Self Service - Payroll & Compensation Guide for Users Updated on 5 May 2015

Transcription

1 Updated on 5 May 2015

2 Contents Getting Help... iii Supported Browsers... iii Payroll & Compensation... 1 Set-up or Change your Direct Deposit Information... 2 View your Pay Advice - Non Union... 8 View you Pay Advice - Union Consent to Electronic T4/T4A Slips Print or View your T4/T4A Slips Submit your TD1/TD1ON using etd View Previously Submitted etd1 Forms View Income Tax Data Glossary Page ii

3 Getting Help ehr Online Learning You will find a collection of online learning and guides for users for all ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into online learning or any ehr system, call or HR Client Services: Call: ext or [email protected] Technical Help To access any of Ryerson's systems, you must first activate your Ryerson ID by completing the web form available at: If you experience difficulties logging into ehr via Blackboard using your RyersonID, call or the CCS Help Desk: Call: ext or [email protected] Ask a Question: Supported Browsers ehr can be accessed with an internet connection using: Internet Explorer version 8, 9, 10 (Compatibility on) Safari 3.x. or higher Firefox Check out the Getting Started topic to learn how to set-up and configure your browser before you begin using ehr. ehr should NOT be accessed using the following browsers: Opera Chrome Disclaimer This document is intended as a reference for all employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information of the official documents will prevail. The information contained in this document is subject to change without notice and is not warranted to be error-free. If you find any errors, please contact HR Client Services at (416) or [email protected] Page iii

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5 Payroll & Compensation This content will assist you with using ehr to access your payroll information. ehr provides you with a secure and convenient way to access your pay advice, consent to T4 earning statements and keep your direct deposit information up to date. To update your banking and direct deposit information refer to topic Change your Direct Deposit Information in this online learning. By the end of the content you will be able to: View your pay advice Update your direct deposit information Consent, view, and print your year-end T4 statements Use etd1 to submit your TD1/TDON1 tax forms This content applies to: All employees Page 1

6 Set-up or Change your Direct Deposit Information You can change your banking information at any time using your self service options in ehr. Any change to your direct deposit information must be done before the pay deadline. As a new employee, if you did not provide your banking details to Human Resources at start of your employment, you should add these to your self service before the payroll deadline. Payroll deadline information can be found on the Payroll ( page on the HR web site. When updating you details online, you must provide the following information about your bank: 1. Branch ID: Your bank assigns each branch with a unique five-digit number. This is always printed at the bottom a check (see example cheque below). 2. Bank ID: Your bank is assigned a unique three-digit number. This is always printed at the bottom a check (see example cheque below). 3. Account Number: Your bank assigns each account a unique number. This is always printed next to the Bank ID at the bottom of the check (see example cheque below). Procedure In this topic you will learn how to set-up and change your direct deposit information. 1. Once you have accessed ehr, navigate to the Direct Deposit menu. Click the Main Menu button. 2. Click the Self Service menu. Page 2

7 3. Click the Payroll and Compensation menu. 4. Click the Direct Deposit menu. Page 3

8 5. To enter new direct deposit information, click the Add Account button. 6. If already set-up, the system will display your current direct deposit information. Only one direct deposit account is allowed. To change deposit information, click the Edit button. 7. If the edit button is grayed out and you are unable to change your direct deposit information, contact HR Client Services at (416) Only one direct deposit account is allowed. Page 4

9 8. Fill in the necessary Branch ID, Bank ID and Account Number. Click the View Cheque Example link to see a sample of a personal cheque. Page 5

10 9. Your bank information is always printed at the bottom of a cheque: 1. Branch ID: Your bank assigns each branch with a unique five-digit number. 2. Bank ID: Your bank assigns a unique three-digit number to each branch. 3. Account Number: Your bank assigns each account a unique number. Click the OK button to continue. 10. Enter your direct deposit information and select the applicable options. Click the I have verified the information above is accurate option. 11. Click the Submit button. Page 6

11 12. Click the OK button. 13. End of topic. End of Procedure. Page 7

12 View your Pay Advice - Non Union You can review your current and past pay advices online in ehr. Pay advices for your most recent pay are available on the same day that your pay occurs. These pay advices are available in Adobe PDF format and can be downloaded and printed at any time. If you are a new employee at Ryerson, and want to view/print a pay advice, you will need to activate your Ryerson ID. Refer to the Getting Started ( topic for instructions on how to do this. Procedure In this topic you will review a part-time employee's pay advice. 1. Once you have accessed ehr, navigate to the View Pay Advice menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the View Pay Advice menu. Page 8

