ONTARIO PAYROLL 4.00 (c) 1992,1993,1994 John S. Macera P.O. Box 2088, Station D Ottawa, Ontario, K1P 5W3 January 1994 As expected, the Ontario and Federal governments have again changed the payroll deductions effective January 1, 1994. ("changed" is a political word for "increased"). Replace your existing PAYROLL.EXE with the new program PAYROLL.EXE and PAYVARS.DAT with the revised PAYVARS.DAT file. The PAYVARS.DAT file MUST be updated every time a government change is made. The files included in this package are: 1. PAYROLL.EXE - THE PROGRAM 2. README.TXT - THIS FILE 3. PAYVARS.DAT - CURRENT ASCII DATA FILE OF TAX VARIABLES REQUIRED: 384K RAM, COLOUR (VGA preferred) or MONOCHROME MONITOR. ------------------------------------------------------------------------- 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. ------------------------------------------------------------------------- SHAREWARE This program is provided at no cost for its use. If you find it useful, you can send a donation of $10.00 to the author. This will inspire me to continue to provide updates of the tax data, which is about twice a year, and program modifications. Tax data updates will be posted to Bulletin Boards. The file PAYVARS.DAT contains the updates, and are usually available when the Governments make up their minds, which is normally about 1 week before they take effect. If you have a special request for a particular program modification, send me a note by mail and I'll do my best to answer your request. ------------------------------------------------------------------------- Version 4.00 added features: 1. Data files are encrypted for greater security. 2. Password access to certain routines is optional. 3. Enhanced calculator mode operation. 4. Provision for hourly employees. 5. Enhanced holiday/sick day/leave routine with VGA support. 6. Write output to a file rather than the printer. 7. More selection and data printed for employee pages. 8. Provision for Maintenance/Alimony garnishees. 9. Provision of a "notes" file for each employee. ------------------------------------------------------------------------- Using Ontario Payroll NOTE: It is very important to make a backup of the program file << PAYROLL.EXE >> AND the data file << PAYVARS.DAT >> !! From time to time, back up the data files to a backup directory. The data files all have the extension <.PAY>. 1. ADD EMPLOYEE If this is the first time you have used the program, you must first add employees. 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 may be entered. Optionally, an hourly rate may be entered by using the H key as prompted by the program. For example, if you are paying an employee $12.00 per hour, enter the number as << H12.00 >> . If the number is entered merely as << 12.00 >>, the program interprets this as $12.00 PER YEAR! Additionally, TD1 deductions for 1993 (basic deduction for 1993 is 6456.00) may be entered. If an employee is tax exempt for any reason, enter the amount 99999. Also enter taxable benefits (if any) PER CHEQUE, other deductions PER CHEQUE, and 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 very recently overdue for that particular employee. OWNER - Business owners do not pay UIC for themselves, and are not entitled to collect UIC. If you are the owner, or own more than 40% of the voting shares of a business, and are on the payroll, simply list your JOB DESCRIPTION, in columns 1-5 of the field, as << OWNER >>. Any other words can appear in the remaining field locations of the job description. The UIC calculation will be 00.00 for owners, so do not use the word << OWNER >> as the first word in the job description for non-owners. CALCULATOR - Use C to invoke a 16 significant digit calculator. Only 2 decimal digits are displayed. Exit the calculator mode by using the ESC key. Use + to add, - to subtract, * to multiply, / to divide, and C to clear. 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. If an employee is designated as an hourly employee, a window will open to permit you to enter the number of hours worked to calculate gross pay. The UP arrow key can be used to change the hourly rate for a particular paycheque. The rate and number of hours will be displayed and printed on the payslip. 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 pay cheque is the same as the last pay cheque for the particular employee, all you need to do is press one key - the << F10 >> key. To by-pass an employee, simply press << F5 >>. Bonus, overtime, and retroactive payments can be made by using <> 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 the number set in the ASCII file, which can be changed using command line input. For example, type PAYROLL 52 for weekly pay periods. Typing << PAYROLL >> is the same as typing << PAYROLL >> using the Variable << P >> as defined in the << PAYVARS.DAT >> file. << P >> can also be changed through the CHANGE VARIABLES routine from the main menu or by a text editor. If the employee job description is OWNER, no UIC will be deducted. In addition, if the employee has not earned sufficient income and not worked sufficient hours, no UIC will be deducted. CALCULATOR - When in the WAGES screen, use C to invoke a 16 significant digit calculator. Only 2 decimal digits are displayed. The total of the calculations will remain displayed after exiting the calculator mode by using the ESC key. Use + to add, - to subtract, * to multiply, / to divide, and C to clear. BONUS PAYMENTS - RETROACTIVE PAY - OVERTIME When a separate cheque is used for a bonus, retroactive pay, or overtime pay, while in the WAGES menu, press B (that is, hold down the ALT key and press the B key). A special calculation is performed for these types of payments. ( More income tax is deducted, and the limits for CPP are different.) The program stays in the BONUS mode for only that particular employee. Other employees can be by-passed using the < F5 > key, or a BONUS payment can be calculated for them by again using the B key. To escape from the BONUS mode, use the B key again (it is a toggle between normal mode and BONUS mode). In addition, if the amount of the cheque is less than the UIC minimum amount, and the hours worked are less than the minimum UIC amount, no UIC will be deducted from the employee. 