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USER MANUAL

1. Yacation Rate 1 ex if 4 enter 4 4 0000 at beginning of the year Rate 2 if it changes during the year 0000 effective from j dd mm yyyy Type of vacation pay Paid later Pay dates _ _Fxpor basic into _ New employee Calendar aut Figure 7 02 Incomes tab of the employee record With VSPS an employee can be remunerated on an hourly rate and or fixed salary The program even allows you to pay an employee with two different hourly rates For example in the restaurant business a person could have an hourly rate for hours worked as waitress and another rate for hours worked in the kitchen The second hourly rate must be entered in the addendum of the employee record To display this window you have to click on the Modify button In the field Pay type there is a choice to indicate that the employee will be paid mainly by commissions If this is the case do not forget to fill out the required information in the Fed income tax tab estimated total income and expenses for the year in form TD1X It is important to note that when the hourly rate or the fixed salary changes for example when a pay raise happens you must not enter this modification directly in the employee record window because in this screen the amount is the one effective at the beginning of the year Instead you must enter this in the Addendum window by clicking on the Modify button see f
2. New pay 000000 Canada Inc Function Pay window Instructions for the pay window Pay q Period f 3 frequency Weekly 52 or 5 pays per year number From January 8 2012 to January 14 2012 Date of cheque 17 01 2012 January 17 2012 Name C Employee number Insurable hours for 1 John So And So 2 Mary Something TOTAL 0 00 77 5 0 0 HRS TE 4 d To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell 44 b Pi DR CR 123 Erase Cheques Direct Post _ Config Print _ Employees Calendar Quit _ Figure 11 01 First part of the pay window When you open this window you must first select the pay period by clicking on the scroll bar and then click on the Confirm button that is only visible when a pay period changes The program displays the beginning date the end date and the cheque date of the chosen pay period Note that you are allowed to change the cheque date If you filled out a time sheet for an employee for this pay period the hours are already displayed in the pay window To modify this time sheet you can position the cursor in an hour column on the employee s line and double click on the cell or press F3 As we mentioned before you are not obligated to fill out the time sheets In fact you can enter directly the total hours in the pay window In these circumstances because this
3. As we can see in the next illustration for certain elements two account numbers are required one for the expense and one for the liability debt i GL account numbers OO0000 Canada Inc Account numbers in Accpac Simply Simple Comptable for department 1 Sales Expenses Bal sheet Canada pension plan contributions CPP El premiums Other contributions to Revenu Canada Quebec pension plan contributions QPP Quebec parental ins plan QPIP Other contributions to Revenu Quebec Quebec Health Services Fund QHSF CSST applicable for Quebec only Ontario Health Services Fund EHT WUT AUT A blue box means that you must enter an account number if an amount is entered in the pay program If you are only using the basic accounts in the Basic accounts tab at each EACH remittance period the employer s contributions account expense will be debited and the source deduction to pay account federal or Quebec will be credited Copy to another department Quit Figure 12 03 Employer contrib tab of the G ledger module 43 VSPS 2012 13 Reports Pepots In the report selection screen it is important to remark that for some reports there is a Criteria tab that allows you to choose the selected employees the interval of time etc Report selection and criteria 000000 Canada Inc Function Report selection Criteria Previous pays with corrections allo
4. 38 VSPS 2012 Furthermore the DR CR button is there to generate and display the payroll journal entries Figure 11 06 illustrates an example In the journal entries window the Export button enables you to create a file that can be imported into many different accounting programs such as Accpac Acomba Fortune 1000 MYOB QuickBooks Simply Accounting etc Of course in order to be able to create this file you must have indicated in the G ledger module your accounting software and all the needed account numbers for the payroll processing For more details please refer to chapter 12 At the beginning of each journal entry in the Exp column the mention Yes indicates that this journal entry will be included in the export file If for whatever reason you wish to exclude a journal entry you have to double click on the check box to display No The program always saves the journal entries export file in the subdirectory Export Business name _XP of the VSPS folder by default C VSPS 2012 The name of this file is composed of the pay period the pay frequency the mention Export and a sequential number for example Pay period 15 Freq 52 Export 001 TXT If needed you can click the Export button as many times as you want Each time the sequential number at the end of the file name is incremented for example Pay period 15 Freq 52 Export 002 TXT when you click for the second time in th
5. As mentioned before you can modify a calculated field except in a column with a yellow background Remember that to restore an overwritten entry you simply have to position the cursor on the cell and press Delete on your keyboard Concerning vacation when you want to enter this kind of payment you have to double click on the cell in the vacation column or press F3 This will display the data entry screen for the vacation payment To know how to proceed in this screen please refer to chapter 15 in section You have to pay an amount for annual vacation 33 VSPS 2012 In the case of a final payment of vacation when an employee is terminated prior to processing his final pay it is very important to go in the employee s record to select Employment termination for the type of vacation pay This way after this pay there will be no vacation balance for this employee In Quebec remember that the employer must calculate a vacation amount on each amount paid including vacation pay except in the case of a vacation pay given when the employee is terminated From the pay window you can always access the employee s record by positioning the cursor on this employee s line and clicking on the Employee button By default in the pay window all the columns are displayed However it is preferable to hide all the columns that you do not use in order to reduce the number of fields to scroll and accelerate moving through
6. C VSPS 2012 and has an MDB extension The main purpose of this file is to allow you to print labels with programs like Microsoft Word Label Pro etc This database can also serve to send letters to your employees 23 VSPS 2012 8 Previous Vacation balance and cumulative previous pay report for 2012 before use of VSPS software Function 000000 Canada Inc DER C Employee number Current file 1 John So And So Lump sum or Commissions retroactive earnings Tips and gratuities Insurable hours for El Basic salary John So And So Mary Something TOTAL 0 0 00 0 00 0 00 0 00 gt Figure 8 01 Previous function window Firstly this function enables you to enter the vacation pay balance for each employee at the beginning of the year which is equal to the vacation pay owed at the end of the previous year However if you used VSPS the year before and executed the Create a new database for next year function these amounts will already be displayed in this window Remember that VSPS only carries forward information of employees who were not stated as terminated in the employee records Secondly since the beginning of the year if you used another payroll system manual or a software this window permits you to enter previous cumulative payroll results before the first use of VSPS In this case two options are possible 24 VSPS 2012 First option the o
7. Delete the current pay table in the database and create a new one This function must be used only if you call the technical support and an agent _ is recommending you to erase the pay table The present function erases the pay table in the database and creates a new one In these circumstances most of the times all the data entered for the current pay period in the pay window are lost However other sections of the database are not affected by this operation all the pays you posted in the database employee records etc 81 VSPS 2012 15 What to do when You hire a new employee A new employee record must be created To do so in the VSPS main window click on the Employees icon Once in this screen you have to click on the New employee button and enter the information related to this employee In the employee record window you will notice that there are many tabs Basic Incomes Benefits Deduct etc each being a distinct section of the employee record It is always recommended to take the time to revise all information entered in particular the name the date of birth the Social Insurance Number SIN and the vacation rate For more details on the employee records please refer to chapter 7 You want to modify the salary or the vacation rate for an employee In the employee records you must select the Incomes tab In this screen among other things there is the effec
8. The Export employees basic information into an Access database button enables you to create an Access database containing for each of the selected employees the name address and other information telephone number date of birth etc This file is always saved in the VSPS folder by default C VSPS 2012 The file name is Employees of followed by the business name and the file extension MDB The main purpose of this file is to allow you to print labels with programs such as Microsoft Word Label Pro etc This database can also be useful in other situations like when you want to send a letter to your employees 74 VSPS 2012 Hour and cost report for a selected project In the time sheets if you have attributed hours to specific activities i e research and development training etc this report calculates hours and project costs for a given interval of time You can apply criteria for this report such as the selected employees the type of results the interval of time etc Hour and cost for a selected projet Function Detail per employee Yes Detail per pay Yes Pay frequency _ All pay frequencies Period for report Year to date cheque dates Type of results Per pay results Employees All Project 1 Miscellaneous From January 1st 2012 to December 31 2012 Hour and cost per projet Fixed Hourly Hourly Hn ae E Name Pay period salary rate 1 rate 2 rate 1 John So
9. Yes Detail per pay Yes Type of results Per pay results Period for report Year to date Employees All j _ Name Search ssi On Employee number Current file 2 Mary Something Select Pay period 1 John So And So 1 End 31 12 2011 Ch 03 01 2012 2 Mary Something 1 End 31 12 2011 Ch 03 01 2012 1 John So And So 2 End 07 01 2012 Ch 10 01 2012 2 Mary Something 2 End 07 01 2012 Ch 10 01 2012 1 John So And So 3 End 14 01 2012 Ch 17 01 2012 2 Mary Something 3 End 14 01 2012 Ch 17 01 2012 1 John So And So 4 End 21 01 2012 Ch 24 01 2012 2 Mary Something 4 End 21 01 2012 Ch 24 01 2012 1 John So And So 5 End 28 01 2012 Ch 31 01 2012 To go to the employee time sheet double click or press F3 on any hour cell 0 m O O m O m O m Figure 13 05 List of all pays with possibility to erase cancelled pays report 49 VSPS 2012 Source deductions and employer contributions to Federal As an employer you have to remit the CPP contributions the El premiums and income tax deducted from your employees income along with your share of CPP contributions and El premiums This report displays the detailed amounts to pay to the federal government as source deductions and employer contributions for each of the remittance periods Remember that the remittance frequency monthly quarterly etc must be indicated in the business information window Company icon of the VSPS main window The present r
10. database for next year carry forward function the program transfers information for all employees except the ones indicated as terminated in the employee records Employees icon in the main window of the program When a former employee terminated in the year before comes back to work but in the previous year you have indicated in the employee record that he was terminated the payroll database of the current year does not contain any information for this employee For this reason you must recreate an employee record for this person Since the employee numbers are attributed by the program this former employee will receive a different employee number higher than the previous one because the program increments the number each time a new employee record is created For some VSPS reports it is very important that an employee preserves the same employee number from one year to the other For example with the ROE report the program often needs to consider payroll results of the previous year Note that when searching payroll results for an employee VSPS always proceeds with the employee number In other words if the employee number differs from the one used in the previous year the program will be unable to consider the payroll results of the previous year for this employee To remedy this situation the present function allows you to replace the employee number by the one he had in the year before 80 VSPS 2012
11. even if this kind of error is made and the terminated employee already received his final payment VSPS allows you to void the vacation balance To do so you have to select the Detailed vacation to pay to an employee report and enter the balance but as a negative amount on the last line the last pay period of the report in the Adjustment column For more information on this report please refer to chapter 13 Furthermore when an employee is terminated and all the payroll process is done for this pay period if you wish in the employee s record you can select Yes for the Terminated box Thereby this employee will not be displayed anymore in the pay window However before selecting Yes in the Terminated box of the employee s record you have to be sure that you really finished all steps of the payroll process posting data in the database printing cheques or making the file for the direct deposit printing reports and if applicable creating the payroll journal entries file to import in your accounting program Finally concerning the production of the Record of Employment ROE please refer to chapter 13 You want to make a backup copy As mentioned before a payroll database is a file with a DL7 extension This database is created by VSPS and the name is composed of the business name followed by 12 DL7 For example if the business name is My company Inc the file name will be My c
12. figure in this screen first you must indicate if you wish to print the T4 slips or the T4 Summary For the T4 slips printing if necessary you can select employees You must also choose the type of print one or two names per page Note that for the T4 slips to give to the employees you have to select 1 employee per sheet 2 copies because each employee must receive 2 copies of the T4 slip one to attach to his income tax form and one to keep for his records In other words you have to give every employee a sheet representing two T4 copies and the instructions sheet for the T4 boxes printed automatically by VSPS As for the copy to send to the Canada Revenue Agency with the T4 Summary you must always print 2 different names per page With this selection as required the program also prints the business number BN on each T4 slip The T4 slips produced by VSPS are authorized by Canada Revenue Agency You simply have to print them on white paper However be sure to use the last VSPS upgrade usually available in the month of January following the year end When you are printing the T4 slips the number beginning by RC must be followed by the last 2 digits of the year i e RC 12 for 2012 m T4 slips and T4 Summary print Function Print T4 slips Pas Print T4 Summary All employees C Selection by employees _Reset selection _ C Selection by departments ex 1 3 5 for departments 1 3 and
13. tab of the business information window Figure 6 05 13 VSPS 2012 The Projects tab is used when you want to compile in the time sheets hours and costs related to certain activities For example this is useful for any business that is claiming Scientific Research and Experimental Development SR amp ED since tax authorities require you to maintain a detailed record of hours worked for each eligible activity Therefore the Projects tab permits you to create projects You can create as many projects as you wish In the time sheets you can then select one or several projects to distribute hours worked Remember that in the time sheets when you want to divide hours between different projects it becomes possible to generate a report for hours and costs related to a project for a given period of time for selected employees Business profile information 000000 Canada Inc BR Function Basicinfo Pay Departments Groups Otherincome and deduct Projects CSST Otherinfo Since you can distribute hours between projects in the time sheets this window is used to add or edit a project Note that the first project Miscellaneous is obligatory and is the default project Project customer etc 1B Miscellaneous Research amp Development Training Customer 1 Customer 2 Customer 3 Figure 6 06 The Projects tab of the business information window 14 VSPS 2012 The CS