13 5. Click the Cheque Date link to view your latest pay advice. Your initial grid-view will display a list of eight pay advices, click the View All link to see a complete list. 6. The header information relates to your Pay Group, Pay Begin Date, Pay End Date, and Advice Date. This information is specific to you as an individual who is part of an employee group. 7. TAX DATA shows the Net Claim Amount used in the calculation of your federal and provincial income tax. Addl. Amount shows additional tax deductions you ve requested. 8. HOURS AND EARNINGS provides you with Current (this pay period) and YTD (year-to-date) hours and earnings. 9. TAXES provides details for the current and year-to-date taxes that have been deducted from your pay. In most cases, this includes the following taxes: CIT = Canadian Income Tax CPP = Canadian Pension Plan EI = Employment Insurance Page 9

14 10. BEFORE TAX DEDUCTIONS provides you with a break down of Ryerson Pension Plan, Union Dues and all allowable before-tax deductions that reduce your taxable income for the year. 11. AFTER TAX DEDUCTIONS provides you with a breakdown for all other types of after-tax deductions such as parking, RAC fees etc. 12. EMPLOYER PAID BENEFITS details the employer paid benefits that Ryerson pays on your behalf. 13. Detailed summary of totals. 14. NET PAY DISTRIBUTION provides the type of account, and your direct deposit information. If you wish to change your direct deposit information refer to the Change your Direct Deposit Information topic in the Payroll & Compensation section. 15. The total pay amount deposited to your account/s. 16. End of topic. For further information on how to use your Self Service, refer to the ehr page ( on the HR web site. End of Procedure. Page 10

15 View you Pay Advice - Union You can review your current and past pay advices online in ehr. Pay advices for your most recent pay are available on the same day that your pay occurs. These pay advices are available in Adobe PDF format and can be downloaded and printed at any time. If you are a new employee at Ryerson, and want to view/print a pay advice, you will need to activate your Ryerson ID. Refer to the Getting Started ( topic for instructions on how to do this. Procedure In this topic you will review a full-time employee's pay advice. 1. Once you have accessed ehr, navigate to the View Pay Advice menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the View Pay Advice item. Page 11

16 5. Click the Cheque Date link to view your latest pay advice. Your initial grid-view will display a list of eight pay advices, click the View All link to see a complete list. 6. The header information relates to your Pay Group, Pay Begin Date, Pay End Date, and Advice Date. This information is specific to you as an individual who is part of an employee group. 7. TAX DATA shows the Net Claim Amount used in the calculation of your federal and provincial income tax. Addl. Amount shows additional tax deductions you ve requested. 8. HOURS AND EARNINGS provides you with Current (this pay period) and YTD (year-to-date) hours and earnings. If you have multiple jobs, in different bargaining units, the hours and earnings will be listed as separate entries in this section. Page 12

17 9. TAXES provides details for the current and year-to-date taxes that have been deducted from your pay. In most cases, this includes the following taxes: CIT = Canadian Income Tax CPP = Canadian Pension Plan EI = Employment Insurance 10. BEFORE TAX DEDUCTIONS provides you with a break down of Ryerson Pension Plan, Union Dues and all allowable before-tax deductions that reduce your taxable income for the year. 11. AFTER TAX DEDUCTIONS provides you with a breakdown for all other types of after-tax deductions such as parking, RAC fees etc. 12. EMPLOYER PAID BENEFITS details the employer paid benefits that Ryerson pays on your behalf. 13. Detailed summary of totals. 14. NET PAY DISTRIBUTION provides the type of account, and your direct deposit information. If you wish to change your direct deposit information refer to the Change your Direct Deposit Information topic in the Payroll & Compensation section. 15. The total pay amount deposited to your account/s. 16. End of topic. For further information on how to use your Self Service, refer to the ehr page ( on the HR web site. End of Procedure. Page 13

