The Payroll Team is responsible for the final processing output of the bi-weekly payroll in a timely and accurate manner within federal, provincial and college guidelines. We also provide many services for our employees such as mandatory, statutory and general payroll deductions, remittances, direct deposit, pay advices and Record of Employment reporting.  Payroll works closely with HR to verify they have accurately entered all new hires, rehires, transfers and that it is flowing to payroll to produce an output.  Permanent Full time staff (Admin/FAC/SUP) are paid automatically based on their hire letters and proposed salaries, Academic workload staffing specialists (AWSS) enter ‘pay’ contracts for all contract faculty based on instructor assignment for automatic payments.    Temporary and Part time staff (Admin/FAC/SUP) are required to enter their hours on a paper timesheet or use our digital timesheet system.  Please refer to the links below in the payroll schedule for form submission deadlines. In order to get your payroll deposit to you on time every other Friday, we must operate under firm processing time lines. Late arriving documents will not be processed until the next regularly scheduled pay cycle.  2024 HR forms to Payroll deadline  and Timesheet deadlines

Payroll Updates

Statutory Deductions:

Canadian Pension Plan (CPP) / Employment Insurance (EI)

CPP and EI deductions restart each year and cease when the maximum earnings are reached. The following new rates and maximum amounts have been enacted.

Year	Maximum CPP earnings	CPP contribution rate	CPP annual contributions	Maximum EI earnings	EI contribution rate	EI annual contributions
2023	$66,600	5.95%	$3,754.45	$61,500	1.63%	$1,002.45
2024	$68,500    (YMPE)	5.95%	$3,867.50	$63,200	1.66%	$1,049.12
NEW *	$73,200     (YAMPE)	4.0%	$188.00

* As a part of the CPP enhancement, a second additional range of earnings will be phased in between 2024 and 2025. In 2024, this additional range of earnings will be between the Year’s Maximum Pensionable Earnings (YMPE $68,500) and a new higher limit known as the Year’s Additional Maximum Pensionable Earnings (YAMPE $73,200). Employees who earn more than $68,500 per annum will continue with a second CPP contribution at a rate of 4% until they reach the YAMPE of $73,200. For example, the maximum second CPP contribution will be in the amount of $188 ($73,200 – $68,500 = $4,700 x 4% = $188).

The Canada Revenue Agency has created two new additional boxes on the current T4 as follows:

• Box 16A – for reporting of employees’ second CPP contribution
• Box 17A – for reporting of employee’s second QPP contribution

Note:  Although you will see the above boxes on your T4, no amounts will be reported on your 2023 T4 slips because the second CPP contributions (deductions) will only begin in 2024.

Income Tax

TD1, Personal Tax Credits Return, is a form used to determine the amount of tax to be deducted from an individual’s employment income.  Individuals do not have to complete a new TD1 every year unless there is a wish to deviate from the basic federal or provincial personal tax credit amounts.  The basic exemption for income tax has increased from $15,000 to $15,705.

Who should complete this form?  Individuals who:  (If you fall under one of the below situations a new form is required each year)

• have multiple employers
• want to change amounts from previous claimed
• want to record ‘exempt’ status if total income is less than total personal tax credits
• want to record ‘Non–exempt’ status if a Non-resident employee
• want to increase the amount of tax deducted at source

If you are unsure how to complete the form, please seek independent financial advice.

Minimum Wage

The Provincial government increased minimum wage effective October 1, 2023, to $16.55 per hour.

T4 Slips

T4 slips will be digitally available for all current and active employees by the end of February each year.  Hardcopy will be able to be printed by accessing the digital copy from My Self Service.  Instructions below on how to retrieve your payslip.  Hardcopy will only be mailed to non-active employees.

T4 T4A Slip retrieval

Employee Onboarding and other HR Forms:

The following forms (#1 & 2) must be completed for all new hires and for employees that have not worked over the past 6 months or within the current year;

1. Employee Personal Data Form

This form is to be completed for employees upon first hire and submitted to HR.  Once the form has been processed in HR, the manager will receive confirmation directly from IT Services for initial access or reactivation to college systems (network, email, staff portal etc) if applicable.  This form must be completed for all new hires even if an IT account and access is not required, then it will be forwarded to payroll for verification.

The employee must also provide banking information (void cheque, bank documentation). It must be completed and sent along with the TD1/TD1ON forms to HR prior to a new employee’s first payroll submission deadline as noted above in the Payroll Schedule.

2. Personal Tax Credits Return

• TD1ON – Ontario (Provincial)
• TD1 – Canada Revenue Agency (Federal)
• TD1 – Canada Revenue Agency (Federal) WORKSHEET

The information on these forms is used by payroll to determine the amount of your tax deductions. If you have a change to your tax situation please complete and sign these forms and send to HR for processing.

