Pay Calculator

Pay Calculator Main Window

The Pay Calculator program will calculate Federal and Provincial income taxes, payroll taxes for the province the employee works in and will take specified company deductions from the employee pay.

The results of the calculation are stored in a database table for use by reporting programs and other functions of the pay calculator.

After the program does a successful logon the current pay period settings are displayed in the "Pay Period" area.

Payroll Calculator Menu

The "Maintain Payroll Settings" button is used to call up a window that allows you to maintain the Earnings, Company Deductions, and Auxiliary Calculation categories.

The "Maintain Employees" button is used to call up a window that allows you to add new employees to the database, change information on existing employees, or remove employees from the database.

The "Set Pay Period Dates" button is used to call up a window that allows you to set the pay period dates and the pay period frequency.

The "Enter Employee Pay Data" button calls up a window that allows you to enter earnings data, deduction data, and auxiliary calculation data for an employee. This data is used to calculate the employee pay.

The "Calculate Pay for all Employees" button calls up a window that will calculate the pay for all employees in the database.

The "Close Pay Period" button calls up a window that allows you to commit the current pay calculation to the pay history database.

Maintain Payroll Settings

Maintain Payroll Settings Window

This window is used to set up and maintain the Earning, Federal income tax, Provincial Income Tax, Provincial Payroll tax, Company Deduction and Auxiliary Calculaion settings for the payroll.

The Payroll Settings notebook has five pages.

Address - this page is used to set the Name and address information for the company running the payroll. The name and address specified will appear on reports and pay advices.
Taxes - this page lists the tax classes that are defined.
Earnings - this page lists the earning classes that are defined
Deductions - this page lists the company deductions and benefits that are defined.
Auxiliary - this page lists the auxiliary calculations that are defined

Payroll Settings Notebook - Page 1

Field Name: Description
Name: Company name
Address 1: Address line one
Address 2: Address line two
City: City or town name
Province: Selection box that contains a list of provinces
Postal Code: Postal code value (may be entered with or without a space)

The "Save" button is used to save any changes to the data to the database.

The "Discard" button is used to close the window without saving any chnages made to the data.

NOTE - changes to the DEMO and TEST databases are always saved when the changes are made on the settings windows, these databases do not support commit and rollback processing.

Payroll Settings Notebook - Page 2

This page contains a list of the Taxes defined.

The "New" button displays the tax definition notebook that allows you to define a new tax class and save the definition.

The "Update" button will display the tax definition notebook for the selected tax class that allows you to change the settings for the tax.

The "Remove" button deletes the selected tax class.

Payroll Settings Notebook - Page 3

This page contains a list of the Earnings defined.

The "New" button displays the earning definition notebook that allows you to define a new earning class and save the definition.

The "Update" button will display the earning definition notebook for the selected earning class that allows you to change the settings for the earning.

The "Remove" button deletes the selected earning class.

Payroll Settings Notebook - Page 4

This page contains a list of the Deductions defined.

The "New" button displays the deduction definition notebook that allows you to define a new deduction class and save the definition.

The "Update" button will display the deduction definition notebook for the selected deduction class that allows you to change the settings for the deduction.

The "Remove" button deletes the selected deduction class.

Payroll Settings Notebook - Page 5

This page contains a list of the Auxiliary Calculations defined.

The "New" button displays the auxiliary calculation definition notebook that allows you to define a new auxiliary calculation class and save the definition.

The "Update" button will display the auxiliary calculation definition notebook for the selected auxiliary calculation class that allows you to change the settings for the auxiliary calculation.

The "Remove" button deletes the selected auxiliary calculation class.

Taxes Settings

Maintain Payroll Tax Settings Window

This window is used to set and maintain the tax information for the payroll.

The tax settings windows contains a norebook with seven pages. Not all of the pages in the notebook are applicable to all taxes.

