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<li class="nav-item nav-item-this"><a href=""><span class="section-number">5. </span>🍁 OBNOARDING EMPLOYEE 🍁</a></li>
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<section id="obnoarding-employee">
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<h1><span class="section-number">5. </span>🍁 OBNOARDING EMPLOYEE 🍁<a class="headerlink" href="#obnoarding-employee" title="Link to this heading">¶</a></h1>
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<p>In the context of Canadian payroll administration, onboarding an employee refers to the formal process of integrating a new hire into
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both the organizational and payroll systems. It ensures that the employee is properly registered, legally compliant, and ready to be paid
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accurately and on time.</p>
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<p>Key Steps on Onboarding an Employee:</p>
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<ul class="simple">
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<li><p>Collect Required Personal Information: Includes full legal name, address, date of birth, and Social Insurance Number (SIN). The SIN is</p></li>
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</ul>
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<p>critical for tax reporting to the CRA (Canada Revenue Agency).</p>
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<ul class="simple">
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<li><p>Obtain Federal & Provincial Tax Forms: New employees must complete Form TD1 (Federal and possibly a Provincial version) to declare tax</p></li>
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</ul>
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<p>credits and determine income tax withholdings.</p>
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<ul class="simple">
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<li><p>Set Up Banking Info for Direct Deposit: Employees usually provide a void cheque or bank form to set up electronic payments.</p></li>
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<li><p>Register the Employee in the Payroll System: Involves entering all personal and job-related data, assigning a payroll ID, and verifying</p></li>
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</ul>
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<p>employment status (e.g. full-time, part-time, contract).</p>
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<ul class="simple">
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<li><p>Enroll in Benefits or Pension Programs: If applicable, the employee may be signed up for group insurance, retirement savings plans (like</p></li>
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</ul>
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<p>RRSP or pension plans), and other benefits. These deductions must be accurately reflected in payroll.</p>
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<ul>
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<li><p>Assign Statutory Deductions that Employers must withhold and remit</p>
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<blockquote>
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<div><ul class="simple">
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<li><p>CPP (Canada Pension Plan)</p></li>
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<li><p>EI (Employment Insurance)</p></li>
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<li><p>Income Tax (based on TD1 form)</p></li>
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</ul>
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</div></blockquote>
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</li>
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<li><p>Confirm Employment Agreement & Start Date</p></li>
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</ul>
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<p>🍁 Compliance & Record Keeping</p>
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<ul class="simple">
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<li><p>Employers in Canada are responsible for keeping accurate records of employee data, pay stubs, deductions, and remittances for</p></li>
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</ul>
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<p>at least 6 years.</p>
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<ul class="simple">
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<li><p>If audited by CRA, these documents must be readily available.</p></li>
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<li><p>Employers must also provide T4 slips by end of February each year to summarize annual earnings and deductions for tax filing.</p></li>
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</ul>
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<blockquote>
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<div><p>Employment Standards Requirements</p>
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</div></blockquote>
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<hr class="docutils" />
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<p>Each province/territory, as well as the federal government, sets minimum employment standards, including:</p>
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<ul class="simple">
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<li><p>Minimum wage</p></li>
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<li><p>Minimum age (may also be governed by other legislation)</p></li>
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<li><p>Required pay statement information:
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- Employee name
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- Pay period date
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- Rates of pay and hours worked
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- Gross earnings
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- Itemized deductions
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- Net pay</p></li>
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</ul>
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<section id="internal-forms">
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<h2><span class="section-number">5.1. </span>Internal Forms<a class="headerlink" href="#internal-forms" title="Link to this heading">¶</a></h2>
