Calendar Year End Process

PAYROLL CALENDAR YEAR END PROCESS ANNOUNCEMENT– December 01, 2010

Calendar Year End Process

In anticipation of the T4 year-end process, all employee records for 2010 must be cleaned up prior to the monthly pay close on December 15, 2010 and the bi-weekly pay close on December 20, 2010.

Deadlines for T4A-NR Payments in Foreign Currency

It is important that all T4A-NR payments in foreign currency be processed in FIS by December 9, 2010 or we will not be able to include these amounts in the year 2010 T4A-NR process.

In order to include these payments in the yearend tax process, the T4A-NR records in FIS must be transferred over to HRIS by payroll staff prior to the close of the calendar year. The monthly pay close is December 15, 2010. Any foreign currency T4A-NR payments made through FIS after this date will not be included in the 2010 T4A-NR process.

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.

For more information see "Updating T4A / T4A NR Payments in FIS / HRIS”.

If you have any further questions, contact Bala Rasiah at 416-978-4838.


Deadline for Entering Retiring Allowances / Severance Forms

Retiring / Severance Forms for payments to be included on the 2010 T4A tax slip must be submitted to the Payroll Department by December 9, 2010 or we will not be able to include these amounts in the 2010 T4A process. Any payments made for the 2010 tax year must be accounted in the December pay runs to be included in the 2010 tax year.

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.

Deadline for Retroactive Payroll Adjustment Forms (Earliest Retroactive Recalc Date) AND all Employee Payments for 2010

Retroactive Payroll Adjustment Forms for payments to be included on the 2010 tax slip must be submitted to the Payroll Department by December 9, 2010 or we will not be able to include these amounts in the year 2010 tax process. Any payments made for the 2010 tax year must be accounted in the December pay runs to be included in the 2010 tax year.

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

On January 24, 2011 the official tax address for employees will be updated from the most current address record IT0006 - Addresses on HRIS. This is the address that will be printed on the T4/T4A/T4ANR forms.

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:
• 'Active Appointed' - Mailing address for the payroll statements.
• 'Non Appointed' - Home address as displayed on IT0006 - Subtype 1 - Permanent Residence
• 'Withdrawn/Or LOA Appointed' - Home address as displayed on IT0006 - Subtype 1 - Permanent Residence

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.

Missing Social Insurance Numbers

The deadline for updating S.I.N. information in HRIS is December 10, 2010.

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.

For more information on the Social Insurance Number and Information for Employers see the Service Canada web site on Social Insurance Number.

An incorrect S.I.N. or birth date can affect an employee's future CPP benefits, as well as result in incorrect information regarding their RRSP room, especially if they are a member of the University Pension Plan. In addition, they may experience difficulty filing their annual tax return and may receive an incorrect Notice of Assessment from the Canada Revenue Agency.

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.

For documentation on running the report see Missing Social Insurance Number Report. In order to assist in collecting this information, see the Missing Birth Date / Social Insurance Number Information Form.

For further information see, Memorandum - Compliance with Social Insurance Numbers and Work Permit Requirements.

Missing Birth Dates

The deadline for updating Birth Date information in HRIS is December 10, 2010.

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.

For documentation on running the report see Missing Birth Date Report.

T4 Additional Tax with no T4 Income Monitoring Report

The deadline for updating T4 Additional Tax with No T4 Income in HRIS is December 10, 2010.

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

For documentation on running this report see T4 Additional Tax with No T4 Income Monitoring Report. See Create a T4A Additional Tax Exemptionfor further instructions on creating a T4A Additional Tax Deduction.

HR Data Verification Report

Run the Data Verification report to:
• Show all errant or inconsistent data for all employees
• Confirm completeness and accuracy of employee records after maintenance has occurred
• Review all employees in a particular org. unit or restrict further (e.g., to specific staff group) or to just one or more specific personnel numbers
• Prioritize data problem corrections. See the collection of Data Verification Error Details to help explain the Errors on HRIS.
For documentation on running this report see Data Verification Report.

The deadline for correcting data verification errors in HRIS is December 10, 2010.

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.

For absences that occur during the month of December, 2010 that need to be added or corrected after these dates, we are implementing a new process this year.  Details on this process will follow later in December.