Federal Income Tax - does not use the "Calculation" or "Employee" tabs
Provincial Income Tax - does not use the "Calculation" or "Employee" tabs
Employment Insurance - does not use the "Calculation" or "Employee" tabs
Canada Pension Plan - does not use the "Calculation" or "Employee" tabs
Provincial Pension Plan - does not use the "Calculation" or "Employee" tabs
Worker's Compensation - uses all of the notebook tabs
Provincial Payroll Tax - uses all of the notebook tabs

Tax Settings Notebook - Type tab

This page contains the identification of the tax class.

Field Name: Description
Code: Tax Class identification code
ID: Tax Class ID number (assigned by the program)
Description: Description for the tax class used on reports and screen displays
Account: Account number used for the tax
Province: Drop down selection list for the provinces that the tax applies to.

Tax Settings Notebook - Earnings tab

This page contains the identification of the earnings that are included in the processing for the tax class. These earning classes are used for regular wages that are paid each pay.

Field Name: Description
Available: This list box contains a list of the earnings that are available for inclusion in the tax class processing
Selected: This list box contains a list of the earnings that are selected for the tax class processing
Add button: This button is used to add the earnings selected in the Available list to the Selected list
Remove button: This button is used to remove the earnings selected in the Available list.
Include Selected: This radio button is used to indicate that the earnings in the Selected list are included in the calculation of earnings subject to the tax
Exclude Selected: This radio button is used to indicate that the earnings in the Selected list are excluded from the calculation of earnings subject to the tax

Tax Settings Notebook - Deductions tab

This page contains the identification of the deductions that are included in the processing for the tax class. These deductions are subtracted from the total of the earnings, non-periodic payments and benefits before the tax is calculated.

Field Name: Description
Available: This list box contains a list of the deductions that are available for inclusion in the tax class processing
Selected: This list box contains a list of the deductions that are selected for the tax class processing
Add button: This button is used to add the deductions selected in the Available list to the Selected list
Remove button: This button is used to remove the deductions selected in the Available list.
Include Selected: This radio button is used to indicate that the deductions in the Selected list are included in the calculation of deductions subject to the tax
Exclude Selected: This radio button is used to indicate that the deductions in the Selected list are excluded from the calculation of deductions subject to the tax

Tax Settings Notebook - Non-Periodic Payments tab

This page contains the identification of the non-periodic payments that are included in the processing for the tax class. Non-periodic payments are used for retroactive pay increases, commissions and other compensation that is not paid in every pay period.

Field Name: Description
Available: This list box contains a list of the non-periodic payments that are available for inclusion in the tax class processing
Selected: This list box contains a list of the non-periodic payments that are selected for the tax class processing
Add button: This button is used to add the non-periodic payments selected in the Available list to the Selected list
Remove button: This button is used to remove the non-periodic payments selected in the Available list.
Include Selected: This radio button is used to indicate that the non-periodic payments in the Selected list are included in the calculation of non-periodic payments subject to the tax
Exclude Selected: This radio button is used to indicate that the non-periodic payments in the Selected list are excluded from the calculation of non-periodic payments subject to the tax

Tax Settings Notebook - Benefits tab

This page contains the identification of the benefits that are included in the processing for the tax class.

Field Name: Description
Available: This list box contains a list of the benefits that are available for inclusion in the tax class processing
Selected: This list box contains a list of the benefits that are selected for the tax class processing
Add button: This button is used to add the benefits selected in the Available list to the Selected list
Remove button: This button is used to remove the benefits selected in the Available list.
Include Selected: This radio button is used to indicate that the benefits in the Selected list are included in the calculation of benefits subject to the tax
Exclude Selected: This radio button is used to indicate that the benefits in the Selected list are excluded from the calculation of benefits subject to the tax

Tax Settings Notebook - Calculation tab

This page contains the calculation formula that is used to calculate employee deduction and the employer cost for the tax class. The formula can consist of up to eight calculation steps plus 1 step for the employee deduction and 1 step for the employer cost.

When defining a calculation step, the step can refer to the result of any previous steps.

Each formula step consists of operand 1, the operation, and operand 2. The definition line for each step has the following fields

Field Name: Description
Type 1: This is a selection box that lists the various types of data availble for operand 1 of the formula.
Value 1: This is an entry field that is used to input constants for the operand.
Operation: This is a selection box that lists the various operations available for the formula step.
Type 2: This is a selection box that lists the various types of data availble for operand 2 of the formula.
Value 2: This is an entry field that is used to input constants for the operand.