18 Consent to Electronic T4/T4A Slips Your T4/T4A statements are stored in ehr as part of your payroll and compensation information while employed at Ryerson. You can choose to receive these statements electronically by providing consent in selfservice. By consenting to receive these statements electronically, you also agree to view/print your statements through self-service for each tax year. Your consent is valid for all the subsequent tax years until you withdraw your consent. If you leave Ryerson the T4/T4A statements will be mailed to the last address you provided in ehr. Procedure In this topic you will learn how to provide consent to receive electronic T4/T4A statements. 1. Once you have accessed ehr, navigate to the T4/T4A Consent menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the T4/T4A Consent menu. Page 14

19 5. Click the Check here to indicate your consent to receive electronic T4 and T4A slips. option. 6. Click the Submit button. Page 15

20 7. This page requires you to verify your identity, enter your my.ryerson password. (the password you would use to login into BlackBoard) In this example, enter "demo" into the Password field. 8. Click the Continue button. Page 16

21 9. Click the OK button. 10. Consent does not have to be done each year. Consent remains in effect until you withdraw. If you would like to withdraw your consent, check the option (shown here), and click the Submit button to withdraw your consent. 11. End of topic. End of Procedure. Page 17

22 Print or View your T4/T4A Slips ehr provides you with a convenient option to print and re-print your T4/T4A slips wherever and whenever you like. These slips become available in February of each year. Whether you choose to receive your T4/T4A slips by paper or electronically (PDF), you should always ensure your personal information is up-to-date. For instructions on how to update your address refer to the Personal Information ( page on the HR web site. Procedure In this topic you will learn how to print or view your T4/T4A statements. 1. Once you have accessed ehr, navigate to the View T4/T4A Slips menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the View T4/T4A Slips menu. Page 18

23 5. Click the Year End Slip link to view the current tax year or Click the View a Different Tax Year to view prior years. 6. Shown here is an example of a T4. Right-click the page you want to print, and then click Print. 7. End of topic. End of Procedure. Page 19

24 Submit your TD1/TD1ON using etd1 etd1 is a self service option for you to submit your TD1 and TD1ON deductions and claims online and replaces the need to submit the paper forms to Human Resources. A TD1 form is the Federal personal tax credits return. The TD1ON is the Provincial personal tax credits return. Both of these forms are required in order for Payroll to determine the appropriate rate of tax withholding. Employees who want to make claims different from the net basic personal amounts for Federal and Provincial taxes need to complete and submit this information on an annual basis. Additional federal and provincial information about each tax form can be found at: TD1: ( TD1ON: ( Procedure In this topic you will learn how to submit your TD1/TD1ON online. 1. Once you have accessed ehr, navigate to the Submit TD1/TD1ON Info menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the etd1 menu. 5. Click the Submit TD1/TD1ON Info menu. 6. It is not required that the TD1 or TD1 is completed each year unless your Total Net Claims amounts are different from the Basic Net Claim amounts. Page 20

25 7. To add or update your TD1 and TD1ON tax information, complete the necessary fields for each category of claim. Click the icon to download the PDF that explains which claims can be submitted and the allowable claim amounts for each claim category. 8. Each Claim option provides detailed information of each claim category. Click the active links to read more. 9. If you do need to submit claim amounts, ensure the correct claim amounts in entered in each field. 10. Click the scroll bar. 11. Click the Calculate button to update the TOTAL CLAIM AMOUNT in the TD1 form if you have entered information. Click the Continue button to display the TD1ON form. 12. Complete the necessary fields for each category of claim. Page 21

26 13. Click the scroll bar. 14. Click the Calculate button to update the TOTAL CLAIM AMOUNT in the TD1ON form if you have entered information. Click the Continue button. Page 22

27 15. Check off both options to acknowledge each statement and finalize your TD1/TD1ON submission. Click the I have reviewed the forms being submitted. option. 16. Click the I certify that the information in this return is, to the best of my knowledge, correct and complete. option. 17. Click the Submit button. Page 23

28 18. To ensure information privacy and protection, the system will prompt you to verify your ehr credentials. Enter the desired information into the Password field. Enter "demo". 19. Click the Continue button. 20. After successful submission, you will receive a confirmation message. Once the system has processed your updates, you will receive an acknowledgement within 24 hours of submission. Note: If more than TD1 request is submitted on the same day, only the last request submitted will be processed. 21. End of topic. End of Procedure. Page 24

