How to Set Up Payroll in Less Than 1 Hour - Canadian Business Owners Guide

TL;DR:

• Payroll has two sides: compliance and operations.
• Compliance is everything you need to do to keep the CRA off your back.
• Operations covers what you need to run payroll without pulling your hair out.
• There’s software that handles most of it—we’ll show you how to set it up.

When Sarah started her small business, she knew there would be challenges, but payroll wasn’t something she gave much thought to—until she hired her first employee. She remembers the excitement of growing her team, followed quickly by confusion when it came to calculating payroll deductions. What seemed like a simple task—paying someone for their work—quickly turned into a whirlwind of unfamiliar terms like CPP, EI, T4s, and remittances. Suddenly, payroll wasn’t just about cutting checks—it was about navigating compliance and making sure everything was in order with the CRA.

We hear this all the time from business owners. Payroll sounds daunting, but the truth is, it doesn’t have to be that hard. Every accounting process has two sides: compliance and operations, and payroll is no different. Compliance ensures you’re following government rules, like making the right deductions and remitting payroll taxes on time. Operations, on the other hand, is about ensuring your employees get paid smoothly and reliably so you can keep your employees happy too.

That’s where Wagepoint comes in. It’s a tool designed to make both sides of payroll simple, so you can spend less time worrying about compliance and more time focusing on growing your business. In this guide, we’ll show you how to get your payroll system up and running in less than an hour, using Wagepoint to streamline the whole process.

🤓 Compliance: The Must-Know Side of Payroll

To legally pay your employees in Canada, there are several steps you need to follow to ensure you’re compliant with federal and provincial regulations. This includes setting up a payroll account with the Canada Revenue Agency (CRA), withholding income taxes, and making contributions to government programs like Employment Insurance (EI) and the Canada Pension Plan (CPP).

Step 1: Setting Up a Payroll Account with the CRA

Before you can start paying employees, you’ll need to register for a payroll program account with the CRA. This is essential because it allows you to remit payroll deductions like income tax, EI, and CPP to the government.

Once registered, the CRA will issue you a 15-character payroll program account number, which you’ll use for all your payroll filings and remittances.

How to Set Your Payroll Frequency

As part of your payroll account setup, you’ll also need to choose your payroll frequency—this determines how often employees will be paid. The most common payroll scheduling options include:

• Weekly (every week, 52 pay periods a year)
• Biweekly (every two weeks, 26 pay periods a year)
• Semi-monthly (twice a month, 24 pay periods a year)
• Monthly (once a month, 12 pay periods a year)

We generally recommend semi-monthly payroll because it ensures predictable cash flow and avoids the potential complication of having three pay periods in one month, which can occur with a biweekly schedule. For many business owners, this makes financial planning easier and reduces cash flow strain.

However, the right choice depends on your business's needs. If you prefer to match your payroll schedule to your clients’ billing cycles or if employees expect a particular pay frequency, those considerations should weigh into your decision.

Step 2: Income Tax Deductions

As an employer, you’re responsible for withholding federal, provincial, and territorial income taxes from your employees’ paychecks. These taxes are deducted at source, which means they are taken from an employee's wages before they are paid.

• Federal Income Tax: This is calculated based on the employee’s total earnings and the federal tax rates.
• Provincial and Territorial Income Tax Rate: The rates for these taxes vary by province and territory, and you need to ensure you’re applying the correct rates depending on the employee's province of employment. For example, income tax rates in Ontario differ from those in Quebec or British Columbia.

This is where Wagepoint 2.0 shines. Wagepoint automatically calculates and applies the correct income tax rates, meaning you don’t need to manually figure out how much to withhold. This saves time and helps prevent payroll errors that could result in penalties or fines.

Step 3: EI, CPP, and Workers' Compensation Deductions

What is EI?

Employment Insurance (EI) is a program that provides temporary income to employees who are out of work or unable to work due to circumstances like illness or parental leave. Both you (the employer) and the employee contribute to this fund through payroll deductions.

What is CPP?

The Canada Pension Plan (CPP) is a retirement benefit system designed to provide income to Canadians when they retire or if they become disabled. As with EI, both the employer and the employee make contributions to this plan. The amount is based on the employee’s earnings.

With Wagepoint 2.0, you don’t need to worry about calculating these amounts manually. Wagepoint automatically calculates and withholds the correct amounts from each employee’s paycheck, ensuring you meet all compliance requirements.

