eNETEmployer Help Menu Click here to navigate back to the Home menu of the Help Assistant. Click here to view an indexed listing of the help program. Click here to view a series of basic and complex program tasks. Click here to view a list of useful Payroll and HR websites and resource tools. Click here to access a search function to find words and terms in eNETEmployer help. Click here to view detailed descriptions of the various icons, buttons, and controls in eNETEmployer.

Setup Employee (Payroll Tab)

This screen is used to add a new employee, and to define the detailed payroll, tax, payment and all other settings required for each employee in the payroll. You can use the various features to add and define settings for new employees or to review or change settings for existing employees. Each row represents a distinct employee and can be accessed individually, or groups of employees can be selected for batch functions.

Video on calculating a payroll in eNETEmployer Tutorial on adding an employee in eNETEmployer
Video Lesson Online Tutorial

Common Buttons (All Screens)

The following buttons appear on all program screens - click a button to view its help description. Note: If a button's text appears in a Grey color, the command is not applicable to the current page or its function has already been applied.

Save   New   Toggle Edit   Delete   Reload   |    Print   |    Choose File   Import   Export   |    Customize View   Delete View

Context-Specific Buttons (Unique to This Page)

New - This button allows you to add a new employee to the current payroll. Selecting this button adds a new employee row at the top of the table and activates Edit Mode so you can define the data required for each cell. Before you select this button, you should first choose an Employee Template from the drop-down list immediately to the right so that the new employee will be added with the pre-defined settings as defined in the chosen template.

If you have created an employee without having applied a template correctly, refer to the Reapplying Employee Templates note found later on this screen (under the Templates description).

Import - This button can be used to import employee data from a comma-delimited spreadsheet file. Although eNETEmployer provides a simple interface for easy editing, some businesses prefer to use a spreadsheet for editing in the following situations:

The import process can save you a good deal of time, especially if the payroll contains a large number of employees. Refer to the Import feature for more information on this feature.


The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description here that does not appear on your screen, you can add the additional item to your view by using the "Customize View" button located in the button bar above the main table. Please view the Customize View help page for more help on this feature.

Additional Tax

Use this cell to enter the amount of additional tax the employee requests to be deducted from their pay. Part-time employees may benefit from this so that they can avoid having to pay a large amount of tax when they file their income tax and benefit returns, especially if they have worked part-time for different employers during the year.

Address

Use this cell to enter the physical address (where applicable) at which the employee resides. The address can be entered as one entity (e.g. 698 South Street or Suite 3 - 600 South Street).

Arrears

Use this cell to enter any unpaid amounts that must be carried forward to the next pay cycle for the employee. Such a situation can occur if an employee did not have enough earnings to offset his deductions in the previous pay period. In such a case, these amounts are automatically carried forward until the employee's income exceeds his deductions or until you remove the arrears amount. For example, you may have a situation where group insurance amounts are deducted on the first pay period of the month but a particular employee does not have sufficient earnings to accommodate the deduction. The company would pay this on the employee's behalf and the program will automatically deduct the outstanding amount from the next pay (thus offsetting the arrears).

Although arrears are automatically managed by eNETEmployer, the arrears feature can be used in cases where you wish to perform the procedure manually.

Birth Date

Use this cell to enter the employee's date of birth. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 1977, you would enter Aug/31/1977. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

Business Account

Use this cell to specify the type of business account that will be used when calculating the current employee's payroll information. The business account setting is required for each employee and is used for reporting and T4 processing purposes. Refer to the Business Accounts help page to learn more about the available account types.

City

Use this cell to enter the city in which the employee resides. This is typically the city shown on their mailing address, for T4/T4A and documentation purposes.

Dependents

Use this cell to enter the number of dependents for which the employee will claim for credits/exemptions on their TD1 form. Valid dependents can include qualifying relatives. Most claims require that the dependent reside with the employee.

Distribution

Use this cell to specify the default distribution code (sometimes referred to as the "home department") to which this employee's work time will be charged (expensed). Please refer to the Distributions help page for more details on this feature.

Division

Use this cell to specify the company division to which this employee is assigned. Refer to the Divisions help page for more details on this feature.

Email

Use this cell to enter the employee's email address. Valid email addresses, such as john.smith@example.com are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the recipient's email server settings. Underscores and hyphens are permitted, but other special characters are not (e.g. #, $, !, quotes and spaces).

The email address is used in several locations throughout the program including the Pay Statements feature.

Employee No.