3.  Change of Information Form

If you have a change to your personal information (eg. Address, Name, Bank Account) on record in payroll please complete this form and return to HR.

Banking Changes – Updated
Effective January 1, 2020, if you need to change your banking information you are required to complete and sign the Change of Information Form and submit it along with your VOID cheque or Direct Deposit Form and send to HR for processing.  The information must show the employee as the account holder.

Address/Telephone/Emergency Contact Changes:  Changes can also be completed by the employee in Evolve through My Self-Service>Personal Information.

Name Changes: Complete the Change of Information and submit it along with a copy of your updated SIN from Service Canada showing the change in name. Names will not be changed without the Service Canada documentation.  Please be advised that changing your name does not automatically change your email address. Once your name has been changed by HR, you will be notified by email and it is then the responsibility of the employee to contact IT to request an email address change.

4. Parking Deductions CANCELLATION Form

If you would like to cancel your parking that was previously set up by Security & Parking website, Complete the Parking Deductions CANCELLATION Form which will flow to Security & Parking to confirm the cancellation before flowing to HR to complete the transaction in the system.  Once the process has been completed Payroll will verify there is no further deductions from your account.

Payroll Processing Forms:

1.  Full Time Support Staff Payroll Forms
These forms are used for special payments for Full Time Support Staff. Refer to the Support Staff Collective Agreement for specific information or contact the HR office with any questions:

• Overtime Form – Support Staff
• Shift Premium, On-call, Lead Hand Form – Support Staff
• Boot Allowance – is not considered an employment income therefore is not processed through payroll, please proceed with your entry in the Expense module (Expense Instructions), use expense type 120- Support staff CA boot allow

2.  Regular Part-time Support Staff Payroll Forms
These forms are used for special payments for Regular Part-Time Support Staff (“RPT”). Refer to the Part-Time Support Staff Collective Agreement for specific information or contact the HR office with any questions:  Forms must be received approved by the Monday after the end of the pay period.  (Tuesday if Monday is a holiday) unless noted below.

• Shift Premium/On-Call Form– RPT, TPT, and Project of a Non-Recurring Kind
• Digital Timesheet –
• Timesheet  (excel version for printing)- RPT, TPT, and Project of a Non-Recurring Kind

3.  Exception Report 

Exception reports are to be completed by automatically paid employees (FT & PT FAC) when the hours are changed or adjusted from their printed contract.
– Exception Report PT FAC – Forms must be received approved by the Monday after the end of the pay period.  (Tuesday if Monday is a holiday).
– Exception Report – Instructions

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Deductions

Parking – information about payroll deductions for parking is available from the Security & Parking website.

Coffee Fund/Lounge Services – is no longer available.

Employee Computer Purchase Plan – information about this plan is available through the Finance department. (Under Financial Forms & Guidelines – Employee Computer Purchase Program)

RRSP (Employer Group Plan)– (link to SunLife website)

Benefits/Pension – (link to the HR Benefits/Pension webpages)

Payroll Advice Slips

HOW TO VIEW / PRINT – Full-Time & Part Time/Contract employees: To view and print your self service Pay Advice Slip (paycheque/paycheck), log in to Evolve/Staff Portal and select My Self Service> Payroll and Compensation> View Paycheck. It can also be found on the Fleming dashboard under Staff Resources >More> Paycheque.  As a PDF, this allows you to easily save a copy and print it.   Pay Advice Slips are available to view 2 days prior to pay day.

HOW TO UNDERSTAND YOUR PAY ADVICE SLIP:  Sample pay slip

Time Sheets

Timesheet forms are available online and must be emailed from your supervisor with approval.  Paper copies must be scanned to be accepted.

Record of Employment

Fleming College processes ROE’s electronically to Service Canada.  This will be completed within 5 business days of your last pay. You will not receive a copy from payroll as you do not need to submit copies to Service Canada. Employers, who submit through this electronic method, are no longer required to provide paper copies of ROEs. Contact Payroll@flemingcollege.ca for any questions regarding your ROE.

Once you have registered with the My Service Canada Account online service you may view and print a copy of your electronic ROEs on the same day we submit ROEs to Service Canada.

Link below is to Service Canada publications outlining how to apply for Employment Insurance Benefits and use the My Service Canada online service

http://www.servicecanada.gc.ca/eng/ei/publications/process.shtml

The following situations will automatically trigger the completion of an ROE:

• End of employment (FT)
• Maternity leave
• End of Faculty contract (as long as no future contracts within 30 days)
• Illness (once informed by Benefits)

If you request an ROE for another situation, we will need the following information to complete the request correctly:

• Full name
• Empl ID
• Last day of work
• Reason for ROE

Please forward all requests to Payroll@flemingcollege.ca

Other information

Compensation (please refer to your specific employee group for more information)

Compensation Guidelines (December/January Holiday Break)