Terminations 2015

Contents

3 Overview3 Terminating through a Regular Payroll run3 Terminating through the Manual Cheque Option

4 Terminate Screen & Termination Code4 Definitions

5 Payout Vacation – Non Accrual Feature Users5 Definitions

6 Paying out Accruals on Termination – For Clients using the Accrual Feature

7 Last Day for Which Paid 7 Messages

8 Reports

8 Contact Us

OverviewInPAYweb.cayoucaneliminateemployeesfromyourpayrollpermanently(Terminate),ortemporarily(Layoff).YouusetheTerminationprocesstocarryouteitheroftheseoptions.

NOTE: Throughout this document, for both options, unless specifically distinguishing between them, we will use the term: “Terminate”.

DO NOT make the employee inactive in the Employee Profile screen.

• YoucanONLYterminateACTIVEEmployees.• Iftheemployee’sprofileisInactivetheywillnotappearintheemployeelisting;youmust

gobackintotheiremployeeprofileandchangetheirstatustoActive. • You can terminate an employee with or without pay.

Terminating through a Regular Payroll run

YoucanterminateanemployeethrougharegularpayrollrunusingtheTerminate Employee screenintheEnter Payrolloption.TherequestforaRecordofEmployment(ROE)forterminatedemployeesmaynotbeprocesseduntilthecloseofthepayrolliscomplete.ThereisanEIREPORTgeneratedthatyoushouldprintforyourrecords.OncetheClose Payrolloptionissuccessful,theROERequestoptionisselectedtoallowyoutorequestROEsthatareprocessedbyNEBSPAYweb.caonyourbehalf.

Terminating through the Manual Cheque Option

Youcanalsoterminateanemployeeifyouareinbetweenapaycycle,byselecting“Manual Cheque” in the Additional Features menu.IfyouhaveterminatedorlaidoffanemployeethroughtheManualChequeoption,thereisanEIREPORTgeneratedthatyoumustprint.Ifyouareterminatingmorethenoneemployeeprintthereportaftereachtermination.Thereportwillbeoverwrittenwhenyoudothenexttermination.IfyouarecalculatingaManualpaypleaserefer tosection 8.0 – Manual Cheque.OnceyouhavesaidYes To Updateyoumustcompletethe ROERequest.

**NOTE** IfyouhavestartedtheterminationorlayoffinaregularpaycycleusingtheEnterPayrolloptionanddecidethatyouneedtoterminatetheemployeerightaway,deletetheinformationbyselectingtheemployeeintheEnterPayrolloption.DeleteanyhoursandearningskeyedtodateanddeletetheterminationinformationthatyouhavealreadykeyedintheTerminatescreen.Oncethisisdoneselectthe“ManualCheque”optionfromtheAdditionalFeaturesmenuandterminateorlayofftheemployeethroughthisoption.

RequestingtheRecordofEmployment–refertosection 18.0 - ROE Request forcompleteinstructionsforcompletingtheROERequest.

Pleasebeawarethatwedonothavethedetailhistoryforyouremployeespriortoyourset-upwithus.TheROEthatweprintforyouwillnotincludedetailsfromyourpreviouspayrollprovider.YoumayberequiredtoissueanROEusingtheinformationfromyourpreviouspayrollsoftware.Inthatcase,youremployeewillreceivetwoROEs,onefromusandonefromyou.ItisyourresponsibilitytoensurethepreviouspayrollROEisdeliveredtoServiceCanada(HRSDC).WewilldeliverallEIpayrollinformationfromoursystemtoServiceCanadaoncetheROERequestiscompleted. 3

Terminate Screen & Termination Code

OnceyouhaveselectedyouremployeeclickontheTerminate button.

SelecttheappropriatecodeforTermination Code.

L =Layoff–Employeepossiblywillbecomingback.T =Termination–Employeewillnotbecomingback.(Seefurtherdefinitionsbelow)

Youcanselecttheoptionyouwouldliketouseforthisemployeebyselectingfromthedropdownlist.

Defi nitions

Layoff willcarrytheemployee’sprofileandhistorythroughtothenextcalendaryear.Youmayreturntheemployee’sstatustoActiveatanytimeaslongasyouinsertanewStartDate(whichmustbeaftertheTermination Date).

Terminatewillpurgeemployee’sprofileandhistoryrecordatthe2ndyear-endaftertermination.

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Payout Vacation – Non Accrual Feature Users

*IfyouareusingtheAccrualFeaturethesystemwillNOTdisplaythisfieldpleaseseePayingoutAccuralsnextinthismanual.

SelecttheappropriatePayout Vacationcode.Thisoptiondeterminesthetypeoftaxcalculationusedwhenpayingoutvacationaccrual.

Defi nitions

Non Periodic Tax Calculation=Whenthisoptionisselectedthevacationpayamountisautomaticallypaidouttotheemployeebasedontheyeartodatevacationaccrualowingplusanycurrentvacationaccrualowing.ThetaxcalculationannualizestheearningstodeterminetheLumpsumtaxamount.ThisoptionwouldbeselectedonLayofforTerminationswhenpayingoutallofthevacationaccrual.

No Vacation Pay Out=WhenthisoptionisselectedthevacationpayamountisNOTautomaticallypaidouttotheemployee.TopayoutaspecificamountgototheEnter HoursandEarningsoptionandentereitherearningcode07or20aswellasthehours/oramount,thisoptionwouldbeselectedonLayofforTerminationswheneitherNOTpayingoutanyvacationaccrualorpayingoutaportionofthevacationaccrual.

Periodic Tax Calculation=Whenthisoptionisselectedthevacationpayamountisautomaticallypaidouttotheemployeebasedontheyeartodatevacationaccrualowingplusanycurrentvacationaccrualowing.Thetaxcalculatedforthisvacationpayamountisbasedonaperpaytaxcalculation.ThisoptionwouldonlybeselectedonLayofforTerminationsiftheemployeereceivesvacationpayeverypayoriftheemployeewillbetakingtheirvacationentitlementaspartofthelastpay.

NOTE:IftheemployeecurrentlyreceivesvacationpayeachpayyouMUSTusethisoption when terminating the employee.

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Paying out Accruals on Termination – For Clients using the Accrual Feature

Topayaccrualsyoumustknowwhichearningstype/sconsumetheaccrual/s.YoucanrefertothepromptscreenontheEarningsTypefieldintheEnter Payroll option.

On the Hours & Earnings Entryscreentypeintheearningstypethatyouusetoconsumeanaccrual.

Inthisexample,wewilluse20 (VAC).Thisearningstypeisusedtoreducetheaccrualamountforvacation.Ifyouarepayingouttheentireaccrualtodate,leavetheHoursfieldandAmount Overridefieldblank.

NOTE: If the GL Expense account for Paid Vacation needs to be diff erent from what you have stored in the Employee Profi le (Payroll tab), you can enter it here.

KeyintheHoursand/orAmountOverrideforthataccrualONLY,Ifyouneedtopayoutaspecificamountofanaccrual.

Fordetailsonhowtoaddressthevariouserrorsandwarnings,pleaseseethe manual Errors and Warnings.

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Last Day for Which Paid

EntertheLastdayforwhichpaid.Thiswouldnormallybethelastdayofactualwork.

Entertosavetherecord.

Messages

TherearethreepossiblemessagesthatwillappearatthebottomofTerminate Employeescreen.

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Reports

ThereportthatisgeneratedforTerminatedemployeesaspartoftheClose Payrolloption,oraspartoftheManual ChequeoptionislistedintheGroupcolumnaspartofthe“MANCHQ”group.Adescriptionofthisreportfollows:

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