GIF
Payroll

Run Off-Cycle Payroll

Off-Cycle payrolls are one-off payrolls that do not follow the recurring payroll schedule. These payrolls do not follow the same deadline and pay date requirements, and are often created and run within the same day. They are often used for:

  • Urgent payment to an employee
  • Compensation that was missed during the regular payroll
  • One-off payments to terminated employees

While recurring payrolls are created automatically by Humi Payroll at the start of each payroll period, off-cycle payrolls are created manually by the user when needed. However once created, both types of payrolls involve the same three step process: Edit, Review, and lastly Complete & Pay.

This guide will cover the steps to creating and running off-cycle payrolls.

  • Create Off-Cycle payroll
  • Remove Off-Cycle payroll
  • Run payroll

Create Off-Cycle payroll

  1. Navigate to the Payroll page by clicking Payroll from the menu column
  2. Click on the  on the bottom right to open the creation modal for off-cycle payrolls
  1. Select the intended pay date for the off-cycle payroll, as well as select whether to add all employees to the payroll. If the payroll is intended for specific employees, they can be added individually once the payroll is created. Click Save to create payroll

If an off-cycle payroll is created by mistake, the payroll can be removed by clicking on the Delete option, which can be found on the top right of the page.

Run Payroll

Important considerations before running payroll

  • Ensure bank accounts, tax credits, compensations, and terminations are set up correctly for all employees
  • Ensure benefits and income types are set up correctly for all employees
  • Check that the payroll period’s dates are accurate
  • Payroll must be run before 4:30pm EST for payment processing to start on the same day

Every payroll run is divided into three steps: Edit, Review, and lastly Complete & Pay.

Edit Payroll

  • Add or remove an employee
  • Add extra pay
  • Add reimbursement
  • Confirm payment method
  • Finish editing

Add or remove an employee

If the Add All Employees option was not selected during creation of the off-cycle payroll, the payroll will be empty by default. Employees can be added through the Add Employee input field on the top right of this page.

If an employee is added by mistake, the entry can be removed by clicking on the Delete option, which can be found next to the employee’s gross pay amount.

Add Extra Pay

Aside from paying your employees their regular earnings you can pay additional income as well. Learn more about income types here.

The income type options available under Extra Pay are:

To add extra pay, select the applicable income type and enter the amount for the period. Once created, the employee’s gross pay will increase to reflect the extra pay amount, as well as applicable vacation pay.

Add Reimbursement

This is a non-taxable amount and is usually how expenses are reimbursed. Gross pay will not increase if an amount is entered here, and reimbursement will show up as a separate line item on the employee’s paystub.

Confirm payment method

Employees who had their bank account correctly set up will have their payment method set to direct deposit by default. Each employee can also be individually marked as pay by cheque if necessary. The total amounts paid by cheque will be kept as records, but the payments are not processed through Humi Payroll.

Finish editing

Once the payroll is ready to be reviewed, click Next on the bottom right to finish editing. This is the stage where Humi Payroll will calculate deduction amounts such as CPP, EI, and income tax. All amounts within the payroll will also become temporarily locked-in to prevent changes in employees’ compensations or benefits, or other admin’s conflicting edits from affecting the current payroll.

Alternatively you can also click on Edit on the bottom left to return to the Edit page.

Review Payroll

  • Review payroll summary
  • Finish reviewing

Review payroll summary

The payroll’s summary is broken down into three main sections, with an additional EHT section if the payroll is run within provinces that have requirements for employer payroll tax such as Employer Health Tax.

Payroll Obligation

A payroll’s obligation can generally be seen as Total employee net pay + CRA Remittance + Other deductions. In this section, it is important to review Account Debit as this is the amount that will be taken from your bank account when the payroll is completed and its payments processed.

Important note on payroll deadlines:

If a payroll is run after its deadline, the payment method for all employees will be automatically changed to cheque and the company should issue the payments in cheque. This is to prevent employees from being paid later than intended. Note that the deduction amounts as well as reimbursements will still be debited and processed through Humi Payroll.

However, if the payroll is run after its remittance due date, Humi Payroll will not debit or remit any payroll obligations. Payroll administrators are encouraged to remit directly to the CRA.

For more information on late payments please reach out to support@humi.ca.

Employee Net Pay

This section displays the total amounts that are paid by direct deposit and by cheque. Payroll administrators can use these amounts to determine whether manual actions are needed.

Cheque - Amount that should be paid manually by cheque to employees

Direct Deposit - Amount that is automatically processed through Humi Payroll

CRA Remittance

This section provides a breakdown of the statutory payroll deductions that will be remitted to CRA on your behalf based on your remittance schedule. It is highly recommended that you verify all numbers shown are accurate, as under-remittances may result in penalties and interests imposed by the CRA.

Employer Payroll Tax

Depending on the province the employees are paid in, the payroll may contain information on employer payroll tax obligations such as Employer Health Tax amounts for employers that pay their employees in Ontario. Humi Payroll does not remit this amount but does provide a report of the calculation, amount due and due date. Click on the detail button to see an in-depth breakdown of the amounts.

  • The calculated Employer Payroll Tax amounts are estimations only, as each employer may have already remitted payroll taxes in the past or has applicable carried-over tax credits.

Finish reviewing

Once the payroll information are entered and the payroll summary reviewed, it is highly recommended that payroll administrators export a Payroll Register report for the period to confirm that all line items are calculated accurately. Learn more about Payroll Register report here.

If you are certain all records are set up accurately, click Complete & Pay on the bottom right.

Complete and Pay

This is the stage where all records within the payroll become final and permanently locked-in. Humi Payroll will then process payments to employees and remittances to the CRA based on the records from this payroll.

Information from this payroll will also become part of your employees’ record for the tax year which will be reported on T4. You can now view this payroll in the payroll records section.

At this stage If errors are discovered within the payroll it is highly recommended that you reach out to support@humi.ca immediately.