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<p>Typical commencement package forms include:</p>
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<ul class="simple">
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<li><p>Authorization for hiring</p></li>
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<li><p>Direct deposit agreement</p></li>
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<li><p>Union membership application</p></li>
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<li><p>Benefits enrollment (e.g., health/dental, pension)</p></li>
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<li><p>Confidentiality agreement</p></li>
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</ul>
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<section id="authorization-for-hiring">
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<h3><span class="section-number">5.1.1. </span>Authorization for Hiring<a class="headerlink" href="#authorization-for-hiring" title="Link to this heading">¶</a></h3>
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<p>This internal document includes:</p>
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<ul class="simple">
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<li><p>New employee’s basic info</p></li>
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<li><p>Start date, department, salary</p></li>
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<li><p>Probation details</p></li>
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<li><p>Hiring authority’s signature</p></li>
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</ul>
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<p><strong>Important:</strong> Employer must obtain a valid SIN. A SIN starting with 9 must have a valid expiry date and associated work permit.</p>
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</section>
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<section id="union-membership">
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<h3><span class="section-number">5.1.2. </span>Union Membership<a class="headerlink" href="#union-membership" title="Link to this heading">¶</a></h3>
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<p>For unionized workplaces:</p>
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<ul class="simple">
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<li><p>Amount of union dues to be deducted</p></li>
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<li><p>Employees signature authorization for deduction</p></li>
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<li><p>Exemptions may apply, but dues equivalent still required</p></li>
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</ul>
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</section>
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<section id="benefit-enrollment-forms">
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<h3><span class="section-number">5.1.3. </span>Benefit Enrollment Forms<a class="headerlink" href="#benefit-enrollment-forms" title="Link to this heading">¶</a></h3>
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<p>Forms cover group insurance and pension plans:</p>
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<ul class="simple">
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<li><p>Employee indicates coverage type</p></li>
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<li><p>Signatures authorize payroll deductions</p></li>
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</ul>
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</section>
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<section id="confidentiality-agreement">
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<h3><span class="section-number">5.1.4. </span>Confidentiality Agreement<a class="headerlink" href="#confidentiality-agreement" title="Link to this heading">¶</a></h3>
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<p>A legally binding agreement protecting sensitive company info:</p>
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<ul class="simple">
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<li><p>Defines proprietary data</p></li>
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<li><p>Outlines responsibilities, penalties, and timeframe</p></li>
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</ul>
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</section>
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</section>
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<section id="required-federal-and-provincial-territorial-forms">
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<h2><span class="section-number">5.2. </span>Required Federal and Provincial/Territorial Forms<a class="headerlink" href="#required-federal-and-provincial-territorial-forms" title="Link to this heading">¶</a></h2>
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<p><strong>Purpose:</strong> Determine correct income tax withholdings.</p>
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<p>Forms:</p>
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<ul class="simple">
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<li><p>TD1 (Federal)</p></li>
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<li><p>TD1 (Provincial/Territorial)</p></li>
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<li><p>TP-1015.3-V (Québec employees)</p></li>
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</ul>
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<p><strong>Provincial/territorial withholding</strong> is based on <em>province of employment</em>, but tax liability is based on <em>province of residence</em>.</p>
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<p><strong>Adjustments:</strong></p>
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<ul class="simple">
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<li><p>Request extra withholding via TD1 or TP-1015.3-V</p></li>
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<li><p>Request reduction using CRA Form T1213 or RQ Form TP-1016-V</p></li>
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</ul>
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<p>Essential Info on All Forms:</p>
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<ul class="simple">
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<li><p>Employee name</p></li>
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<li><p>Date of birth</p></li>
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<li><p>Social Insurance Number</p></li>
