5.1 – Understanding Reports
Explaining the information shown in your reports
(please note that this document expands
as additional reports are added to it)
EDITION 2015
Revision 1
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5.1 – Understanding Reports Revision 1 Page 2 of 17
Contents
Overview ............................................................................................................................ 3
Understanding Reports .............................................................................................. 3
What this manual will NOT tell you ............................................................................ 3
Employee Register (EEREG) ............................................................................................ 4
Overview ................................................................................................................... 4
Why you want to use this report .................................................................... 4
What you see on this report .......................................................................... 4
Setup Options for this report ......................................................................... 5
Example ........................................................................................................ 6
Title section ............................................................................................................... 7
Pay Period Header section ........................................................................................ 7
Employee Section ..................................................................................................... 8
Employee Header sub-section ...................................................................... 8
Employee Body sub-section .......................................................................... 9
Terminated/Laid Off Employees .................................................................. 10
Department Section ................................................................................................. 11
Department Employee sub-section ............................................................. 12
Department Company Portion sub-section .................................................. 13
Final Totals Section ................................................................................................. 14
Final Totals Employee sub-section ............................................................. 15
Final Totals Company Portion sub-section .................................................. 16
Glossary of Abbreviations .............................................................................................. 17
5.1 – Understanding Reports Revision 1 Page 3 of 17
Overview
When you run certain processes in PAYweb, you generate reports. Some of these reports are
necessary for you to manage your payroll runs and others are provided by NEBS PAYweb for your
convenience.
Understanding Reports
This manual has been put together to clarify what you see on a report, and to help you use the
information effectively.
Each section will be put together as follows:
An Overview of what the report is for and why you would use it
Options for displaying the information on the report
Information provided and what it means
Summaries and Totals and where the information comes from
Screenshots of example reports
What this manual will NOT tell you
Where to find the report
How to access the report
How to view the report
How to save the report
To view help on these subjects, please review the View Reports manual, which can be found on the
Manuals webpage – the link for the Manuals is at the bottom of most screens after you have logged in to
PAYweb.ca.
Please note that the numbers
you see in examples are only
there to show placement.
Your data values are unlikely
to look like the numbers
shown.
Employee Register (EEREG)
Overview
Why you want to use this report
This report is useful when you need to provide information to Auditors. It provides a quick, easy look
at valuable and current information.
You can use the totals provided on this report to balance against figures you get from the government
(“My Business Account” - http://www.cra-arc.gc.ca/esrvc-srvce/tx/bsnss/myccnt/bt-eng.html), allowing
you to make sure that you and the government agree all year long, that you’ve paid them what they
expect you to.
Executives can use this report to help them with cost accounting business decisions.
What you see on this report
This report lists Current Pay and Year-To-Date information on each of your employees and, if you
have requested it, may summarize the information by department. It provides a “snapshot” of the
employees’ status at the time of the current payroll:
► Basic information about the employee
► Earnings, Deductions and Benefits (if applicable)
► Accrual information (if applicable)
► Company Portion of Deductions (if applicable)
Each employee is sorted by Department (if you have allocated departments), and then in Employee
number order. You may request that the report be sorted by Employee Name instead of Number.
(You only need to make this request once, and it will remain that way.)
You may request to have the report show a Department Summary (this is a one-time request). Once
any Employees have been allocated to a Department in their profile, the Report prints a Department
Summary section. The Department Summary section contains totals for the following:
► Earnings
► Deductions
► Benefits
► Accruals
► Company Portions (NB: only shown for Department, NOT Employee)
After all Departments have been listed (or if you don’t use departments, all employees have been
listed), the report provides a Final Total section for the whole payroll. This section contains final
totals for the following:
► Earnings
► Deductions
► Benefits
► Accruals
► Company Portions
5.1 – Understanding Reports Revision 1 Page 5 of 17
Setup Options for this report
Department
Display Department Sub-Totals
Do not display Department Subtotals
NB: if you choose to display Department Sub-Totals BUT have not assigned ANY employees to a
Department you will see something like this:
Sort Order:
If you don’t put employees into departments
► By Employee Number
► By Employee Name
If you have a Department set up for ANY
employee the report will be sorted either by
► By Department then Employee Number or
► By Department then Employee Name
5.1 – Understanding Reports Revision 1 Page 6 of 17
Example
Options selected for this client:
► Sort order: Department/Name
► Print Department Subtotals: No (no employees allocated to any departments so subtotals aren’t needed)
► Print Inactive Employees: Yes (although in this example, all employees are Active)
NOTE: Final Totals roll-over onto a second page.
