payroll output reports & balancing - adp · pdf filepayroll output reports & balancing...

Payroll Output Reports & Balancing Automatic Data Processing, LLC

ES Canada

ADP’s Trademarks The ADP Logo and ADP Workforce Now are registered trademarks of ADP, LLC Third-Party Trademarks Centra is a registered trademark of Saba Software, LLC or its affiliates. All rights reserved. Microsoft and Power Point are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. © 2015 ADP, LLC. and its licensors. All rights reserved. Confidential and proprietary information, for internal purposes only. The disclosure or use of the information contained herein by any person who is not an employee of Automatic Data Processing, LLC or its subsidiaries is expressly prohibited.

PAYROLL OUTPUT REPORTS & BALANCING PREFACE

© 2015 ADP, LLC iii W8024_ILT_ WFN80V01_0415

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


© 2015 ADP, LLC iv W8024_ILT_ WFN80V01_0415

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


© 2015 ADP, LLC v W8024_ILT_ WFN80V01_0415

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


© 2015 ADP, LLC vi W8024_ILT_ WFN80V01_0415

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


© 2015 ADP, LLC vii W8024_ILT_ WFN80V01_0415

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 Closing

Payroll Output Reports & Balancing Course Introduction

Automatic Data Processing, LLC ES Canada

PAYROLL OUTPUT REPORTS & BALANCING

COURSE INTRODUCTION

2015 ADP, LLC 1.5 W8024_ILT_ WFN80V01_0415

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 Discover how to complete government forms using report data


COURSE INTRODUCTION

2015 ADP, LLC 2.5 W8024_ILT_ WFN80V01_0415

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 Training Evaluation

Payroll Output Reports & Balancing Module 1: Reading Output Reports



MODULE 1: READING OUTPUT REPORTS

2015 ADP, LLC. 1-1 W8024_ILT_ WFN80V01_0415

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 Identify what information is found in each of the reports



2015 ADP, LLC. 1-2 W8024_ILT_ WFN80V01_0415

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.



2015 ADP, LLC. 1-3 W8024_ILT_ WFN80V01_0415

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.



2015 ADP, LLC. 1-4 W8024_ILT_ WFN80V01_0415

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)

Deduction Arrears Report (if applicable)



2015 ADP, LLC. 1-5 W8024_ILT_ WFN80V01_0415

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.pdf

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.)

**Note: Due to the Privacy Act, specific information is masked for protection.

http://www.adp.ca/en-ca/client_service_pt_sbs/training/learning-bytes/standard-reports.aspx

http://www1.adp.ca/learningservices/Hosted/ROI/ROI_EN/Register_External_Final.pdf

http://www1.adp.ca/learningservices/Hosted/ROI/ROI_EN/Register_External_Final.pdf



2015 ADP, LLC. 1-6 W8024_ILT_ WFN80V01_0415

Payroll Register Example



2015 ADP, LLC. 1-7 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-8 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-9 W8024_ILT_ WFN80V01_0415

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

D: Total YTD Gross Earnings



2015 ADP, LLC. 1-10 W8024_ILT_ WFN80V01_0415

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

Accruals



2015 ADP, LLC. 1-11 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-12 W8024_ILT_ WFN80V01_0415

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.



2015 ADP, LLC. 1-13 W8024_ILT_ WFN80V01_0415

“New” Register Example

Total Page

Employee Page



2015 ADP, LLC. 1-14 W8024_ILT_ WFN80V01_0415

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?

Regular____________ Bonus_____________



2015 ADP, LLC. 1-15 W8024_ILT_ WFN80V01_0415

Activity: Payroll Register



2015 ADP, LLC. 1-16 W8024_ILT_ WFN80V01_0415

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


Payroll Entries Report:

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


Payroll Entries Report:

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



2015 ADP, LLC. 1-17 W8024_ILT_ WFN80V01_0415

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.



