular $ D: YTD Adjusted regular $

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Section C: Deduction Totals

A: Deduction names B: Current deduction $

C: Current adjustment deduction $ D: Total current deduction $ E: YTD adjustments for deduction $ F: Total YTD deduction $

Section D: Company Portions

A: Company level taxes B: Current Dollar amounts

C: Current adjustment Dollars D: YTD current Dollar amounts

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Grand Totals Page

The Grand Total page contains the same sections found on the Sub-total page. However, this report represents the company totals. This example identifies categories only found on the Grand Total page.

Section B: Earning Units

A: Current regular units B: Current Adjusted regular units C: Total current regular units D: YTD Adjusted regular units E: Total YTD regular units F-J: Totals

Section E: Net Pay

A: Current total B: Current adjustment C: Total current D: YTD adjustment E: Total YTD

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Activity: Totals Report

Complete the following exercises using the report in the following pages:

Branch 1 Dept 100 Page

1. Record the current "Earning Dollars" amounts and current "Deductions" from Totals Report.

REGULAR ____________ BONUS ____________

FEDERAL TAX ____________ COFFEE ____________

DNTL DEDUCTION ____________

2. What are the current company portions for GPP (Government Pension Plan) and EI?

GPP ____________ EI ____________

Company Totals Page

3. On the company totals page, identify the current values for the following fields:

GOVT PEN ____________ TOT RRSP ____________

QPIP ____________ UNIONDUE ____________

2ND ACCT ____________

4. What are the current company portions for GPP (Government Pension Plan) and EI?

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Daily Update Report Overview

The Daily Update Report is produced as part of the payroll output reports and is primarily used to verify the payroll debit amount, remittances and to view any adjustments that may have taken place during the payroll cycle.

This report displays all dollar values keyed into the current/special run, for example: employee/employer, statutory deductions, company contributions, total net pays and processing charges.

It is sorted by CRA business number and produces one page for each CRA business number. The last page of the report contains the grand total for all pages of the report, with the addition of the payroll debit amount and service charges.

The report is laid out in 5 sections all information is company level.

Daily Update Report Fields

The Daily Update Report holds the following information:

 Company code and name

 Packet number (CRA Tax ID number)

 All Tax ID numbers, tax frequencies and exemptions (for provincial health plans)

 Payroll run date, pay date and debit date

 Statutory taxes, separated by government tax agency (current and year to dates -including any adjustments)

 Cheques, regular deposit and secondary account totals (current & year to date)

 Lists all vendor cheques (Note: further can be found on the Totals Recap)

 RRSP and Tier 1 3rd party contributions (Current and year to date)

 Payroll debit amount

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Daily Update - Business Number Page Totals Example

This report contains one page for each CRA business number and a grand total page at the end of the report.

A: Run date/number and debit date

C: Company Taxes (Current, Adj, Total & YTD) E: Cheque & all Deposit option Totals

B: Tax Business #s & applicable exemptions D: Provincial Taxes

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Daily Update - Grand Total Page Example

A: Run date/letter, HST #, Debit Date & Pay date C: Provincial Taxes

E: RRSP and Third Party Totals G: Analysis of Service Charges

B: Company Taxes (Current, Adj, Total & YTD) D: Cheque and various Deposit Totals

F: Service Charges and HST amounts H: Debit Total

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Reading the Daily Update Report - Columns

Each column within the daily update contains a different combination of values.

Current Column

This column contains the following values made from this pay:

 Contributions (statutory deductions, RRSP and Third party)

o Note: Statutory deductions are a combination of employee and employer

 Payment Totals (Cheques, deposits and vendor cheques)

Adjust - Debit and Adjust - Credit Column

This column contains any positive or negative deduction adjustments made this pay. Values that appear in these columns are remit values.

Current Total Column

This column contains the value from the "Current" column after "Adjust - DR" and "Adjust - CR" figures have been added to the amounts

YTD Adjust Column

This column contains year-to-date values that are non-remit and are not included in the "Current Totals" value.