14. 11 2011 19 11 2011 27 03 2012 20 03 2012 13 03 2012 06 03 2012 28 02 2012 21 02 2012 14 02 2012 07 02 2012 31 01 2012 24 01 2012 17 01 2012 10 01 2012 03 01 2012 27 12 2011 20 12 2011 13 12 2011 06 12 2011 29 11 2011 22 11 2011 48 691 95 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell 24 773 00 Figure 13 24 Third part of the ROE worksheet As we can see from the previous figure in this worksheet there are also columns for the insurable hours for El and the El insurable earnings Note that you are allowed to modify amounts in these columns For example if for a given pay period an employee received an amount registered in the Other income 1 statutory holiday etc column and that you forgot to add the equivalent in term of hours in the Insurable hours for El column you can modify these hours in the ROE worksheet This kind of change is only effective in the ROE worksheet They do not affect the payroll database 70 VSPS 2012 Moreover for an employee paid by an hourly rate the last two columns of the ROE worksheet are useful to help detect possible errors In fact in the Earnings before benefits per hour column the program calculates the total earnings divided by the hourly rate which is normally equivalent to the Insurable hours for El The last column displays the differe
15. 18 03 2012 to 24 03 2012 1 691 72 i 1 730 72 TOTAL 1 244 76 485 96 Oooo b Figure 13 17 Second part of the Detailed vacation to pay to an employee report As shown in the figure above notice that in this report if necessary in the Adjustment column you can even enter a positive or negative amount to affect the balance 61 VSPS 2012 Vacation to pay at a certain date for selected employees This report displays the detailed vacation amount to pay to selected employees at a certain date By default all employees are included and the report date is the end of the calendar year However as shown in the following figure if you click on the Criteria tab it becomes possible for you to select employees and enter the date you wish to use to calculate vacation amounts to pay Selection Vacation to pay for selected employees 000000 Canada Inc Function Report selection Criteria All pay frequencies All employees 1st pay frequency weekly C Selection by employees Cl 2nd pay frequency none C Selection by departments ex 1 3 5 for departments 1 3 and 5 C Per group Non C Year to date From To From January 1st 2012 To 31 03 2012 dd mm yyyy Pay frequency Job title John So And So Salesman Mary Something Bookkeeper Pay dates Continue Figure 13 18 Criteria for the Vacation to pay at a certain date for selected emplo
16. 5 L 1 employee per sheet 2 copies 2 employees per sheet for Canada Revenue Select Name Dpt So And So John something Mary Figure 13 09 Print screen for T4 and T4 Summary 54 VSPS 2012 When you select the Summary tab the program displays the worksheet intended to help you fill out the T4 Summary form You can print this worksheet but as opposed to the T4 slips this is not an official form that you can send to Canada Revenue Agency Indeed you must fill out the T4 Summary form manually or use the dynamic pdf form i e t4sum fill 12b pdf for the year 2012 available from the Canada Revenue Agency web site or from www vsps123 com in the F A Q section It is recommended to print this worksheet and keep it for your records with a photocopy of the T4 Summary form Finally if the business has more than 50 employees a button will be displayed to create a file of the T4 slips in XML format This file must be sent to Canada Revenue Agency Remember that paper copies are not accepted if you have more than 50 employees In this case please contact us w 74 Current file 1 John So And So ER Function Search On Name C Employee number For the year ending December 31 2012 umber of T4 slips filed Employee s CPP contributions mployment income Employer s CPP contributions RAP contributions Employee s El premiums CT Pension ajustment Employer s El premiums z z 52 o0 F
17. 50 1 502 72 9 From 19 02 2012 to 25 02 2012 4 Paid later 937 50 1 540 22 10 From 26 02 2012 to 03 03 2012 4 Paid later 937 50 1 577 72 11 From 04 03 2012 to 10 03 2012 4 Paid later 975 00 1 615 22 12 From 11 03 2012 to 17 03 2012 4 Paid later 937 50 1 654 22 13 From 18 03 2012 to 24 03 2012 4 Paid later 975 00 1 691 72 E 1214500 l Yacation Period rate Figure 13 16 First part of the Detailed vacation to pay to an employee report 60 VSPS 2012 Detailed report for vacation 000000 Canada Inc Function 1 John So And So Vacation to pay Yacation Yacation Amount of Yacation Period balance at earned for vacation Adjustment balance at beginning this period paid the end 1 From 25 12 2011 to 31 12 2011 1 244 76 i i 1 280 76 2 From 01 01 2012 to 07 01 2012 1 280 76 i 1 316 76 3 From 08 01 2012 to 14 01 2012 1 316 76 5 1 352 76 4 From 15 01 2012 to 21 01 2012 1 352 76 i 1 389 72 5 From 22 01 2012 to 28 01 2012 1 389 72 j 1 425 72 6 From 29 01 2012 to 04 02 2012 1 425 72 i 1 463 22 7 From 05 02 2012 to 11 02 2012 1 463 22 l 1 502 72 8 From 12 02 2012 to 18 02 2012 1 502 72 i 1 540 22 9 From 19 02 2012 to 25 02 2012 1 540 22 i 4 i LAS erie 10 From 26 02 2012 to 03 03 2012 1 577 72 i 1 615 22 11 From 04 03 2012 to 10 03 2012 1 61 5 22 i 1 654 22 12 From 11 03 2012 to 17 03 2012 1 654 22 i 1 691 72 13 From
18. As you can see this amount can be established on several bases For example this amount of deduction could be a fixed amount per pay PLUS another amount per hour You simply have to enter the amounts in the applicable boxes and leave the other ones at 0 Amount per pay Amount per month to be paid on the first pay of the month per worked hour no distinction between regular or overtime hours per hour at regular rate per hour at T 1 2 rate per hour at double time of hourly rate ex if 40 and hourly rate of 20 the amount to be paid is 8 per pay of gross earnings EXCLUDING benefits ex if 5 and gross earnings of 1000 the amount to be paid is Mimimum per pay period if applicable Maximum per pay period if applicable Pay dates Calendar Quit Window used to define the calculation method of a deduction Figure 7 06 22 VSPS 2012 6 In the employee record the Fed Income tax and Prov income tax tabs are used to enter necessary data for tax calculation based on different forms filled out by the employees i e TD1 TP 1015 3 etc to establish their income tax calculation Note that when an employee does not give you any form the income tax deduction is calculated only on the basic exemption Employee profile 000000 Canada Inc ER Search On g tee Find next i mployee number Current file 1 John So And So Basic Incomes Benefits Deduct Fed i
19. Continue Qut Figure 13 03 Example of criteria for this report 46 VSPS 2012 As we can see in figure 13 03 on the previous page for this report many options are offered By default the report covers all the year to date but you can also choose a month or an interval of time Note that for this report the interval of time can even start in the previous year For example if a company has a March 31st year end you could obtain the payroll results for the fiscal year ending in 2012 by entering April 1 2011 as the beginning date for the interval of time and March 31 2012 as for the end date Detailed or summary payroll results for a given period of time 000000 Canada Inc Function Pay frequency All pay frequencies Detail per employee Yes Detail per pay Yes Type of results Monthly results Period for report From 01 04 2011 to 31 03 2012 cheque dates Employees All shes C Employee number Regul T1 2 hours hours T2 ho Pay period 1 John So And So 14 End 02 04 2011 Ch 05 04 2011 24 00 2 Mary Something 14 End 02 04 2011 Ch 05 04 2011 21 00 1 John So And So 15 End 09 04 2011 Ch 12 04 2011 0 00 2400 2 Mary Something 15 End 09 04 2011 Ch 12 04 2011 0 00 21 00 1 John So And So 16 End 16 04 2011 Ch 19 04 2011 0 00 24 00 SS Saas gt To go to the employee time sheet double click or press F3 on any hour cell Contin Print Employees Calender aut Figure 13 04 Example of the
20. Current file 2 Mary Something Period 4 From 15 01 2012 to 21 01 2012 Cheque 24 01 2012 Data Results The present function is used to calculate income tax when a vacation pay occurs As we know when an employee receives his annual vacation pay the amount of earnings is often higher than the normal pay because usually the vacation pay covers more than a pay period This amount is even greather when the vacation amount is paid with the last pay before vacation Let us take the following example An employee makes 800 per week and the pay period is weekly His accumulated amount for annual vacation is 2 200 He is allowed 2 weeks of vacation This employee decides to take his vacation and wants to receive his full vacation pay If his employer pays this amount plus his regular pay on the same pay cheque the total earnings will be 3 000 In order to avoid the calculation of the income tax on a weekly salary of 3 000 the program offers another method to calculate the income tax In this example with this method the income tax would be 3 times the amount based on the average earnings of 1 000 per week 3 000 for 3 weeks because the employee is working one week and on vacation 2 weeks without being paid Federal Quebec Total earnings before vacation pay Vacation pay 2 200 00 2 200 00 Total taxable income Number of pay periods for which the employee will not receive any pay Do you wish to use this method to c
21. Detailed or summary payroll results for a given period of time in chapter 13 It is important to note that when choosing this report in the criteria tab you must select the option Based on end of pay period dates instead of Based on cheque dates Then based on the employees monthly data you have to manually calculate the monthly employer s contributions Finally it only remains that you fill out the monthly report on the CCQ web site www ccq org 91
22. Detailed or summary payroll results for a given period of time report It is important to remember that by default concerning the dates to enter for an interval of time the VSPS program proceeds upon cheque dates In fact to help users at the bottom of the screen the Pay dates button enables you to consult for each of the pay periods the beginning date the end date and the cheque date However you can always select the Based on end of pay period dates option For example in these circumstances if you choose For a month and select the month of March the program generates the report by including payroll results of each pay period ending in March even if the cheque date is in the next month April This possibility is useful when you have to fill out certain reports like the employee contributions to pay to a parity committee for a given month because for these kinds of reports you have to proceed on the end pay period date instead of cheque dates 47 VSPS 2012 In the Criteria selection window since the program offers many different options it becomes easy to obtain payroll results on different criteria For example in the case of a manufacturing business if you wish to compile payroll results for direct labour costs you can select only employees to be included in the report In these circumstances if you have separated your employees per different department numbers in the employee records you could
23. Pay 7 frequency From January 8 2012 to Januar ae Current file 1 John So A a Cheque Name Net salary ees 1 John So And So Select Name 655 77 1746 G John Sork raTa 622 51 1747 2 Mary Something Mary Something TOTAL 1 278 28 To restore an overwritten formul To go to the employee time sheet double click or press F3 on any hour cell Employees Calendar Figure 11 05 Screen to create the direct deposit file Once you have paid your employees either by cheque or by direct deposit it is strongly recommended printing the pay reports Summary Detailed earnings etc and stapling them to the pay stubs To do so click on the Print button and select the desired report After do not forget to click on the Post button to save the payroll data for this pay period in the database It is essential to always remember that the pay window is like a worksheet If you change the pay period for a previous pay period the hours will be updated based on the time sheets However all overwritten entries will stay in the pay window In fact to consult or modify a previous pay you must not proceed in the pay window but rather use the Previous pay with corrections allowed report For more details please refer to chapter 13 Note that you can post the payroll data as many times as you wish So if you make a modification just do not forget to click on the Post button to save the changes you made
24. SHOOT oe 2c 2 223 222 2e oct eneee eenen 28 Te Pay ea e e e heres E E aE e E OEE EE E ae 32 12 G ledger general ledger ccc cc52 scccse ee scscse esc eea 41 ADs REPORTS o ereer ee reen eee e Eneee eE EEEE E pE EE e EEEE E E EE EE rE EEE EES E E 44 Previous pays with corrections allowed ccccececccceeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeaaaeeeeeeeeeeeeenaes 45 Detailed or summary payroll results for a given period of time cccceeeeeeeeeeeeeeeeeeeeeeees 46 List of all pays with possibility to erase cancelled pays 0 0 0 0 eeeeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeeeeeeeeea 49 Source deductions and employer contributions to Federal cccccseeccceeseeeeeeeeseeeeeeeeeeaeeees 50 Source deductions and employer contributions to Quebec cece ccceeeeeceeeeeeeeeeeseeeeeeeenaeeeees 52 Aes dards ate cidaatetdtsuancender dds denadeant atest choad a dds dt etait tut chert eh tition eh Oa 53 PROIOV OS I keen eet ee exStaeer e aa oxbscuds oe addu oa was nee MA laa 56 VSPS 2012 13 Reports con t Detailed vacation to pay to AN employee 60 Vacation to pay at a certain date for selected employees cece ceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 62 Record of employment ROE cuxnnenwc tne ee ean ee nenene eneee ennnen ennenen 65 Listofemployees s 22 28 ne chee cele ele ee ce aa Ee ee 73 Hour and cost report for a selected project scccscc sca stesesexbcentvensdenScccedcutuensdenGeedcdend
25. balance the difference is attributed to Project 1 Miscellaneous Note that when you have attributed hours to different projects it becomes possible to generate a report to establish hours and costs for a selected project during an interval of time It is also possible to choose employees to consider for the report For more information on this report please refer to Hour and cost report for a selected project in chapter 13 Reports Time sheet 000000 Canada Inc Function Time sheet Hour distribution per project Time sheet for Employee 1 John So And So Fixed salary 0 00 Hourly ratel 24 00 and Hourly rate2 10 00 Period 3 Weekly From 08 01 2012 To 14 01 2012 Cheque 17 01 2012 Project 1 Ai neot Project 4 None Project 2 None Project 5 None 7 Project 3 None Project 6 None Project 1 Project 1 regular T172 hours at hours at rate 1 rate 1 Sunday 08 01 2012 0 00 Monday 09 01 2012 0 00 Tuesday 10 01 2012 0 00 Wednesday 11 01 201 0 00 Thursday 12 01 2012 0 00 Regul T172 T2 Regul T172 Ure hours hours hours hours hours hours ratel ratel ratel rate rate rate Figure 10 04 Hours distribution per project in the time sheet Finally when you quit the time sheet if the distribution of hours does not balance the program warns you of this problem 31 VSPS 2012 11 Pay E
26. cheque It may be possible that some information is already printed on the cheque business name address dollar sign or the mention Pay to If this is the case you simply have to select No to indicate that you do not print this information 26 VSPS 2012 Also there is an option to print or not on the stubs the notes from the pay window For example the note entered in the pay window can be useful to send an explanation or message to your employees The best way to adjust the cheque printing is to insert a blank page in your printer and to click on the Print test button After that you can put this sheet in front of a cheque align the two documents and look at them in front of a light to see if you need to move some fields or not To modify the position of an element to print on the cheque you must drag this field with your mouse If a field disappears you simply have to click on the Refresh button 27 VSPS 2012 tA 10 Time sh Time sheets Timesh Time sheet 000000 Canada Inc Function Time sheet Hour distribution per project _ Name ml STEE UE g Employee number Pay Period z frequency Weekly 52 or 53 pays per year sd eri 3 From January 8 2012 to January 14 2012 Date of cheque 17 01 2012 January 17 2012 Time sheetfor Employee 1 John So And So Fixed salary 0 00 Hourly ratel 24 00 and Hourly rate2 0 00 Hours before adj
