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How to add opening balances (Year-to Dates) in the employee profile

Updated

Available for the following Payroll plans: Essentials, Standard, Premium 
Available for the following user access levels: Admin

Migrating to Employment Hero Payroll mid-year requires you to record all existing Year-to-Date (YTD) earnings for each employee to ensure accurate records. We provide two methods for this:

  • Individually: You can update balances directly on each employee's profile.
  • In Bulk: You can use our spreadsheet template to import all employee YTD data at once. Learn more here.

This article focuses on the first method, showing you how to update opening balances for an individual employee.

Getting Started

Click below to learn how to add your employees' opening earnings (Year-to-Date) balances from their employee profile.

Add opening earning balances to an individual employee
  1. In People, click on Employees List.
  2. Select the employee who needs their YTD earnings amounts added.
  3. In the Pay & Compensation section, click the View more dropdown and select Opening Balances.
  4. Click Edit next to the Vacation Starting Balance header to enter an amount there.
  5. In the Applicable Provinces and Territories dropdown, select all applicable provinces for the employee. A dropdown will appear. Click the arrow to open the dropdown, then click Edit next to the header you want to enter opening balances. This is where you can add earnings, CPP, Income tax and more.
  6. Once all required fields are completed, click the Save button.
     

Maintain

If you need to update or remove the opening balances you added, follow the instructions below. 

Please note that you can not make changes to opening balances after you've completed your first payroll. 

Update or remove employee opening balances
  1. In People, click on Employees List.
  2. Select the employee who needs their YTD earnings amounts updated.
  3. In the Pay & Compensation section, click the View more dropdown and select Opening Balances.
  4. Click Edit next to the Vacation Starting Balance header to update the amount there.
  5. In the Applicable Provinces and Territories dropdown, click the arrow to open the dropdown.
  6. Click Edit next to the header that you want to update the opening balance.
  7. Once all required fields are updated, click the Save button.
     

Further Information

Time off balances
When entering time off balances, enter the balance as at the point of transition to this payroll platform (that is, as at the last pay run processed in your previous payroll platform). Partial units are entered as a decimal (e.g.: 6.5 hours) rather than as HH:MM (e.g.: 6:30). 
Earnings
Earnings are the year-to-date gross values for the financial year specified. 
Deductions
Enter the year-to-date deduction amounts for the financial year specified.
Importing opening balances
If you have many employees, you can bulk import their opening balances. Click here to learn how to do this. 
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