Entering Past Payrolls for the Current Year

If you have not paid any employees in the current calendar year, you can ignore this section.

Payroll information is recorded and stored on a *calendar year basis, in accordance with Revenue Canada requirements. If you are changing systems in the middle of the calendar year, you will have to record ALL payroll information that has been generated prior to switching payroll systems.

Accurate YTD figures are necessary for T4's, Cheque stub year to date information and to stop deducting CPP/QPP and EIC if the maximum is reached.

BEFORE you enter the actual data, you must do the following:

1) Decide whether you are going to record summary figures (total amounts for all cheques issued) or detail figures (individual amounts from each pay cheque issued).

2) Collect the information required. Regardless of how much detail you included, you will need for each employee. These amounts MUST be recorded, as they appear on the T4's.

  • Total Regular Hours
  • Total Regular Earnings (wages)
  • Total Overtime Hours
  • Total Overtime Earnings (wages)
  • Total Gross Earnings (wages)
  • Total Canada or Quebec Pension Deducted
  • Total Unemployment Insurance Deducted
  • Total Earnings That Are UIC Insurable
  • Total Income Tax Deducted
  • Total Provincial Tax (if operating in Quebec)
  • Total Net Pay (actual cheque amount)

You will also need to record the following items:

  • Additional Deductions for items such as Vacation Pay, Union Dues, Pension Plans, etc.

Record YTD figures as follows:

1) Place the collected information in Payroll Input (#19). Refer to the instruction for recording YTD FIGURES in the appropriate manual section. It is important that the input file be properly created, as some fields have very specific uses when recording "YTD or Adjustment Figures".

**2) Print **a list of all entries made in Payroll Input File (#19) and verify that the information is correct.

*3) Run Payroll Calculation (#20) being sure to specify the correct company number and pay week. The pay week should be the same as your input file's pay week. You will process the input in the same manner as you would a normal payroll. The only difference being that NO actual pay cheques will be produced.

4) Verify the resulting Cheque Register Report. It should match the YTD figures you recorded in Payroll Input (#19). Keep this report as a record of what has been transferred to the KLM Payroll system.