Title section
Report Name : EEREG – the report’s short name
Program Code : RPT13T – internal reference used by PAYweb
Title : Employee Register
Your Client Name : uses the Display/Report name you provided during your onboarding process.
This may or may not be the same as your Legal Company Name.
Date : the date the report was generated in the format month/date/year
Time : the time the report was generated in the format hour:minute
Page : The current page number.
Pay Period Header section
Pay Ending : the last date of the Pay Period concerned
Cheque Date : the date employees are being paid for the Pay Period concerned
Pay Period : combining two items of information (separated by a dash)
The number of the Pay Period since the last Year End Reset
The number of runs carried out during this Pay Period
Run Number : the number of runs carried out since starting with PAYweb
Employee Section
Each Employee is separated by a single line, and contains a header section, providing information
found in their Profile, and a body section containing information about their current and year-to-date
pay.
Employee Header sub-section
Department : if the employee has been allocated to a department on the Payroll tab of their
Employee Profile, it is displayed here – up to 6 digits may be used.
Zeros to the left of the number are hidden – thus department 000400 will display as 400.
If the employee has NOT been assigned to a department, this area will be left blank.
Employee Number : the employee number used in PAYweb – up to 4 digits.
Zeros to the left of the number are hidden – thus, employee 0021 will display as 21.
Employee Name : the employee’s name in the format Last, First (this is in Bold for easy
identification)
NB: if an employee’s section is split over two pages, the fields above (Dept, Empl, and Name) are
repeated at the top of the new page followed by the word “Continued” in brackets.
Rate/Salary : depends on the Hourly/Salary field on the Payroll tab of their Profile
Hourly employees: the Hourly Rate/Pay - displays as “Rate”
Salary employees: the Salary Rate/Pay - displays as “Salary”
Prov. : Province of Employment, found on the Payroll Additional tab of the Profile
5.1 – Understanding Reports Revision 1 Page 9 of 17
Exempt. : Exemptions - has two parts, both found on the Payroll Additional tab of the Profile
Exempt Fed.: Federal Exemption amount
Prov.: Provincial Exemption amount
Addtl Tax : Additional Tax - has two parts, both entered on the Payroll Additional tab of the
Profile
Addtl Tax Fed.: Additional Federal tax amount
Prov.: Additional Provincial tax amount
Applicable Business Number (RP Account) : in the format RP9999, indicates the business number
the employee is paid under on the CURRENT payroll run. If you have both Regular and Reduced
numbers, the Reduced/Preferred EI field on the Payroll Additional tab will tell you which business
number is applied.
A client may be set up with two business numbers for the payment of Employment Insurance (EI). A
business number for the Regular rate, and another for a Reduced Rate.
The Regular business number would look something like this:
111111118 RP 0001
And the Reduced business number would look something like this:
111111118 RP 0002
Each employee is allocated to one of these two rates, and EI paid to the CRA is calculated based on
that rate.
For example, in the Employee Profile, if the employee has a Yes in the field Reduced/Preferred EI, the
calculation of their EI will be based on the Reduced Rate (using the numbers given as examples
above), allocated to the Business Number 111111118 RP 0002, and displayed on the report as
RP0002.
Net Pay : the Employee’s net pay amount for the CURRENT payroll run.
Employee Body sub-section
NB: YTD Amounts INCLUDE the Current Amounts
Earnings : ALL Current and YTD, Hours and Earnings for the employee with Totals for each
Rate : A rate is ONLY displayed here if you have entered an override rate for this payroll.
5.1 – Understanding Reports Revision 1 Page 10 of 17
Deductions : ALL Current and YTD Amounts that exist for the
employee, print on the report across and then down; the Totals print at
the bottom of the right-hand column.
If the following deductions exist, they print in this order:
► Income Tax
► CPP/QPP
► EI
► PIP (Quebec only)
► Quebec Provincial Tax
► Deductions 1 20
Benefits : ALL Current and YTD Amounts that exist for the employee, print on the report with the
Totals for each at the bottom of the section.