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</ul>
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<section id="tax-credits-td1">
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<h3><span class="section-number">5.2.1. </span>Tax Credits (TD1)<a class="headerlink" href="#tax-credits-td1" title="Link to this heading">¶</a></h3>
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<ol class="arabic simple">
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<li><p>Basic personal amount</p></li>
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<li><p>Canada caregiver (infirm children)</p></li>
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<li><p>Age amount</p></li>
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<li><p>Pension income</p></li>
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<li><p>Tuition</p></li>
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<li><p>Disability</p></li>
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<li><p>Spouse/common-law partner amount</p></li>
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<li><p>Eligible dependant</p></li>
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<li><p>Caregiver for infirm spouse or dependant</p></li>
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<li><p>Caregiver for dependant age 18+</p></li>
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<li><p>Transfers from spouse</p></li>
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<li><p>Transfers from dependant</p></li>
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<li><p>Total</p></li>
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</ol>
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<p>Additional Instructions:</p>
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<ul class="simple">
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<li><p>Fill out TD1 only if claiming more than basic credit</p></li>
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<li><p>Québec employees must always complete TP-1015.3-V</p></li>
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</ul>
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</section>
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<section id="tax-credits-tp-1015-3-v-quebec">
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<h3><span class="section-number">5.2.2. </span>Tax Credits (TP-1015.3-V – Québec)<a class="headerlink" href="#tax-credits-tp-1015-3-v-quebec" title="Link to this heading">¶</a></h3>
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<ul class="simple">
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<li><p>Basic amount</p></li>
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<li><p>Transfer from spouse</p></li>
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<li><p>Amount for dependants</p></li>
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<li><p>Impairment in mental/physical function</p></li>
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<li><p>Age amount, retirement income, living alone</p></li>
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<li><p>Career extension</p></li>
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</ul>
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<p>Deductions:</p>
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<ul class="simple">
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<li><p>Remote area housing</p></li>
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<li><p>Deductible support payments</p></li>
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</ul>
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</section>
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<section id="entering-employee-information-into-sage50">
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<h3><span class="section-number">5.2.3. </span>Entering Employee Information into Sage50<a class="headerlink" href="#entering-employee-information-into-sage50" title="Link to this heading">¶</a></h3>
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<p>To enter a new employee into the Sage 50 Payroll module (Canada edition), start by navigating to the Employees & Payroll section in the
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Home window. Right-click the Employees icon and choose “Add Employee” to begin creating employee’s record. Input the employee’s full legal
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name. Then, proceed to fill in the personal and payroll details across several tabs: the Personal tab for birth date and contact info, the Taxes tab to select the appropriate provincial
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tax table, the Income tab to configure their pay frequency, and the Deductions tab to define benefit or pension deductions. You’ll also
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want to enter their bank details for direct deposit. For compliance, be sure to complete and store signed TD1 forms (Federal and Provincial)
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separately, as Sage50 does not automatically generate these. You’ll also need to set up EI, CPP, and Income Tax deductions and link them to remittance vendors in the system. Once all
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information is reviewed for accuracy, save and close the record to finalize setup. If you prefer a guided approach, Sage50 also offers
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an Employee Wizard to walk you through these steps.</p>
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<section id="entering-personal-information">
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<h4><span class="section-number">5.2.3.1. </span>Entering Personal Information<a class="headerlink" href="#entering-personal-information" title="Link to this heading">¶</a></h4>
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<div class="admonition important">
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<p class="admonition-title">Important</p>
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<p>To maintain accuracy and compliance in Sage 50 Payroll, carefully verify that all employee information entered into the system,
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including full legal name, Social Insurance Number (SIN), residential address, and compensation details, matches the data provided on
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official documentation such as the signed employment contract and government-issued identification (e.g. driver’s licence, Employment Contract).
