Let’s begin by defining the two items on our list; payroll year-to-dates (YTD’s) and employee benefits.
What are payroll year-to-dates (YTD's)?
Payroll YTD’s are the total amount of money spent on payroll from the beginning of the calendar or fiscal year to the current date. It’s required for record-keeping, accurately calculating your tax obligations, and producing accurate tax documents at year-end.
What is an employee benefit?
Employee benefits are employer-sponsored, non-legislated forms of compensation provided to employees in addition to an employee’s salary or wage. For example:
- Group term life insurance
- Group RRSP plan payment
The costs or “premiums” for these benefits can either be fully funded by a company or divided between the company and employees. The employer sponsor portion of the benefit is often taxable to the employee.
While the premiums that have been paid by the employer are non-cash benefits i.e are not paid out as an “additional income” to the employee, these values are recorded on each pay period and are subject to statutory deductions and income tax.
Note: You’ll need both the amounts contributed by the employer and those deducted from the employee to completely and accurately enter payroll YTD’s.
Now that we understand what’s required, let’s begin entering your employees’ YTD information. Below are the steps for starting this process.
Navigate to the records tab in the payroll module and select YTD.
Note: You will need to add your employees to your payroll to access the option of entering them into your YTD information. Click the “pay” button on the compensation card in an employee’s profile, and add them to the payroll.
Example of what you should see when no employees are on payroll.
Example of what you should see when employees are added to payroll.
If you offer employees benefits, we’ll need the YTD figures for them as well. Click on the benefits tab, create a benefit and assign it to eligible employees. Do this for each benefit type you offer. Then return to the YTD’s screen. You’ll now see additional columns where you can enter the company and employee premium’s paid out to date for those benefits.
Example of what it looks like after benefits have been created, but no employees are assigned.
In the image above, we went to the benefits tab and created a Lifetime Disability Benefit “LTD.” You can see that the additional columns for the employee and employer portions have been added for each employee.
Assign eligible employees to each benefit. To do this, go to the “benefits” tab -> select the benefit type -> then “employees” -> then click on the floating icon at the bottom and add your employee to the benefit. Navigate back to the YTD screen, and now you’ll be able to enter any figures for that benefit for the employee.
Example of no employees assigned.
Example of some employees assigned.
Example of all employees assigned.
Now for the fun part, treat the YTD table as you would with a regular spreadsheet. You can copy and paste multiple figures (bulk copy and paste).
Example of bulk copy and paste in a column.
You also can drag figures from one column to the other, or drag to fill multiple cells.
Note: All keyboard shortcuts for copy, paste, undo and redo work as well.
You can copy your entire document and paste in the interface
If you’d like to enlarge the spreadsheet to review your figures better, click on the "expand icon" at the top right corner of the spreadsheet to enter full-screen mode. To exit full-screen, click on the “exit” icon.
What do I put in each column?
Note: All figures should be for the total from the current calendar year until the last payroll run before joining Humi.
Column A - Regular pay: The total amounts paid to the employee
- Salary and wages
- Statutory holiday pay
Column B - Bonus: The total amount paid to an employee, over and above the usual earnings, normally at the discretion of the employer. Bonuses are usually based on some measure of performance.
Column C - Commissions: Total earnings paid out to an employee based on a percentage, usually to a sales representative on their sales.
Column D - Severance: Total amount of wages paid to an employee whose employment has been “severed”. Read more on this here.
Column E - Retroactive pay: The total amount of delayed payments, also known as back pay. This is the income owed to an employee from a previous pay period and paid out in another pay period.
Column F - Vacation Pay - The total amount of vacation paid out to hourly employees and/or terminated salaried employees.
Column G - Canadian Pension Plan(CPP): The total amount of employee CPP contributions remitted for each employee.
Column H- Employment Insurance (EI): The total amount of employee EI premiums remitted for each employee.
Column I - Income Tax: The total mandatory Federal and Provincial taxes deducted from each employee pay.
Other Deductions - Any other deductions not listed in this guide can be entered in this column.
Unable to find an employee’s name in your spreadsheet?
This occurs when an employee has not yet been added to payroll. Click on the tab labeled “people” -> select an employee -> click on “job & pay” -> scroll down to the current compensation section and click the “pay” button. The employee should now be visible on your spreadsheet.
Can’t find the columns for benefit YTD’s?
First, you’ll need to create the benefit types and assign eligible employees. Then return to the YTD screen to enter the necessary figures.
Why are some of the cells restricted?
This happens when an employee is not assigned to a benefit. If you notice this, head to the benefits screen and follow the steps outlined in "step 3".
Need Help switching some information around?
We understand that YTD information comes in various formats. To better support you with managing your data outside of our interface, here are some resourceful links to understanding excel functions thoroughly.
Learn how to use the excel transpose function.
Discover how to move columns around or to bulk copy and paste cells.
Have any more questions?
We know payroll can be confusing. That’s why we wrote “Your Complete Guide to Canadian Payroll.” Uncover the complexities of payroll and begin paying your employees with ease today!
If you have any additional questions, feel free to contact our support team or visit the Government of Canada’s website for the CRA’s payroll guide.