• Version 1.0

• Prepared by: @Marcia Wilkinson

• Approved by: @Davinia Munroe

• Review date: 2025-05-11

• Next review date: 2026-05-11

Payroll Solution Software - iWare

1. Log into iWare

   • Access the iWare system on the server.

   • Verify the week-ending date at the bottom of the screen before proceeding.

2. Update employee's Salary Details

   • For long-term and internal salary changes:

     • Navigate to: Setup > Company > Employees

     • Select the Employee ID to be updated.

     • Under Earnings/Deductions, make necessary changes.

     • Save changes on the General tab.

3. Process Earnings

   Navigate to: Process > Earnings

   • Select the Employee ID.

   • Review the summary for accuracy.

   • Click Save (repeat for each employee).

4. Process Overtime

   • Overtime is calculated at 1.5 times the regular rate.

   • Double time processing:

     • Navigate to: Additional Earnings > Add > Double Time > Enter Hours.

     • Enter overtime hours accordingly.

       
       

5. Generate and Review Payroll Reports

   • Print the following reports:

     • Payroll Edit List (OPENED)

     • Backup Payroll Data

       • Perform backup before closing batch:

         • Navigate to: File > Backup

         • Path: IWARE -> PAYSOLUTIONSv5.0 → PAYROLL → DOCS → BACKUP → 2019-09-12

     • Close batch for reports:

       • Payroll Edit List (CLOSED)

         • Navigate to: Process > Close Earnings Batch

         • Confirm all entries before finalizing.

       • Print Additional Earnings Report

         • Make sure to print all.

       • Deduction Report

         • Make sure to print all.

6. Update Payroll Master Sheet

   • Verify payroll figures:

     • Net Pay + Deductions – Group Health - Pension

   • Update the Payroll Master Sheet.

     Payroll Master Sheet.xlsx

7. Process Direct Deposits

   • Input date for payment.

   • Set Overwrite = Yes.

   • Do not print the direct deposit report.

   • Verify the Direct Deposit File:

     • Path: C:\iWare\PayrollSolutionv.50\Payroll\DOCS\Direct Deposits\EasyTerms\PAYROLL.CSV

     • Ensure totals match the Payroll Master Sheet.

     • Never save changes to the CSV file.

8. Record Payroll in Xero

   • Navigate to: Xero > Create Bill (EasyTerms)

   • Copy the previous payroll bill.

   • Update the description and figures accordingly.

     • For Salaries & Wages, the cell should total the four cells above plus the Net Pay from the Payroll Amount Check on the Master sheet.”

   • Pay the bill.

9. Process Payroll via CIBC

   • Log onto the CIBC banking portal.

   • Select EasyTerms > Process Center.

   • Upload the CSV payroll file.

   • Refresh and verify the total amounts.

   • Request and authorize the file.

   • Select currency and authorize.

   • Log out after processing.

     • Request Approval

10. Send Payslips

    • Change the email subject as needed.

    • Enter comment is not automatically inputted: "Pay Statement: For week ending dd/mm/yyyy"

    • Once all Paystubs have been emailed, the paystubs can be found using the path below: C:\iWare\PayrollSolution v5.0\Payroll\data\PAYSTUBS

    • Cut payslips into the Pay Stubs folder.

    • Move them to the designated folder.

    • C:\iWare\PayrollSolution v5.0\Payroll\DOCS\PAYSTUBS\ETL

11. Finalize Earnings Batch

    • Go to Process tab

    • Navigate to Finalize Earnings Batch

    • Perform Back up (Do not change file Name)

    • Update NHI History

    • Input the next pay period date in the system.

1. Complete and Submit C-10

   • Navigate to: Reports > NIB C-10 Form.

   • Input start and end dates.

   • Print one copy, sign, scan, and attach to the invoice in Xero.

2. Make NIB Payment

   • Log onto the NIB portal

     • Login Information can be found: Vendor Portal Credentials

   • Create a manual C-10 form:

     • Change month > Generate > Edit details > Apply > Save > Close.

   • Verify figures and submit.

   • Select Pay, and print the payment confirmation sheet.

   • Pay via credit card.

   • In Xero, copy the previous NIB invoice, edit the information, and attach the scanned C-10 form.

3. Make Pension Payment

   1. Path: Et Data → Accounts → CFO → Schedules → Easyterms → Pension Contributions → 2025

   2. Copy and Paste previous Spreadsheet, make necessary description changes for new month.

   3. Prepare Bill in Xero (Can be copied from the previous bill)

   4. Make Payment to RF Bank & Trust for [Month] Contributions

   5. Send Email to RF Bank & Trust with Spreadsheet & Transaction Details

1. Tony Walker's NIB/Salary Payment (Will automatically come out the end of the Month)

   • NIB Payment:

     • Prepare a C-10 form.

     • Print a copy for each employee and attach it to the cheque.

     • C-10 FORM.xls

     • Copy the previous NIB bill in Xero, edit the information, attach the C-10 form, and pay via cheque.

   • Staff Salary Billing:

     • Copy the previous salary invoice for Tony Walker.

     • Update necessary details and process payment.

Pension Process