Tax Settings Notebook - Employee tab

This page contains the definitions of employee set fields that are used in the calculation formula. Up to five employee set parameters can be defined. If a name is not specified for the parameter it does not appear in the operand type lists.

Field Name: Description
Value 1 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 1: This field is ued to specify the default for the employee set parameter
Value 2 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 2: This field is ued to specify the default for the employee set parameter
Value 3 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 3: This field is ued to specify the default for the employee set parameter
Value 4 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 4: This field is ued to specify the default for the employee set parameter
Value 5 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 5: This field is ued to specify the default for the employee set parameter

Earning Settings

Maintain Payroll Earning Settings Window

This window is used to set and maintain the earnings for the payroll.

This page contains the fields used to define an earning. The following fields appear in the screen.

Field Name: Description
Code: This field is used to enter the code for the earning. This value appears on reports and screen displays for earnings.
Description: This field is used to enter a description for the earning.
Base Rate Earning: This check box is used to indicate that the earning represents the base rate of pay for the employees. Only one earning can be marked as the base rate of pay.
Earning sets Rate: This radio button indicates that the earning has a rate of pay set that is not dependant on the base rate.
Earning is a multiple of the base rate: This radio button indicates that the earning rate is calculated by multiplying the "Multiplier" value by the employee base rate to determine the rate for the earning.
Multiplier: This field is used to enter the value for the multiplier when the earning rate is a multiple of the base rate.

Deduction Settings

Maintain Payroll Deduction Settings Window

This window is used to set and maintain the company deduction and benefit information for the payroll.

Deduction Settings Notebook - Type tab

This page contains the identification of the deduction class.

Field Name: Description
Code: Deduction Class identification code
ID: Tax Class ID number (assigned by the program)
Description: Description for the deduction class used on reports and screen displays
Deduction Calculation: Radio button that indicates if the class will appear in the lists of deductions
Benefit Calculation: Radio button that indicates if the class will appear in the lists of benefits
Deduction and Benefit Calculation: Radio button that indicates if the class will appear in both the lists of deductions and benefits

Deduction Settings Notebook - Calculation tab

This page contains the calculation formula that is used to calculate employee deduction and the employer benefit cost for the deduction class. The formula can consist of up to eight calculation steps plus 1 step for the employee deduction and 1 step for the employer benefit cost.

When defining a calculation step, the step can refer to the result of any previous steps.

Each formula step consists of operand 1, the operation, and operand 2. The definition line for each step has the following fields

Field Name: Description
Type 1: This is a selection box that lists the various types of data availble for operand 1 of the formula.
Value 1: This is an entry field that is used to input constants for the operand.
Operation: This is a selection box that lists the various operations available for the formula step.
Type 2: This is a selection box that lists the various types of data availble for operand 2 of the formula.
Value 2: This is an entry field that is used to input constants for the operand.

Deduction Settings Notebook - Auxiliary tab

This page contains the identification of the auxiliary calculations that are included in the processing for the deduction class.

Field Name: Description
Available: This list box contains a list of the auxiliary calculations that are available for inclusion in the deduction class processing
Selected: This list box contains a list of the auxiliary calculations that are selected for the deduction class processing
Add button: This button is used to add the auxiliary calculations selected in the Available list to the Selected list
Remove button: This button is used to remove the auxiliary calculations selected in the Available list.
Include Selected: This radio button is used to indicate that the auxiliary calculations in the Selected list are included in the calculation of auxiliary calculations subject to the deduction processing
Exclude Selected: This radio button is used to indicate that the auxiliary calculations in the Selected list are excluded from the calculation of auxiliary calculations subject to the deduction processing

Deduction Settings Notebook - Employee tab

Field Name: Description
Value 1 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 1: This field is ued to specify the default for the employee set parameter
Value 2 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 2: This field is ued to specify the default for the employee set parameter
Value 3 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 3: This field is ued to specify the default for the employee set parameter
Value 4 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 4: This field is ued to specify the default for the employee set parameter
Value 5 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 5: This field is ued to specify the default for the employee set parameter

Deduction Settings Notebook - Earnings tab

This page contains the identification of the earnings that are included in the processing for the deduction class. These earning classes are used for regular wages that are paid each pay.