YTD Total Column

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Activity: Daily Update Report

Complete the following charts:

Field Name Current Total YTD

Federal Tax Provincial Tax QPIP Total Stats: Cheques Deposits Total Net Pay Total Payroll

Service Charge Total

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Deductions Not Taken Overview

The Deductions Not Taken report is produced both with preview and final output reports package. This report will only produce when there is a deduction that was scheduled or advised to be deducted on the current payroll and was not taken. Here are two examples:

 An employee was not paid (Hours for an hourly employee were not advised)

 The employee had an insufficient amount of net pay for the deduction to be taken This report displays the employee effected, the deduction name and the associated dollar value that was not taken.

Note: This report does not accumulate values; it will only reflect the amounts not taken on the current payroll run.

The report is sorted by Company, branch, department/pay division and employee number and lists all deduction(s) that were not taken by deduction name.

The report displays values at the employee level and provides a list of all deductions that were not taken from the employee.

Deductions Not Taken Fields

The Deductions Not Taken Report holds the following information:

 Company code and name

 Pay period end date

 Pay period number

 Employee file number and employee name

 A list of all deduction names and dollar amounts

 Department number the employee is applicable to

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Deduction Arrears Report Overview

The Deductions Arrears Report is produced both with the preview and final output reports. This report only produces when the Arrears Recovery feature is setup and there is a deduction in arrears. This report displays all employees with a deduction in arrears. Each employee has their own section on the report, so the report will vary in length.

This report is sorted by Company, Branch (other), Department (other)/Pay Division

(Workforce Now) and file number. It holds employee level details with a list of deductions that were not taken and require recovery.

Deduction Arrears Report Fields

The Deduction Arrears Report holds the following information:

 Company code and name

 Department, Branch/Pay Division and File number

 Employee Name and file number

 Deduction(s)

 Current arrears name and dollars amounts

 Arrears taken name and dollar amounts

 Arrears not taken

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Deductions Arrears Report

The information is laid out in a similarly to the Deduction not taken report with different column headers

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Module 1: Summary

In this module you learned:

 The reporting workflow

 The different field names when using different interfaces

 Which reports are available during the preview stage

 Which reports produce with the final processing package

 Which reports have custom sorting options

 Which reports require setup or specific conditions in order to produce

 What information is found in each of the reports

Now that we understand how to read the reports, we will now review how the reports work together to provide the values required in verifying and balancing payroll.

Module 2: Balancing

 2015 ADP, LLC.

Module 2: Balancing

Purpose

This module will demonstrate how to use the various reports in order to validate and balance your payroll. There are many items that require balancing/validation, so we will focus on some of the most common balancing best practices.

We will also demonstrate how ADP reporting has been designed to assist in completing some of the more common government forms/reports.

Topics

Upon completion of this module, participants will understand:

 Which reports work together in the balancing process

 Which reports are used in order to verify and balance the different aspects of payroll

 Best Practice balancing

 2015 ADP, LLC.

Balancing Overview

ADP provides a large array of reporting. Each of the reports has been organized in a similar fashion in order to make it easier to read. This session will review the knowledge learned within module 1 and will enhance your understanding by introducing how the reports are used in day to day payroll activities.

Since there are too many possible balancing techniques to record, we have selected a few of the more common scenarios to review in this module.

 2015 ADP, LLC.

Activity: Balancing the Payroll Register to the Totals Report

Once the Branch/Pay Division and department have been located, the user will need to review the entries at the employee level within the Register in order to determine if the reports balance.

Balancing the Payroll Register to the Totals Report

Step Action

1 To balance the YTD Taxes: Compare the YTD totals on the last page of each report.

To balance Earnings and Deductions: Compare the Branch/Pay Division & Department Subtotal pages of each report

2 If all totals balance, no further action is required If any totals do not balance, see step 3

3 Review all entries at the employee level on the payroll register to identify where the error occurred

Balancing the YTD Taxes

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Balancing Earning & Deduction Total

Compare each of the fields to ensure that they balance. In this example all balance with the exception of the "Regular, YTD Units/hrs total". The Register shows 162.00 and the Totals Report shows 213.00. Further investigation will be required.

Best Practice: If balancing is complete each pay, then the error must have occurred during this pay.

**If the payroll is not balanced per pay, then all payrolls that have run during this year will need to be reviewed. Waiting to balance the reports creates a much larger task than necessary. Research shows that the error occurred on a previous payroll. To resolve, all Registers and Totals Reports branch 1, department 100 pages will need to be compared going back possibly several pays until the error is located.