27. deduct tab VSPS permits you to define up to 10 other deductions It is recommended to enter a brief description in the example Child support in order to provide more precision in the pay window and in the reports If you do not enter a description the deduction will be named Other deduction X X representing a number from 1 to 10 Even if most of the time these deductions are non deductible for income tax matters if needed you can select a box in the right hand side to indicate that this deduction is tax deductible Federal or Provincial Business profile information 000000 Canada Inc Se Function Basicinfo Pay Departments Groups Other income and deduct Projects CSST Otherinfo This screen allows you to name other incomes and other deductions max 20 car Other income 1 PCC Other income 2 The program already contains the standard deductions union RPP RRSP etc but you can use up to 10 other deductions Note that normally these other deductions are non deductible for income tax matter However if a deduction is tax deductible click to select the box beside the line Deductible for income tax Federal Provincial Other deduction 1 a E Other deduction 2 Other deduction 3 Other deduction 4 Other deduction 5 Other deduction 6 Other deduction 7 Other deduction 8 Other deduction 9 Other deduction 10 GEGEE GEI Beeeeeeee Calendar Qt The Other income and deduct
28. deduction 4 l Benefit for board and lodging I Parity committee or similar body I Other deduction 5 Benefit for use of employer s vehicule I Group insurance Other deduction 6 E e benefits for federal AND l Registered pension plan RAPP Other deduction 7 I Private health care insurance Quebec Registered retirement savings plan RRSP I Other deduction 8 7 Other taxable benefits for provincial only Retirement compensation arrangement RCA Other deduction 9 7 Other taxable benefits for federal only F Labour sponsored funds Other deduction 10 Total federal taxable income Charitable donations Total Quebec taxable income lt Check this box to stop displaying this window when loading the pay window Figure 11 03 Pay window configuration screen 35 VSPS 2012 New pay 000000 Canada Inc BR Function Pay window Instructions for the pay window Pay w E o E3 nave ner ve Period frequency eekly 52 or 53 pays per year number From January 8 2012 to January 14 2012 Date of cheque 17 01 2012 January 17 2012 J _ Name Search On gt Employee number Current file 1 John So And So EI Quebec Federal income premiums income tax fae deductions 1 John So And So 103 00 244 23 2 Mary Something 91 00 217 49 Total Cheque Net salary aa rs 25 58 194 00 151 74 461 72 1 278 28 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double cli
29. distinct password for each of the businesses that you process payrolls Note that if you ever forget your password you must contact us We can retrieve your password for you Finally because a password protection is never foolproof you should always restrict access to your payroll database Set password 000000 Canada Inc Please enter the new password max 15 characters Please enter the new password again for verification Screen to register or edit a password Figure 14 01 77 VSPS 2012 Create a new database for next year carry forward This function not only creates a new payroll database but also transfers all required payroll information for the next year employee records cheque print configuration vacation balance for each employee GL account numbers etc It is important to note that the program transfers information for all employees except the ones indicated as terminated in the employee files Employees icon in the main window of the program If an employee no longer works for the business but may come back to work eventually you must select No in the box Terminated This function is authorized only at the end of December Of course it is important to select this procedure after you have posted the last pay of the year Post button of the pay window Another important issue is to be sure to use the last VSPS version the one available at the end of December In
30. even enter information for employees that worked during the year but no longer work for the enterprise because this way you will be able to generate year end reports T4 etc for all employees 25 VSPS 2012 9 Config cheque printing configuration Customized cheque for printing 000000 Canada Inc Company Name Company Address 1st line Company Address 2nd line Company City Prov COnnnewon a Emp loyee Address 1st line Emp loyee Address 2nd line Print company name Cheque model Cheque Stub Stub x Print company address Yes Print dollar sign Yes Number of lines after the second section Ls Print Paid to Yes Number of lines after the third section 5 Print pay note on the stub Yes Print the word Date before the date Yes Print dd mm yyyy under the date Yes No If you drag a field outside of the printing zone and the field disappears click on the Refresh button Pint test Retesh Gut Figure 9 01 Window for cheque printing configuration The present module allows you to adjust the pay cheque printing Your cheque must be ink jet or laser format 8 5 x 11 sheet As we can see in the above figure you have to indicate the cheque model For example if the model is Cheque stub stub this means that the first part of the sheet is the cheque followed by 2 detachable stubs Some boxes are there to indicate the number of empty lines between different sections of the
31. make the report selection by departments which is a lot faster You could also use the Per group option As mentioned before in the Company window there is a tab to create as many groups as you want for example union parity committee professional associations etc Then in the employee s record if you wish you simply have to indicate in what group an employee must be included This allows you to generate reports for a selected group If you are a new user of the VSPS software it remains important to experiment with different selection criteria to have an idea of all the possibilities this report offers 48 VSPS 2012 List of all pays with possibility to erase cancelled pays This report lists all the pays that you have posted in the payroll database However the main purpose of this function is to allow you to delete pays that you have posted before In fact if for any reason you wish to delete a pay in the database you simply have to select this pay in the list by clicking the box in the Select column Once the selection is done you must click on the Erase button Of course the program will ask you to confirm this command Since this action is irreversible it is essential to take the time to verify the selection before this deletion List of all pays with possibility to erase cancelled pays 000000 Canada Inc Function Pay frequency All pay frequencies Detail per employee
32. number Please make a selection xl Financial institution data center number 5 digits Branch routing number 5 digits second group of digits on the bottom of the cheque Account number usually 5 to 9 digits last group of digits on the bottom of the cheque Last file creation number Name of file only for the Canadian National Bank With the Canadian National Bank this name usually starts with TF and is followed by 10 digits Calendar Qt Figure 6 08 The Other info tab of the business information window 16 VSPS 2012 7 Employees employee files This window is used to fill out employee records There are different tabs in this screen Each blue box represents an obligatory field When you have to create a new record for a new employee and you do not have his social insurance number S I N the program offers you to generate a temporary number in order to be able to continue the record creation Of course when you get the real S I N from this employee you have to return to his record and change this number To create a new employee record you must click on the New employee button Note that in these circumstances it is the VSPS program that generates the employee number because this number is used for identification and must be unique To move from one employee record to another you can use the arrows at the bottom of the screen You can also use the search box to find an emplo
33. o o o oa o o o o oa 2 016 12 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell Figure 13 25 Last part of the ROE worksheet 71 VSPS 2012 Once the verification is done in the ROE worksheet primarily for the insurable hours for El and the El insurable earnings it is recommended to print this worksheet and to keep it for your records with a copy of the ROE The next step is to click on the Results for the ROE tab The program displays a report very similar the ROE form which makes it easy to fill out the official form Worksheet for the Record of employment ROE 000000 Canada Inc SEE Function Information for the ROE paper format of 1 John So And So Employee selection BEY 92250 gt insurable hours for E l Employee number 153 2477200 gt insurable earnings for E l Business number BN for Canada Revenue Pay period type Social insurance number First day of work since last ROE dd mm yyyy Last day of work dd mm yyyy 11 Final 20 re T date EEEH Vacation paid in the last pay period 17A Caution If this employee received a vacation pay AFTER the last pay period you must add this amount to box 17A on the ROE form John So And So 123 Main Street Somewhere QC JOZ 1A1 Figure 13 26 Results for the ROE form 72 VSPS 2012 List of employees This fu
34. represents an overwritten entry a red star appears beside the hours amount To restore the hour calculation based on the time sheet like for any overwritten calculation you must position the cursor on this cell and press Delete on your key board 32 VSPS 2012 New pay 000000 Canada Inc BR Function Pay window Instructions forthe pay window Pay TEA Period f frequency EOTS P Act number From January 8 2012 to January 14 2012 Date of cheque 17 01 2012 January 17 2012 _ Name Search On C Employee number Current file 2 Mary Something CPP or QPP pensionable earnings Other Vacation Total earnings Basic salary income 1 before benefits 1 John So And So 2 Mary Something 1 740 00 1 740 00 1 740 00 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell Midi gt pi 0R cR 123_ Erase Cheques Direct _Post_ Config _Print_ Employees Calendar _Quit_ Figure 11 02 Other part of the pay window As soon as you enter the hours VSPS calculates the basic salary fixed salary and or hours multiplied by the hourly rate other incomes and all the source deductions El income tax etc Note that in the case of an employee paid by fixed salary you must enter the number of hours worked in order to have the incomes and deductions calculated otherwise the fields will remain blank
35. the beginning of January for example January 2013 for 2012 Relev 1 slips As for the T4 to move through the slips you can click on the scrollbar at the bottom left hand side You can also use the search box It is even possible to change a calculated amount except if the field is greyed out implying the field is disabled In this case a red star beside the box would be displayed to indicate an overwritten cell To restore the calculated amount to an overwritten field simply select this field and press F8 In the middle of the slip you can also enter notes 56 VSPS 2012 When you select the Print button the print screen is displayed As we can see in the following figure in this screen first you must indicate if you wish to print the Relev 1 slips or the Relev 1 Summary For the Relev 1 slips printing if necessary you can select employees The Relev 1 slips produced by VSPS are authorized by Revenu Qu bec You simply have to print them on white paper However be sure to use the last VSPS upgrade usually available in the month of January following the year end When you are printing the Relev 1 slips the number beginning by FS must be followed by the last 2 digits of the year i e FS12 for 2012 Note that if you have more than 50 employees a button will be displayed to create a file of the Relev 1 slips in XML format This file must be sent to Revenu Quebec Remember that paper co
36. 10 departments Consequently you can affect different GL account numbers depending on the departments for example direct labour sales department office etc GL account numbers 000000 Canada Inc Account numbers in Accpac Simply Simple Comptable for department 1 Sales Software Accpac Simply Simple Comptable v E Department number i Sales Copy to another department Quit Figure 12 01 First screen of the G ledger module 41 VSPS 2012 Of course most of the time many account numbers remain the same from one department to another For this reason VSPS enables you to copy account numbers used in a department to another department To do so you must click on the Copy to another department button For example you could copy the GL account numbers that you entered for department 1 and then paste them for department 2 Then for department 2 you simply have to change the account numbers that differ from the ones used for department 1 This way to proceed is not only faster but reduces the risk of errors When you select a department the program displays a data entry screen to enter all basic default GL account numbers Most of them are obligatory account numbers in order to be able to generate payroll journal entries You must remember that if you do not enter a specific GL account number for an element the program will use the default GL account number For example if no specific GL acco
37. 11 era iEz0i 20 11 2011 47 13 11 2011 Cee Worksheet 24 03 2012 17 03 2012 10 03 2012 03 03 2012 25 02 2012 18 02 2012 11 02 2012 04 02 2012 28 01 2012 21 01 2012 14 01 2012 07 01 2012 31 12 2011 24 12 2011 17 12 2011 10 12 2011 03 12 2011 26 11 2011 ee Le Cheque 27 03 2012 20 03 2012 13 03 2012 06 03 2012 28 02 2012 21 02 2012 14 02 2012 07 02 2012 31 01 2012 24 01 2012 1701 2012 10 01 2012 03 01 2012 27 12 2011 20 12 2011 13 12 2011 06 12 2011 29 11 2011 22 11 2011 Results for the ROE Basic salary Fixed salary Tips and gratuities per hour 45 005 00 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell Figure 13 22 First part of the ROE worksheet 68 VSPS 2012 Worksheet for the Record of employment ROE 000000 Canada Inc Function Information for the ROE paper format of 1 John So And So Employee selection Worksheet Results forthe ROE Lump sum or Per From To Cheque retroactive earnings Other Other income 1 income 2 13 18 03 2012 24 03 2012 27 03 2012 1211 03 2012 17 03 2012 20 03 2012 11 04 03 2012 10 03 2012 13 03 2012 10 26 02 2012 03 03 2012 06 03 2012 9 19 02 2012 25 02 2012 28 02 2012 8 12 02 2012 18 02 2012 21 02 2012 7 05 02 2012 11 02 2012 1 4 02 2012 6 29 01 2012 04 02 201 2 07 02 2012 5 2
38. 2 01 2012 28 01 2012 31 01 2012 4 15 01 2012 21 01 2012 24 01 2012 3 08 01 2012 14 01 2012 17 01 2012 2 01 01 2012 07 01 2012 10 01 2012 1 25 12 2011 31 12 2011 03 01 2012 52 18 12 2011 24 12 2011 27 12 2011 51 11 12 2011 17 12 2011 20 12 2011 50 04 12 2011 10 12 2011 13 12 2011 49 27 11 2011 03 12 2011 06 12 2011 48 20 11 2011 26 11 2011 29 11 2011 47 13 11 2011 19 11 2011 22 11 2011 To restore an overwritten formula press Delete on this cell To go to the employee time sheet double click or press F3 on any hour cell Figure 13 23 Second part of the ROE worksheet 69 aok Yacation VSPS 2012 Worksheet for the Record of employment ROE 000000 Canada Inc Function Information for the ROE paper format of 1 John So And So Employee selection Worksheet Results forthe ROE Total Insurable hours hours for El El insurable earnings Total earnings Per From before benefits Cheque 13 18 03 2012 12 11 03 2012 11 04 03 2012 10 26 02 2012 9 19 02 2012 8 12 02 2012 7 05 02 2012 6 29 01 2012 5 22 01 2012 4 15 01 2012 3 08 01 2012 2 01 01 2012 1 25 12 2011 52 18 12 2011 51 11 12 2011 50 04 12 2011 49 27 11 2011 48 20 11 2011 47 13 11 2011 24 03 2012 17 03 2012 10 03 2012 03 03 2012 25 02 2012 18 02 2012 11 02 2012 04 02 2012 28 01 2012 21 01 2012 14 01 2012 07 01 2012 31 12 2011 24 12 2011 17 12 2011 10 12 2011 03 12 2011 26
39. And So 1 Cheque 03 01 2012 Mary Something 1 Cheque 03 01 2012 John So And So 2 Cheque 10 01 2012 Mary Something 2 Cheque 10 01 2012 John So And So 3 Cheque 17 01 2012 Mary Something 3 Cheque 17 01 2012 a E Figure 13 29 First part of the Hour and cost report for a selected project 75 VSPS 2012 CER Hour and cost for a selected projet Function Pay frequency _ All pay frequencies Detail per employee Yes Detail per pay Yes Type of results Per pay results Period for report Year to date cheque dates Employees All Project 1 Miscellaneous From January 1st 2012 to December 31 2012 Hour and cost per projet Total hours for this project Cost for this project T2 hours Name Pay period at rate 2 John So And Soa 1 Cheque 03 01 2012 Mary Something 1 Cheque 03 01 2012 John So And So 2 Cheque 10 01 2012 Mary Something 2 Cheque 10 01 2012 1 John So And So 3 Cheque 17 01 2012 2 Mary Something 3 Cheque 1 01 2012 CODOS O TOTAL ool Figure 13 30 Last part of the Hour and cost report for a selected project 76 VSPS 2012 14 Database menu Change password The use of a password is optional However since pay information is confidential it is recommended to request a password to access the database The present function enables you to register or edit a password If you wish you can use a