Field Name: Description
Available: This list box contains a list of the earnings that are available for inclusion in the deduction class processing
Selected: This list box contains a list of the earnings that are selected for the deduction class processing
Add button: This button is used to add the earnings selected in the Available list to the Selected list
Remove button: This button is used to remove the earnings selected in the Available list.
Include Selected: This radio button is used to indicate that the earnings in the Selected list are included in the calculation of earnings subject to the deduction processing
Exclude Selected: This radio button is used to indicate that the earnings in the Selected list are excluded from the calculation of earnings subject to the deduction processing

Deduction Settings Notebook - Deductions tab

This page contains the identification of the deductions that are included in the processing for the deduction class.

Field Name: Description
Available: This list box contains a list of the deductions that are available for inclusion in the deduction class processing
Selected: This list box contains a list of the deductions that are selected for the deduction class processing
Add button: This button is used to add the deductions selected in the Available list to the Selected list
Remove button: This button is used to remove the deductions selected in the Available list.
Include Selected: This radio button is used to indicate that the deductions in the Selected list are included in the calculation of deductions subject to the deduction processing
Exclude Selected: This radio button is used to indicate that the deductions in the Selected list are excluded from the calculation of deductions subject to the deduction processing

Deduction Settings Notebook - Benefits tab

This page contains the identification of the benefits that are included in the processing for the deduction class.

Field Name: Description
Available: This list box contains a list of the benefits that are available for inclusion in the deduction class processing
Selected: This list box contains a list of the benefits that are selected for the deduction class processing
Add button: This button is used to add the benefits selected in the Available list to the Selected list
Remove button: This button is used to remove the benefits selected in the Available list.
Include Selected: This radio button is used to indicate that the benefits in the Selected list are included in the calculation of benefits subject to the deduction processing
Exclude Selected: This radio button is used to indicate that the benefits in the Selected list are excluded from the calculation of benefits subject to the deduction processing

Deduction Settings Notebook - Tax tab

This page contains the identification of the taxes that are included in the processing for the deduction class.

Field Name: Description
Available: This list box contains a list of the taxes that are available for inclusion in the deduction class processing
Selected: This list box contains a list of the taxes that are selected for the deduction class processing
Add button: This button is used to add the taxes selected in the Available list to the Selected list
Remove button: This button is used to remove the taxes selected in the Available list.
Include Selected: This radio button is used to indicate that the taxes in the Selected list are included in the calculation of taxes subject to the deduction processing
Exclude Selected: This radio button is used to indicate that the taxes in the Selected list are excluded from the calculation of taxes subject to the deduction processing

Auxiliary Calculation Settings

Maintain Auxiliary Calculation Window

This window is used to set and maintain the auxiliary calculation information for the payroll.

Auxiliary calculations can be used to calculate and accumulate things like vacation entilement, sick leave entitlement and do calculations that are incorporated in other classes.

Auxiliary Calculation Settings Notebook - Type tab

This page contains the identification of the auxiliary calculation class and the methods for the optional "payout" of the calculation results.

Field Name: Description
Code: Axuiliary Calculation Class identification code
ID: Auxiliary calculation Class ID number (assigned by the program)
Description: Description for the Auxiliary calculation class used on reports and screen displays
Calculate Only: Radio button that indicates that the class will only perform a calculation
Accumulate Calculated Value: Radio button that indicates that the class will do a calculation and the results of the calculation will be accumulated for use in later pay runs.
Payout Calculated Values: Radio button that indicates that the class will do a calculation and the results will be added to the selected payout class
Payout as Earning: Radio button to indicate that the payout class is an earning class
Payout as Deduction: Radio button to indicate that the payout class is a deduction class
Payout as Benefit: Radio button to indicate that the payout class is a benefit class
Payout as Tax: Radio button to indicate that the payout class is a tax class
Payout as Auxiliary: Radio button to indicate that the payout class is an auxiliary calculation class
Payout to: Selection list that contains a list of the classes that can be selected for the payout of the auxiliary calculation

Auxiliary Calculation Settings Notebook - Calculation tab

This page contains the calculation formula that is used to calculate a dollar amount and the hours for the class. The formula can consist of up to eight calculation steps plus 1 step for the amount and 1 step for the hours.

