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Calendar Year End Process
PAYROLL CALENDAR YEAR END PROCESS ANNOUNCEMENT– December 01, 2010
Payroll will be updating foreign currency payments that have been made in FIS by the December monthly pay close into the HRIS system prior to the pay run. The records updated will not cause duplicate payments to employees and departments will not incur any duplicate costs due to these updates. These are for record purposes only so that the T4A-NR slips will be produced from HRIS.
After the monthly pay close on December 15, 2010 and the bi-weekly pay close on December 20, 2010 all payroll records will be locked for the 2010 calendar year. Following the monthly pay close on December 15, 2010 and the bi-weekly pay close on December 20, 2010 any payments for any employee will be paid in the year 2011 and included in the earnings for 2011. Please ensure all payments for tax year 2010 are on-lined by the deadlines mentioned above.
If you have any further questions, contact Mary Lee at 416 978-0494.
After the monthly pay close on December 15, 2010 and the bi-weekly pay close on December 20, 2010, all payroll records will be locked for the 2010 calendar year.
Following the close of the monthly pay, December 15, 2010 & the bi-weekly pay December 20, 2010 any payments for any employee will be paid in the year 2011 and included in the earnings for 2011. Please ensure all payments for tax year 2010 are on-lined by the deadlines mentioned above. Any retroactive change to basic pay must be forwarded to Payroll using the Retroactive Payroll Adjustment Form. If you have any questions as to when the Retroactive Payroll Adjustment Form should be used call Kevin Ferreira at 416-978-2153.
Official Tax Address on HRIS
Please advise students that are being paid through HRIS that updating their permanent address information in ROSI WILL NOT automatically update the IT0006 - Addresses information on HRIS. The student must also inform the person responsible for updating this information in HRIS that their address has changed.
The Address (IT0006) - subtype 9- Official Tax Address information will be updated in HRIS on January 24, 2011. The information will be loaded as follows:
Note: The subtype '9 - Official Tax Address' must be verified and corrections must be made by the department, following the above guidelines, from January 25 – February 2, 2011.
There will not be an opportunity to change the tax address after February 2, 2011.
The University has a legal obligation to request, examine and record the Social Insurance Number (SIN) for each new employee who is hired. We also have a legal obligation to ensure that new employees do not start to work without a valid SIN and that when a valid Work or Study permit is required, the expiry date for the permit is also valid.
Any situations where the Study/Work permit has expired or a SIN has not been entered into HRIS must be rectified immediately in order for the employees in question to continue to work and be paid. Only under special circumstances such as Status-Only appointments, T4A NR and some T4A payments will an exception be made for the requirement for a valid SIN.
If a tax slip is issued with an incorrect or missing S.I.N., the employee must ensure their department has the corrected S.I.N. entered into HRIS, and then return the tax slip to the Payroll Department with a request for an amended tax slip. This may result in delays in the employees being able to file their annual tax return.
HRIS must be monitored to identify individuals with invalid birth dates (29.02.1976) on the Personal Data screen (IT0002). When updating this screen, a birth date of 29.02.1976 may have been entered. Although the birth date has been saved as 29.02.1976, this is still considered to be a missing birth date to indicate that follow up action is required.
This report should also be executed on a monthly basis in order to keep employee records accurate and up to date. Canada Pension Plan administration may also be impacted as CPP contributions are calculated based on an 'age' minimum and maximum. The information for the correct payroll contributions / deductions is derived from the birth date information.
The T4 Additional Tax with no T4 Income Monitoring Report is to be used on a monthly basis by business officers to correct the system so that the employee has the correct tax deductions. This report indicates employees who have had a T4 tax deduction, but, have not received T4 payments in the tax year. This is usually caused by employees who are being paid T4A payments and have requested additional tax be deducted each pay period.
Remember that although the additional tax is requested using the TD1 Forms, the entry for additional T4A tax is to be entered on IT0014, Recurring/Payments Deductions, using wage type 1000 - T4A Additional Tax Deduction. IT0463 – Federal Tax CA is not to be used for this purpose
Processing absences (e.g. vacation and sick days) for 2010 in HRIS
Reminder: all absences taken by staff appointed bi-weekly and monthly employees in 2010 must be entered into HRIS by the appropriate pay close date. After the monthly pay close on December 15, 2010 and the bi-weekly pay close on December 20, 2010 all payroll records will be locked for the 2010 calendar year.
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