Guide for New ADP Administrators

Transcription

1 The United Church of Canada L Église Unie du Canada PASTORAL CHARGE PAYROLL SERVICE Guide for New ADP Administrators

2 Pastoral Charge Payroll Service An orientation to ADP you will learn about: Becoming an authorized contact Payroll frequency options Payroll processing options Payroll reports Payroll changes Year end / new year tasks Contact information & resources

3 Payroll Service - overview The Payroll Service is mandatory for all United Church ministry personnel with an annual salary of $5,000 or more; optional for non-ministry personnel. For each payroll cycle, ADP: Contacts the pastoral charge for changes Calculates pay, Canada Revenue and United Church remittances Debits the pastoral charge bank account Direct deposits pay to employee bank account Makes payments to CRA (tax, CPP, EI) and UC (pension & benefits) Produces payroll reports, including Pay Statement Prepares Record of Employment (ROE) at time of change For year-end, ADP prepares and files the T4 and summary with CRA.

4 Payroll Service - overview ADP Fees Fees are updated annually, and can be obtained by contacting: ADP Customer Service : , or Ministry and Employment unit: , or by [email protected] All fees subject to applicable sales tax

5 Becoming an Authorized Contact Because of privacy legislation, ADP can only speak with individuals who are authorized contacts. To become an authorized contact, the current contact must complete, sign, and fax to ADP the Designated Contact Authorization & User ID set-up forms; to obtain the forms, call ADP Client Services ( ). It is advisable to have two authorized contacts, should one become ill or not be available to administer the payroll. If you need to become an authorized contact, and your current contact is not available to sign the forms, call the Payroll Service Information Line at National Office ( , press 1).

6 Payroll Frequency Options ADP can process your payroll monthly, semi-monthly, or biweekly. Call ADP Client Services to: Learn what processing frequency has been selected for your pastoral charge Change your current payroll frequency, if you wish (note payroll frequencies can only be changed in January; ADP requires two weeks notice prior to your scheduled January pay date and a service fee applies)

7 Payroll Processing Options In order for ADP to obtain payroll related information prior to each pay processed, there are 3 options: ADP schedules a regular input call with the ADP administrator prior to each pay date ADP receives a fax from the ADP administrator prior to each pay date ADP runs the payroll as is and no fax or input call is required; often selected in situations where there are few changes to the payroll Call ADP Client Services to: Learn what option has been selected for your pastoral charge, and details of that option Change your current payroll processing option, if you wish

8 Payroll Reports ADP generates several reports each time your payroll is processed. These reports contain detailed information regarding the breakdown of the payroll amount being deducted from the pastoral charge bank account including: Canada Revenue remittances (CPP, EI, and Tax) United Church pension & benefit remittances (employer and employee portions) Employee pay processed and deposited ADP service fees The ADP reports can be accessed through the internet (Reports on Internet-ROI) or by mail; there is no cost for payroll reports obtained via ROI, payroll reports obtained via mail are subject to postage fees

9 Payroll Reports The Statement of Earnings and Deductions (Pay Statement) is a report generated by ADP; the treasurer must pass this on to the employee after each pay is processed. Call ADP Client Services to: Learn what payroll reports option has been selected for your pastoral charge, and details of that option Change your current payroll reports option, if you wish It is highly recommended that you review Understanding the Payroll Reports - a very useful tool to help you decipher the payroll reports generated by ADP. To get this: Go to (search and select: Understanding Payroll Reports

10 Making Payroll Changes Use of the New/Change Employee Sheet is required, when notifying ADP of payroll changes, such as: Adding/terminating a new employee Making an employee inactive Changing the salary and/or hours Changing the employee s address To obtain the most current version, call ADP Client Services.

11 Year End / New Year Year end is a busy time of year for the ADP payroll administrator; to help prioritize and provide detail regarding tasks that need to be completed, important information is sent to all pastoral charges. Towards the end of October, look for: Year End Schedule New Year To-Do Check List

12 Contact Information ADP Client Services phone: , fax: United Church Benefits Centre United Church National Office Payroll Service Information Line , press 1

13 Resources ADP payroll reports guide (search understanding payroll reports ) Financial Handbook for Congregations (search financial handbook ), Chapter 4 covers payroll Minimum salaries for ministry personnel (search minimum salaries for ministry personnel ) Connex (search connex )