When defining a calculation step, the step can refer to the result of any previous steps.

Each formula step consists of operand 1, the operation, and operand 2. The definition line for each step has the following fields

Field Name: Description
Type 1: This is a selection box that lists the various types of data availble for operand 1 of the formula.
Value 1: This is an entry field that is used to input constants for the operand.
Operation: This is a selection box that lists the various operations available for the formula step.
Type 2: This is a selection box that lists the various types of data availble for operand 2 of the formula.
Value 2: This is an entry field that is used to input constants for the operand.

Auxiliary Calculation Settings Notebook - Auxiliary tab

This page contains the identification of the auxiliary calculations that are included in the processing for the auxiliary calculation class.

Field Name: Description
Available: This list box contains a list of the auxiliary calculations that are available for inclusion in the auxiliary calculation class processing
Selected: This list box contains a list of the auxiliary calculations that are selected for the ausiliary calculation class processing
Add button: This button is used to add the auxiliary calculations selected in the Available list to the Selected list
Remove button: This button is used to remove the auxiliary calculations selected in the Available list.
Include Selected: This radio button is used to indicate that the auxiliary calculations in the Selected list are included in the calculation of auxiliary calculations subject to the processing
Exclude Selected: This radio button is used to indicate that the auxiliary calculations in the Selected list are excluded from the calculation of auxiliary calculations subject to the processing

Auxiliary Calculation Settings Notebook - Employee tab

Field Name: Description
Value 1 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 1: This field is ued to specify the default for the employee set parameter
Value 2 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 2: This field is ued to specify the default for the employee set parameter
Value 3 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 3: This field is ued to specify the default for the employee set parameter
Value 4 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 4: This field is ued to specify the default for the employee set parameter
Value 5 Name: This field is used to specify the name used for the parameter. It will appear on the screens where the parameter is requested.
Default 5: This field is ued to specify the default for the employee set parameter

Auxiliary Calculation Settings Notebook - Earnings tab

This page contains the identification of the earnings that are included in the processing for the class. These earning classes are used for regular wages that are paid each pay.

Field Name: Description
Available: This list box contains a list of the earnings that are available for inclusion in the class processing
Selected: This list box contains a list of the earnings that are selected for the class processing
Add button: This button is used to add the earnings selected in the Available list to the Selected list
Remove button: This button is used to remove the earnings selected in the Available list.
Include Selected: This radio button is used to indicate that the earnings in the Selected list are included in the calculation of earnings subject to the processing
Exclude Selected: This radio button is used to indicate that the earnings in the Selected list are excluded from the calculation of earnings subject to the processing

Auxiliary Calculation Settings Notebook - Deductions tab

This page contains the identification of the deductions that are included in the processing for the auxiliary calculation class.

Field Name: Description
Available: This list box contains a list of the deductions that are available for inclusion in the class processing
Selected: This list box contains a list of the deductions that are selected for the class processing
Add button: This button is used to add the deductions selected in the Available list to the Selected list
Remove button: This button is used to remove the deductions selected in the Available list.
Include Selected: This radio button is used to indicate that the deductions in the Selected list are included in the calculation of deductions subject to the class processing
Exclude Selected: This radio button is used to indicate that the deductions in the Selected list are excluded from the calculation of deductions subject to the class processing

Auxiliary Calculation Settings Notebook - Benefits tab

This page contains the identification of the benefits that are included in the processing for the auxiliary calculation class.