40. Books Simply Accounting etc For more details please refer to chapter 11 because the process is similar to the one for payroll journal entries As for the payroll journal entries the program always saves the journal entries export file in the subdirectory Export Business name _ XP of the VSPS folder by default C VSPS 2012 The name of this file is easy to recognize for example Payroll expenses Fed period 15 Freq 12 Export 001 TXT Furthermore the Criteria tab is used when the employer rate for Canadian employment insurance El in the case of certain employees is not the normal rate Let us recall that for 2012 normally the employer has to pay an amount representing 1 4 times the employee contributions Nevertheless when some employees are covered by a private insurance Canada Revenue Agency can reduce the employer El contribution for these employees In these circumstances the employer has 2 business numbers BN from the Canada Revenue Agency and must produce 2 remittance forms for each of the remittance periods The Criteria tab enables you to select employees depending on which remittance form you are filling out To facilitate the selection you can proceed by department selection if you have previously classified your employees per department based on the related business number in the employee records Finally it is important to remember that if the El employer contribution for an employee is different fr
41. Figure 13 21 Selection for the Record of employment ROE report 66 VSPS 2012 67 VSPS 2012 If you used the VSPS software in the previous year you must enter the directory where you installed VSPS last year for example C VSPS 2008 Let us recall that this information has to be registered in the business information window Company icon of the VSPS main window When you choose the Record of employment ROE report you must select the employee by typing the name in the search box As soon as you begin to type the program starts displaying employee names and certain information S I N first day of work since the last ROE etc When you have selected the employee you must click on the Worksheet tab Then for each of the pay periods to be included in the ROE report if weekly 53 last weeks if by bi weekly 27 last pay periods etc the program displays the hourly rate the hours worked etc Note that as required by the government these pays are listed beginning by the most recent pay Worksheet for the Record of employment ROE 000000 Canada Inc Function Information for the ROE paper format of 1 John So And So Employee selection Per 1 2 3 4 5 6 ti 8 1 52 51 50 49 48 From 18 03 2012 11 03 2012 04 03 2012 26 02 2012 19 02 2012 12 02 2012 05 02 2012 29 01 2012 22 01 2012 15 01 2012 06 01 2012 01 01 2012 25 12 2011 18 12 2011 aA 04 12 20
42. GPIP Qc tax El Fed tax Net salary to pay Pay 3 Ending 14 01 2012 Net salary to pay Bank John So And So Ch 1746 Net salary to pay Bank Mary Something Ch 1747 Date for GL entries 17 01 2012 Total DR 3 018 28 TotalcR 3 018 28 Before exporting your entries be sure to fill in your GL account numbers in GL function Select exported GL entries Figure 11 06 Payroll journal entries window Finally the last thing to do when you process a pay is to erase all data by clicking the Erase button This is important because this erases all overwritten cells cheque numbers and notes entered in the pay window When you will select the next pay period the pay window will be blank except for the hours entered in the time sheets for this pay period 40 VSPS 2012 12 G ledger General ledger amp 2992 This module is very interesting if you use a software for your accounting As mentioned before VSPS allows you to create files of journal entries that can be imported into several accounting programs Of course in order to be able to make journal entries for a pay period or for employer contributions the software needs to know which general ledger GL accounts to use Once you have indicated the accounting software you are using you must enter the GL account numbers for every department you created Remember that in the Company window VSPS enables you to register up to
43. IP and Quebec Total Contribution to the Quebec health services fund QHSF Wages paid or deemed paid 23 498 00 Wages exempted El 2 Wages subject to the QHSF 4 x z Payment made for QHSF If this is a MODIFIED Summary select this box gt f KKI b El To restore an overwritten formula press F8 on this cell Figure 13 13 First part of the worksheet used to fill out the Relev 1 Summary 58 VSPS 2012 Relev 1 Current file 1 John So And So ER Function Search On Name C Employee number Slip number 190000016 Relev 1 slip Summary Summary of source deductions and employer contributions con t Contribution to the financing of the Commission des normes du travail CNT Remuneration subject to this contribution calculated on form LE 39 0 2 40 23 498 00 x 08 sj 8 80 Contribution to the Fonds de d veloppement et de reconnaissance des comp tences de la main d oeuvre FDRCMO Remuneration if it exceeds 1 000 000 xiZ 51 __og Eligible training expenditures please fill out the work chart 52 cd Line 51 minus line 52 if negative 0 Addition or subtraction of lines 27 39 41 and 53 Balance Refund iT Balance due M mo KIKI gt E To restore an overwritten formula press F8 on this cell Figure 13 14 Second part of the worksheet used to fill out the Relev 1 Summary 59 VSPS 2012 Detailed vacation to pay to an employee For thi
44. Q deduction By default this amount is the same as the one in the vacation CCQ income Moreover for a Quebec construction worker in the pay window by default the program assumes that the hours entered are all worked hours in the field of construction in Quebec However in the last columns of the pay window the user can modify the number in the Hours subject to CCQ column and the amount in the Gross income for vacation CCQ calculation column This affects the CCQ vacation calculation and also other incomes and deductions related to CCQ rules In other words if a construction worker in a pay period has worked hours subject to CCQ and hours not subject to CCQ do not forget to modify the Hours subject to CCQ column in order to calculate the proper incomes and deductions Because VSPS allows you to enter 2 different hourly rates for an employee in these circumstances the program always assumes that the first hourly rate is the one used for the hours subject to CCQ rules So if ever an employee with 2 different hourly rates has hours that are not all subject to CCQ rules you must allocate rate 1 hours those subject to CCQ and rate 2 hours hours not subject to CCQ Normally a Quebec construction worker also receives a compensation amount for safety equipment This amount is not taxable and is based on the number of hours subject to CCQ In the employee s profile in the Incomes tab you must enter i
45. ST tab is used by Quebec employers to enter the rate for the CSST insurance premiums If this rate changes during the year you have to enter the new rate and the effective date Note that since 2011 employers are required to pay the CSST insurance premiums periodically to Revenu Quebec with the source deductions and employer contributions to Quebec Business profile information 000000 Canada Inc Function Basicinfo Pay Departments Groups Otherincomeanddeduct Projects CSST Otherinfo CSST for Quebec employers only Rate at beginning of the year example if 1 8 enter 1 8 effective from dd mm yyyy 0000 Z effective from j dd mm yyyy effective from am dd mm yyyy iCalendar Figure 6 07 The CSST tab of the business information window 15 VSPS 2012 The Other info tab is used to enter the information needed when an employer wants to pay his employees by direct deposit instead of printing cheques You can obtain this information by contacting your bank In this window you can also enter 5 lines of notes Business profile information 000000 Canada Inc Function Basicinfo Pay Departments Groups Otherincome and deduct Bank transfer information for direct deposit Business name for direct deposit Summary business name max 15 characters DoS O Originator ID number for direct deposit 10 characters DoS O Financial institution
46. STARTING THE PROGRAM 1 On your desk double click on the VSPS icon You can also click on start All Programs and VSPS 2012 VSPS 2012 3 First use of VSPS for a business As mentioned in the COPYRIGHT section you are allowed to install VSPS on as many computers as you wish However when you buy the VSPS 2012 software you can only process payrolls for businesses that you purchased the VSPS 2012 license for The control of the authorized businesses is done by the coded file NAMES 12 TXT This file is sent to you by email You must copy the NAMES 12 TXT file in the VSPS 2012 installation directory by default C VSPS 2012 When you start the program you can only open a file for an authorized business meaning for which the name is coded in the NAMES 12 TXT file Each user has a unique NAMES 12 TXT file Note that this file can contain several authorized business names Concerning the payroll database this file is saved with a DL7 extension This database is created by VSPS and the name is composed of the business name followed by 12 DL7 For example if the business name is My company Inc the file name will be My company Inc 12 DL7 The payroll databases are always in the VSPS installation directory by default C VSPS 2012 However if you wish to make a backup we strongly recommend that you copy the complete VSPS 2012 folder since it also includes other important information
47. VSPS 2012 Note that in order to improve the viewing of the illustrations you can always zoom in for example at 125 www vsps123 com VSPS 2012 TABLE OF CONTENTS 1 Terms and conditions 22 25 cesses ee Se ea Sa ed ee nes ae ence ee 1 2 Overview IPHEROGHAGHOM DE A EA E A AE E AEAEE E E E 2 System requirements fece5 ccossesssercccsa nies dens nedsuicderchedies neasacdinciediadecousencdenssewibeadbenlisunencntncdvnieuuteacneds 3 Installing the VSPS Progrann cceet EE EEEE EEEE EEE EEE E 4 Uninstalling th pr gram pacisci 8 ce he Nr ire Rie Na ir ihre Nr re ep ena tetka EREE ee nT aiet 5 Starting the pr gram sik estat tate hat chit et Sat that at Nabe a a beads Gd a a a edness 5 3 First use of VSPS for a business 0 ccc cccceeeeeeeeee cece eee e cee eeeeeeeeeeeeeeeeaaaeaeeeeeeeeeeseaaaaeneees 6 4 Open selection of a payroll database ccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneeeees 7 Be SAV cg kere sade ca tea eset aa E EEE E antes AE EEA EEE EA 8 6 Company business information cccccccccccccee cece cece eee eeeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeenes 9 fz Employees employee records cies a Secu Seea a e n 17 8 Previous to enter previous payroll results before the first use of VSPS 24 9 Config cheque printing Configuration cccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteeteeeee 26 10 Time Sh time
48. abase file for this business the one with the DL7 extension and click on the Continue button If the desired business name is not in the Business selection list or if the database is not displayed in the File box please read the previous chapter First use of VSPS for a business VSPS 2012 gt 5 Save Save Save the current file in another directory Name Location of file Drive Be Directory C Backup C DirectDeposit Figure 5 01 Screen to save a payroll database in another folder It is important to note that with the VSPS software all data is saved automatically in the database Each modification is saved immediately Therefore you do not have to select the present function to save your data In fact this function is used to save a backup copy of the payroll database file with the extension DL7 in a different folder from the current directory To save a copy of the payroll database first you must click on the Save icon of the main window Once in the selection screen you must choose the folder and click on the Save button Finally remember that it is very important to regularly make a backup copy of the VSPS 2012 complete folder since it also includes other important information in the subdirectories You should always make external backup on a CD DVD or other device The best thing is to preserve this backup in a different location in case of fire t
49. alculate the income tax if you select no the income tax will be calculated normally Figure 16 01 Data entry screen to register a vacation amount 85 VSPS 2012 If you select the method based on the average remuneration the Results tab will allow you to see some information on the income tax calculation Also the difference between the two income tax calculation methods will be shown Informations about a vacation pay Function Current file 2 Mary Something Period 4 From 15 01 2012 to 21 01 2012 Cheque 24 01 2012 Therefore these earnings cover 3 00 pay periods For federal income tax purpose the average earnings amount is then 1 020 33 per pay period For Quebec income tax purpose the average earnings amount is then 1 020 33 per pay period Federal income tax Federal income tax per pay period based on the calculated average earnings Number of pay periods considered Total federal income tax for this pay period If not the federal income tax would 537 72 a difference of 229 47 Quebec income tax Quebec income tax per pay period based on the calculated average earnings Number of pay periods considered Total Quebec income tax for this pay period If not the Quebec income tax would 595 132 a difference of Figure 16 02 The Results tab when paying vacation and using the average remuneration method for income tax calculation 86 VSPS 2012 You mu
50. ate hours worked between different activities Scientific Research and Experimental Development training hours related to a certain customer etc As mentioned before all the projects must be created in the business information screen Company icon of the main VSPS window Remember that you can create as many projects as you wish In the time sheet for a pay period you can select up to 5 different projects to allocate hours The Project 1 Miscellaneous is always present because it represents the default project This is why in this section there are 6 zones to enter hours To be able to enter hours in a zone other than the one for Project 1 first you must select the project in the scrolling list Then you have to reduce hours for Project 1 for this day For example if the employee worked 8 hours on a given day by clicking on the Hour distribution per project tab 8 hours are automatically displayed in Project 1 because it is the default project Miscellaneous If you wish to attribute 3 hours to Project 2 you must first enter a maximum of 5 hours in Project 1 zone otherwise the program will refuse to allocate time to Project 2 30 VSPS 2012 In this screen there is also a function to transfer all Project 1 hours the default project in another project This speeds up the distribution of hours if the employee did most of his hours for a specific project When you quit this tab if a line does not
51. cccccccceeeeeeeeeeeeeeeceeaeeeceeeeeeeeeseaaaeeeceeeeeeeeeesaaaaeneeeeeeees 89 16 Quebec construction worker CCQ rules nnna 90 VSPS 2012 1 Terms and conditions As displayed when you install the VSPS software it is important to read the following terms and conditions COPYRIGHT and DISCLAIMER OF WARRANTY because the installation will indicate your acceptance of the following terms and conditions COPYRIGHT Contrary to most softwares you are allowed to install VSPS on as many computers as you wish However the user has the right to process payrolls only for businesses that he bought an annual license for It is strictly prohibited to copy or reproduce in whole or in part this software or the documentation without a written approval of DL Soft Inc Copyright c 2003 2012 DL Soft Inc All rights reserved Windows is a trademark of Microsoft Corporation DISCLAIMER OF WARRANTY Even though many efforts have been made during the preparation of the VSPS software to ensure its accuracy and compatibility this program is provided as is without any warranty of any kind Therefore DL Soft Inc does not give any explicit or implicit guarantee and disclaims any responsibility for damage due to the use of the VSPS software Moreover the present manual is subject to change without notice VSPS 2012 2 Overview VSPS 2012 000000 Canada Inc File Language Configuration Goto Reports Databas
52. ck or press F3 on any hour cell 14 4p Pi __ DR ER 123_ Erase Cheques Direct Post _ Contio _Print_ Employees Calendar Quit _ Figure 11 04 Other part of the pay window In the pay window once the data entry is done if you are paying your employees by cheque you must fill out the cheque number column You can enter these numbers directly or you can use the 123 button In this last case you simply have to enter the first cheque number and the program automatically enters the following numbers If the employees are paid by cheques even manual cheques the next step is to click on the Cheques button to display the cheques and pay stubs print screen In this screen you can select employees one by one or per department The Print detailed stubs button allows you to give to each of the employees a more detailed pay stub because there is no space constraint as opposed to a pay stub on a cheque By clicking on the Export detailed stubs you can create a detailed pay stub in text format for each of the employees Then you can send this by email Do not forget to provide the pay stubs to your employees A pay stub contains the current and the cumulative payroll results 36 VSPS 2012 It is very important to remember that if you want to reprint a pay cheque for a previous pay period you must not proceed in the pay window but rather from the report function using the Previous pays with corre