Workers' Compensation

Workers' compensation insurance is another mandatory part of the Canadian payroll system, but it’s managed on a provincial level. Each province and territory has its own workers' compensation system:

• Ontario: Workplace Safety and Insurance Board (WSIB)
• British Columbia: WorkSafeBC
• Quebec: CNESST
• Alberta: WCB Alberta

Workers' compensation is designed to cover employees who are injured on the job. It’s important to set this up correctly because the rates and rules vary depending on the province. You’ll also need to ensure that workers' compensation is not deducted from the owner's income—this is a common mistake. The insurance is only applicable to insurable employee wages.

Step 4: Benefit Deductions

If your business offers additional benefits, such as health or dental insurance, you may need to deduct benefit premiums from your employees' pay. These only apply to taxable benefits which could include things like:

• Health insurance premiums
• Life insurance
• Short-term and long-term disability insurance

Wagepoint can also manage these deductions, ensuring that everything is automatically calculated and deducted from each paycheck, keeping your benefit deductions compliant and streamlined. Make sure to check out the benefit eligibility to ensure you don't over or under deduct.

Step 5: Vacation Pay

Vacation pay is a legal entitlement in Canada, and its calculation varies depending on the province and how long an employee has been with the company. Generally, employees with less than five years of service are entitled to 4% of their gross wages as vacation pay. Employees with more than five years are usually entitled to 6%.

With Wagepoint 2.0, vacation pay is calculated automatically based on each employee's gross wages. The software allows you to decide whether vacation pay is accrued and paid out when the employee takes time off, or whether it’s included in every paycheck.

Step 6: Year end obligations - What is a T4?

A T4 slip is a year-end tax document that summarizes an employee's employment income and the deductions made throughout the year, including income taxes, CPP, and EI. You’re required to issue T4 slips to employees and file them with the CRA by the end of February each year.

Wagepoint generates T4s for you automatically, so you don’t need to manually calculate and prepare these documents. This helps ensure accuracy and prevents the risk of missing CRA deadlines.

Step 7: Knowing the Types of Employment and What Each is Entitled To

Understanding the different types of employment is crucial when setting up payroll. Different classifications of employees are subject to different rules regarding pay, benefits, and statutory deductions. Here’s a breakdown of the main types of employment in Canada and what they’re entitled to:

1. Full-Time Employees

• Definition: Full-time employees generally work 30 to 40 hours per week on a regular basis.
• Entitlements:
  • Full benefits: Full-time employees are entitled to all statutory benefits like vacation pay, EI, and CPP. Depending on the employer, they may also receive other benefits like health insurance, pension plans, or disability insurance.
  • Paid vacation: Full-time employees earn vacation pay (typically 4% to 6% of gross earnings depending on years of service).
  • Statutory holidays: In most provinces, full-time employees are entitled to statutory holidays with pay.

2. Part-Time Employees

• Definition: Part-time employees work fewer hours than full-time employees, often less than 30 hours a week, but still on a regular schedule.
• Entitlements:
  • Pro-rated benefits: Part-time employees are still entitled to statutory benefits like EI, CPP, and vacation pay, but their vacation pay and other benefits are calculated based on the hours they work.
  • Statutory holidays: In most provinces, part-time employees are also entitled to statutory holiday pay, though it is typically prorated based on their hours.

4. Contract Workers (Independent Contractors)

• Definition: Contractors are self-employed individuals who provide services to your company but are not considered employees. They manage their own tax obligations and are paid based on their contract terms.
• Entitlements:
  • No statutory benefits: Contractors are not entitled to EI, CPP, or vacation pay, as they manage their own income taxes and contributions.
  • Flexibility: Contractors typically invoice the business for their services, and they are not subject to the same legal protections or entitlements as full-time or part-time employees.

5. Seasonal Employees

• Definition: Seasonal employees are hired to work during specific times of the year, such as holiday seasons, summer months, or harvest periods.
• Entitlements:
  • Statutory benefits: Like full-time or part-time employees, seasonal workers are entitled to EI, CPP, and vacation pay.
  • ROE issuance: When the employment season ends, it’s important to issue a Record of Employment (ROE) so they can claim Employment Insurance (EI) if needed.

✅ Compliance Checklist:

• ✅ Register for a payroll account with the CRA and obtain your 15-character payroll program account number
• ✅ Choose a payroll frequency (semi-monthly is recommended for predictable cash flow)
• ✅ Ensure EI, CPP, and workers' compensation deductions are correctly set up
• ✅ Set up and automate income tax deductions (federal and provincial) with Wagepoint
• ✅ Automatically calculate and manage vacation pay and benefit deductions
• ✅ Generate and submit T4 slips at the end of each tax year
• ✅ Understand what each of your employees are entitled to
• ✅ Remit the deducted payroll taxes to the government
• ✅ Keep accurate payroll records for CRA compliance

😎 Operations: How to Actually Run Payroll

Now that the compliance side of payroll is sorted, it’s time to look at operations—how you actually pay your employees. This includes everything from onboarding employees to processing payroll and handling remittances. We recommend using Wagepoint 2.0 to make this process as smooth and efficient as possible.