Use this cell to enter the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Exempt CPP/QPP

Check this box if this employee is exempt from paying CPP/QPP. eNETEmployer will automatically exempt employees who are under the age of 18 and who are over the age of 70. If an employee is receiving CPP/QPP benefits, they must be exempt from any further CPP/QPP deductions regardless of their age.

Exempt EI

Check this box if this employee is exempt from Employment Insurance (E.I.) premiums. For example, a shareholder who owns 45% of a company would be exempt from paying E.I. premiums. Another example would be family members or employees with a special status (but these would require a ruling from the CRA).

Exempt PPIP

Check this box if this employee is exempt from Provincial Parental Insurance Plan (PPIP) - sometimes refered to as Quebec Parental Insurance Plan or QPIP. Currently, only Quebec uses this deduction so it is only necessary to consider this checkbox if the employees tax province is set to Quebec.

Fed Claim Amount

Use this cell to enter the employee's basic TD1 exemption amount. This is the amount that every taxpayer can earn before paying any federal tax. Visit the CanPay website to view the current Federal TD1 amount.

Gender

Use this cell to specify the employee's preferred association. Editing the cell displays a drop down list with the available options.

Given Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Initial

Use this cell to enter the first letter of the employee's second name (also referred to "middle initial). For example, John Michael Scott's middle initial would be entered as "M". This feature is primarily for employees who prefer their names to be listed in this manner, but is also useful in cases where more than one employee share the same first and last names.

Language

Use this cell to specify the language that will be used for each employee for various reports and pay stubs they will receive. Currently, the program supports Canada's two official languages: English and French. Editing the cell displays a drop-down list with the following three options:

Refer to the Options help page for more information on this feature.

Last Rehire

Use this cell to specify the most recent date on which the current employee returned to employment after a work separation (e.g. termination, quitting, layed off, etc.). A transfer from one department to another would not apply. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

LCP

Use this cell to specify an amount of provincial Labour-Sponsored Fund tax credits that the employee has purchased (e.g. Grow Bonds). Employees may be able to claim a credit if they have purchased an approved share of the capital stock of a prescribed labour-sponsored venture capital corporation (LSVCC). Refer to the CRA's website for more information on this topic.

Message

Use this cell to enter a message that you would like the individual employee to see on his/her pay stub. For example you can type "Please remember to submit the receipts from your recent business trip"

Note: This message is delivered to a single employee only. If you wish to deliver a message to all employees in the payroll, you must use the Calculations screen's Message option.

Notes

Use this cell to enter notes that pertain to the individual employee. These notes are used for reference only and will not appear on any reports or in any other locations in the program.

You can enter up to a maximum of 255 characters, including spaces.

Other Allowance (F1)

Use this cell to specify any other allowances for the employee, such as special tax allowance amounts approved by CRA, medical reimbursement, tax allowance for persons living in a remote areas, etc.

Other Bank Account Enable

Use this cell to specify if a third bank account is to be used when calculating the payroll for the employee (assuming that the Primary and Secondary bank accounts are also being used). Editing the cell will display a checkbox where you can specify the two available options: True (the third bank account is active in the payroll) or False (the third bank account is not active in the payroll).

Other Bank Account Name

Use this cell to enter the name of the employee's third financial institution (e.g. Royal Bank), assuming that the Primary and Secondary bank accounts are also being used. This name is used in eNETEmployer only and will not appear outside the program. Note: This cell is only editable if this row's Other Bank Account Enable cell has its checkbox activated. Employees must have at least one bank account enabled in order to be paid using the EFT feature.

Other Bank Account Transit - Bank ID - Account

Use this cell to enter the employee's third financial institution's Transit, ID and Account number, assuming that the Primary and Secondary bank accounts are also being used. This number is typically found on an employee's personal cheque and must be entered in a specific format as outlined below:

  1. Transit - The transit or bank branch number. This is typically a 5 digit number, e.g. 12345.
  2. Bank ID - The bank identification number. For example, the ID number for the Royal Bank is 003.
  3. Account - The bank account number. This can be up to to 12 digits in length, e.g. 123456789012.

Other Bank Max Amount

Use this cell to define the maximum amount of funds that can be placed into the employee's third bank account during the EFT process. This is useful when the employee wishes to have a specific amount of funds deposited automatically and the remainder issued as a printed cheque. Refer to the Bank Account screen's Max Amounts help description for more details on this feature.

Other Federal Amt (K3)

Use this cell to specify any other federal tax credits (such as medical expenses and charitable donations) that will affect the employee's tax calculation.