2015 ADP, LLC. 1-18 W8024_ILT_ WFN80V01_0415

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)


B: Employee Changes/Entries



2015 ADP, LLC. 1-19 W8024_ILT_ WFN80V01_0415

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:


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

C



2015 ADP, LLC. 1-20 W8024_ILT_ WFN80V01_0415

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

In this example 41 represents the clearing of the mnemonic DA23.



2015 ADP, LLC. 1-21 W8024_ILT_ WFN80V01_0415

Payroll Entries Report Example


B: Company Transmittal/Control Card

C

C: Company Level Entries/Changes

D: Employee Level Entries/Changes

A

B

D



2015 ADP, LLC. 1-22 W8024_ILT_ WFN80V01_0415

Reading the Payroll Entries Report


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



2015 ADP, LLC. 1-23 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-24 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-25 W8024_ILT_ WFN80V01_0415

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? _________________

10. What was the last day worked? __________________



2015 ADP, LLC. 1-26 W8024_ILT_ WFN80V01_0415

Activity: Transaction Proof Report



2015 ADP, LLC. 1-27 W8024_ILT_ WFN80V01_0415

Activity: Payroll Entries Report



2015 ADP, LLC. 1-28 W8024_ILT_ WFN80V01_0415

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

Revenue Canada Taxation Number



2015 ADP, LLC. 1-29 W8024_ILT_ WFN80V01_0415

Record of Employment (ROE) Information Report Example



2015 ADP, LLC. 1-30 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-31 W8024_ILT_ WFN80V01_0415

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? __________________

5. Bonus: What is the current pay period number for this report? __________



2015 ADP, LLC. 1-32 W8024_ILT_ WFN80V01_0415

ROE Information Report Example



2015 ADP, LLC. 1-33 W8024_ILT_ WFN80V01_0415

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:

Company Code Company address Employee Social Insurance Number First day the employee worked Badge or payroll number



2015 ADP, LLC. 1-34 W8024_ILT_ WFN80V01_0415

Report on Hirings Example



2015 ADP, LLC. 1-35 W8024_ILT_ WFN80V01_0415

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

For cheques, the "not to exceed value"



2015 ADP, LLC. 1-36 W8024_ILT_ WFN80V01_0415

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

E



2015 ADP, LLC. 1-37 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-38 W8024_ILT_ WFN80V01_0415

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)


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



2015 ADP, LLC. 1-39 W8024_ILT_ WFN80V01_0415

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? _________

3. What is the cheque number? _______________



2015 ADP, LLC. 1-40 W8024_ILT_ WFN80V01_0415

Activity: Employee Pay Statement Example

Top Portion

Deposit Portion

Cheque Portion



2015 ADP, LLC. 1-41 W8024_ILT_ WFN80V01_0415

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

Year to date taxable earnings and other earning accumulators



2015 ADP, LLC. 1-42 W8024_ILT_ WFN80V01_0415

Employee Status Report Example



2015 ADP, LLC. 1-43 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-44 W8024_ILT_ WFN80V01_0415

Activity: Employee Status Report Example



2015 ADP, LLC. 1-45 W8024_ILT_ WFN80V01_0415

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

Total number of exception hours paid to exception hourly employees



2015 ADP, LLC. 1-46 W8024_ILT_ WFN80V01_0415

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 Displays portions of the deductions applicable to CPP and QPP



2015 ADP, LLC. 1-47 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-48 W8024_ILT_ WFN80V01_0415

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? _________________

7. What is the total number of errors on this payroll? ________



2015 ADP, LLC. 1-49 W8024_ILT_ WFN80V01_0415

Activity: Total Recap Example



2015 ADP, LLC. 1-50 W8024_ILT_ WFN80V01_0415

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

Taxables



2015 ADP, LLC. 1-51 W8024_ILT_ WFN80V01_0415

Totals Report

Sub Total Example


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

B: Earnings Dollars (Current, Adj & Year to Date)

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



2015 ADP, LLC. 1-52 W8024_ILT_ WFN80V01_0415

Totals Report - Grand Total Page Example


C: Earnings Dollars

E: Net Pay

B: Earning Units

D: Deductions

F: Company Portions



2015 ADP, LLC. 1-53 W8024_ILT_ WFN80V01_0415

Reading the Totals Report

Sub-Totals Page


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 $

E: Total YTD regular $ F-J: Department Totals



2015 ADP, LLC. 1-54 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-55 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-56 W8024_ILT_ WFN80V01_0415

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?