53. ctions allowed report For more details please refer to chapter 13 If you have forgotten an employee in a pay prior to the current pay period this kind of correction can not be done in the Previous pays with corrections allowed report In this case please refer to chapter 15 in section You forgot an employee in a previous pay period If some employees are paid by direct deposit instead of by cheque once the pay is completed you simply have to click on the Direct button In this screen once again if you wish you can always select the employees the default is all the employees Note that in the list only employees paid by direct deposit are listed After the selection is done you must click on the Create file button The program always saves this file in the subdirectory DirectDeposit Your business name_DD in the VSPS folder by default C VSPS 2012 The name of this file is composed with the pay period the pay frequency and a sequential number for example Pay period 15 Freq 26 001 txt In case of error you can always redo the file creation In these circumstances the sequential number is incremented for example Pay period 15 Freq 26 002 txt In other words the most recent file is the one with the highest number at the end VSPS follows Standard 005 of the Canadian Payments Association which is the required norm for the exchange of financial data on AFT files containing 1464 characters per lin
54. e To know how to send this kind of file to your financial institution you must contact your bank branch As required by law even if an employee is paid by direct deposit you have to give him his pay stub in order to let him know the payroll details number of hours current incomes and deductions cumulative results etc In the direct deposit screen to print the pay stubs simply click on the Print stubs button In this screen you can select employees one by one or per department In the direct deposit window it is also possible to save each of the pay stubs in a text file This option is interesting for employers who prefer to send pay stubs by email When you select Export stubs the program creates a text file for each of the employees paid by direct deposit Note that this pay stub format is different from the format on a cheque In fact the pay stub is more detailed because there is no space constraint as opposed to a pay stub on a cheque The pay stub files are always saved in the subdirectory DirectDeposit Your business name_DD Stubs Pay xx xx representing the number of the pay period in the VSPS folder by default C VSPS 2012 As you can see the program creates a subdirectory for each of the pay periods As for the files the name is composed with the employee s name and the pay period i e John Something Pay1 txt 37 VSPS 2012 New pay 000000 Canada Inc Pay window Instruct 77
55. e Help Config www sps123 com Version 2012 001 Figure 2 01 Main window of the VSPS program INTRODUCTION Dear customer we thank you for your purchase of the VSPS program and hopes that you will appreciate it Briefly the major VSPS features are Unique presentation of the data resembling a payroll book to offer a very simple look and detailed results Exceptional flexibility substitutions allowed for most of the calculated fields possibility to modify and even erase a pay possibility to reprint cheques reverse a batch of payroll journal entries etc Time sheets with option to attribute hours to projects i e research and development training activities customers etc VSPS 2012 Journal entries with possible exportation to many accounting programs Accpac Simply Accounting Acomba QuickBooks etc Very useful reports e Previous pay report with corrections allowed e Detailed or summary payroll results for a given period of time upon different criteria e Source deductions and employer contributions per period monthly quarterly etc e Detailed report for vacation to pay e Record of employment ROE when an employee quits definitely e T4and Relev 1 slips e Hour and cost report for a given project and selected employees A user friendly approach Even if VSPS is very easy to use we strongly recommend that you take the time to read this manual to explore all power and opti
56. e positioned line This can be useful when you did not enter the data on the right line To accelerate the data entry the program allows you to copy and paste certain information that has a tendency to repeat itself To do so first you must position the cursor on the line to copy from and select Copy Then you have to position the cursor on the first line where you wish to copy the information to and select Paste In the small screen displayed you must indicate the number of consecutive lines you want to paste the information By default this will paste the starting time the finish time adjustment of hours and the adjustment note However it is possible to exclude any of these elements m Paste Function Number of consecutive lines to paste Information to paste Starting time Finish time Adjustment of hours Note for the adjustment Figure 10 02 Screen to copy and paste recurring data on other lines of the time sheet In the time sheet as you enter your data the program calculates the hours worked By default the hours are considered like regular hours at rate 1 1st hourly rate However you can always allocate some of these hours in other columns For example on a certain day an employee could have worked 9 payable hours At first the program would display 9 hours in the Regular hours at rate 1 column but it would be possible to modify this field by entering 8 hours A red star beside t
57. e same pay period As soon as the file is created journal entries can be imported in the general ledger of your accounting software You must refer to your accounting program user manual or call their support service Usually the file importation remains quite simple to perform Because it is normal to make errors VSPS even allows you to reverse the journal entries Therefore if you ever import GL entries of this type into your accounting software and some of them contain errors the best way to correct the situation is often to reverse all of them Then you can make the necessary corrections and create a new export file To reverse a batch of journal entries you must click on the Select Exported GL entries and select the export file This file is easy to identify because its name makes reference to the pay period and the pay frequency When the journal entries are displayed you simply have to click the Reverse GL entries button to make all debit amounts become credit amounts and vice versa After that you just have to select Export again and import this new batch of journal entries into your accounting software to void the previous posting This new export file is easy to recognize for example REVERSAL Pay period 1 Freq 26 Export 001 TXT 39 VSPS 2012 w Entries 000000 Canada Inc Pay 3 from 08 01 2012 to 14 01 2012 Date of cheques 17 01 2012 Freq 52 Exp Account References Basic salary QPP
58. ear v Pay cheques are issued 3 days after the end of pay period Date of the beginning of the 1st pay period December 25 2011 Next date if semi monthly frequency aay dd mm yyyy First period From 25 12 2011 to 31 12 2011 Date of the 1st pay cheque 03 01 2012 Other pay frequency optional No other frequency X Pay cheques are issued C days after the end of pay period Date of the beginning of the 1st pay period e dd mm yyyy Next date if semi monthly frequency a dd mm yyyy Health Services Fund rate Quebec QHSF 2 7000 Ex enter 2 7 for 2 7 Ontario EHT 0000 Calendar Qt Figure 6 02 The Pay tab of the business information window As we can see in figure 6 02 the program allows 2 different pay frequencies For example a business could pay some employees on a weekly basis and others on a bi weekly basis 10 VSPS 2012 In the Departments tab you are allowed to name up to 10 departments i e direct labour sales department office etc We have to mention that in the employee window the department number is obligatory because this information is needed for some reports This is why by default when you create a new employee file the department number is 1 but you can always change this number Business profile information 000000 Canada Inc ER Function Other income and deduct Projects CSST Otherinfo ou can classify your employees by depa
59. eeetdencandelezer end 75 14 Database menu Change password eee eee aeee aeara aerador aroeira hs auido a e eS atte Acute tte 77 Create a new database for next year Carry forward ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 78 Compress database si2i cae sai acetacncintadavecahacintes aca caitaseahsnidiaaed sudasanhiabiacineataramataqammasete 79 Repair database cnesda e i headed aa i hala ladh inn n a eat 79 Erase all data related to an employee n eneee 80 Replace an employee number by the one he had in the previous yeal 0 seseeeeeeeeeees 80 Delete the current pay table in the database and create a NEW one eeccceeeeeeeeeeeeeeeeeeeeeees 81 15 What to do when You hire a new employee inion tarieelniindaninasu laulu tn decimal loulacinelmenalautss 82 You want to modify the salary or the vacation rate for an employee cceeeeeeeeeeeeeeeeees 82 You have to pay an amount for a statutory holiday 2 2 eect eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 83 You have to pay an amount for annual vacation eenen 83 VOU MUSE COMCCL A DAY e tua e a E Suki aa a ont E e cue doth acetal een 87 You forgot an employee in a previous Pay period ccccccccceeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeneeeeeteeeeeens 88 An employee quit definitively 2 ccc cccsccaccccseecacestedaccnneedaccnneedscenneedacennsedecennsedecenneedeeenneednencee 89 You want to make a backup CODP cc
60. eference year in Quebec Obviously to be sure to properly calculate the indemnity and the duration of vacation you should consult the applicable laws in your province For example in Quebec you can visit the Commission des normes du travail web site www cnt gouv qc ca 83 VSPS 2012 With the VSPS software to establish the amounts of annual vacation to pay first you have to click on the Reports icon In the report selection choose Vacation to pay at a certain date for selected employees and click on the Criteria tab As we can see in the following figure in this screen once you have selected the employees you must click on From to and enter the cheque date of the pay period that includes the end date of the reference year Remember that in order to help you to find the cheque date to enter the Pay dates button enables you to consult for each of the pay periods the beginning date the end date and the cheque date Selection Vacation to pay for selected employees 000000 Canada Inc Function Report selection Criteria All pay frequencies All employees 1st pay frequency weekly C Selection by employees Reset selection Tr i C Selection by departments ex 1 3 5 for departments 1 3 and 5 LDLo E C Per group Nons S C 2n C Year to date From To From 01 01 2012 January 1st 2012 To 30 04 2012 dd mm yyyy Select Name Pay freq
61. eport gives you all the necessary data to fill out your remittance form including the gross payroll amount for the remitting period and the number of employees in the last pay period For every remittance period there are also columns to enter the amount really paid the date of payment and the cheque number There is even a column that calculates the difference between the amount to pay and the amount really paid Even if all amounts are already calculated you are allowed to change an amount A red star is displayed beside a modified field to indicate that this amount was overwritten To restore a calculated amount you only have to position the cursor on this cell and press Delete on your keyboard Source deductions and employer contributions to Federal for 2012 Function 000000 Canada Inc Federal Criteria Period ith a Total E l Federal tax employee January February March April May June July August September October 1 2 3 4 5 6 7 8 g 0 2 127 42 Figure 13 06 Source deductions and employer contributions to Federal report 50 VSPS 2012 The DR CR button allows you to generate the federal employer contributions journal entries for a selected remittance period Once the journal entries screen is displayed the Export button is used to create a file that can be imported into many different accounting programs such as Accpac Acomba Fortune 1000 MYOB Quick
62. f 10 60 Finally you could also proceed with Rate 1 and Rate 2 of the time sheet 82 VSPS 2012 Concerning the vacation rate because this rate can change during the year a box is reserved for any vacation rate modification It is important to note that you must not enter the new rate in Rate 1 field because this field is used for the vacation rate effective at the beginning of the year As indicated in the screen you must enter the new vacation rate in Rate 2 box and enter the cheque date of the pay period that includes this change You have to pay an amount for a statutory holiday In Canada workers are entitled to an indemnity or a compensatory leave for each of the statutory holidays New Year s day Christmas Day etc For example in Quebec according to the Commission des normes du travail www cnt gouv qc ca usually the compensation to pay to an employee is 1 20 of the wages earned during the four complete weeks of pay preceding the week of the holiday excluding overtime However it is essential to consult the laws in effect in your province to be sure to calculate properly the amounts to pay With the VSPS program when you want to pay an amount for a statutory holiday to an employee you can proceed in different ways If the employee is remunerated on an hourly rate and you are using the VSPS time sheet you can enter the hours paid for this statutory holiday in the Adjustment hours column and w
63. fact it is only at the end of the year that we know for sure what will be the necessary database structure for the next year Remember that all VSPS upgrades during the year are free It is highly recommended to visit our web site www vsps123 com regularly to be sure to use the most recent version The new database creation does not affect the current database because it is a distinct file You can do this operation as many times as you wish i e if you made changes in the payroll database of the current year because the program will ask you every time if you want to replace the file By default the new file is saved in the VSPS 2012 folder but you can use any other directory you want The name of the database is always composed of the business name followed by 13 DL7 For example if the business name is My company Inc the database name for 2013 will be My company Inc 13 DL7 When you will purchase your new 2013 license we will send you a new control file NAMES 13 TXT This file will contain the coded name of every authorized business for VSPS 2013 Then you will have to install VSPS 2013 and copy the file NAMES 13 TXT in the VSPS 2013 folder by default C VSPS 2013 Finally you will need to copy the new database s in the same folder 78 VSPS 2012 Compress database Over time as you use it the payroll database gets bigger which is normal because you constantly add information Moreover an
64. heft etc VSPS 2012 6 Company business information This window is used to enter different information about the business Note that a field with a blue background is an obligatory field It is still recommended to fill out all applicable fields For example if you wish to print the business address on your pay cheques this information must be entered in this window Business profile information 000000 Canada Inc Function Basic info Pay Departments Groups Otherincome and deduct Projects CSST Otherinfo Name ooo090 Canada inc Address Address Pd City 7 Town Province Quebec Postal code JOZ 979 Phone fo roe ff Remittance frequency for federal Monthly Remittance frequency for Quebec Monthly Business number BN for Canada Revenue example 123456789RP0001 123456789RP0001 Quebec Registration Number example 1234567890RS0001 1234567890RS0001 Quebec enterprise number NEQ example 1234567890 1234567890 First 8 digits of the first serial number for Rel 1 on paper nothing to enter here 2011 pay directory example C VSPS 2011 C VSPS 2011 Calendar Qt Figure 6 01 The Basic info tab of the business information window VSPS 2012 Business profile information 000000 Canada Inc Function Basicinfo Pi Departments Groups Otherincome and deduct Projects CSST Otherinfo Normal pay frequency Weekly 52 or 53 pays per y