Field Name: Description
Available: This list box contains a list of the benefits that are available for inclusion in the class processing
Selected: This list box contains a list of the benefits that are selected for the class processing
Add button: This button is used to add the benefits selected in the Available list to the Selected list
Remove button: This button is used to remove the benefits selected in the Available list.
Include Selected: This radio button is used to indicate that the benefits in the Selected list are included in the calculation of benefits subject to the class processing
Exclude Selected: This radio button is used to indicate that the benefits in the Selected list are excluded from the calculation of benefits subject to the class processing

Auxiliary Calculation Settings Notebook - Tax tab

This page contains the identification of the taxes that are included in the processing for the auxiliary calculation class.

Field Name: Description
Available: This list box contains a list of the taxes that are available for inclusion in the class processing
Selected: This list box contains a list of the taxes that are selected for the class processing
Add button: This button is used to add the taxes selected in the Available list to the Selected list
Remove button: This button is used to remove the taxes selected in the Available list.
Include Selected: This radio button is used to indicate that the taxes in the Selected list are included in the calculation of taxes subject to the class processing
Exclude Selected: This radio button is used to indicate that the taxes in the Selected list are excluded from the calculation of taxes subject to the class processing

Maintain Employees

Maintain Employees Window

This window is used to add new employees to the database and make changes to the data for existing employees. You can also remove employees from the database. You can only remove employees if they do not have any pay calculation data in the current year.

This page contains a list of employees that are present in the payroll database.

The "New" button is used to add a new employee. Pressing the button will display the Employee Data Window that is used to specify information about the employee and the pay processing for the employee.

The "Update" button is used to update the information for the selected employee. Pressing the button will display the Employee Data Window that is used to specify information about the employee and the pay processing for the employee.

The "Remove" button is used to remove the selected employee from the database. This should not be done when the employee has had a pay issued in the current year as this will remove the data required to produce a tax information document at the end of the year.

Employee Settings

Employees Settings Window

This window is used to update the settings for an individual employee. The employee settings notebook has several pages, one for each group of payroll settings.

Page Name: Description
ID: Employee identification data
Employment: Current employment period data
Earnings: Settings for the employee earnings
Taxes: Settings for the employee taxes
Deductions: Settings for the employee Deductions
Auxiliary: Settings for the employee auxiliary calculations

Employee Settings Notebook - ID tab

This page contains the fields to set the employee identification data.

Field: Description
First Name: Employee's first name and initial
Last Name: Employee's last name
Address 1: Address line one
Address 2: Address line two
City: City or town where the employee resides
Province: Selection list containing the valid province choices
Postal Code: Postal code for the employee, this can be entered with or without spaces
Telephone: Employee's home telephone number
SIN: Employee's Social Insurance Number, this field is validated and if there is an error is encountered the SIN will still be saved.
Birth Date: Employee's birth date

Employee Settings Notebook - Employment tab

This page contains the fields to set the employee's current employment data.

Field: Description
Code: Employee number or other reference for the employee. This field must be present
Hired: Date the employee was originally hired
Rehire: The date the employee was last hired
Terminated: The date the employee worked last. This should be blank for current employees.
Status: Selection box that contains the valid choices for the current employee status.

Employee Settings Notebook - Earnings tab

This page contains the fields to set the employee's earnings data.

Field: Description
Earning List: This selection box contains a list of all earnings defined for the payroll. Selecting an earning in the list will display its settings in the Values box
Update: This button is used to save changes to an earning setting, changes to the earning setting are only saved if this button is pressed.
Employee Base Earning: This checkbox is used to indicate the employee's base earning. This earning is used as the base rate when another earning is defined as a multiple.
Rate per Hour: This radio button indicates the rate is per hour of work
Rate per Period: This radio button indicates the rate is per pay period
Use Rate: This radio button indicates that the rate for this earning is specified in the Rate field
Use Multiple: This radio button indicates that the rate for this earning is a multiple of the base earning and the Multiple field contains the multiplier.
Rate: This field contains the rate for the earning
Multiple: This field contains the multiplier for calculating the earning rate from the employee base rate
Preset Hours: This field is used to set the number of hours per pay that an employee will usually be paid. It is used as the default hours for the entry of the employee pay data

Employee Settings Notebook - Taxes tab

This page contains the fields to set the employee's tax data.