Wagepoint 2.0 – Why We Love It

We’ve chosen Wagepoint 2.0 as our favorite payroll software for a few key reasons:

• User-friendly: Wagepoint is incredibly easy to use, even if you have no prior payroll experience. It guides you through every step, making sure you’re on track.
• Automates deductions: Wagepoint automatically calculates and deducts income taxes, EI, CPP, and more, saving you from complex manual calculations.
• Direct deposit: Payments are processed via direct deposit, ensuring your employees are paid quickly and efficiently.
• Tax filing: Wagepoint manages tax remittance to the CRA, making sure your business stays compliant without the risk of missed deadlines or penalties.
• Customizable: Whether you have a handful of employees or manage seasonal hires, Wagepoint adapts to your specific business needs.
• Affordable: Pricing starts at around $20 per payroll run, plus a small fee per employee, making it accessible for small and medium-sized businesses.

Step 1: Setting Up Wagepoint 2.0 – Four Steps to Get Started

Important Note: Wagepoint recently went through a software update that has made it even easier for business owners to navigate the platform (hence the 2.0). You may be skimming a few blogs on payroll setup so keep in mind to check that they are up to date!

Here’s how to get started with Wagepoint 2.0:

1. Add Company Details
   Input your business’s legal name, headquarters mailing address, business phone number, and email address. This ensures Wagepoint knows who you are and where to send critical reports and updates.
2. Create Pay Groups
   Organize your employees into pay groups based on their payroll frequency. This is where you’ll decide whether to pay employees weekly, biweekly, semi-monthly, or monthly. You can also assign employees to different groups depending on their job type or schedule.
3. Set Up Source Deductions
   Here, you’ll input your CRA payroll account number, remittance schedule, and any applicable tax information. Wagepoint will use this information to calculate payroll deductions and remit the correct amounts to the CRA on time.
4. Add Banking Information
   Finally, input your business’s banking details to allow for direct deposit. You’ll need your bank name, account number, and transit number. You’ll also need to provide a void cheque or direct deposit form for verification.

Handy Checklist from Wagepoint of Basic Info needed for Setting Up Your Account

• Business Details:
  • Legal company name
  • Business email and phone number
  • Headquarters address
  • Optional: Doing business as (DBA) name
• Tax Remittance Information:
  • CRA payroll account number
  • Remittance schedule
• Banking Information:
  • Bank account type (business or personal)
  • Bank name, institution number, and branch/transit number
  • Bank account number
  • Void cheque or direct deposit form
  • Authorized signatory information (name, SIN, government-issued ID)
• Pay Group Information:
  • Payroll frequency (weekly, biweekly, semi-monthly, or monthly)
  • Pay group name
  • Optional: Working hours, pay period ID
• Account Verification:
  • Provincial or territorial registered business number
  • Issuing province or territory
  • Bank account verification

Once you’ve completed these steps, your Wagepoint account is ready to go. You can now start adding employees and running payroll.

Step 2: Onboarding Employees

Once you’ve set up your Wagepoint account, it’s time to onboard your employees. During the onboarding process, you’ll need to collect key information to ensure that payroll runs smoothly and that all deductions are handled correctly.

Here’s what you’ll need from each employee:

• SIN (Social Insurance Number): This is required for employment and tax purposes.
• Current address: Used for tax reporting and T4 distribution at year-end.
• Bank account details: Needed for setting up direct deposit so employees can receive their pay.
• TD1 Forms (Federal and Provincial): These forms help you determine the correct amount of income tax to deduct from each employee’s paycheck.

How to Get TD1 Tax Forms

You’ll need two TD1 forms for each employee:

1. TD1 Federal Form: This form applies to federal income tax deductions and must be completed by all employees.
2. TD1 Provincial Form: This form applies to provincial or territorial income tax, and the version depends on the employee's province of employment.

Employees can download the forms from the Canada Revenue Agency (CRA) website:

• TD1 Federal Form
• TD1 Provincial Forms: These forms are also available on the CRA website and should be selected based on the employee’s province of residence (e.g., TD1ON for Ontario, TD1BC for British Columbia).

Employees will fill out these forms when they are hired and can update them if their personal circumstances change (e.g., marriage, dependents, or other tax credits). Once you have these forms, Wagepoint will use the information to accurately calculate and withhold the appropriate federal and provincial income tax for each employee.