65. his box would be displayed to indicate an overwritten cell In these circumstances the program would display 1 hour in the T1 2 hours at rate 1 column but once again you could modify this by affecting another column for example the one for double time rate As mentioned before it is also possible to register hours in columns for Rate 2 in the case of an employee remunerated on 2 hourly rates 29 VSPS 2012 Time sheet 000000 Canada Inc See Function Time sheet Hour distribution per project Name al C Employee number v Pay Period a frequency Weekly 52 or 53 pays per year s 3 From January 8 2012 to January 14 2012 Date of cheque January 17 2012 Time sheet for Employee 1 John So And So Fixed salary 0 00 Hourly ratel 24 00 and Hourly rate2 0 00 Regular T1f 2 T2 hours Regular U T2 hours hours at hours at at rate hours at hours at rate 1 rate 1 1 rate 2 rate 2 Total hours payable Sunday 08 01 2012 Monday 09 01 2012 Tuesday 10 01 2012 Wednesday 11 01 2012 Thursday 12 01 2012 Friday 13 01 2012 Two different formats are allowed to enter hours For example 10 30 hh mm or 10 50 fraction of hour To restore an overwritten formula press Delete on this cell Erase ine Copy Paste Pin Qut Figure 10 03 Other part of the time sheet window Furthermore the Hour distribution per project tab allows you to alloc
66. igure 7 03 18 VSPS 2012 With the program you can register up to 3 salary changes during the year However if an employee has more than 3 salary changes in a year you can always use the second hourly rate if the employee is paid on only one hourly rate When you register a change for the hourly rate or the fixed salary you must indicate the effective date of this modification It is important to note that with VSPS you have to enter the cheque date For example if an employee receives a pay raise effective June 1st you must enter the cheque date of the pay period that includes June 1st In other words a salary change is always effective from the beginning of a pay period To help you determine the cheque date to enter the Pay dates button allows you to view the details for every pay period beginning of the pay period end of the pay period and cheque date If the salary change does not occur at the beginning of a pay period you can proceed in different manners Let us take the following example During a pay period an employee worked 16 hours at 10 00 per hour and 24 hours at a new hourly rate of 11 00 To calculate his pay the simplest way is to enter an amount of 24 00 in the Other income 1 column of the pay window only the amount of the raise and register the new hourly rate effective from the cheque date of the next pay period Another way is to use an average hourly rate of 10 60 Finally you could also pr
67. in the subdirectories You should always make external backup on a CD DVD or other device The best thing is to preserve this backup in a different location in case of fire theft etc From the first use of this software for a business once you have copied the NAMES 12 TXT file in the VSPS 2012 directory you can then create the new payroll database To do so in the main VSPS window you must select Open In the file selection screen you simply have to click on the business name and then click on the Create new file button In order to process payrolls the next steps are Enter the business information chapter 6 Fill out the employee records chapter 7 Enter previous payroll results before the first use of VSPS if applicable chapter 8 Set up the cheque and pay stub print configuration chapter 9 If you wish to export payroll journal entries enter all needed general ledger accounts chapter 12 VSPS 2012 4 Open selection of a payroll database Open a file Function Business selection Name 000000 Canada Inc Location of file Drive Sc Directory C Backup C DirectDeposit Doc CI Export 000000 Canada Inc 12 DL7 Figure 4 01 Screen for the payroll database selection To open a certain business payroll database you must click on Open and select the business name in the scrolling list of the Business selection Then in the File box click on the dat
68. ine 212 Employee s name and address _ gt M M g D oO gt he nm UD MN g co p gt RPP contributions line 207 Charitable donations Schedule 1 Nm oOo Pension adjustment line 206 RFF or DPSP registration Employee s QPIP premiums QPIP insurable earnings Noer O S E 56 C l a If this T4 is CANCELLED select this box gt m Box1 Box2 Box3 PE ol pE HL od Boxd Box5 Box6 foto Eo fd Kid gt El To restore an overwritten formula press F8 on this cell Figure 13 08 T4 slip n om Nm om This function allows you to issue T4 slips It is very important to install the last VSPS upgrade in order to be sure to use the last authorized T4 version for this year This upgrade is usually available at the beginning of January for example January 2013 for 2012 T4 slips To move through the T4 slips you can click on the scrollbar at the bottom left hand side You can also use the search box It is even possible to change a calculated amount except if the field is greyed out implying the field is disabled In this case a red star beside the box would be displayed to indicate an overwritten cell To restore the calculated amount to an overwritten field simply select this field and press F8 At the bottom of the slip you can enter codes and notes 53 VSPS 2012 When you select the Print button the print screen is displayed As we can see in the following
69. llowed report After selecting the pay period you can reprint the pay reports summary report detailed earnings etc and if needed create a new payroll journal entries file As explained before if you have imported journal entries for this pay period in your accounting system you must reverse these journal entries To know how to proceed please refer to chapter 11 88 VSPS 2012 An employee quits definitively When an employee is terminated and you have to prepare his last pay usually this includes the outstanding vacation pay Before selecting the pay window you must go in the employee record and choose Employment termination for the type of vacation pay Thereby the program will enter automatically the vacation balance in the Vacation column of the pay window With the VSPS program when a Quebec employee is terminated if the employer forgets to go in the employee s record to select Employment termination for the type of vacation pay and enters directly the amount in the Vacation column of the pay window the program will assume that this amount is for annual vacation In these circumstances even after the last pay cheque to this employee there will be an outstanding amount for vacation Let us recall that in Quebec the employer must calculate a vacation amount on each amount paid including vacation pay except in the case of a vacation pay given when the employee is terminated Fortunately
70. n Other income 1 or Other income 2 the amount per hour and select per hour not taxable As noted below it is possible to rename Other income 1 and Other income 2 In addition there is usually an amount taxable as benefits in Quebec only In the employee s profile you have to click on the Benefits tab and enter the amount per hour in the Other taxable benefits for PROVINCIAL only box 90 VSPS 2012 Another feature for a Quebec construction worker is that there is also a deduction called Levy for example 75 of the gross income excluding taxable benefits Remember that in the main window of VSPS by clicking the Company icon you are allowed to rename Other income 1 Other income 2 and each of the 10 other deductions For example you could replace Other income 2 by Levy which will be a much more accurate description in the pay window So in the employee s profile you just have to indicate how this amount should be calculated Moreover there is usually a deduction for union contributions and also other deductions In all cases VSPS allows you to indicate how to calculate each of these deductions As for the monthly report to produce to the CCQ for now VSPS does not produce this report However the program can generate reports in which you can obtain all data related to the selected employees for a month For more information please refer to
71. nce El click on Employment Insurance Information for Employers and click on How to complete the ROE form The ROE form must be filled out manually or electronically However VSPS enables you to print worksheet to help you fill out this form When you must fill out a ROE form first you have to go in the employee records Employees icon of the VSPS main window to enter the first day of work even if this is several years ago However If a ROE form was ever issued for this employee you must enter the first day worked after the last ROE form was filled out In the employee record you must also enter the last day of work 65 VSPS 2012 Worksheet for the Record of employment ROE 000000 Canada Inc Function Information for the ROE paper format of 1 John So And So BEFORE you select the present report you must enter the date of the first day of work since the last Record of employment ROE and also the date of the last day of work in the employee profile 7 Name Search On C Employee number Number of the selected employee in this software Name of this employee Employee S_I N_ First day of work since last Record of employment 27 12 2007 December 27 2007 Last day of work 24 03 2012 March 24 2012 Final pay period ending date 24 03 2012 March 24 2012 Type of ROE Record Of Employment form ROE paper format max 27 pay periods for the insurable EARNINGS
72. nce between this result and the Insurable hours for El Nevertheless if a difference appears in the last column this does not necessarily mean that there is an error For example if an employee worked overtime hours at a higher rate than the regular rate it is normal to obtain a difference in the last column In other words this column is to attract your attention to a particular situation that deserves to be verified in order to avoid errors Worksheet for the Record of employment ROE 000000 Canada Inc Function Information for the ROE paper format of 1 John So And So Employee selection Worksheet Results forthe ROE Earnings Difference before compared to benefits insurable hours per hour for El Per From Cheque 18 03 2012 11 03 2012 04 03 2012 26 02 2012 19 02 2012 12 02 2012 05 02 2012 29 01 2012 22 01 2012 15 01 2012 08 01 2012 01 01 2012 25 12 2011 18 12 2011 11 12 2011 04 12 2011 27 11 2011 20 11 2011 13 11 2011 24 03 2012 17 03 2012 10 03 2012 03 03 2012 25 02 2012 18 02 2012 11 02 2012 04 02 2012 28 01 2012 21 01 2012 14 01 2012 07 01 2012 31 12 2011 24 12 2011 17 12 2011 10 12 2011 03 12 2011 26 11 2011 19 11 2011 27 03 2012 20 03 2012 13 03 2012 06 03 2012 28 02 2012 21 02 2012 14 02 2012 07 02 2012 31 01 2012 24 01 2012 17 01 2012 10 01 2012 03 01 2012 27 12 2011 20 12 2011 13 12 2011 06 12 2011 29 11 2011 22 11 2011 ojo oOo ojo Oo o o o
73. ncome tax Prov incometax Miscell Income tax table to use for the employee Quebec Employment code must appears on T4 for certain type of employment Total annual tax credits on TD1 FEDERAL 10 822 0 Other deductions for the year authorized by a federal tax centre factor F1 Other federal tax credits for the year authorized by a federal tax centre factor K3 Additional tax deduction for the pay period requested by the employee Employee remunerated by commission Total remuneration for the year as reported by the employee on the form TD1X commissions salary or wages Commission expenses for the year as reported by the employee on the form TD1X Poy dates _ _Fxpor basic inte _ New employee Calendar aut _ Figure 7 06 Fed income tax tab of the employee record When you select the Miscellaneous tab a window is displayed to register different information If an employee is paid by direct deposit instead of by cheque this window allows you to enter the information needed Note that in this screen you can modify for the current employee the IE employer contribution rate normally 1 4 times the employee contribution if this employee is covered by a private insurance Finally the Export basic info permits you to create an Access database containing the name address phone number and other employee information This file is always saved in the VSPS 2012 folder by default
74. nction allows you to print a summary or detailed list of information for selected employees name address telephone number etc In the Criteria tab by default all the employees are selected for the report but you can also choose Selection List of employees 000000 Canada Inc Function Report selection Criteria All pay frequencies C 1st pay frequency weekly C 2nd pay frequency none Select Name 1 John So And So 2 Mary Something All employees C Selection by employees C Selection by departments ex 1 3 5 for departments 1 3 and 5 C Per group Non Pay frequency Job title Salesman Bookkeeper Reset selection Figure 13 27 Selection screen for the list of employees 73 VSPS 2012 When you click on the Continue button the print screen is displayed As we can see in the following figure you can even export this information in a file Excel Word etc Reports to print Print selection Type of print Summary list of employees C To printer C Detailed list of employees To file export File format Excel 5 0 v Name of file Location of file Drive amp c X Directory Ga Backup C DirectDeposit Doe C Export 000000 Canada Inc 12 DL 000000 Canada Inc 12 Idb Config ini DI dll d pw dll Export employees basic information into an Access database Figure 13 28 Print screen for the list of employees
75. ne recommended The best way is to enter every pay of the year that you have done before the use of VSPS because you will have all the needed data to generate the reports Even if this sounds like an arduous task with VSPS it could actually be accomplished relatively fast You do not have to use the time sheet As a matter of fact you can enter directly the total hours in the pay window It remains very important to verify the hourly rate and to obtain the same net salary amounts Remember that in the pay window if a calculated amount i e the federal income tax is different from the amount really withheld before you can enter this amount In these circumstances a red star is displayed beside the overwritten field With this option the vacation pay balance to enter in the Previous window is the one at the beginning of the year Second option When you have several employees and there are many pay periods before the use of VSPS you can choose to enter only the cumulative payroll results from the beginning of the year until the last pay day registered in the previous payroll system Of course proceeding this way will not enable you to generate detailed reports for this interval of time Concerning the vacation pay balance to enter in this window with this option the amounts must be those at the conversion date at the end of the use of the previous payroll system Whatever the option you decide to use remember that you must
76. oceed with Rate 1 and Rate 2 of the time sheet Addendum Other information change of hourly rates etc 000000 Canada Inc Function Current file 1 John So And So Hourly rate 1 Hourlyrate 2 Fixedsalary Otherdeductions Rate 1 Rate at beginning of the year 24 00 hour effective from 01 01 2012 January 1st 2012 Time and half T172 after o0 hours Double T2 after o0 hours New rate hour effective from 07 02 2012 February 7 2012 Time and half T172 after hours Double T2 after hours New rate hour effective from j dd mm yyyy Time and half T172 after hours Double 12 after hours New rate hour effective from j dd mm yyyy Time and half T172 after hours Double T2 after hours Pap dates Calender Gut Figure 7 03 Addendum for the employee record 19 VSPS 2012 Concerning the vacation rate because this rate can change during the year a box is reserved for any vacation rate modification It is important to note that you must not enter the new rate in Rate 1 field because this field is used for the vacation rate effective at the beginning of the year As indicated in the screen you must enter the new vacation rate in Rate 2 box and enter the cheque date of the pay period that includes this change Moreover the Benefits tab of the employee record permits you to register other periodic income that is not paid in money b
77. om the normal rate 1 4 times the employee s contribution ou must enter this rate in the Miscellaneous tab of the employee record Employees icon of the VSPS main Window 51 VSPS 2012 Source deductions and employer contributions to Quebec This function applies only to Quebec employers Since this report is similar to the one described in the previous section for more information please refer to this section Source deductions and employer contributions to Quebec for 2012 Function 000000 Canada Inc Quebec Q P P Total Q P P Q P I P Q P I P employee employer DER Period employee employer January February March April May June July August September October November December 1 092 66 1 092 66 To restore an overwritten formula press Delete on this cell Figure 13 07 Source deductions and employer contributions to Quebec report 52 VSPS 2012 TA JJ w 74 Current file 1 John So And So BER Function Search On Name C Employee number Employer s name Year Employment income line 101 Income tax deducted line 437 12 149 0 7 5 Employee s CPP contributions line 308 El insurable earnings Business number Province of employment 12 149 0 Employee s OPP contributions line 308 CPP OPP pensionable earnings 28 Exempt SIN CPP GPP EI QPIP Employment code 12 143 00 2 o OF o Employee s El premiums line 312 Union dues l