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Balancing the Totals Reports to the Daily Update Report

Once the Register and Totals Report balance, the next stage is to balance the Totals Report to the Daily Update Report.

The Daily Update Report provides the Tax totals for each of the various taxes. These totals will be balanced against the Totals Report.

Daily Update

Totals Report

Federal Tax Total = Federal Tax Provincial Tax Total = Provincial Tax

Employment Insurance Total = EI Cont + EI (company portion) Can Pension Total= Can Pen + Can Pen (Company Portion) + QC Pen QPIP Total = QPIP + QPIP (Company Portion)

Example: Daily Update Report EI Cont.: 8,721.73

Totals Report EI Cont.: 3,634.06 + Company Portion EI 5087.67 = 8,721.73 Therefore the EI Contribution balances.

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Balancing the Totals Recap to the Daily Update

The portion of the Daily Update that is balanced with the Totals Recap is the cheque and deposit totals.

Daily Update

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Balancing the Daily Update to the CRA Statement of Account

The CRA statements are sent out once a month. The taxes located on multiple Daily Update Reports must be added together in order to match the CRA statement total. The number of tax totals to be added together from the Daily Update Report is determined by the number of pay cycles that fall within the remit frequency.

For Example: A client has a Monthly Tax Frequency which means the taxes must be remitted to the government on the 15th of the following month.

The client’s payroll frequency is bi-weekly and they had thee pays this month. All taxes generated from the three pay dates that fall within the first and the end of the month, listed on the Daily Update Report, will need to be added together in order to balance to the CRA monthly statement. (PD7A)

Confirming the number of Cheques and Deposits

The Totals Recap report provides the number of cheques, deposits and 2nd bank accounts that were produced each pay cycle. In addition this report also displays the total dollar values of cheques, deposits and 2nd bank account (Ded deps).

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Confirming a Manual Cheque Update

When year to date adjustments are keyed they will appear on the payroll register with an "N" for payment type and "YTD" to state that this entry was an update only (No payments or Remittances were made). The details of what values were keyed can be found on the Payroll Register.

The number of updates completed within the pay cycle can be found on the Totals Recap Report under the "Memo Pays" area.

This client completed 4YTD adjustment this pay cycle.

Identifying when an Exemption will be Surpassed

The Daily Update Report holds two important pieces of information regarding exemptions:

 The exemption amounts for each applicable tax authority

 The YTD totals for all tax authorities

This company has associated in Manitoba, so they have a MB business number

1233452666MT001. Their exemption is $760,000.00 and their YTD is only $6,225.83. They are a long way away from surpassing their exemption.

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Record of Employment Information

The ROE Information report holds all the values that are required in order to complete a Record of Employment. The hours, earnings, hire date, social insurance number and business number the employee is in.

Investigating with the Transaction Proof Reports

Although this report is highly used by ADP associates for troubleshooting purposes, many clients as they become accustom with the ADP Mainframe begin to use this report for their own investigations. The Trans Proof Report provides the user with an easy way to investigate when something goes wrong. The timing of each entry takes place based upon how it was keyed in. The timing is controlled using Transaction codes which process in numeric sequence. The Trans Proof Report shows which codes were used for each entry and what fields on the ADP Mainframe were affected. For Example:

This change was made first:

49 DN25 000000250 = Deduction Number 25 was changed from $0.00 to $2.50 This change was made second:

72 DN85 000020000 = Deduction Number 85 was changed from $0.00 to $200.00

Tran Codes ADP Mainframe

 2015 ADP, LLC.

Knowledge Check

Name the reports where each of the following values/information is found (If there are multiple reports, list them):

1. Employee level earnings and deductions? 2. Number of errors per pay period?

3. Company level tax exemptions? 4. Employee level YTD gross value?

5. Where can you find the company earning and deduction names? 6. Company portions or Employer portions of YTD totals?

7. Number of cheque printed? 8. Hire date?

9. The company total for CPP?

10. Current Federal Tax amount for the pay period? 11. Payment type indicator?

12. Current Adjustments, company level EI contribution? 13. If an employee was paid?