WEBMINO Manual

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 Checks A.P. Analysis Payable Adjustments C.A.R.-C.A.P. Exchange Chain Tracking Import Chains Time Clock Control Attendance Time Clock Supervision
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Employees

This section allows the creation and updating of employee records.

Initially the search is presented for the selection of the employee or the creation of a new record as needed. To create a new record, click the NEW FILE button.

 



The employee record contains all the information relating to an employee, their history and their payroll settings.


Among the fields to monitor, figure:

- N.A.S. (Social Insurance Number): Serves as a unique identification for the employee, can only be modified with the button at his right.

- Photo, email and PIN: Used to identify the employee with the secure access module and/or employee online services module.

- Classification: The classification must be defined, and determines the accounting behavior of payroll for this employee (IE the cash account for payroll).

- Province or Territory of Employment: Determines the tax constants and tables used for this employee.

185 / 5,000

- Province or Territory of Employment: Determines the tax constants and tables used for this employee.

- Related to the seller: If a seller is specified and the employee receives sales commissions, the payroll pre-processing commission tool will be able to recover the sales commissions generated automatically by the system.

- Frequency: Designates the number of payrolls per year (important: used to determine the tax level)

- Default template: Designates the payroll receipt used by default for this employee.

- Employee number: Used to identify the employee with the time clock module with RFID equipment (employee and/or vendor and/or user card).

- Method of payroll:

  • Check: Produces a payroll by check that can be printed.
  • Direct deposit: Produces a payroll without a check (to be used by the direct deposit tool, bank, branch and folios information must be completed.)
  • Payroll service: Does not produce any payroll, only used to produce a report that can be sent to a payroll service.

If direct deposit is used the following fields must be completed: The institution name does not appear in the direct deposit file but serves as a visual reference for the administrator. The Institution+Branch Code and Folio fields must be filled in.

Institution+Branch Code is composed of the institution code (81510 for Desjardins, 00610 for National Bank, etc.) and the branch code (e.g. 5761 which would give 006105761 for National Bank)
Folio is simply the employee's bank account number into which his pay will be paid.

- Salary Availability: This option allows you to hide or/and make an employee unavailable for payroll creation. For example, for former employees for whom we are required by law to keep payroll history, it is now possible to make them invisible (to reduce the list in the search) in payroll preprocessing. This option does not affect the search in the employee management (otherwise we could no longer enter them to consult).

- Printed language: Determines the language of this employee's pay stubs.

- The mail merge button prepares a postal label that is placed in the Windows clipboard (a warning from your browser requests access to the clipboard, in order to copy the information that you can use in your mail merge software, e.g. Microsoft Office.)

- Job Code: Is printed on the pay stub to meet the requirements of certain associations or committees paritaires.

DECEMBER 2022 It is possible to add an image/plan (JPG, GIF or PNG) or document (PDF or other) for the employee.
may be useful to have an important document on hand in the employee's file.


The schedule is only used with the time clock module to determine the absence or presence of an employee.

There are two types of schedule:

Fixed schedule: Is designated by the grid of days and hours. Exceptions (as below) are days off.
Floating schedule: Workdays are indicated in a calendar. There are no holidays or exceptions to set up.



 

- Employee basic deductions: This information reflects the TD1 for Federal, and MR19 for Quebec forms that determine the revised personal tax credits at each year.

 

- Cumulatives: This section indicates the cumulative amounts to date according to the payrolls created with the software. It can be updated manually. This section is normally filled in by the default template by clicking the button.
The names or labels of the earnings and deductions can be modified for each employee if an exception occurs. IMPORTANT: The lines correspond to the GI (Printing Group) column in the associated template. The cumulative amounts will be reported according to the chosen line. If multiple templates are used for an employee, it would be important to harmonize the lines to simplify the reading of the stub.
FOR CERTAIN DEDUCTIONS ONLY these lines allow the system to read the amount to date in order to compare with the annual maximum.

 

-Pay History: Contains the latest current paychecks. (Maximum 52 last paychecks).
The transaction hyperlink allows you to view the pay stub.