Position

Use this cell to specify the employee's job designation, such as receptionist, shipper, mechanic, etc. This designation can be used in various reports.

Postal Code

Use this cell to specify the employee's Postal Code, based on their Canadian mailing address. The required format is two groups of three characters each, starting with a letter and alternating with a number (e.g. R2R 2R2). Note: The employee's Country setting must be set to Canada in order to use this setting.

Primary Bank Account Enable

Use this cell to specify if the employee's primary bank account is to be used when calculating the payroll. Editing the cell will display a checkbox where you can specify the two available options: True (the bank account is active in the payroll) or False (the bank account is not active in the payroll).

Primary Bank Account Name

Use this cell to enter the name of the employee's primary financial institution (e.g. Royal Bank). This name is used in eNETEmployer only and will not appear outside the program. Note: This cell is only editable if this row's Primary Bank Account Enable cell has its checkbox activated. Employees must have at least one bank account enabled in order to be paid using the EFT feature.

Primary Bank Account Transit - Bank ID - Account

Use this cell to enter the Transit, ID and Account number for the employee's primary financial institution. This number is typically found on an employee's personal cheque and must be entered in a specific format as outlined below:

  1. Transit - The transit or bank branch number. This is typically a 5 digit number, e.g. 12345.
  2. Bank ID - The bank identification number. For example, the ID number for the Royal Bank is 003.
  3. Account - The bank account number. This can be up to to 12 digits in length, e.g. 123456789012.

Primary Bank Max Amount

Use this cell to define the maximum amount of funds that can be placed into the employee's primary bank account during the EFT process. This is useful when the employee wishes to have a specific amount of funds deposited automatically and the remainder issued as a printed cheque. Refer to the Bank Account screen's Max Amounts help description for more details on this feature.

Prov. Additional Tax

Use this cell to enter the amount of any additional provincial tax (for minimum tax purposes), over and above the basic TD1 amount that the employee will have deducted from their pay.

Prov. Other Allowance

Use this cell to specify any other provincial allowances for the employee that are subject to Canada Pension Plan (CPP) and employment insurance (E.I.) withholdings.

Prov. Other Tax Credit

Use this cell to enter any additional Quebec deductions that are claimed on the Exemptions and Reductions form or other deductions that are authorized by the Ministère du Revenu du Québec.

Prov. Tax Calculation

Use this cell to specify the method that will be used to calculate the employee's Provincial Tax. Edit the cell to display a drop down menu with the following available options:

Prov. Tax Calculation Amount

Use this cell to specify a fixed amount that will be used to calculate the employee's Provincial Tax. This field is required only if the Fixed Amount option is selected (in the Provincial Tax Calculation cell) for the employee.

Prov. Tax Calculation Percent

Use this cell to specify a percent of the employee's Net Pay that will be used to calculate their Provincial Tax. This field is required only if the Percentage option is selected (in the Provincial Tax Calculation cell) for the employee.

Prov. TD1 Amount

Use this cell to enter the personal exemption amount that the employee may claim, based on their province of employment. Visit the CanPay website to view current Provincial TD1 Amounts by province.

Province / State

Use this cell to specify the employee's Canadian province (or U.S. state) of residence.

Remote Allowance

Use this cell to enter the amount of the employee's Remote Worksite Allowance (RWA), compensation that is available for employees who must travel to and from work in remote areas.  The CRA authorizes employers to pay an allowance for this purpose and the amount is non-taxable (no CPP contributions, E.I. premiums, or income tax should be deducted).

Secondary Bank Account Enable

Use this cell to specify if a second bank account is to be used when calculating the payroll for the employee (assuming that the Primary bank account is also being used). Editing the cell will display a checkbox where you can specify the two available options: True (this second bank account is active in the payroll) or False (this second bank account is not active in the payroll).

Secondary Bank Account Name

Use this cell to enter the name of the employee's second financial institution (e.g. Royal Bank), assuming that the Primary bank account is also being used. This name is used in eNETEmployer only and will not appear outside the program. Note: This cell is only editable if this row's Secondary Bank Account Enable cell has its checkbox activated. Employees must have at least one bank account enabled in order to be paid using the EFT feature.

Secondary Bank Account Transit - Bank ID - Account

Use this cell to enter the Transit, ID and Account number for the employee's second financial institution, assuming that the Primary bank account is also being used. This number is typically found on an employee's personal cheque and must be entered in a specific format as outlined below:

  1. Transit - The transit or bank branch number. This is typically a 5 digit number, e.g. 12345.
  2. Bank ID - The bank identification number. For example, the ID number for the Royal Bank is 003.
  3. Account - The bank account number. This can be up to to 12 digits in length, e.g. 123456789012.