Field: Description
Tax List: This selection box contains a list of all taxes defined for the payroll. Selecting a tax in the list will display its settings in the values box.
Update: This button is used to save changes to a tax setting, changes to the tax setting are only saved if this button is pressed.
Entry Fields: Entry fields are different for each tax type. For WCB and Payroll taxes the entry fields are defined in the Employee tab of the tax settings window.

Tax Settings Value - Federal Income Tax

Field: Description
Account: Revenue Canada account number for this employee's tax remittance
Total Claim Amount: Annual Claim amount from the TD1 form
Additional Tax: Per Pay amount of additional tax to deduct from the employee's pay
Prescribed Zone: Annual tax credit for living in a prescribed zone
Annual Deductions: Annual amount of authorized deductions from gross pay before tax
Other Credits: Annual amount of other federal tax credits allowed
Labour Fund: Annual amount of Labour Credit Funds allowed

Tax Settings Value - Employment Insurance

Field: Description
Account: Revenue Canada account number for this employee's tax remittance
Employer Rate: Employer contribution rate for this employee

Tax Settings Value - CPP and QPP

Field: Description
Account: Tax account number for this employee's tax remittance

Tax Settings Value - Provincial Income Tax

Field: Description
Account: Tax account number for this employee's tax remittance
Total Claim Amount: Annual Claim amount from the Provincial TD1xx form
Other Credits: Annual amount of other provincial tax credits allowed
Labour Fund: Annual amount of Provincial Labour Credit Funds allowed

Tax Settings Value - Provincial Payroll Tax

Field: Description
Account: Tax account number for this employee's tax remittance
Other fields: Other entry fields as defined in the tax definition for the tax class

Tax Settings Value - Worker's Compensation

Field: Description
Account: Tax account number for this employee's remittance
Other fields: Other entry fields as defined in the tax definition for the tax class

Employee Settings Notebook - Deductions tab

This page contains the fields to set the employee's deduction data.

Field: Description
Tax List: This selection box contains a list of all deductions defined for the payroll. Selecting a deduction in the list will display its settings in the values box.
Update: This button is used to save changes to a deduction setting, changes to the tax setting are only saved if this button is pressed.
Account: Account number for this employee's deduction remittance
Entry Fields: Entry fields are different for each deduction class. For deductions the entry fields are defined in the Employee tab of the deduction settings window.

Employee Settings Notebook - Auxiliary tab

This page contains the fields to set the employee's auxiliary calculation data.

Field: Description
Tax List: This selection box contains a list of all auxiliary calculations defined for the payroll. Selecting an auxlialiary calculation in the list will display its settings in the values box.
Update: This button is used to save changes to a auxiliary calculation setting, changes to the settings are only saved if this button is pressed.
Entry Fields: Entry fields are different for each deduction class. For deductions the entry fields are defined in the Employee tab of the auxiliary calculations settings window.

Set Pay Period Dates

Set Pay Period Dates Window

This window is used to set the start date, end date, cheque date and the pay frequency for a pay period.

Set Pay Period Dates

This page contains the fields to set the dates for the pay calculation.

Field: Description
Pay Year: Calander year for the pay calculation. This is restricted to the year that the pay calculator is distributed for.
Pay Period: Number of the pay period in the year
Pay Run Number: Sequential number assigned to the apy calculation
Number Pays for year: Number of pay perriods in the year. This controls the proration of annual amounts for the pay period
Start Date: Start date for the pay period
End Date: End date for the pay period
Cheque Date: Cheque date for the pay period. This is restricted to a date within the calander year the pay calculator is distributed for.

Employee Pay Data and Calculation

Employee Pay Data and Calculation Window

This window is used to enter the earning, deduction and auxiliary calculation data for the employee for the pay calculation.

Employee Pay Data and Calculation

This page contains a list of the employees in the payroll database and the current status of the pay calculation.

The "Enter Data" button is used to display the Employee Data Entry window for the selected employee.
The "Calculate Pay" button will calculate pay for all employees in the list. As the pay is calculated the Calculation Results window is displayed for the employee last calculated
The "View Results" button will display the Calculation Results window for the selected employee. When this window is open and a pay calculation is done, the window is updated with the results for the employee last calculated.