78. ompany Inc 12 DL7 The payroll databases are always in the VSPS installation directory by default C VSPS 2012 Because this folder also contains other information in the subdirectories we strongly recommend that you copy the complete VSPS 2012 folder You should always make external backup on a CD DVD or other device The best thing is to preserve this backup in a different location in case of fire theft etc 89 VSPS 2012 16 Quebec construction worker CCQ rules In the employee s profile in the Miscell tab you must check the box to indicate that this employee works in the field of construction in Quebec when CCQ rules apply This has the effect of displaying additional columns in the pay window Two of these columns are used for vacation pay Note that for an employee working in the field of construction in Quebec the CCQ Commission de la construction du Qu bec requires the employer to add to the income at each pay period 13 for vacation 13 x number of hours subject to CCQ rules x hourly rate In reality it is 6 for annual vacation 5 5 for statutory public holiday and 1 5 for sick leave However this vacation amount is not paid directly to the employee The employer must instead pay this amount to the CCQ that pays twice a year an allowance to all Quebec construction workers Since the employee does not receive this amount with his pay the software displays another column for the vacation CC
79. ons that this software provides to get your money s worth SYSTEM REQUIREMENTS IBM PC or compatible Pentium 2 processor or higher At least 512 MB megabytes of memory RAM Windows XP or Vista or Windows 7 50 MB of free hard disk space Video display with at least 800 x 600 resolution Internet connection to download the VSPS program and the upgrades VSPS 2012 INSTALLING THE VSPS PROGRAM 1 First you must download the software from the web site www vsps123 com To do so select VSPS complete software in the Download menu Then select the 2012 year and click Install VSPS2012 exe Click on Run If the message The publisher could not be verified Are you sure you want to run this software is displayed click on Run If the message An unidentified program wants access to your computer is displayed click on Allow Follow the instructions and answer the questions At the end if the message This program might not have installed correctly is displayed click on This program installed correctly Once the installation is complete you must copy in the VSPS installation folder by default C VSPS 2012 the file NAMES 12 TXT that you received by email after your purchase of the VSPS 2012 license This file is a control file containing the coded name of businesses for which you bought the VSPS 2012 license Without this file it is impossible to open or c
80. or Canadian controlled private corporations Fadel oun Ee deidei of unincorporated employers Number of T4 sfios fled for S I N S I N employees whose addresses are Total deductions 16 27 18 19 22 in the U S A Minus remittances First name person to contact Last name person to contact 2 956 4 Bob Difference 0 if lt 2 00 Telephone number_ Extension number 6141234567 J Overpayment Balance due Amount enclosed E mail address person to contact If this is a MODIFIED Summary select this box gt KIKI b El To restore an overwritten formula press F8 on this cell Figure 13 10 Worksheet used to fill out the T4 Summary 55 VSPS 2012 Relev s 1 Relev 1 Current file 1 John So And So BR Function Search On Name C Employee number Slip number 190000016 Summary Summary cont 12149 00 566 52 ase of sso L 12149 00 eza 12149 00 oof co L w Employee s name and address 0 4nd So John 123 Main Street omewhere OC 77 Industrial Boulevard Somewhere Of JZ 929 Mid gt Cl To restore an overwritten formula press F8 on this cell Erase Print Quit Figure 13 11 Relev 1 slip This function allows you to issue Relev 1 slips to employees who are Quebec residents It is very important to install the last VSPS upgrade in order to be sure to use the right Relev 1 version This upgrade is usually available at
81. ou had not done it yet you should click on the Post button to save the current payroll data in the database Thereafter it_is very important to click_on the Erase button in order to have a blank worksheet If you are using the time sheets hours may be displayed in this screen If so for each of the employees except for the one you forgot to pay you should enter 0 over any number of hours a red star will be displayed beside the overwritten field In fact the net salary of any other employee must be equal to zero Then in the top of the screen you must select the desired pay period by clicking on the scroll bar Once positioned on this pay period you must click on the Confirm button that is only visible when a pay period changes Although all employees are displayed in the pay window you must only process the payroll of the employee that you have forgotten before Once this is done you have to click on the Post button to save your data in the payroll database Since you have already posted the other employees data for this pay period a message will be displayed for every employee that has a salary for this pay period In this message you will be asked if you wish to erase the data you posted before For each of them you must answer NO meaning that you do not want to erase any payroll data for this employee Finally it is important to quit the pay window to return to the Previous pays with corrections a
82. pies are not accepted if you have more than 50 employees In this case please contact us Relev 1 slips and Relev 1 Summary print Select Name So And So John Something Mary Figure 13 12 Print screen for Relev 1 slips and Summary 57 VSPS 2012 In the VSPS Relev 1 window when you select the Summary tab the program displays the worksheet intended to help you fill out the Relev 1 Summary form You can print this worksheet but as opposed to the Relev 1 slips this is not an official form that you can send to Revenu Quebec Indeed you must fill out the Relev 1 Summary form manually or use the dynamic pdf form i e rlz 1 s 2012 10 d8 pdf for the year 2012 available from the Revenu Quebec web site or from www vsps123 com in the F A Q section It is recommended to print this worksheet and keep it for your records with a photocopy of the Relev 1 Summary form Relev 1 Current file 1 John So And So Function Search On Name C Employee number Slip number 190000016 Relev 1 slip i i Summary cont Summary of source deductions and employer contributions bee 2012 Number of slips Contributions to QPP Employee s contribution 90 86 Employer s contribution 2 1 092 86 Contributions to QPIP Employee s contribution 7 13138 Employer s contribution Quebec Income tax Relev 1 fo 2 097 50 Relev 2 a o Subtotal Payment made for QPP QP
83. reate a payroll database This is why when you start the program you can only open a file for an authorized business meaning a business name that we added in your NAMES 12 TXT file If you used VSPS in 2011 for a business you do not have to re enter all information on this business the employees balance of vacation to pay etc This procedure is done automatically To do so first you must download the last upgrade for VSPS 2011 After the upgrade installation you can create the 2012 database from the database menu of VSPS 2011 Be sure to save the 2012 database file with the name of the business and followed by 12 DL7 in the VSPS 2012 installation directory by default C VSPS 2012 It is very important to note that the program transfers to the new database information for all employees except the ones indicated as terminated in the employee files Employees icon in the main window of the program Caution If an employee no longer works for the business but may come back to work eventually you must select No in the box Terminated Finally please note that the new database creation does not affect the 2011 database If you are not familiar with the VSPS program we strongly recommend that you read the section First use of VSPS for a business VSPS 2012 UNINSTALLING THE PROGRAM 1 Click on start All Programs and Uninstall VSPS 2012 2 Follow the instructions and answer the questions
84. rite a note in the following column to describe the holiday However some employers prefer that this kind of payment be displayed distinctly in the pay report To do so they calculate the gross amount to pay for the statutory holiday and enter this amount in the Other income 1 column of the pay window Then it is preferable to explain the calculation in the Notes column of the pay window i e 8 hours paid for Christmas Day With this method it is important to not forget to modify the Insurable hours for E l to include the hours related to the statutory holiday In these circumstances a red star appears indicating that this is an overwritten cell You have to pay an amount for annual vacation Normally an employee is entitled to a vacation each year For example in Quebec the entitlement to a vacation is acquired during a period of 12 consecutive months Known as the reference year this period extends from May 1st to April 30 The length of vacation and the indemnity are established based on the employee s period of uninterrupted service Prior to the start of his vacation the employee must receive his annual vacation indemnity This amount must be equal to 4 or 6 if the employee has 5 years or more of uninterrupted service of the gross annual wages earned by the employee during the reference year In other provinces an employer can choose the common anniversary date for vacation similar to the r
85. rtment i e sales factory administration etc In fact the program allows you to generate payroll reports based on the selected departments Furthermore for GL entries the program also allows you to enter different GL accounts for each department Description 1 Sales 2 Administration 3 4 5 6 7 8 9 10 Calendar Qt Figure 6 03 The Departments tab of the business information window 11 VSPS 2012 The Groups tab is used to define groups classes or employee associations unions professional associations etc This allows you to generate pay reports for a selected group Note that there is no limit for the number of groups that you can create Business profile information 000000 Canada Inc Function Basicinfo Pay Departments Groups Otherincome and deduct Projects CSST Otherinfo If some of your employees are part of groups or associations the present window is used to add or edit a group Note that it is possible to generate pay reports based on a selected group Group of employees associations etc Figure 6 04 The Groups tab of the business information window 12 VSPS 2012 With the VSPS program the most popular deductions union dues group insurance RPP RRSP etc are already predefined In other words in the pay window there is already a column for each of these deductions However in the Other income and
86. s report first you must select the employee by clicking on the scrollbar at the bottom left hand side or by using the search box Once the selection is done you have to click on the Continue button Then the program displays for each of the pay periods details related to the vacation calculation vacation rate effective at the pay period remuneration for vacation calculation balance at the beginning vacation amount earned in the period balance at the end etc Selection of the employee for the vacation report Name On C Employee number Number of the selected employee in this software Name of this employee John So And So Figure 13 15 Employee selection screen for the vacation report Detailed report for vacation 000000 Canada Inc Function 1 John So And So Vacation to pay Remuner Yacation Yacation Type of vacation pay for vacation balance at earned for calculation beginning this period 1 From 25 12 2011 to 31 12 2011 4 Paid later 900 00 1 244 76 2 From 01 01 2012 to 07 01 2012 4 Paid later 900 00 1 280 76 3 From 08 01 2012 to 14 01 2012 4 Paid later 900 00 1 316 76 4 From 15 01 2012 to 21 01 2012 4 Paid later 924 00 1 352 76 5 From 22 01 2012 to 28 01 2012 4 Paid later 900 00 1 389 72 6 From 29 01 2012 to 04 02 2012 4 Paid later 937 50 1 425 72 7 From 05 02 2012 to 11 02 2012 4 Paid later 987 50 1 463 22 8 From 12 02 2012 to 18 02 2012 4 Paid later 937
87. st correct a pay If you wish to make a correction in the current pay period you simply have to click on the Pay icon and enter the desired changes Do not forget to click_on the Post button to save your modifications in the payroll database Remember that you can post your data as many times as you want Each time all data is updated replaced for this pay period When you make a correction you are allowed to issue new pay cheques and reprint the pay reports summary report detailed earnings etc If necessary you can create a new payroll journal entries file Furthermore if you already imported journal entries for this pay period in your accounting system you have to reverse these journal entries If you are not familiar with the procedure please consult chapter 11 If you need to correct a previous pay the procedure is somewhat different First in the main VSPS window you must click on the Reports icon Then you have to select Previous pays with corrections allowed and click the Continue button Entering in this report the program always displays the first pay period To advance to the desired period you must click on the pay period scrollbar and click the Confirm button The next step is to click on the Select box for each employee you wish to make a pay correction Then you have to click the Edit button As you do the program displays the pay window However in this screen only the selec
88. t button It is also possible to reprint all the pay reports for a chosen period summary report detailed earnings etc by clicking on the Print button Previous pays 000000 Canada Inc Function Pay Period 4 frequency Weekly 52 or 53 pays per year bd EE Tal From December 25 2011 to December 31 2011 Date of cheque January 3 2012 i _ Name Findnext Search si On C Employee number Current file 2 Mary Something Regul T1 2 Select hours hours 1 John So And So 2 Mary Something TOTAL 0 00 62 0 0 4 b To go to the employee time sheet double click or press F3 on any hour cell Figure 13 02 Previous pays with corrections allowed report 45 VSPS 2012 In this report you can even modify data for a selected pay period To do so in the Select column you must select each employee you want to make a correction for and click on the Edit button Then the pay window is displayed and only contains information about the chosen employees You can make the necessary corrections and even print new cheques Once all corrections are made do not forget to click on the Report button to save your changes in the payroll database After you posted your corrected payroll data it is important to quit the pay window and to return in the Previous pays with corrections allowed report to reprint the corrected pay reports Moreover if needed yo
89. t file 1 John So And So Fed income tax Prov incometax Miscell Exemption for Canadian employment insurance El C Yes No Exemption for CPP QPP Canadian or Quebec pension plan Yes No Exemption for QPIP Quebec parental insurance plan Yes No Union or professional dues Parity committee or similar body Group insurance Registered pension plan RPP Registered retirement savings plan Retirement compensation arrangement Labour sponsored funds Charitable donations Reimbursement of advances For other deductions cick here gt Other deductions Pay dates _ Epon basic fo_ New employee Calendar Gut _ Figure 7 05 Deduct tab of the employee record 21 VSPS 2012 It is important to notice that one of the interesting features of VSPS is the power offered for deduction calculation As shown in the following figure for any type of deduction you can define the calculation on several bases For example a deduction could be a fixed amount per pay plus an amount per hour plus a percentage of the total income In fact it is possible to use up to 8 bases to calculate a deduction You can even register a minimum and a maximum amount per pay period w Calculation rules for a deduction Function Current file 1 John So And So Union or professional dues Calculation rules The present window is used to indicate the rules to calculate the amount to be paid for a certain deduction