Accruals : Most often used to track Vacation, accruals are a powerful and flexible way to track hours
or earnings received by employees to be paid to them at a later date. All accruals setup for the
Employee are listed here. How they are displayed depends on how your accruals are set up. If an
employee has multiple accruals they all will be listed.
The Accrual Name is listed as a heading on the left of the row
Each heading is followed by the associated data immediately to its right.
All accruals can provide you with the following information.
The Employee’s Starting Balance;
How much Accrual the employee has earned;
How much Accrual the employee has taken/been paid out from the Accrual by the employer;
How much is remaining of the Accrual.
During your initial Accrual setup, PAYweb’s Onboarding or Support staff will have discussed with you
what each of the headings means. Please contact PAYweb support if you need further assistance.
If you don’t see a Vacation amount paid to the employee in the Accruals section, you may be able to
find it in the Earnings section of the report.
Terminated/Laid Off Employees
If you have instructed PAYweb staff to set you up so that Inactive employees are not displayed (one-
time request), an employee with an Inactive status will NOT be included on this report.
However, their information will still be included in Department and Final Totals.
Totals
Department Section
The Department section is separated from the Employees in that department by a single line. It is
separated from the first employee in the next department by a new page.
The Department section has a header (the label Summary For Department), but other than the
Department number (and the word “Continued” if the section runs over two pages) the header has no
information.
The Department section has two sub-sections:
A section totalling the amounts of Earnings, Deductions, Taxable Benefits and Accruals for all
Employees in the Department (includes YTD amounts for Inactive employees that aren’t shown).
A Company Portion section totalling the amounts for all your contributions/premiums deducted
(includes YTD amount for Inactive employees that aren’t shown)
NB: if just one employee is allocated to a department, the system assumes that ALL UN-assigned
employees belong to department 000000 (displayed as blank). If your report is setup to display
Department totals, the system will provide totals for this “department” of unassigned employees.
5.1 – Understanding Reports Revision 1 Page 12 of 17
Department Employee sub-section
Earnings : ALL Current and YTD, Hours and Earnings for all employees in this department, with
Totals for each.
Deductions : ALL Current and YTD Amounts for all employees in this
department print on the report across and then down; the Totals print at
the bottom of the right-hand column.
If the following deductions exist, they print in this order:
► Income Tax
► CPP/QPP
► EI
► PIP (Quebec only)
► Quebec Provincial Tax
► Deductions 1 20
Benefits : ALL Current and YTD Amounts that exist for all employees in this department, print on the
report with the Totals for each at the bottom of the section.
Accruals : All accruals setup for all employees in the department are listed. How they are displayed
depends on how your accruals are set up. If employees have multiple accruals they will all be listed.
The Accrual Name is listed on the left of the row
All accruals provide you with YTD and Current information.
Each heading is followed by the associated data immediately to its right.
During your initial setup PAYweb’s Onboarding or Support staff will have told you what each of the
headings means. Please contact PAYweb support if you need further assistance.
Totals
Department Company Portion sub-section
Company Portion : Contains Current and YTD, Earnings and Amounts for the department with
Totals for each Amount
NOTE: You must pay a contribution to these accounts based on the total salaries or wages
(Earnings) subject to the contribution that you paid to your employees. link to Revenu Québec
Amounts for which there may be a Company Portion include in this order:
CPP: Canada Pension Plan (non-Quebec)
QPP: Quebec Pension Plan (Quebec only) link to Revenu Québec
NOTE: may have CPP or QPP or both. You will see both if an employee has moved from one
province to another (i.e. if their Province of Employment has changed). Also, if an employee has
maxed-out their payments in Ontario and moves to Quebec, they are NOT required to make
additional payments for QPP – Quebec gives them credit for having reached the maximum even
though Quebec’s maximum is higher than the rest of Canada.
EI: Employment Insurance
PIP (QC): Parental Insurance Plan (only available for Quebec employees) link to Revenu Québec
CompTax (QC): Compensation Tax (for Quebec only) payable by a Corporation that is a
Financial Institution (no longer required).
