Payroll settings: company details, tax rates, invoice numbers, Dayforce and contractor Inc names

Your payroll companies

Your main company and each active subdivision (Settings Board, Subdivisions / Entities) is a payroll company with its own card on the Payroll settings tab. Open Time clock & payroll and click Payroll settings.

A driver's new shifts go to the company picked under Subdivision in Add driver or Edit driver. Shifts already clocked are not changed: switch them on the Payroll tab.

Tax rates and payment

1. Under Tax rates and payment, check the GST rate (%) (5), HST rate (%) (13 in Ontario, 14 in Nova Scotia, 15 in New Brunswick, Newfoundland and Labrador, and PEI) and QST rate (%) (9.975).
2. Check the Payment method on invoices (EFT by default), pick Hours summaries (Off, Workers without invoices or Everyone) and click Save settings.

Company billing details (Bill to)

Each card is what that company's invoices show under Bill to. Your main company starts from your company profile. The Legal name is required.

1. On each company's card, fill in the Legal name (Bill to), Phone, Fax, Payroll inbox email and Address.
2. Click Save company details. Invoices for that company are emailed to its Payroll inbox email.
3. Already approved a period? Open it on the Payroll tab and click Make invoices again on the Invoices & Dayforce card.

Invoice numbers

Invoice numbers are the contractor's initials and a running number, for example AV - 316. Contractors are drivers with a contracted or owner-operator Driver Type and employees set as contractors.

1. Under Invoice numbers, set the Initials and the Next number to continue each contractor's own numbering.
2. Click Save invoice numbers.

Add a contractor's Inc / corporation name

The Inc name is the corporation that invoices you, usually not the driver's legal name. It is shown first under Pay to, with the driver's own name under it.

1. New driver: in Add driver, pick a contracted or owner-operator Driver Type. The Inc / corporation name box appears. Type it, for example 11509497 Canada Inc.
2. Existing driver: open the driver, click Edit on the Licence & employment card, change Inc / corporation name and click Save Changes. Give the Effective date and Reason.
3. You can also type it as Corporation name on the Pay & tax card.

Set an employee as a contractor

An office employee who invoices you through a corporation is a contractor: they get invoices (Services provided) instead of payroll, a Pay & tax card with taxes, and My invoices in their menu.

1. Open Employee Management > Employees, click Edit employee, Employment tab.
2. Set Employment Type to Contractor (incorporated) and fill in the Corporation Name.
3. Save and give the Effective date and Reason. The change shows as Worker type in Pay history.

Fill in a contractor's Pay & tax card

1. Open the driver's or employee's profile, Payroll tab, or click their name on the Payroll tab of Time clock & payroll.
2. In Pay & tax, enter the Corporation name, Business number and Corporation address.
3. Under Taxes charged, tick GST, HST or QST and enter each registration number. None ticked means no tax on their invoices.
4. Under Dayforce, enter the Employee # and the Last name (Dayforce) and First name (Dayforce) as Dayforce shows them, for each company that pays them.
5. Click Save pay & tax. A tax change asks for an Effective date and a Reason.

Upload your Dayforce file and match people

Only if you pay through Dayforce. Dayforce boxes appear on Pay & tax cards once a file is uploaded.

1. In Dayforce, export a Regular Payment, Rapid Entry CSV for the company.
2. On that company's card under Dayforce file, choose the file and click Upload file.
3. Match people opens. Each row shows Matched, Unsure or Not found. Contractors often show as their corporation, for example CANADA INC / 11509497.
4. Pick the right person (or Nobody, do not link) and tick Right? on each correct row.
5. Click Save confirmed matches.

Trip Pay

With Trip pay, the Trip pay card holds your trip pay rules, and each company with a Dayforce file has a Trip pay column for company drivers' trip pay. See the guide on Trip pay.

Who can do this

The fleet owner and staff with Payroll & HR access. Other staff see Only payroll can change pay. Payroll staff cannot change their own Pay & tax or Dayforce number.