90. ted employees appear You can then make the modifications and even print new cheques Remember that once the modifications are done you must click on the Post button to save your new changes in the payroll database Following your modifications it is important to quit the pay window to return to the Previous pays with corrections allowed report After selecting the pay period you can reprint the pay reports Summa report detailed earnings etc and create a new payroll journal entries file As explained above if you have imported journal entries for this pay period in your accounting system you must reverse these journal entries To know how to proceed please refer to chapter 11 Finally if you have forgotten an employee in a pay prior to the current pay period this kind of correction can not be done in the Previous pays with corrections allowed report In this case please read the next section You forgot an employee in a previous pay period 87 VSPS 2012 You forgot an employee in a previous pay period Note that VSPS does not save any payroll data when the net salary amount is equal to zero If you have forgotten an employee in a previous pay period you can not use the Previous pays with corrections allowed report because for this pay period no pay was posted for this employee In these circumstances instead you must click on the Pay icon Normally the current pay is displayed If y
91. the window To hide unnecessary columns you must click on the Config button In the next screen displayed simply unselect the columns that you do not want to appear in the pay window A selected box means that this column will be displayed However if you try to unselect a column that is already used in your pay calculation this action will be denied the field will be displayed in light grey For example this will happen in the case of a Quebec employer who is trying to hide the QPP Quebec pension plan column When loading the pay window the configuration screen is displayed over the pay window This is to advise the user of the possibilities If you want to stop showing the pay window configuration screen when loading the pay window simply select this choice at the bottom left hand side of the screen 34 VSPS 2012 Pay window configuration 000000 Canada Inc Function he following represents the list of all optional columns A check mark means that this column will be visible Therefore in the pay indow you can always select the configuration window to activate or deactivate a column Note that it is preferable to display on ecessary columns Tips and gratuities QI I I Advances from or to the employee Commissions earings Child support I Lump sum or retroactive eamings z tribut Other deduction 2 Other income 2 Juebec it F Other deduction 3 I Sick leave pay I Union or professional dues I Other
92. tive remuneration at the beginning of the year When the fixed salary or the hourly rate changes you must not modify these amounts in this screen You must rather click on the Modify button to access the employee s record addendum to enter the new amount to be paid In this addendum when you change the fixed salary or the hourly rate you have to indicate the effective date this modification takes effect It is important to note that with the VSPS program you must enter the cheque date For example if an employee receives a pay raise effective June 1st you must enter the cheque date of the pay period that includes June st In other words a salary change is always effective from the beginning of a pay period To help you determine the cheque date to enter the Pay dates button allows you to view the details for every pay period beginning of the pay period end of the pay period and cheque date If the salary change does not occur at the beginning of a pay period you can proceed in different manners Let us take the following example During a pay period an employee worked 16 hours at 10 00 per hour and 24 hours at a new hourly rate of 11 00 To calculate his pay the simplest way is to enter an amount of 24 00 in the Other income 1 column of the pay window only the amount of the raise and register the new hourly rate effective from the cheque date of the next pay period Another way is to use an average hourly rate o
93. u can create a new file of journal entries If you also have to correct payroll journal entries in your accounting software for this pay period you could reverse these payroll journal entries To know how to proceed please refer to chapter 11 Finally if you have forgotten an employee in a pay prior to the current pay period this kind of correction can not be done in the Previous pays with corrections allowed report In this case please refer to chapter 15 in section You forgot an employee in a previous pay period Detailed or summary payroll results for a given period of time When you choose this report you must select the criteria in the next screen Selection Detailed or summary payroll results for a given period of time 000000 Canada Inc BR Function Report selection Criteria All pay frequencies All employees 1st pay frequency weekly C Selection by employees _Reset selection _ 9 C Selection by departments ex 1 3 5 for departments 1 3 and 5 Detail per employee Yes C No es Detail per pay Yes No C Per group z C Per pay results Monthly results C Cumulative results per employee C Year to date From To From 01 04 2011 April 1st 2011 To 31 03 2012 dd mm yyyy C For a month Based on cheque dates C Based on end of pay period dates Select Name Dpt Pay frequency Job title John So And Soa Salesman Mary Something Bookkeeper F Pay dates
94. uency Job title John So And So Salesman Mary Something Bookkeeper _ Pay dates Continue Quit Figure 15 01 Criteria for the Vacation to pay at a certain date for selected employees report As you click the Continue button the program displays the annual vacation to pay for each employee 84 VSPS 2012 Sometimes an employee asks the employer how his annual vacation indemnity was calculated With VSPS it is easy to answer this kind of question In the report selection you have to choose Detailed vacation to pay to an employee For more information please refer to chapter 13 In the pay window when you have to register an amount as an annual vacation indemnity it remains very important to enter this amount in the Vacation column to ensure that the program subtracts this amount from the vacation balance of this employee Besides when you pay a vacation amount especially if this amount is paid at the same time as the regular remuneration the income tax deduction is often much higher than normal As explained in the following figure to reduce the fiscal impact in these circumstances VSPS offers an option to establish the income tax amount based on the fact that this remuneration is received for more than one pay period In fact as soon as you begin entering an amount in the Vacation column the following screen is displayed Informations about a vacation pay Function
95. unt number is entered for the federal income tax VSPS will then affect the GL account number for Federal source deductions and employer contributions to pay The following figure illustrates the basic GL account numbers used when you do not enter any specific GL account number m GL account numbers 000000 Canada Inc Account numbers in Accpac Simply Simple Comptable for department 1 Sales Selection Basic accounts Earnings Benefits Deduct Employercontrib The following account numbers must be entered in order to be able to export entries However Advances to employees account is needed only if an amount is entered for this account in the pay program Expenses Bank Advances to employees Federal source deductions and employer contrib to pay Quebec source deductions and employer contrib to pay Net salaries to pay Wages and salaries Payroll expenses If you are only using basic accounts here are the payroll journal entries the program also makes other journal entries for the employer s contributions DR CR Rx Wages and salaries Net salaries to pay Federal source deduct and employer contrib to pay Bank cheque tM Qc source deduct and employer contrib to pay Net salaries to pay Entries for EACH employee to post salaries Default entries for a pay payments F Copy to another department Qut Figure 12 02 Basic accounts tab of the G ledger module 42 VSPS 2012
96. ustment Adjustment hours Starting Finish Note for the adjustment time Sunday 06 01 2012 Monday 09 01 2012 Tuesday 10 01 2012 Wednesday 11 01 2012 Thursday 12 01 2012 Friday 13 01 2012 Two different formats are allowed to enter hours For example 10 30 hh mm or 10 50 fraction of hour To restore an overwritten formula press Delete on this cell Figure 10 01 First part of the time sheets This function is used to fill out a time sheet i e the detailed hours worked in a pay period for an employee In this window as soon as you select the pay period the program generates all the dates for this pay period The next step is to choose the employee Note that from the pay window you can always access directly an employee s time sheet by positioning the cursor on any hour field for this employee and by pressing F3 or by double clicking on this cell In the time sheet to enter beginning and ending hours worked VSPS allows 2 different formats hour and minutes i e 14 30 or hour and fraction i e 14 50 28 VSPS 2012 There is a column to register hour adjustments In the next column you can enter an explanation for each of these adjustments i e time taken for lunch An adjustment must be entered in a fraction of an hour i e 5 to subtract 30 minutes In figure 10 01 notice that the Erase line button at the bottom left hand side enables you to erase all data on th
97. ut must be included in the taxable income These amounts are considered in the income tax calculation and other source deduction i e CPP Employee profile 000000 Canada Inc See Pee C Employee number Deduct Fed income tax Prov income tax Miscell Benefits income not paid but taxable Board and lodging Fixed amount z Other taxable benefits for federal AND provincial Fixed amount z Private health care insurance Quebec Fixed amount Other taxable benefits for PROVINCIAL only Fixed amount z Other taxable benefits for FEDERAL only Fixed amount v Poy dates Erpon basic into _ New employee Calendar aut _ Figure 7 04 Benefits tab of the employee record 20 VSPS 2012 In the Deduct tab of the employee record first you have to indicate if the employee is exempt from Canadian employment insurance El Canadian or Quebec pension plan CPP QPP or Quebec parental insurance plan QPIP This window also permits you to register periodic deductions for an employee As mentioned in chapter 6 with VSPS the most popular deductions union dues group insurance RPP RRSP etc are already predefined but VSPS also allows you to use up to 10 other deductions To access the window for these other deductions you have to click on the Other deductions button Employee profile 000000 Canada Inc ER p Name Search fn On C Employee number Curren
98. wed Some popular choices for this report you can modify the criteria if you want Detailed report with monthly totals C Summary report with monthly totals C Monthly results only C Cumulative results per employee for the year to date List of all pays with possibility to erase cancelled pays Source deductions and employer contributions to Federal Source deductions and employer contributions to Quebec T4 Relev s 1 Detailed vacation to pay to an employee acation to pay at a certain date for selected employees Record of employment ROE List of employees Hour and cost report for a selected project C C i s C s e c F Pay dates Continue Qut Figure 13 01 Report selection window 44 VSPS 2012 Previous pays with corrections allowed This report is used to review every previous pay that you have posted in the database When loading the screen always displays the pay period 1 To select the desired pay period you have to click on the arrow pointing down until the desired pay period is displayed and click on the Confirm button This report can be useful in many circumstances For example if you forget to create a file of journal entries to import into your accounting program the present function gives you the chance to create this file You simply have to click on the DR CR to display the journal entries for this pay period Then all you need to do is to click on the Expor
99. y database becomes fragmented over time The present function rearranges how the database file is stored on disk When complete the compacted database has reclaimed wasted space and is usually smaller than the original By compacting the database optimal performance of the database application is ensured and page corruptions due to hardware problems power failures or surges and so on are resolved For security purposes this function is usually authorized only if you just started the VSPS program For this reason if you made certain operations and then try to compress the database the following message could be displayed X Can not compress this database for the moment Please quit the program reload the program and select this operation immediately after Figure 14 02 Error message when the program denied the Compress database function As indicated in these circumstances you must quit the VSPS program restart VSPS and select the Compress database function again If the program still denies compacting the database this means that you must shut down your computer and restart it Then it will be possible to compress the database Note that the payroll database can not be compressed by other software Winzip etc because the database is encrypted Repair database Even if this is rather rare sometimes database problems can occur for various reasons power failures surges etc The present function allows
100. yee by his name or by his number This is faster when there are several employees Employee profile 000000 Canada Inc C Employee number Current file 1 John So And So Basic Incomes Benefits Deduct Fed incometax Prov incometax Miscell First name Last name o And So Address Street app 23 Main Street Address continuation City omewhere Province Quebec Postal code Phone 1 Social insurance number SIN 000 001 005 Phone 2 Date of birth 01 01 1980 January 1st 1980 1st day of work December 27 2007 Same since last Record of employment December 27 2007 Last day of work March 24 2012 Terminated Yes No Department number Laia Sales Group or association None X C Paid by cheque Paid by direct deposit Relev 1 for this employee g Pay dates _ _Fxpor basic inte _ New employee Calendar Gut _ Figure 7 01 Basic tab of the employee record 17 VSPS 2012 Employee profile 000000 Canada Inc Search on Nome C Employee number Current file 1 John So And So Pay frequency Weekly 52 or 53 pays per year Pay type Hourly or fixed salary Fixed salary per pay period Regular hourly rate 24 00 Time and half T172 after hours Double T2 after hours For any subsequent change or to add new rate click here gt Other earnings per pay Other income 1 Fixed amount taxable Other income 2 Fixed amount taxable
101. yees report 62 VSPS 2012 Vacation to pay for selected employees 000000 Canada Inc Function On March 31 2012 Vacation to pay Remuner Vacation Vacation Amount of Ya for vacation balance at earned for vacation Adjustment bala calculation beginning this period paid th 1 John So And So EERE 485 96 2 Mary Something 11 349 00 m TOTAL 23 498 00 2 402 49 939 92 PC Figure 13 19 First part of the Vacation to pay at a certain date for selected employees report 63 VSPS 2012 Vacation to pay for selected employees 000000 Canada Inc BR Function On March 31 2012 Vacation to pay Vacation Vacation Amount of Yacation balance at earned for vacation Adjustment balance at beginning this period paid the end 1 John So And So 1 244 76 485 96 2 Mary Something 1 157 73 453 96 0 00 1 611 69 E TOTAL 2 402 49 939 92 0 00 3 342 41 ee lt o Figure 13 20 Second part of the Vacation to pay at a certain date for selected employees report 64 VSPS 2012 Record of employment ROE This function aims to help you fill out the Record of Employment ROE form when an interruption of earnings occurs the employee quits his job is laid off or terminated etc It remains very important to refer to the law to correctly fill out this form You can consult the government web site servicecanada gc ca in the All Canadians section click on Employment Insura
102. you to try repairing the database A message is displayed whether or not this operation was successful Note that when a database is repaired it is also compressed CONFIRMATION e The database File 000000 Canada Inc 12 DL7 was successfully repaired Figure 14 03 Message displayed after a successful database repair 79 VSPS 2012 Erase all data related to an employee Sometimes an employer has created a new record in the employee records but this person changed his mind and never came to work for the company The present function is used to delete all information related to a person in the payroll database For security purposes if the payroll database contains at least one pay for this person the VSPS program denies this operation to avoid possible errors Nevertheless if for a certain reason you wish to erase all data concerning an employee even if you registered payroll data for this employee i e if you registered this employee in the wrong company you can still do it To proceed you have to select in the report selection List of all pays with possibility to erase cancelled pays and erase every pay for this employee Then it will become possible to use the present function to erase all information related to this employee Replace an employee number by the one he had in the previous year This function is used in a very specific situation Let us recall that when you select the Create a new

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