Employee Data Entry

Employee Data Entry Window

The Employee Data Entry window is used to input earning hours and amounts, and deduction amounts for the employee.

Employee Data Entry

This window is used to enter hours and amounts for employee earnings and amounts for employee deductions and benefits.

The entry of deductions and benefits for a deduction class is only allowed if the deduction class formula has the "Prompt" type set for the deduction or benefit calculation operand.

The "Earnings Data Entry" box shows a list of the earnings in the payroll and three entry fields used to enter hours, pay rate, and amount for the selected earning. Pressing "Enter" after entering the number for the field will advance to the next entry field. Pressing "Enter" on the Amount entry field will advance to the next earning in the list.

After the last earning on the list is entered the program will switch to the "Deductions Data Entry" box to allow the entry of Deduction and Benefit amounts.

The "Deductions Data Entry" box shows a list of the deduction classes in the payroll and two entry fields used to enter deduction and benefit amounts. Pressing "Enter" after entering the number for the field will advance to the next field. If the "Prompt" is not set for a field it will be bypassed. If a deduction class does not have "Prompt" set for either the deduction or benefit amount, the deduction class will be bypassed.

The "Calculate Pay" button can be used to calculate the pay for the employee that you are doing data entry for. If the Calculation Results window is open it will be updated with the results of the calculation.

The "Next Employee" button can be used to advance to the next employee in the database.

The "Previous Employee" button can be used to go to the prior employee in the database.

Calculation Results

Calculation Results Window

The Calculation results window is used to display the pay calculation results for an employee. The window has buttons that allow you scan through the employees in the database and switch to the Employee Data Entry window

The "Enter Data" button will display the Employee Data Entry window
The "Next Employee" button will display the pay calculation results for the next employee in the database
The "Previous Employee" button will display the pay calculation results for the prior employee in the database
The "Exit" button will close the Calculation Results window

Calculation Results - Summary tab

This page displays a summary of the pay calculation

Calculation Results - Earning tab

This page displays the earnings with current pay amounts and year to date amounts.

Calculation Results - Taxes tab

This page displays the taxes with current pay amounts and year to date amounts.

Calculation Results - Deductions tab

This page displays the deductions and benefits calculated with current pay amounts and year to date pay amounts

Calculation Results - Auxiliary tab

This page displays the auxiliary calculations with current pay amounts and year to date amounts and the balance of accumulated calculations.

Close Pay Period

Close Pay Period Window

This window is used to save the employee pay calculation data to the pay history in the database. The pay period dates are automatically advanced for the next pay period.

Close Pay Period

This window has a set up buttons that allows you to close (save) the current pay calculation and print the pay register, pay stubs and optionally generate direct deposit data files.

The window displays the current pay period information in the fields at the top of the screen.

The "Save Current Pay Calculation" button saves the pay calculation in the database and advances the calculation to the next pay period.
The "Generate Direct Deposit File" button is used to generate a file that can be submitted to your bank to deposit the employee's cheques in their bank accounts. This requires installation of the optional "Direct Deposit Module".
The "Print Pay Register" button is used to print a pay register
The "Print Pay Stubs" button is used to print the pay stubs for the employees

Database Logon Window

Database Logon Window

This window is displayed immediately after the program starts up. The window allows you to log onto one of three databases.

Demonstration database - called DEMO
Standard test database - called TEST
User defined DSN - ODBC database name

If the login to a database is not successful the program will automatically connect to the Demonstration database.

This window is displays three fields

Database Name - field to enter the name of the database to process
UserID - field to enter the user ID for the database logon, the DEMO and TEST database will accept any user ID value
Password - field to enter the password for the database logon, the DEMO and TEST database will accept any password value

After entering the database name, user ID and password values, press the "Logon" button to connect to the database.

Pressing the "Cancel" button will automatically select and connect to the DEMO database.

If there is a problem connecting to the selected database a message will appear in the "Database Status" field indicating what problem was encountered.