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 or hourly pay, termination date, address, TD1 deductions or other deductions, etc., or information in any other field. << F10 >> saves changes; << ESC >> aborts. CALCULATOR - Use C to invoke a 16 significant digit calculator. Only 2 decimal digits are displayed. Exit thc calculator mode by using the ESC key. Use + to add, - to subtract, * to multiply, / to divide, and C to clear. 4. PRINT PAYSLIPS Prints, in condensed print, the payslips for a given date. Currently supports HP laser jet codes, and IBM proprinter codes. The printer type can be changed through the ascii data file PAYVARS.DAT or through the CHANGE VARIABLES routine from the main menu. [ The only special printing features used are small print (from 15 to 20 cpi) ]. Optionally, printing can be redirected to a file named << PAYROLL.PRN >> if the PRTR variable in the PAYVARS.DAT file is set to << FILE >>. (e.g. PRTR=FILE) 5. HOLIDAY/SICK DAY OR AUTHORIZED LEAVE If your monitor is EGA or better, and if the variable in the file is set to (VGA=ON), the entire year will be displayed. Otherwise, 6 months at a time are displayed. In the file, set the variable VGA=ON or VGA=OFF. PgUp and PgDn will change the year which is displayed. First, scroll employees and select. The current year calendar appears, with the cursor on today's date. Use only the following keys: to enter a full day holiday; <2H> to enter a half-day holiday; to enter a full day sick day; <2S> to enter a half-day sick day; to enter a full day of leave; <2L> to enter a half-day of leave; ("leave" is simply a day off work that is not a holiday or sick day); to quit; to save (and amend if necessary). These keys select a date and display the date at the bottom of the screen, while the date selected is highlighted. The 4 arrow keys are used to scroll around the calendar, as well as F1 to select either the first 6 or last 6 months if either the variable VGA=OFF in the file or your video card is not EGA or better. aborts selections. << F10 >>moves the cursor to the bottom of the screen to the selected dates, at which time you may optionally amend the selections: (1) H - full day holiday (2) 2H or H2 - 1/2 day holiday (3) S - full sick day (4) 2S or S2 - 1/2 sick day (5) 2L or L2 - 1/2 day leave (6) L - full day leave A particular day can only be selected once. Use the key to delete a previously selected date. The key will not delete a date which is just now selected. Use the key to exit the routine, and then re-enter it. 6. MONTHLY TOTALS Print this out monthly. The printout will tell you how much you have to remit to the Receiver General on the 15th for withheld and employer contributed CPP, UIC, Income Tax. Also tells you if Ontario health tax (EHT) is due, and if so, when, and how much. Gives you all the other totals. 7. REVIEW PAYSLIPS First, you select the employee by scrolling through the names. Payslips will be displayed in turn by using the ENTER key until there are no more for that employee. Payslips can be deleted by using D when the payslip is displayed. 8. PRINT EMP. PAGES This will print all the payroll data and holiday/sick day data for all employees or for a selected employee from the beginning of the year to date, as well as the yearly totals to date. Generally, there is only 1 page per employee until near the end of the year. Actual days off are printed with the codes "S" for sick day, "s" for 1/2 sick day, "H" for holiday, "h" for 1/2 holiday, "L" for leave day, "l" for 1/2 leave day. The year can be changed using the PgUp and PgDn keys. Default is the current year to date. 9. DISPLAY HOLIDAYS If your monitor is EGA or better, and if the variable in the file is set to , the entire year will be displayed. Otherwise, 6 months at a time are displayed. In the file, set the variable VGA=ON or VGA=OFF. PgUp and PgDn can be used to display other years. Total holidays, sick days, and leave days for a selected employee are shown on the calendar by differential highlighting of the days. A colour monitor is advantageous. A. CHANGE VARIABLES Once the program has been loaded, use this routine to change either the default printer or the number of pay periods. In addition, a password can be entered to limit access to certain routines. Instead of printing, data can be written to the file . The changes are stored until changed again. B. PRINT CHECKSTUBS This routine will ask you to select a beginning date and an ending date. The cheque number, date, name and amount will be printed. The total will also be printed, and totalled on a monthly basis. C. YEAR END This routine MUST be run after the last cheque for the current year has been processed by the program. This routine resets the CPP, UIC, BONUS, and other pointers. It also updates the current employee list. Last year's files are renamed with the extension .OLD and are ZIPPED to a file named PAYLYR.ZIP if PKZIP is in your dos path. Copy these files to a backup directory - NEVER IN THE CURRENT DIRECTORY! The program will read these files only if the extension is renamed from .OLD to .PAY. D. COMPANY NAME Add a company name. Change the company name. Also, the name can be centered on the screen. E. EMPLOYEE NOTES A limited word processor routine to store notes about employees. The data file NOTES.PAY is encrypted. will print the notes about a selected employee either to the printer or to a file named PAYROLL.PAY. F10 saves newly entered information, and ESC quits.