Quebec Health: Québec Health Services Fund (QHSF) (for Quebec only) link to Revenu Québec
EHT: Employer Health Tax (for Ontario employees only) link to Ontario Minstry of Finance
WCB/WSIB/CSST: Workers Compensation Board/Workplace Safety Insurance Board/
Commission de la santé et de la sécurité du travail
Final Totals Section
The Final Totals section is provided at the end of the report.
Have you elected to have Department totals?
► Yes Final Totals starts on a new page.
► No Final Totals are separated from the last employee listed by two lines.
The Final Totals section has a header (the label ***** Final Totals *****), but other than that the
header has no information.
The Final Totals section has two sub-sections:
A section totalling the amounts of Earnings, Deductions, Taxable Benefits and Accruals for all
Employees in the Company (includes YTD amounts for Inactive employees that aren’t shown).
A Company Portion section totalling the amounts for all your contributions/premiums deducted
(includes YTD amount for Inactive employees that aren’t shown)
5.1 – Understanding Reports Revision 1 Page 15 of 17
Final Totals Employee sub-section
Earnings : ALL Current and YTD, Hours and Earnings for the company with Totals for each
Deductions : ALL Current and YTD Amounts that exist for employees,
printed on the report across and then down; the Totals printed at the
bottom of the right-hand column.
If the following deductions exist, they print in this order:
► Income Tax
► CPP/QPP
► EI
► PIP (Quebec only)
► Quebec Provincial Tax
► Deductions 1 20
Benefits : ALL Current and YTD Amounts that exist for the employee, print on the report with the
Totals for each at the bottom of the section.
Accruals : All accruals setup for all Employees are listed. How they are displayed depends on how
your accruals are set up.
The Accrual Name is listed on the left of the row
All accruals provide you with YTD and Current information.
Each heading is followed by the associated data immediately to its right.
During your initial setup PAYweb’s Onboarding or Support staff will have told you what each of the
headings means. Please contact PAYweb support if you need further assistance.
Totals
5.1 – Understanding Reports Revision 1 Page 16 of 17
Final Totals Company Portion sub-section
Company Portion : Contains Current and YTD, Earnings and Amounts for the entire Company
with Totals for each Amount
NOTE: You must pay a contribution to these accounts based on the total salaries or wages
(Earnings) subject to the contribution that you paid to your employees. link to Revenu Quebec
Amounts for which there may be a Company Portion include in this order:
CPP: Canada Pension Plan (non-Quebec)
QPP: Quebec Pension Plan (Quebec only) link to Revenu Quebec
NOTE: may have CPP or QPP or both. You will see both if you have employees in and outside
Quebec, especially if an employee has moved from one province to another (i.e. if their Province
of Employment has changed). Also, if an employee has maxed-out their payments in Ontario and
moves to Quebec, they are NOT required to make additional payments for QPP – Quebec gives
them credit for having reached the maximum even though Quebec’s maximum is higher than the
rest of Canada.
EI: Employment Insurance
PIP (QC): Parental Insurance Plan (only available for Quebec employees) link to Revenu Quebec
CompTax (QC): Compensation Tax (for Quebec only) payable by a Corporation that is a
Financial Institution
Quebec Health: Québec Health Services Fund (QHSF) (for Quebec only) link to Revenu Quebec
EHT: Employer Health Tax (for Ontario employees only) link to Ontario Minstry of Finance
WCB/WSIB/CSST: Workers Compensation Board/Workplace Safety Insurance Board/
Commission de la santé et de la sécurité du travail
Glossary of Abbreviations
5.1 – Understanding Reports Revision 1 Page 17 of 17
Glossary of Abbreviations
CPP Canada Pension Plan;
CRA Canada Revenue Agency;
CSST Commission de la santé et de la sécurité du travail; Quebec’s version of the WCB/WSIB
EHT Employer Health Tax;
EI Employment Insurance;
PIP Parental Insurance Plan;
QPP Quebec Pension Plan;
WCB Workers Compensation Board; used in all provinces except Ontario (WSIB) and Quebec (CSST)
WSIB Workplace Safety Insurance Board; Ontario’s version of the WCB/CSST
YTD Year To Date; all data stored since the last New Year Reset (or since the Client started with PAYweb, if
no New Year Reset has been run yet).
