Checklist for Getting Started

This article provides a checklist to help you get started quickly and efficiently.

Also known as: Opening a New Account.

Applies to: New Users, Canada (en-CA)

Before you start

First, let's gather some info. You'll need these to start running payroll. 

  • CRA Payroll Number 

  • Quebec Identification Number

  • Completed TD1 forms from all your employees

  • The Chart of Accounts (general ledger codes) from your accounting software. 

Important Note(s)

CRA payroll number 

  • Your payroll account number contains your nine-digit business number, a two-letter code, and a four-digit reference number. For example: 12345 6789 RP 001. If you don’t have one, you need to register one with the CRA. We do not recommend running payroll without a CRA payroll number. You can find more info here.

CRA payroll number {EXAMPLE}

  • CRA payroll number: Your payroll account number contains your nine-digit business number, a two-letter code, and a four-digit reference number. For example: 12345 6789 RP 001. If you don’t have one, you need to register one with the CRA. Learn how to register a CRA payroll account.

Quebec identification number  

  • This is the number assigned to you after registering for source deductions with Revenu Quebec. You can find your identification number in the Source Deductions and Contributions section in My Account. You can find more info here. 

Completed TD1 forms from all your employees.  

  • Employees must fill out both Federal and Provincial forms for their Province of Employment. You need to keep these forms on file - and we'll need the numbers from these forms when you enter your employees in the system. You can find the latest TD-1 forms here. 

The Chart of Accounts (general ledger codes) from your accounting software.  

  • You'll be able to set up your payroll account to match the account codes you or your bookkeeper uses to track your business finances. If you don't have accounting software, we recommend looking into it. It'll make running your business much easier. Check out the apps we integrate with. 


Note: If you are moving from another payroll provider part way through the year, you may want to have them send interim ROEs for your employees to avoid manual adjustments to your ROEs later.  

Table of Contents

Checklist for Running Payroll 

Below is a list of items you will need to set up your account for payroll.  Download the PDF version at the bottom of this page.  


Documents for Payroll 

  • CRA payroll number 

  • Employee profile information: addresses, bank details, pay rates, vacation rates, etc. 

  • Last payslips from previous payroll service (this will contain your YTD numbers) 

  • TD1 forms for employees 

  • Provincial EHT rates 

  • Documents for ePay 

  • Business Registration/Incorporation Documents showing your CRA payroll number 

  • Void/Cleared Cheque or bank verification letter 

  • 2 forms of government-issued photo ID 


Benefits/Deductions Review 

  • Speak to your accountant/bookkeeper or benefits provider about the tax implications for any benefits/deductions you use for your employees. 

  • Write down what you find out; you will need it later. 

  • Calculate your per-pay run premium amount for any premiums paid monthly 

Example: Health benefits are $100/month, and you pay Bi-weekly. Your per-pay run calculation would be: 

100*12=1200/yearly 

1200/26=46.15 per pay run 


Accounting Integrations 

  • Do you need to add items to the Chart of Accounts in your accounting program that you plan to integrate with payroll? 

  • Speak to your accountant/bookkeeper to find out what they want for reporting. 

  • Be sure to review your Chart of Accounts in your accounting program to add any accounts you may need. 


Next Steps 

Now that you have an overview of what's needed to set up your account, you can move on to configuring your company's settings. Please follow our guide to Your Company Settings or return to the Easy Getting Started Guide. 


  

Onboarding FAQs 

This is our onboarding FAQ. If you have a question we don’t answer here, please reach out to support@paymentevolution.com 


What info do I need to onboard my company? 

To set up your company: Company CRA number, CRA payroll number, Quebec identification number (optional), provincial EHT rates, a list of your employees, and a list of benefits and deductions. 

To setup ePay (direct deposit): two pieces of photo ID, a business verification document, and a bank verification document.   More ePay resources here.  


Where do I find my company CRA number?   

This is the nine-digit number the CRA assigned to you. You can find it by logging into your CRA My Business Account.     

More resources here.

Where do I find my CRA payroll number?   

Your payroll account number contains your nine-digit business number, a two-letter code, and a four-digit reference number. For example: 12345 6789 RP 001. If you don’t have one, you need to register one with the CRA.    

More resources here. 


Where do I find my Quebec identification number?   

This is the number assigned to you after registering for source deductions with Revenu Quebec. You can find your identification number in the Source Deductions and Contributions section in My Account.   

More resources here.  


What is ePay, and why do I need to activate it?   

In Canada, only authorized bank accounts can use direct deposit. We have to ensure that our clients use a secure, authorized account. In short, it’s for your security! With ePay, you can also use direct deposit to pay your staff and vendors and automate your deductions to the CRA.  You can watch a full walkthrough here.  


 Related Attachments (2) 

Related Tasks

Easy Getting Started Guide (KA-01234)

,

Your Company Settings (KA-01233)

,

Changing Payroll Providers (KA-01264)

,

Add-Ons (Accounting Software Integration) (KA-01236)

,

How To Process/Run Payroll (KA-01141)

,

Keywords: New Customer, Getting Started, Set Up, Setting Up, Creating Account, New User

Metadata:

396

Can't find what you are looking for? We can take a more direct look to help resolve your matter — Create Case or Contact Us