29 View Previously Submitted etd1 Forms You can view your etd1s to determine the processing status for the latest TD1 form you may have submitted online. Procedure In this topic you will learn how to view previously submitted etd1 forms. 1. Once you have accessed ehr, navigate to the View TD1/TD1ON Info menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the etd1 menu. 5. Click the View TD1/TD1ON Info menu. Page 25

30 6. The TD1/TD1ON Info page, provides you with a summary of details for all your submitted online forms. Depending on how many TD1 forms you have submitted over time, you may see different 'Process Status' to indicate: Pending: Your latest tax credit submission have not been processed. Processed: Your latest tax credit submission has been completed. Cancelled: The submission has been cancelled by the system. To access any TD1 submission, click the View link. 7. Your TD1 form provides details of each claim amount submitted on the TD1 form. Page 26

31 8. Click the scroll bar to view the TD1ON form. Page 27

32 9. Click the TD1ON link. 10. Your TD1ON form provides details of each claim amount submitted on the TD1 form. 11. Release the mouse button. Page 28

33 12. Click the Return to Summary link. 13. End of topic. End of Procedure. Page 29

34 View Income Tax Data Your total income tax data will reflect changes that you may have submitted on your TD1 or TD1ON forms. By default, your net basic tax claims will be applied to your total income tax. Employees who want to make claims that are different from the net basic personal amounts for Federal and Provincial taxes, need to complete and submit their etd1 information on an annual basis. Additional federal and provincial information about each tax form can be found at: TD1: ( TD1ON: ( Procedure In this topic you will view the income tax data provided on your TD1/TD1ON forms. 1. Once you have accessed ehr, navigate to the View Income Tax Data. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the etd1 menu. 5. Click the View Income Tax Data menu. 6. The system will display your tax information since the last processing date. 7. End of topic. End of Procedure. Page 30

35 Glossary Addl. Amount Addl. Amount identifies any additional tax deductions that you requested when the most recent TD1 form was completed. For more information, please refer to ( Advice Date This is the date on which you are being paid. Your money will be directly deposited into your account on this date. After-Tax Deductions After-tax deductions are taken after tax has been calculated for your earnings. These are typically voluntary deductions and include Ryerson Athletic Fees, Parking fees, Ryerson Charitable donations, United Way charitable donations and Ryerson child care facility fees. Before-Tax Deductions Before-tax deductions are deductions that are taken from your total earnings before taxes are calculated. These reduce the amount of tax that Ryerson is obligated to deduct from your pay. Examples include contributions to the Ryerson Pension Plan, contributions to a registered retirement pension plan and union dues. CIT Canadian Income Tax (CIT) this is a mandatory federal and provincial deduction. For more information, please refer to ( For more information on tax deductions, please refer to ( CPP Canada Pension Plan (CPP) this is a mandatory, federal pension deduction up to a yearly maximum. For more information on tax deductions, please refer to ( Page 31

36 EI Employment Insurance Premiums (EI) - this is a mandatory, federal deduction up to a yearly maximum. For more information on tax deductions, please refer to ( Employer Paid Benefits This identifies some of the benefit contributions Ryerson is making on your behalf. The benefits included will differ by employee group. Hours and Earnings Current shows the earnings you're receiving on the current pay. YTD shows the earnings you've received since January 1st of the current year. Net Claim Amount The net claim amount includes the basic exemptions outlined by the Canadian Revenue Agency and any additional exemptions authorized by your TD1 and TD1ON form. Net Pay Distribution Included here is the account to which your pay is being directly deposited, including the account type and part of the account number, and the amount deposited. Pay Begin Date This is the first day of the pay period for which you are being paid. Pay End Date This is the last day of the pay period for which you are being paid. Pay Group This is the employee group to which you belong. The terms and conditions of your employment and pay are determined by this group. Ryerson Pension Plan Ryerson Pension Plan this is your contribution to Ryerson s pension plan. For more information on the pension plan, please refer to ( Summary Contains a summary of your current and year-to-date pay. Page 32

37 Tax Data The Net Claim Amount used in the calculation of your Federal income tax and Provincial income tax. For more information, please refer to: ( Union Dues Union Dues if your position is represented by a bargaining unit, this deduction identifies the union dues deducted from your pay for that bargaining unit. Page 33