ONTARIO PAYROLL (c) 1992, John S. Macera January 29, 1992 update The files included in this package are: 1. PAYROLL.EXE - THE PROGRAM 2. EMPLOYEE.PAY - SAMPLE EMPLOYEE DATA 3. HOLIDAYS.PAY - SAMPLE HOLIDAY DATA 4. PAYCHEKS.PAY - SAMPLE PAYROLL DATA 5. INSTALL.BAT - INITIALIZES THE DATA FILES FOR USE. 6. EMPLOYEE.000 - INITIAL DATA FILE 7. HOLIDAY.000 - INITIAL HOLIDAY FILE 8. PAYCHEKS.000 - INITIAL PAYROLL DATA 9. README.TXT - THIS FILE REQUIRED: 256k, COLOUR OR MONOCHROME MONITOR. SHAREWARE --------- If you received ONTARIO PAYROLL as SHAREWARE (you'll see the SHAREWARE notice on the screen once you start the program), this means that you probably downloaded it from a bulletin board, or you bought it from a public software library vendor, or you got a copy from a friend. SHAREWARE is a try-before-you-buy marketing concept. This allows the authors of computer programs who don't have the huge capitalization necessary to introduce a new program into the computer marketplace, to bring their product to your attention. Essentially, the author releases a working copy of their program for you to evaluate over a reasonable period of time under the condition that if you continue using it, then you must register and pay a fee. It's an honour system built on trust. It allows someone with limited resources the opportunity to compete in the computer software marketplace while giving you a quality program at a very good price in the software market. In order for SHAREWARE to work, you must register this program if you continue to use it after two months. Your support will allow me to continue providing and improving this program. For a $25.00 registration fee (GST included) plus 8% PST, for Ontario residents, (total $27.00) you will: 1. Receive the current version of ONTARIO PAYROLL without the opening SHAREWARE countdown screen. 2. Receive the first update of the software containing the Ontario and Federal Tax data modifications as they become law. This happens at least once a year, and usually more often as CPP, UIC, Income tax, surtax, Employer health tax, or other taxes and TD1 rates change. 3. Be notified as to software upgrades of ONTARIO PAYROLL. 4. Receive Ontario payroll utility to close out the year end and zero out the accounts for use in the next calendar year. Send your cheque or money order, together with your name and address to: John Macera P.O. Box 2088, Station D Ottawa, Ontario K1P 5W3 A revised copy of the program will be sent to you which eliminates the shareware screen, makes it possible to close out the files at the calendar year end to start a new year. ONTARIO PAYROLL Do you have a small business that has fewer than 35 employees? Are you using a manual payroll system? Or a complex computer program for payroll with 1000 bells and whistles that are never used and are too complicated to figure out? Or you using a commercial payroll company for your payroll, in which case you lose flexibility and control over your payroll - and at what cost? If so, then this program is for you. I use this program in our business. We have over 20 people working, and the program works VERY WELL. It would also work well for 1 employee. If the current paycheques are the same as that of the last pay period, it literally can take less than 20 seconds of computer input to do the payroll for 20 employees! Depending on your printer speed, the whole process could take only a few minutes total! The original program was written about two years ago, and has been modified and updated to the point where it is today. The software is written in FORTRAN and ASM, and the algorithms are based upon and accurately follow the requirements of Revenue Canada Taxation booklet MC-56 effective January 1, 1992. It employs OPTION 4 as described in the booklet, the option normally used by employers who have establishments in more than one province, although I have limited the software to Ontario establishments. Revenue Canada states at page 33 of the booklet "When feasible, we recommend that Option 4 be used", and at page 16 "..we are considering eliminating Options 1, 2, and 3 ... January 1, 1993" due to the increasing complexity. (Why not just eliminate the Tax??) The tax information and factors in book MC-56, for Federal and Ontario tax, are incorporated into the software, as well as the UIC data on pages 81- 83, the CPP data on pages 78-80, and the Ontario Health Tax data in the Ontario Health Tax guide. WARRANTY Simply put, there is NO warranty of any kind, express or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. By using this program, you expressly agree that the author shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate correctly or in any manner described herein or desired by the user. The author shall not be liable for any damage to data or property which may be caused, directly or indirectly, by use of the program. IN NO EVENT WILL THE AUTHOR BE LIABLE FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. Using Ontario Payroll The program is extremely simple to use, and can be effectively used without further reading of this short manual. However, some of you may wish to continue reading. 1. ADD EMPLOYEE A screen for adding new employees appears. The SIN number is verified using the standard modulus 10 check digit formula which is used and approved by REVENUE CANADA. All employees are automatically sorted in alphabetical order (great for T4 preparation). Annual salary is entered, as well as TD1 deductions for 1992 (basic deduction for 1992 is 6456.00), taxable benefits (if any) per cheque, other deductions per cheque, or other TD1 information. If a termination date is entered, the wages routine will by-pass that employee after the termination date. If a salary review date is entered, the program will beep when the review is due or overdue for a particular employee. 2. ENTER WAGES The pay period wage, together with all deductions, is calculated and displayed in a second window. The date, gross pay, taxable benefits, other deductions, cheque number can all be altered from the expected actual amount using the up and down arrows. The date automatically increments to the next pay period date unless manually altered. The cheque number automatically increments unless manually altered. New tax, CPP, UIC deductions are automatically calculated if the gross pay or a taxable benefit is manually changed for a particular cheque. If the cheque is the same as the last paycheque for the particular employee, all you need to do is press 1 key - F10. To by-pass an employee, simply press F5. Bonus, overtime, and retroactive payments can be made by using ALT B to enter the Bonus mode. The number of pay periods is displayed. Valid pay periods are 26, 27, 52, or 53. The default number of pay periods is 26. It can be changed using command line input. For example, type PAYROLL 52 for weekly pay periods. Typing PAYROLL is the same as typing PAYROLL 26. 3. MODIFY EMPLOYEE First, an alphabetical list of employees appears, and this can be scrolled by the up and down arrow keys to select an employee. Use this option to change gross annual pay, termination date, new address, new TD1 deductions or other deductions, etc. F10 saves changes; ESC aborts. 4. PRINT PAYSLIPS Prints, in condensed print, the payslips for a given date. Currently supports HP laser jet codes, and IBM proprinter codes. 5. HOLIDAY/SICK DAY First, scroll employees and select. The yearly calendar appears, with the cursor on today's date. The ENTER key selects a date and displays the date at the bottom of the screen, while the date selected is highlighted. The 4 arrow keys can be used to scroll around the calendar, as well as F1 to select either the first 6 or last 6 months. ESC aborts selections. F10 moves the cursor to the bottom of the screen to the selected dates, at which time you select one of 4 choices per date (default is a full sick day): (1) BLANK H - full day holiday (2) 2H - 1/2 day holiday (3) BLANK S - full sick day (4) 2S - 1/2 sick day A particular day can only be selected once. 6. MONTHLY TOTALS Print this out monthly. Tells you how much you have to pay to the Receiver General on the 15th for withheld and employer contributed CPP, UIC, Income Tax. Also tells you if Ontario health tax is due, and if so, when, and how much. Gives you all the other totals. 7. REVIEW PAYSLIPS First, you select the employee. Payslips will be displayed in turn by using the ENTER key until there are no more. 8. PRINT EMP. PAGES This will print all the payroll data and holiday/sick day data for all employees from the beginning of the year to date. Generally, there is only 1 page per employee until near the end of the year. 9. DISPLAY HOLIDAYS Simply totals and displays the holidays and sick days for a selected employee on the calendar by differential highlighting of the days. A colour monitor is really advantageous.