When you hire a new employee you will need to setup an Employee Profile within Avanti for the employee. The Employee Profile holds all the information about the employee, from personal information like their name and address, to employment data such as what position they work, their Pay Group, Union Group, and so on.
- 1. New Employee Profile Overview
- 2. Employee Profile
1. New Employee Profile Overview
From the Employee Profile screen you can create a new Employee Profile for new employees. Each employee that you hire will need to have a basic profile where you can keep track of their personal and employment data—name, province of residence, SIN (social insurance number), province of employment, basic rate of pay, etc.
The new Employee Profile screen allows the most common fields of the Employee Profile to be entered in a single place, and depending on what values you have selected for the new employee additional setup screens will open automatically to complete further setup.
Let’s open the new Employee Profile screen now:
Canadian Payroll > Employee Profile > Employee Profile.
Open the New Employee wizard by pressing
Tip:Although there are many fields on the screen, not all fields need to be entered at this point, and many of the fields will be filled in automatically if you select a
1.1. Enter employee name, province of residence, and e-mail
The employee personal information is at the top of the new Employee Profile screen—an employee number; their name, province of residence, and a default e-mail address to contact them at, can all be entered here.
Tip:The address of the employee, additional contact information, and a preferred name can be entered from the Personal tab of the Employee Profile after it has been created.
In order to create the new Employee Profile an employee number, the surname of the employee, and their province of residence must be entered here.
An employee number is generated automatically, but if you require a specific employee number you can enter it now in the
Provincefield select the province of residence for the employee.
Enter the employee name into the appropriate fields--
Given Name, and
Default E-Mailaddress can be entered for the employee.
The remaining field in this section is the
Defaults Group for the employee. Choosing a Defaults Group is an important step in creating the new Employee Profile and will be covered in detail in the next section.
1.2. Select an appropriate Defaults Group
When setting up a new Employee Profile a Defaults Groups can be selected for the employee. The Defaults Group applies default settings for the employee
Positions. (Pay Group, Vacation Group, Earning Codes, Benefit/Deduction Codes are commonly applied using a Defaults Group.)
Selecting a Defaults Groups now is recommended because they can apply settings that are not available from the new Employee Profile screen, and would otherwise need to be entered afterwards from the Employee Profile itself.
Defaults Groups are useful for maintaining data between many employees in the same group. They allow changes to be applied to the entire group instead of requiring that each employee profile is updated with the change.
Defaults Groupfor the employee.
When you select a Defaults Group many of the fields in the new Employee Profile screen should have been filled in from the Defaults Group settings. (How many, and which fields depends on how the Defaults Group is setup.)
1.3. Review employee Employment Data
The employee Employment Data will determine how often the employee will be paid, the vacation options, benefits, and the basic g/l account for recording the payroll expense for the employee.
Take a minute to look the data over and ensure that the data is correct for the new employee and make any changes that are necessary.
Override Employment Data Values:
You can override any of the Employment Data fields filled in by the Defaults Group by selecting new values (any changes that you make to the value will only apply to this employee).
1.4. Enter Other Employee Information
Various other information for the employee can be entered into the fields of the Other Employee Information section of the new Employee Profile screen.
To create a new employee profile you are required to enter the employee SIN (Social Insurance Number), Birth Date, Initial Hire date, preferred language, gender, and province of employment for the new employee.
Enter the employee
Languagefor the employee.
Province Of Employment.
Province of Employment
The province of employment is not always the same as the province of residence.
1.5. Enter Deposit Information
How to pay the employee is controlled from the fields at the bottom of the new Employee Profile screen. The employee can be paid by cheque or paid by direct deposit, and a statement or pay-stub can be sent to the employee along with the payment.
Not Using Direct Deposit
If you choose not to enter the deposit information now you will need to select one of the
Select one of the
Deposit And…Payment Options.
Enter the banking information to use for direct deposits:
Enter an optional label for the account into the
Typefield. (This can be used to indicate if the account is a chequing or savings account for example.)
Frequency, %, and Amount
By default these fields are setup to pay the entire payroll amount into the specified bank account each pay period and should not be changed.
Deposit And Email Statement
1.6. Save Employee Profile
After you have gone through the previous steps you should take a moment to review the values entered and verify that they are correct.
Once you are satisfied that the information is correct you can save the Employee Profile by pressing OK.
2. Employee Profile
After creating an Employee Profile using the New Employee wizard the Employee Profile for the new employee will open. You should take some time now to review the Earning, Benefit, and Deduction codes and ensure they are correct for the new employee.
2.1. Review Earning Codes
Review the Earning Codes on the Employee Profile. In particular you should make sure that there is a code for regular earnings or the employee will not be paid.
Tip:If you selected a Defaults Group when creating the Employee Profile the Earning Codes should have been filled in automatically. (You should still take a moment to check that they are correct.)
Earnings > Earning Codestab.
Check that all required codes are listed in the Earning Codes.
Tip: Add missing Earning Codes
Missing Earning Codes can be added to the Employee Profile by pressing Insert at the bottom of the Earning Codes tab.
2.2. Review Deduction and Benefits
Review the Deduction and Benefit codes on the Employee Profile. In particular you should ensure that the CPP, EI, Income Tax, Vacation, and Worker’s Compensation codes are added.
Tip:If you selected a Defaults Group when creating the Employee Profile the Deduction and Benefit Codes should have been filled in automatically. (You should still take a moment to check that they are correct.)
Tip: Add missing Deduction/Benefit Codes
Missing Deduction or Benefit Codes can be added to the Employee Profile by pressing Insert at the bottom of the Deduction/Benefit Codes tab.
Note:Benefits such as dental, life insurance, LTD (long-term disability) should have an effective date listed next to them.