Step 3: Running Payroll with Wagepoint 2.0

Running payroll is the core function of Wagepoint, and it’s a breeze to do. For each pay period, you simply need to:

• Enter the hours worked by hourly employees
• Enter monthly salaries for salaried employees
• Input any bonuses, commissions, or overtime pay if applicable

Wagepoint then handles the rest, automatically calculating:

• Federal and provincial income tax deductions
• EI and CPP contributions
• Vacation pay
• Benefit deductions

Once everything is set, Wagepoint issues payments to employees via direct deposit, and it creates detailed payroll reports for your records.

Step 4: Remitting Payroll Deductions

One of the most important aspects of running payroll is ensuring that you remit payroll deductions to the CRA on time. Late remittances can lead to fines and penalties, so it’s crucial to stay on top of this.

Wagepoint 2.0 automates the entire remittance process. It calculates how much you owe in EI, CPP, and income tax deductions for each pay period and then submits these amounts directly to the CRA on your behalf. This ensures you never miss a remittance deadline, keeping your business in perfect compliance.

Step 5: Offboarding Employees and Issuing ROEs

When an employee leaves your company, you’re required to issue a Record of Employment (ROE). The ROE outlines why the employee left, how long they worked, and their total earnings. It’s especially important for employees who may apply for Employment Insurance (EI) benefits after leaving.

With Wagepoint, generating and issuing ROEs is easy. The software pulls employee information directly from your payroll data and produces the ROE, which you can then submit to Service Canada. This is especially important for seasonal workers, as they often rely on ROEs to apply for EI during off-seasons.

✅ Offboarding Checklist

• Confirm the employee’s final hours or salary
• Calculate and pay any remaining vacation pay
• Generate and issue the Record of Employment (ROE)
• Process the final paycheck via direct deposit
• Remove the employee from the payroll system
• Retain payroll records for the required retention period

✅ Operations Checklist

• ✅ Set up Wagepoint 2.0
• ✅ Create pay groups based on payroll frequency
• ✅ Onboard employees with required information (SIN, bank details, address, etc.)
• ✅ Automate payroll processing and deductions (income taxes, EI, CPP)
• ✅ Track and manage benefit deductions
• ✅ Run payroll on a consistent schedule
• ✅ Automate payroll remittances to the CRA (EI, CPP, income taxes)
• ✅ Generate regular payroll reports for tracking
• ✅ Issue ROEs when offboarding employees
• ✅ Generate and distribute T4 slips at year-end

🤩 Delegating Payroll: Finding the Right Fit for Your Business

Managing payroll can be time-consuming, especially for small and medium-sized business owners who already have their hands full. While payroll software like Wagepoint makes the process simpler, some business owners still prefer to delegate this responsibility. Luckily, there are several ways to hand off payroll tasks, each with its own advantages. Let’s break down your options and why hiring an accountant is often the sweet spot for small to medium-sized businesses.

1. Delegate to an Internal Admin

Many small businesses delegate payroll tasks to an internal team member, often an office manager or admin assistant. This person becomes responsible for entering employee hours, processing payroll, and ensuring deductions are handled correctly.

• Advantages:
  • Cost-effective: If you already have someone on staff, adding payroll duties won’t incur additional costs.
  • Hands-on control: You’ll still maintain a direct line of sight on payroll, with quick access to fix any issues.
• Drawbacks:
  • Limited expertise: Admins often lack specialized knowledge of tax rules and compliance, which increases the risk of mistakes.
  • Time-consuming: Managing payroll, especially in growing businesses, can take up a significant amount of time, pulling focus away from other important tasks.

This option works best for businesses with a small, stable staff and relatively simple payroll needs. However, as your business grows, it can become overwhelming for your internal team.

2. Outsource Payroll to an Accountant (The Sweet Spot)

For small and medium-sized businesses, outsourcing payroll to an accountant is often the most balanced and efficient option. Accountants bring professional expertise, allowing them to handle payroll compliance, tax filings, and any financial intricacies that might arise.

• Advantages:
  • Expert knowledge: Accountants are familiar with payroll regulations, tax laws, and year end reporting , significantly reducing the risk of errors.
  • Saves time: By handing off payroll to a professional, you free up your time to focus on running and growing your business.
  • Comprehensive service: Many accountants offer bundled services, which can include bookkeeping, tax preparation, and financial advising alongside payroll. This makes it a one-stop shop for your financial management.
• Drawbacks:
  • Cost: While more affordable than a third-party payroll provider like ADP, accountants typically charge for their services based on the complexity and volume of your payroll needs. However, the long-term cost savings from avoiding penalties and ensuring tax compliance often outweigh the initial expense.

