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Configure Employee Details for Pay Runs

Updated

Available for the following plan: Standard, Premium, Platinum, Unlimited
Available for the following user access levels: Admin

Setting up your employees correctly is essential for a smooth payroll process. 

This article outlines the minimum information required to successfully add an employee to a pay run, especially when using the bulk import feature.

It also covers key payroll settings like excluding employees from payroll, managing vacation pay, and configuring bank details.

This article explains how to:

  • Minimum Employee Fields for Pay Run Import  
  • How to Exclude an Employee from Payroll  
  • Set Employee Vacation Pay Method  
  • Add Multiple Employee Bank Accounts

Getting started

Minimum information needed to add an employee to a Pay Run

When adding employees to EH, whether individually or in bulk, these are the minimum fields that must be completed so they can be added to a pay run:

  • Province
  • Start Date
  • Employee Type
  • Cost Centre
  • Compensation (Salary/Pay Rate)
  • Pay Schedule
  • SIN (Social Insurance Number)
  • Banking Details (for direct deposits)
How to Exclude an Employee from Payroll

If you do not want an employee to be included in payroll, you can update their settings. By default, this is set to 'No' (meaning they will be included).

  1. Navigate to the employee's profile (People > Employee List > Click on Employee).
  2. Scroll down to the Pay & Compensation section.
  3. Under the Pay Details tab, click the downward arrow to open the Pay Run Details field.
  4. Click the pencil icon to edit.
  5. For the field Do not add employee to payroll, select "Yes".
  6. Click Save.
Set Employee Vacation Pay Method

The default vacation pay method is: "Accrued vacation pay will be banked in EH and paid out when this employee takes vacation."

You can change this to the other option: "Pay out accrued vacation with each payroll." This setting is managed within the employee's pay details.

  1. Navigate to the employee's profile (People > Employee List > Click on Employee).
  2. Scroll down to the Pay & Compensation section.
  3. In the Vacation Pay Method section, click the pencil icon and select the other option. 
  4. Click Save. 
Add Multiple Employee Bank Accounts

You can add more than one bank account to an employee's profile. This allows you to specify a fixed amount or a percentage of their net pay to be deposited into each account.

  1. Navigate to the employee's profile (People > Employee List > Click on Employee).
  2. Scroll down to the Pay & Compensation section.
  3. Click the Banking Details tab and click the pencil icon. 
  4. Click the Add Account button, enter the following information: 
    - Payment method
    - Account name
    - Bank institution number
    - Bank transit number
    - Bank account number
    - Pay into account
    - Percentage or Dollar Amount
  5. Click Save.

Maintain

It is important to regularly review employee payroll details, especially before finalizing each pay run, to ensure compensation rates, bank details, and vacation policies are up to date.