Mid-Year Payroll Migration

MAIN MENU >   Payroll > Pay Stubs

Similar to accounting software, when moving to TimeTrex from another payroll system in the middle of a year, you must enter Opening Balance amounts (otherwise known as Year-To-Date (YTD) amounts) from your other payroll system into TimeTrex for each employee. This is required so TimeTrex can properly calculate Taxes / Deductions and generate year end government reports such as T4/W2's.

NOTE:  A mid-year migration should not be performed until tax deduction calculations have been tested and you will actually be using TimeTrex to pay employees in the very next pay period. Mid-Year Payroll Migration is the last step in migrating from another payroll system to begin to use TimeTrex for payroll.

 

Prior to creating Opening Balance (YTD) pay stubs:

  • Plan ahead to determine the first pay period that you will pay employees from TimeTrex (for example purposes lets assume that will be a June 1st - June 14th pay period).
  • Make sure that the Pay Period prior to that is created in TimeTrex, (ie: May 18th - May 31st).

 

There are different methods of creating Opening Balance (YTD) pay stubs, depending on the number of employees you wish to migrate into TimeTrex.

For a few employees:

  • Create Opening Balance (YTD) pay stubs for each employee.
  • Click Payroll, then click Pay Stubs in the main menu.
  • Click New in the button bar.
  • Choose the Employee
  • Set the Type dropdown box to Opening Balance (YTD)
  • Choose the last Pay Period that the employees were paid out of your other payroll system. (ie: May 18th - May 31st)
  • Enter each line item Year-To-Date (YTD) amount of the employees last pay stub from your other payroll system.

    For example, if the employee earned $1000 of Regular Time wages for a YTD total of $5000, the amount you would enter is $5000. Repeat this step for every line item on their pay stub ensuring that all YTD amounts are entered into TimeTrex. Be sure to include Employer Contribution amounts that the employee may not normally see, such as Employer portion of EI/CPP or Employer Medicare/Social Security.

Now when you Process Payroll for the first time in TimeTrex (ie: for the June 1st - June 14th pay period), the YTD amounts should continue from where your last payroll system left off.

 

OR

 

For many employees:

  • Create or Import Pay Stub Amendments and then generate a Pay Stub with a Payroll Run Type of Opening Balance (YTD).
  • Ensure that one or more pay stub amendments for the Opening Balances have already been created with an effective date between the start and end date of the last pay period that the employees were paid out of your other payroll system.
  • Click Payroll, then Pay Stubs in the main menu.
  • Click the More button,and then select Generate Pay Stub from the drop-down menu to display the Generate Pay Stub Wizard.
  • Click the blue right arrow, to move to next step.
  • Verify the selected pay period is correct.
  • Set the Payroll Run Type to "Opening Balance (YTD)".
  • Select the Transaction Date. This is the date employees were paid for the last pay period in your other payroll system.
  • Confirm the Payroll Run is correct. In most cases, the default will be the proper value.
  • Click the blue right arrow, to move to next step.
  • Select the employee(s) you want to create the opening balance pay stub for.
  • Click the green encirlced arrow, to confirm the pay stub was generated successfully and once again to close the generate pay stub wizard.
NOTE:  Only the employees very first pay stub can be set to the Opening Balance (YTD) status and these pay stubs are hidden from the employees so they cannot view or print them.