GPP ____________ EI ____________



2015 ADP, LLC. 1-57 W8024_ILT_ WFN80V01_0415

Activity: Totals Report Example



2015 ADP, LLC. 1-58 W8024_ILT_ WFN80V01_0415

Activity: Totals Report - Company Totals Page



2015 ADP, LLC. 1-59 W8024_ILT_ WFN80V01_0415

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

Service Totals, including an itemized analysis of service charges



2015 ADP, LLC. 1-60 W8024_ILT_ WFN80V01_0415

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 F: RRSP & Tier 1 Third Party Totals



2015 ADP, LLC. 1-61 W8024_ILT_ WFN80V01_0415

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



2015 ADP, LLC. 1-62 W8024_ILT_ WFN80V01_0415

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 This column contains the year-to-date payroll figures for the current taxation year.



2015 ADP, LLC. 1-63 W8024_ILT_ WFN80V01_0415

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

Payroll Debit Amount N/A



2015 ADP, LLC. 1-64 W8024_ILT_ WFN80V01_0415

Activity: Daily Update Report Example



2015 ADP, LLC. 1-65 W8024_ILT_ WFN80V01_0415

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:


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

Total deductions



2015 ADP, LLC. 1-66 W8024_ILT_ WFN80V01_0415

Deductions Not Taken Report Example



2015 ADP, LLC. 1-67 W8024_ILT_ WFN80V01_0415

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:


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

Arrears balance



2015 ADP, LLC. 1-68 W8024_ILT_ WFN80V01_0415

Deductions Arrears Report

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



2015 ADP, LLC. 1-69 W8024_ILT_ WFN80V01_0415

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.

Payroll Output Reports & Balancing Module 2: Balancing

Automatic Data Processing, LLC


MODULE 2: BALANCING

2015 ADP, LLC. 2-1 W8024_ILT_ WFN80V01_0415

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

Which reports can assist with completing some of the important government forms


MODULE 2: BALANCING

2015 ADP, LLC. 2-2 W8024_ILT_ WFN80V01_0415

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.


MODULE 2: BALANCING

2015 ADP, LLC. 2-3 W8024_ILT_ WFN80V01_0415

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


MODULE 2: BALANCING

2015 ADP, LLC. 2-4 W8024_ILT_ WFN80V01_0415

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.


MODULE 2: BALANCING

2015 ADP, LLC. 2-5 W8024_ILT_ WFN80V01_0415

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.


MODULE 2: BALANCING

2015 ADP, LLC. 2-6 W8024_ILT_ WFN80V01_0415

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

Totals Recap Report


MODULE 2: BALANCING

2015 ADP, LLC. 2-7 W8024_ILT_ WFN80V01_0415

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).

This company produced 16 cheques and 62 deposits for the pay date of July 20, 2012


MODULE 2: BALANCING

2015 ADP, LLC. 2-8 W8024_ILT_ WFN80V01_0415

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.


MODULE 2: BALANCING

2015 ADP, LLC. 2-9 W8024_ILT_ WFN80V01_0415

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 Field Names


MODULE 2: BALANCING

2015 ADP, LLC. 2-10 W8024_ILT_ WFN80V01_0415

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?

14. Company business number (s)?


MODULE 2: BALANCING

2015 ADP, LLC. 2-11 W8024_ILT_ WFN80V01_0415

Module 2 Summary

In summary you have learned:

Which reports work together in the balancing process

Which reports to use in order to verify and balance the different aspects of payroll

Best Practice balancing

Which reports can assist with completing some of the important government forms

Payroll Output Reports & Balancing for ADP Workforce Now®

Course Closing


PAYROLL OUTPUT REPORTS & BALANCING FOR ADP WORKFORCE NOW®

COURSE CLOSING

2015 ADP, LLC 3-1 W8024_ILT_ WFN80V01_0415

Support After Class

Additional Online Resources

ADP has multiple locations to access online resources:

The ADP Client Service Centre:

o This is an online repository where clients can locate various types of information.