For small to medium-sized businesses, outsourcing payroll to an accountant strikes the perfect balance between affordability and expertise. You get peace of mind knowing that payroll is being handled professionally without the hefty price tag of larger payroll service providers.

3. Use a Third-Party Payroll Provider (e.g., ADP)

Large payroll providers like ADP are widely known for offering comprehensive payroll and HR services to businesses of all sizes. These providers manage payroll, tax filings, benefits, and employee records in one integrated solution.

• Advantages:
  • End-to-end service: ADP and similar companies offer everything from payroll processing and direct deposit to benefits administration and employee self-service portals.
  • Scalable: As your business grows, ADP can scale with you, providing more robust HR and payroll services.
• Drawbacks:
  • Higher cost: For small businesses, the price of ADP’s services can be prohibitive. You’re paying for a range of services that might be more than you actually need.
  • Less personalized service: Large payroll providers typically offer less personalized attention than a local accountant. You’re one of many clients, which can sometimes lead to slower response times if you have payroll issues.

For larger companies with more complex HR needs, third-party payroll providers like ADP make sense. However, for small and medium-sized businesses, they are often an unnecessarily expensive option when compared to an accountant.

Which Option is Best for You?

If your business is small to medium-sized, outsourcing payroll to an accountant is usually the best route. It provides professional expertise and peace of mind without the hefty cost of larger payroll providers. Plus, accountants often offer additional services like tax preparation and financial advising, making them a great partner for managing your business finances as a whole.

If you prefer to keep things in-house and have a team member with some financial expertise, delegating payroll to an internal admin could work—just be mindful of the time it might take and the potential for mistakes. On the other hand, if your business is large or rapidly growing, using a comprehensive third-party payroll provider like ADP might be the best fit.

Final Thoughts

Remember Sarah from the beginning? Now, as she wraps up her first year managing payroll, she can hardly believe how far she’s come. What started as a confusing and stressful task has become a smooth, dependable process. With Wagepoint handling the heavy lifting—from direct deposits to automated tax remittances—Sarah’s payroll now runs like clockwork. She recalls the anxiety of her first payroll run and all the time spent figuring out deductions and compliance. Now, with the right setup and tools, she has peace of mind knowing her system is compliant and her team is paid accurately and on time.

For business owners like you, building a strong payroll process isn’t just about cutting checks; it’s about creating trust and stability within your team. With compliance in place and a streamlined operation, you can focus on what truly matters: growing your business and building a positive, engaged workplace. When payroll runs seamlessly in the background, it frees up your time and energy, allowing you to channel your efforts into new opportunities, confident that payroll is one less thing to worry about.

🧐 Frequently Asked Questions (FAQs)

1. What payroll schedule should I choose for my business?
We recommend semi-monthly payroll frequency because it provides consistent cash flow without the complications of extra pay periods, as seen with biweekly payroll.

2. How does Wagepoint handle payroll remittance?
Wagepoint calculates all payroll deductions for EI, CPP, and income tax, then automatically remits these amounts to the CRA, ensuring timely compliance.

3. What is a T4, and when do I need to issue it?
A T4 slip is a tax document summarizing an employee's income and deductions for the year. You must issue T4s by the end of February for the previous year. Wagepoint automatically generates T4s for you.

4. How to calculate vacation pay in Canada?
Vacation pay is typically 4% or 6% of an employee’s gross wages, depending on their length of service. Wagepoint automatically calculates and applies vacation pay for each employee based on provincial rules.

5. What Are the Payroll Tax Filing Deadlines?

Payroll tax remittances in Canada need to be submitted regularly to the CRA to avoid penalties. The deadlines vary based on your remittance frequency, which the CRA assigns based on your average monthly withholding amount (AMWA).

1. Regular Remitters (AMWA of less than $25,000): Due by the 15th of the month following the month you paid your employees.
2. Quarterly Remitters (AMWA of less than $3,000 and eligible for quarterly remittance): Due by the 15th of the month following each quarter: April 15, July 15, October 15, and January 15.
3. Accelerated Remitters (AMWA of $25,000 to $100,000 for Threshold 1, over $100,000 for Threshold 2):
   • Threshold 1: Due within 3 business days after the end of each pay period.
   • Threshold 2: Due the next business day following the day the employees are paid.
4. Annual Filings (T4 and T4 Summary):
   Due by February 28 of the following year for all employees, summarizing total income and deductions.

Using Wagepoint can help you keep track of these deadlines and automate remittances based on your schedule, minimizing the risk of late filings.