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Double-checking these entries helps prevent administrative errors and ensures that payroll records remain consistent with legal and
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regulatory standards.</p>
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</div>
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<img alt="_images/onboarding-employee_001.png" src="_images/onboarding-employee_001.png" />
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</section>
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<section id="entering-work-details">
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<h4><span class="section-number">5.2.3.2. </span>Entering Work Details<a class="headerlink" href="#entering-work-details" title="Link to this heading">¶</a></h4>
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<img alt="_images/onboarding-employee_002.png" src="_images/onboarding-employee_002.png" />
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</section>
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<section id="setting-up-tax-deductions">
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<h4><span class="section-number">5.2.3.3. </span>Setting-up Tax Deductions<a class="headerlink" href="#setting-up-tax-deductions" title="Link to this heading">¶</a></h4>
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<img alt="_images/onboarding-employee_003.png" src="_images/onboarding-employee_003.png" />
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</section>
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<section id="entering-employee-compensation">
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<h4><span class="section-number">5.2.3.4. </span>Entering Employee Compensation<a class="headerlink" href="#entering-employee-compensation" title="Link to this heading">¶</a></h4>
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<img alt="_images/onboarding-employee_004.png" src="_images/onboarding-employee_004.png" />
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</section>
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<section id="specifying-employee-deductions">
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<h4><span class="section-number">5.2.3.5. </span>Specifying Employee Deductions<a class="headerlink" href="#specifying-employee-deductions" title="Link to this heading">¶</a></h4>
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<img alt="_images/onboarding-employee_005.png" src="_images/onboarding-employee_005.png" />
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</section>
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<section id="entering-wsib-other-expenses">
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<h4><span class="section-number">5.2.3.6. </span>Entering WSIB & Other Expenses<a class="headerlink" href="#entering-wsib-other-expenses" title="Link to this heading">¶</a></h4>
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<img alt="_images/onboarding-employee_006.png" src="_images/onboarding-employee_006.png" />
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</section>
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</section>
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<section id="review-questions">
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<h3><span class="section-number">5.2.4. </span>Review Questions<a class="headerlink" href="#review-questions" title="Link to this heading">¶</a></h3>
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<ol class="arabic">
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<li><p>What is the significance of accurately entering the “Date Hired” field when setting up a new employee profile in Sage 50?</p>
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<p><em>Accurately entering the “Date Hired” in Sage 50 is a critical step in ensuring the integrity of payroll records and overall HR
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compliance. This field defines the employee’s official start date, which determines pay cycle alignment, benefit entitlement periods,
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and the correct application of mandatory deductions such as CPP and EI. It also plays a pivotal role in historical payroll
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reporting—including audit readiness and the generation of year-end T4 slips. Furthermore, the hire date is essential when preparing a
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Record of Employment (ROE), as it establishes the starting point for the employee’s insurable earnings and service duration.</em></p>
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</li>
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</ol>
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<p>2. Within the scope of Payroll Administration, how should the department ethically and legally respond when a supervisor requests access
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to an employee’s date of birth for the purpose of workplace recognition, given that this personal information is already held by payroll?</p>
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<blockquote>
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<div><p><em>Under Canadian payroll administration and the Personal Information Protection and Electronic Documents Act (PIPEDA), sharing an
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employee’s date of birth — even for positive intentions like workplace recognition, is not legally or ethically appropriate.</em></p>
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<p><em>PIPEDA requires employers to:</em></p>
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<blockquote>
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<div><ul class="simple">
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<li><p>Limit the collection, use, and disclosure of personal information to what is necessary for clearly identified business purposes.</p></li>
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<li><p>Obtain meaningful consent before using personal data for any purpose beyond what it was originally collected for—such as payroll or benefits administration.</p></li>
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<li><p>Protect employee privacy by restricting access to personal information on a strict need-to-know basis.</p></li>
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</ul>
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</div></blockquote>
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<p><em>In this case, using the date of birth for celebrations or acknowledgments is outside the scope of payroll processing. Even if the
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Payroll department holds this information, it cannot be disclosed to supervisors or other staff.</em></p>
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</div></blockquote>
