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Nubis supports paycheck numbering. The system will auto-increment the next check number each time a cheque number is used by the system. To set or edit the next cheque number, go to Configuration – My Company – Edit Company Information screen and insert the number in the “Next Cheque Number” field as shown below. You may also set/update the next cheque number at Step 1 of 4: Generate Payroll.
The system handles direct deposit numbering similarly. For direct deposits, only a single number is incremented by payroll batch. The “Next Direct Deposit Number” can be set/updated from the ”Direct Deposit Information tab of the Edit Company Information screen.
Paycheck and Direct Deposits numbers display on the GL Report and are “Sent to your ERP” if you use this functionality. The check number also displays under the Detailed Payroll screen (under each employee) you can access through the Payroll History (Batches or Employees).

Payment of vacations on each payroll
Nubis now enables automatic calculation of vacation for its payment on each payroll. To take advantage of this new feature, you need to create a payroll item of category “Income – Vacation Per Pay” from the “Configuration” tab of the Payroll Items screen. Once this payroll item has been created, you need to add it to employees you wish to pay the vacation on each payroll. This is done from the Employees List screen by clicking the “Payroll Items” link.

On Generating Payroll, the amount “Income – Vacation Per Pay” will be calculated automatically from the income total of the current payroll multiplied by the vacation rate defined for the employee. There won’t be any hours or rate defined for this payroll item. If you modify the income of the current payroll, click the “Refresh” button to recalculate the vacation amount.
Note: Did you know that it is forbidden to pay vacations on each payroll in some provinces? Please verify with the corresponding revenue agencies you are using on your payroll.

Reference Date
The vacation entitlement reference dates, according to the law, are from May 1st to April 30th in the province of Quebec. Those dates can be modified from the “Payroll Information” tab of the “Edit Company Information” screen.
The vacation amount is accrued on each payroll for the reference year, according to the percentage to which each employee is entitled, which is specified under the “Payroll” tab of the “Editing employee” screen.

Amount
The vacation amount to which an employee is entitled in July 2017 is the one accrued on April 30th, 2017 (if the reference date is April 30th), as shown in the vacation report.
In addition, the vacation report also indicates the amount accrued to date (Accumulated Vacation Amount), and it is this amount which must be paid as separation payment when an employee leaves employment.
The payroll category associated with the payroll item used in the production payroll determine if the amount of income is subject to vacations and so will be considered to fund the amount. For example, paid vacations, as wages are entitled to a vacation for the next year while a severance payment of termination is not subject to vacations.
On each payroll, you have an accurate picture of the amounts accrued and deducted, as well as on paystubs.

Duration of Vacations
Vacation duration isn’t necessary equivalent to the amount. Since the amount contains every amount paid to the employee prorated earnings (bonus, overtime, etc.), it can be higher than the amount of a regular pay. Therefore, Nubis helps you and offers you the accrued amount (at the end of the previous reference year) when you select a “vacation” payroll item when doing the payroll. If you pay more, Nubis warns you but doesn’t stop you.
Similarly, severance payments will automatically be added to the block 17A of the Record of Employment. It is therefore essential to use the right payroll item corresponding to the situation at the time of producing the payroll.

Vacation Report
To find out the accumulated vacation amount for each employee, Nubis calculates the exact amount each employee is entitled depending on the wages earned in the reference year. You can easily review them by printing the vacation report.
When you create a pay, and use the payroll item “Income – Vacation Pay”, Nubis fills out the correct amount based on th available vacation for the current vacation period (you are able to edit the amount before processing the payroll).

Vacation Adjustment
Vacation accrued before your Nubis migration can be added at any time. To do this, you must go to the “Employees” screen and click the “Cumulative Adjustment” link under the name of the employee. Then you go to the “Accrued Vacations” tab and update the amount. Nubis will create an adjustment transaction to update the amount.

Accounting Impact
Here are some accounting information regarding the payment of vacations.
Accrued vacation are accumulated in a liability account. When paid, the liability account is debited. However, there is a way to make the vacation expense be charged to a specific account based on the employee. For example, the GL account used for a developer may not be the same than a consultant.
Nubis makes an additional accounting entry when the expense account associated with the payroll item that pays vacation does not correspond to the vacation generic account. This accounting entry credits the generic account and debits the designated account to assign the expense to the correct account.
You can see the accounting entry of each payroll by clicking on “Download GL Report” of the “Actions” menu (available in step 4 of 4 of the payroll process).

Innovations Nubis is proud to provide you with a Start-up Reference Guide to simplify the use of its software.
First, this guide is for you to attend all the steps to produce your first payroll quickly and easily, without error.
Then this guide will help you become familiar with navigating in the software as well as with the additional features it includes, such as the production of T4 or RL-1 and the payment of withholding taxes.
Click here now to download your Start-up Reference Guide.
For any questions, our team is always available by phone and email during business hours.

Each year, you have to fill a Wage declaration for the Workers’ Compensation Board of your province.
 If you are in Quebec (CSST), you must do it before March 15th.
 For other provinces, you must verify the deadline to fill the form. (For example, it’s March 31st in Ontario (WSIB) and February 28th in Alberta (WCB). Dates can also be periodically (annually, quarterly, etc.) like in British Columbia (WSBC) and Nova Scotia (WCB).)
Nubis allows you to do it fast thanks to its option “Wage declaration to the WCB”, in the Remittance menu. (If you have only one employee, you can use the “Payroll history by employee” and select from January 1st to December 31st)
After creating the report, you have to log into the website of the Work Accident Commission in your province to transmit the information. You can also send it on paper by completing the right form.
Note: To modify the WCB rate to pay, (usually at the beginning of the year), fill the tab “WCB / CSST rates” of the page “Edit information of my company” (Configuration -> My company -> Edit information of my company). For some provinces, you can enter a different rate for each classification unit (that you assign to the employee in the “Provincial tax settings” tab of the employee configuration).
If you have any questions, please contact us by email or phone during business hours.
Nubis, Payroll Professionally!

1. Tax tables for 2016 have been updated automatically.
2. Don’t forget to update your WCB/CSST rate for 2016 in your “Edit company information” screen (WCB/CSST Rates tab).
3. 2016, unlike 2015, has 52 Tuesdays (instead of 53). This means that, if you pay weekly (or every two weeks) on Tuesday, you must select the Pay Period “52 Periods” (or “26 Periods”) in your “Edit company information” screen and/or your employee configuration screen.
You can start doing your payrolls for 2016!
Happy new year!