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IPPS.netKeous@Edu

Payroll Management

General Features and Characteristics
IPPS.net has a very comprehensive, powerful and flexible payroll module. The system is designed to handle multiple locations, multiple job functions, variable pay frequencies, multiple collective bargaining units and sliding pay scales. The system can accommodate any number of calendars to define specific pay runs. The System can process any number of pays for any number or work groups. Calendars are established for each pay type and can be run independently of each other. The system supports salaried, daily paid, hourly paid, temporary, and casual/part time. Employee’s can also be paid exception and lump sum payments. Deductions are calculated across groups, so that an employee, who works in more than one group, or at more than one job or location, will be subject to harmonized deductions and will receive one T4 at the end of the year.

All payroll transactions are date sensitive. Pay increases and deduction changes can be entered in advance and will be automatically picked up and processed on the effective date. Alternately, adjustments can be retro-actively applied. In fact, one of the unique design characteristics of IPPS.net is that retro-active payments are inherent in the system. If an adjustment to an employees pay is setup with a previous effective date, the system automatically calculates the retro pay. This process is automatic and occurs on every pay run.

Pay runs can be adjusted or cancelled and re-run right up to the final update step.

In addition, the IPPS.net payroll is maintained to meet all Canadian and Ontario statutory payroll requirements.
Some of the features of the IPPS.net Payroll Module include:

  1. Automatic Entitlement Calculation
    1. An automatic Retro calculation of up to 2 years back
    2. Unlimited Timesheet adjustments
  2. Concurrent Processing of Multiple Group within a pay run
  3. Automatic Deduction Processing
    1. Non-Statutory
    2. Pension
    3. Child Support
    4. Garnishee
  4. Pay Run Scheduling and Deduction Scheduling
    1. Support variable pay frequencies
    2. Full Control over the pay-run cycle
    3. Unlimited re-run capabilities
    4. Automatic Pension Calculation and Processing
  5. Method 1 and Method 2 Tax Calculation
    1. Flexibility in meeting future legislative changes
    2. Generally changes to tax tables do not require software changes. The tax table changes are published by Keous and can be implemented by clients.
  6. Payment Processing and Generation
    1. Payroll Register
    2. Cheques / Electron Funds Transfer (EFT) / Direct Deposit Transfer (DDT)
    3. Pay Statements and Summary Lists
  7. Report Generation
    1. Operational Reports generated from standard processes (Pay Run)
    2. User Reports generated on demand
  8. Direct Interface of financial cost distribution to the Client’s Financial Management System
  9. Time and Attendance: Timesheet and absence information can be entered into the system in a variety of ways including:
    1. Direct input of timesheet or absence batches by the Payroll department
    2. Distributed input of timesheets or absences by a department admin or supervisor
    3. Distributed input (via WEB) of timesheets or absences directly by an employee
    4. Import of timesheet or absence transactions using an IPPS.net import process. Transactions entered in spreadsheets or generated from third party applications as .csv files, can be imported into IPPS.net. Transactions can be imported as "approved” or "requiring approval”.
  10. Timesheets
    As well as salaried employees, the system also allows for payment of employees on the basis of days and/or hours worked, or as a percentage of FTE.Daily and hourly time sheets can be entered into the system. Timesheets can be entered on a line by line basis or setup for default (exception) entry. Timesheets can be entered by a central function (payroll), by supervisors or admin staff, or by the individual employee.Timesheets can be submitted for approval by an assigned supervisor prior to submission to the payroll. Timesheets can be approved en masse (all) or individually. Timesheets can also be returned to the originator for changes and re-submission.
  11. Absence Management
    The system provides for full tracking of absences and management of absence and vacation banks.Absence Management features include:
    1. Multi Absence Accounts
    2. Group/Individual Calendars
    3. Auto Allocation of Credits
    4. Employee Statements
    Absences can be entered in a variety of ways:
    1. into IPPS.net via batched data entry;
    2. directly by employees through the WEB portal (generally used to book vacation in advance, subject to approvals);
    3. by supervisors through direct or WEB interface;
    4. for custodial staff through the Facilities Services module, which also includes replacement;
    5. through a direct import utility, that imports absence transactions from manual or third party software systems
  12. Specialized Features

Statutory Changes
As part of the standard maintenance program, Keous will identify and implement changes for statutory deductions as required. Generally most tax and stat deduction changes can be implemented by the user. Keous provides information bulletins outlining the changes and how to implement them.

  1. Date Effective Codes and Actions
    All payments and deductions are activated for an employee by means of an effective date. Payments and deductions can be forward or backward dated. Backward dated transactions will automatically cause the system to perform a retroactive payment or deduction. Retroactive tax calculations and deductions are harmonized according to the employee’s estimated annual income.
  2. Security
    Access to all functions and screens in the system can be managed on a group or individual basis. A specific user can be granted access to one specific function, all functions or any combination thereof. User access options for individual functions includes the ability to add, change, delete and/or view only.
  3. Cost Accounting and Management
    1. Cost Distribution
      General ledger accounts can be assigned to any and all pay and deduction codes and can be allocated on a group or individual basis.The system includes a table of valid Payroll and HR General Ledger accounts that is used to validate GL accounts as they are entered in the system. These accounts can be imported into the system. IPPS.net also publishes a Web Service that can be called from the Finance System to automatically synchronize GL Account changes with the Finance System.
    2. Labour Costing
      The system provides a number of reports for tracking labour costs associated with the Payroll. Costs can be reported by pay run, by group and by specific account codes associated with pay and deduction types.The system also produces summary and detailed distribution of costs from the Payroll to the general ledger (reports and interface files).The Contract Negotiation Module (CNS), designed as a tool for negotiating collective agreements, can also be used to project payroll and benefits costs and to generate budget transactions for the General Ledger.
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