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</section>
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</section>
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<section id="content-review-highlights">
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<h2><span class="section-number">5.3. </span>Content Review Highlights<a class="headerlink" href="#content-review-highlights" title="Link to this heading">¶</a></h2>
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<ul class="simple">
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<li><p>Consent is required for personal info collection</p></li>
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<li><p>TD1 and TP-1015.3-V are used to calculate source deductions</p></li>
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<li><p>Claim amounts may differ between federal and provincial forms</p></li>
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<li><p>Employers must keep the forms on file (do not send to CRA/RQ)</p></li>
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</ul>
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</section>
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<section id="review-questions-sample">
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<h2><span class="section-number">5.4. </span>Review Questions (Sample)<a class="headerlink" href="#review-questions-sample" title="Link to this heading">¶</a></h2>
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<ol class="arabic simple">
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<li><p>What does an offer letter signature signify?</p></li>
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<li><p>What documents are included in a commencement package?</p></li>
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<li><p>Name three common internal forms</p></li>
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<li><p>What must payroll verify on a hiring form?</p></li>
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<li><p>What must be checked for SINs starting with “9”?</p></li>
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<li><p>True/False: Union dues can be deducted without consent.</p></li>
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<li><p>What authorizes benefit premium deductions?</p></li>
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</ol>
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</section>
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<section id="example-evaluations">
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<h2><span class="section-number">5.5. </span>Example Evaluations<a class="headerlink" href="#example-evaluations" title="Link to this heading">¶</a></h2>
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<p><strong>Gloria Meyer (Alberta):</strong>
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- Claimed: Basic, eligible dependant, transferred tuition
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- Appears accurate</p>
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<p><strong>Luc Laframboise (Québec):</strong>
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- Claimed: Basic, spouse, dependant in school, tuition transfer
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- Appropriate provincial and federal claims made</p>
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<p><strong>Ingrid Johansson (Alberta, Single Parent):</strong>
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- Claimed credits for two children
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- <strong>Overclaimed</strong> dependant credit – only one is eligible
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- Needs correction on federal and AB TD1 forms</p>
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<div class="admonition-onboarding-employee-exercise admonition">
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<p class="admonition-title">ONBOARDING EMPLOYEE EXERCISE</p>
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||
<p>Using MS Forms, create a questionaire for gathering all required information for onboarding a new employee at Quebec-based company for the payroll purposes.</p>
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</div>
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</section>
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</section>
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<div class="clearer"></div>
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</div>
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||
</div>
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||
</div>
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||
<div class="sphinxsidebar" role="navigation" aria-label="Main">
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||
<div class="sphinxsidebarwrapper">
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<div>
|
||
<h3><a href="index.html">Table of Contents</a></h3>
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||
<ul>
|
||
<li><a class="reference internal" href="#">5. 🍁 OBNOARDING EMPLOYEE 🍁</a><ul>
|
||
<li><a class="reference internal" href="#internal-forms">5.1. Internal Forms</a><ul>
|
||
<li><a class="reference internal" href="#authorization-for-hiring">5.1.1. Authorization for Hiring</a></li>
|
||
<li><a class="reference internal" href="#union-membership">5.1.2. Union Membership</a></li>
|
||
<li><a class="reference internal" href="#benefit-enrollment-forms">5.1.3. Benefit Enrollment Forms</a></li>
|
||
<li><a class="reference internal" href="#confidentiality-agreement">5.1.4. Confidentiality Agreement</a></li>
|
||
</ul>
|
||
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|
||
<li><a class="reference internal" href="#required-federal-and-provincial-territorial-forms">5.2. Required Federal and Provincial/Territorial Forms</a><ul>
|
||
<li><a class="reference internal" href="#tax-credits-td1">5.2.1. Tax Credits (TD1)</a></li>
|
||
<li><a class="reference internal" href="#tax-credits-tp-1015-3-v-quebec">5.2.2. Tax Credits (TP-1015.3-V – Québec)</a></li>
|
||
<li><a class="reference internal" href="#entering-employee-information-into-sage50">5.2.3. Entering Employee Information into Sage50</a><ul>
|
||
<li><a class="reference internal" href="#entering-personal-information">5.2.3.1. Entering Personal Information</a></li>
|
||
<li><a class="reference internal" href="#entering-work-details">5.2.3.2. Entering Work Details</a></li>
|
||
<li><a class="reference internal" href="#setting-up-tax-deductions">5.2.3.3. Setting-up Tax Deductions</a></li>
|
||
<li><a class="reference internal" href="#entering-employee-compensation">5.2.3.4. Entering Employee Compensation</a></li>
|
||
<li><a class="reference internal" href="#specifying-employee-deductions">5.2.3.5. Specifying Employee Deductions</a></li>
|
||
<li><a class="reference internal" href="#entering-wsib-other-expenses">5.2.3.6. Entering WSIB & Other Expenses</a></li>
|
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