Secondary Bank Max Amount

Use this cell to define the maximum amount of funds that can be placed into the employee's second bank account during the EFT process. This is useful when the employee wishes to have a specific amount of funds deposited automatically and the remainder issued as a printed cheque. Refer to the Bank Account screen's Max Amounts help description for more details on this feature.

SIN

Use this cell to enter the employee's Social Insurance Number (SIN). This number is validated and must adhere to the required 9-digit format. If this cell is left blank (e.g. in a case where the employee has not yet been issued a SIN), the program will issue a warning message, but will allow you to continue. If an employee does not provide a SIN, employers must prove that they have made a reasonable effort to collect it, such as making a written request to obtain the SIN. While waiting to receive your employee’s SIN, you must continue to deduct remit and report deductions for the employee.

Start Date

Use this cell to specify the date that the employee started working for the company. You may either enter a date in the cell using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018). You can also specify a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

This date is used for administrative purposes and typically will not change even in the event that an employee leaves and then returns to work. Employee rehire dates are entered in the Last Rehire cell.

Statistic Code

Use this cell to specify a code that designates the employee's wage method for Statistics Canada reporting. You can enter Hourly, Salary or Other.

Status

Use this cell to specify the status of the employee in the payroll. The options are:

Surname

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also support special characters - e.g. O'Leary or Elkjærd.

Tax Calculation

Use this cell to specify the method that will be used to calculate the employee's Federal Tax. Edit the cell to display a drop down menu with the following available options:

Tax Calculation Amount

Use this cell to specify a fixed amount that will be used to calculate the employee's Federal Tax. This field is required only if the Fixed Amount option is selected (in the Tax Calculation cell) for the employee.

Tax Calculation Percent

Use this cell to specify a percent of the employee's Net Pay that will be used to calculate their Federal Tax. This field is required only if the Percentage option is selected (in the Tax Calculation cell) for the employee.

Tax Province

Use this cell to specify the province in which the employee is to be taxed. In most cases the employee's Address Province and Tax Province are the same. An exception would be a case where an employee works in one province and lives in another.

Telephone

Use this cell to specify the employee's phone number. The format of the phone number is "+Country Code (Area Code) Phone Number +Extension". For example, if Joe Smith lives in Winnipeg, MB and his phone number includes an extension of 300, you would enter: 1 204 555-5555 +300.

Template

This cell indicates which employee template was used to create the current employee. Templates simplify the set up process for new employees since many details for employees with similar employment characteristics are applied in one procedure each time the template is used. Please refer to the Templates help page for more information on this feature.

Note: If you are in the process of adding an employee, your template option must be chosen before you perform a Save operation for the new employee, otherwise the template settings will not be applied to the employee. If you have created an employee without having applied a template correctly, refer to the Applying Employee Templates note found on the Setup Employee screen for more information.

Similarly, if an employee is moving to from an hourly to a salaried position, you may wish to manually edit the person's payroll settings (earnings, deductions, etc.) as opposed to changing his/her template setting in this cell. For example, if you apply a salary-based template to an hourly employee after they have been added to the payroll, the person would then be assigned new payroll items that may conflict with their original settings (e.g. the employee would now have both hourly and salary-based earnings). In this case, you would need to manually remove the conflicting earning types from the employee.

Reapplying Employee Templates - Choosing the template prior to selecting the New button is the recommended method of applying employee templates. If you save an employee without having correctly applied a template (either by the method recommended above, or by choosing a template from the Template cell prior to saving the employee), the template settings will not be applied. If you have created a series of employees and wish to apply a template after-the-fact, you can do so in several ways:

  • Reapply a Template - Use the Template cell to assign the desired template to the employee, and then open the Templates screen and choose the Apply button. The employee will now be assigned any settings in the template. Refer to the Apply feature in the Templates screen for more details.
  • Recreate the Employee - If the employee has not been paid and/or has no year-to-dates, you may wish to simply delete the employee, and then re-add them to the payroll (remembering to select the appropriate template before you select the New button).

Termination

Use this cell to specify the employee's termination date. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.

WCB

Use this cell to specify the rate that will be used when calculating the employee's Workers' Compensation Board (WCB) amount. The options in this list will vary as follows:

Please visit the WCB help page to learn more about this feature.