The Bridge:

o This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/ADP within the community.

Workforce Now Support Centre:

o This is an online tool built directly into Workforce Now. The tool is designed to provide users with:

Step-by-Step procedures

Online documentation regarding a variety of subjects

Learning Bytes on a variety of subjects

Let's us take a look at how each of these valuable resources can be accessed.


COURSE CLOSING

2015 ADP, LLC 3-2 W8024_ILT_ WFN80V01_0415

ADP Client Service Centre

The ADP Client Service Centre is an online resource available to all ADP clients. Users can access a multitude of resources using this tool:

The Year End service centre, including reference materials and forms

Welcome Packages, training manuals, Learning Bytes and online registration

Health Tracking Program for clients who have purchased ADP Benefits

Online support and service options.

Accessing and Navigating in the Client Service Centre

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login. Result: The Client Service Centre home page displays.

4 Let's locate the Workforce Now registration area within the Client Service Centre. Select the Learning Bytes link located under the title Training. Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes section expands to display all products that have learning bytes.

http://www.adp.ca/


COURSE CLOSING

2015 ADP, LLC 3-3 W8024_ILT_ WFN80V01_0415

ADP Workforce Now® Support Centre Users have access to this tool 24/7. This tool provides a variety of online tools:

Step by Step instructional information.

Learning Bytes (short 2-3 min instructional videos) on a variety of topics.

Documentation providing the user with specific details about the topic searched.

Accessing and Searching within the Workforce Now® Support Centre

Step Action

1 Select the Support link, located on the top right of the screen.

2 Type Performance into the search field, and then select Enter or the "Magnifying Glass" icon to begin the search. Result: All topics with Performance in them will display.

3 Review the available resources.

IF you want to: THEN:

Read documentation: Select Documentation, then select topic

View Step by Step instructions: Select Knowledge, then select topic

View Learning Bytes: Select Training, then select topic

4 For this activity select the Training tab and select the Starting a Performance review. Results: A second window will open and the learning byte will play.

5 When completed, select the Support icon again to close.


COURSE CLOSING

2015 ADP, LLC 3-4 W8024_ILT_ WFN80V01_0415

The Bridge The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients. This community connects HR and payroll practitioners from across Canada and provides an environment where users can ask questions, find answers, and network with peers. The community is free, always available, and is an excellent resource for support on a variety of subjects.

Benefits to Registering for the Bridge: Allows payroll practitioners and HR professionals like you to connect, engage and

share information in an easy-to-use, fully accessible online forum.

Acts as an additional resource for support, frequently asked questions and information for ADP clients of all sizes using all products.

Always on, for 24/7/365 access anywhere in Canada.

Easy to use.

Accessing and Registering for the Bridge

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login.

4 Select The Bridge, from the menu on the left. Result: An overview of what the bridge is displays.

5 Click the Visit The Bridge link located at the bottom of the overview to register.

The Bridge Registration/Login Page


COURSE CLOSING

2015 ADP, LLC 3-5 W8024_ILT_ WFN80V01_0415

Course Closing

Summary In this course we reviewed 12 different output reports which are used for balancing and completing government summaries/forms. We have identified which reports produce during the preview stage and which reports produce during the final processing stage. In addition we have identified which reports need to be setup in advance and what criteria is needed in order to trigger some reports.

In module 2 we discovered how many of the reports work together in order to balance a variety of topics.

Course Objectives You are now 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

Complete government forms using report data

Training Evaluation Thank you for attending this course, we look forward to seeing you in the future.

Your feedback is vital to continuous improvement. Please take a moment to complete our short evaluation so that we can continue to provide you with high quality training programs.

payroll output reports & balancing - adp · pdf filepayroll output reports & balancing...

Documents