Preparing Two Pay Cheques For One Period

OBJECTIVE

Used to prepare a second pay cheque (i.e. bonus) for an employee in the same pay period. The second cheque will reflect the calculation of government deductions.

A limit of two cheques in total applies for a given pay period.

IMPORTANT! It is impossible to issue a second pay cheque for the same period if the employee is linked to another employee (linked employee), regardless of whether a cheque has been issued to the linked employee or not.

To be able to issue a second cheque for an employee linked to another employee, temporarily remove the link between these employees and re-add it once the payroll is completed.

WARNING! At the end of the year, it is possible that the combined file of both employees has reached the maximum work insurance amount of the Quebec Pension Plan and the Quebec Parental Insurance Plan. An interruption of the payroll calculation could be required.

PREREQUISITEs

Steps

To create a second cheque, the Cheque ID field must be completed in the various hour entry screens.

Enter Hours or Enter Hours – Invoicing

These options are typically used to enter hours on projects. By default, the Cheque ID field is set to First Cheque.

Hours from other system modules are always included on the 1st cheque.

Caution. When entering new hours, there are no validations on the Cheque ID field. The value should be entered with a new Cheque ID – Second Cheque for the Second cheque. Otherwise, when the payroll is calculated, it will be impossible to prepare a second cheque.

Hours Management

This option is often used for office employees. As with the entry of hours, the Cheque ID field must be completed to specify that the hours are processed for the First or Second cheque.

By default, the Cheque ID field is set to: First Cheque.

If hours are entered on a daily basis in the Hours Management or Enter Hours options, the Days Worked and Weeks Worked fields will only be updated when hours are first entered for the 1st cheque in Hours Management.

Compile Project Hours or Compile and Load Project Hours

If there is more than one cheque for an employee in a given period, there will be separate lines shown to distinguish the amounts on each cheque.

The ID column displays a value of 2 if a second cheque has been created for the employee.

Payroll Calculation

If there are two cheques for one employee, they will be calculated at the same time, however the system prepares two cheques to be printed.

You can complete the first cheque and enter a second cheque afterwards.

Print Cheques

If an employee has two cheques for the same period, the system prints the current amounts for the first cheque and cumulative amounts for the year. The second cheque is printed taking the cumulative amounts on the first cheque into consideration.

At this stage, you must continue with the regular steps for processing payroll (Payroll Reconciliation, W/C-CSST Recognition, Project Base Burden Recognition) if necessary.

Reprint – Last Pay

This applies when two cheques have been prepared for the same period and one must be reprinted. The cumulative amounts shown on the stub will be the total amounts since the beginning of the year, including the first and second cheques.