How to Use Payroll Employees

This guide walks you through managing employees in Awditify — adding new employees, editing their details, managing their status, and sending portal invitations.

Getting to the Employee List

1. Open the client you want to work with.
2. In the left sidebar, under Payroll, click Employees.

You will see the Employee List page showing all your payroll employees.

The Employee List Page

Searching and Filtering

At the top of the page:

• Search box — type a name, email, or employee number to find a specific employee. The list filters as you type.
• Status filter tabs — click All, Active, Inactive, or Terminated to filter by employment status.

The Employee Table

Each row in the table shows:

• Employee # — the unique employee identifier you assigned.
• Name — first and last name.
• Email — the employee's email address.
• Employment Type — Full-Time, Part-Time, or Contract (shown as colored badges).
• Pay Type — Salary or Hourly.
• Pay Rate — the annual salary or hourly rate.
• Pay Frequency — Weekly, Bi-Weekly, Semi-Monthly, or Monthly.
• Status — Active (green), Inactive (gray), or Terminated (red).
• Actions menu (three dots) — opens a dropdown with more options.

Actions Menu

Click the three-dot icon on any employee row to reveal:

• Edit — opens the employee form to update details.
• Invite to Portal — sends the employee an email invitation to access the self-service portal where they can view pay stubs, tax forms, and submit time entries.
• Reset Portal Password — sends a password reset email to the employee.
• Deactivate — changes the employee's status to Inactive (they will no longer appear in new payroll runs).
• Activate — changes status back to Active (visible for employees currently Inactive).
• Delete — permanently removes the employee. A confirmation dialog appears before deletion.

⚠ Warning: Deleting an employee is permanent. If the employee has historical payroll data, consider deactivating them instead so their records remain intact.

Add Employee Button

Click the Add Employee button at the top right to open the new employee form.

Adding a New Employee

The employee form is organized into tabs. Fill out each section as described below.

Personal Information Tab

• Employee ID (required) — a unique identifier for this employee (e.g., "EMP001"). This appears on pay stubs and reports.
• First Name and Last Name (required).
• Email (required) — used for portal invitations and pay stub delivery.
• Phone (optional).
• SIN (optional) — the employee's Social Insurance Number. This is required for T4 generation.
• Date of Birth (optional).
• Address, City, Province, Postal Code (optional) — the employee's home address. Province defaults to a dropdown of Canadian provinces and territories. Country defaults to Canada.

Employment Tab

• Employment Type (required) — choose from Full-Time, Part-Time, Contract, Contractor, or Temporary.
• Status (required) — set to Active for current employees, Inactive for those on leave, or Terminated for former employees.
• Hire Date (required) — the date the employee started.
• Termination Date (optional) — only applicable if the status is Terminated.

Compensation Tab

Choose how the employee is paid:

• Salary — enter the annual salary amount. Leave hourly rate blank.
• Hourly — enter the hourly rate. Leave salary blank.
• Pay Frequency (required) — Weekly, Bi-Weekly, Semi-Monthly, or Monthly. This determines how often the employee appears in payroll runs.

ℹ Info: You must fill in either the salary or hourly rate field, but not both. The form determines the pay type based on which field you complete.

Tax Information Tab

These settings affect how payroll taxes are calculated:

• Federal Tax Exemption — additional federal tax claim amount (beyond the basic personal amount). Enter as a dollar value.
• Provincial Tax Exemption — additional provincial tax claim amount.
• Additional Tax Amount — extra dollar amount to deduct per pay period, on top of calculated taxes.
• CPP Exempt — check if the employee is exempt from Canada Pension Plan contributions (e.g., under 18 or over 70).
• CPP2 Exempt — check if exempt from the second CPP contribution tier.
• EI Exempt — check if exempt from Employment Insurance premiums.
• QPIP Exempt — check if exempt from Quebec Parental Insurance Plan.
• Income Tax Exempt — check if no income tax should be deducted.

Banking Tab (Optional)

For direct deposit:

• Bank Name — the employee's financial institution.
• Account Number — the employee's bank account number.
• Routing Number — the transit/institution number.

Deductions Tab

Add recurring deductions that apply to this employee (e.g., union dues, RRSP contributions, health benefits). The deduction types available here are configured in Payroll Settings.

To add a deduction:

1. Click Add Deduction.
2. Choose a Deduction Type from the dropdown (e.g., Union Dues, RRSP, Health Premium).
3. Set the Amount or Rate depending on the deduction's calculation method.
4. Set the Start Date. Optionally set an end date.
5. Choose the Frequency — how often this deduction is taken.
6. Set an Annual Limit if the deduction has a yearly cap.
7. Toggle Active on or off.

Click Save to add the deduction. You can add multiple deductions, edit them, or remove them using the table below the form.

Additions Tab

Add recurring earnings additions (e.g., car allowance, housing allowance, bonuses). These are configured in Payroll Settings and appear as options here.

To add an addition:

1. Click Add Addition.
2. Choose an Addition Type from the dropdown.
3. Set the Rate, Hours, or Units depending on the calculation method.
4. Set the Start Date and optionally an end date.
5. Choose the Frequency.
6. Toggle Active on or off.

Click Save to add the addition.

Editing an Employee

1. From the Employee List, click the three-dot menu on the employee's row and select Edit, or click the employee's name.
2. The same form opens pre-filled with the employee's current data.
3. Make your changes across any of the tabs.
4. Click Save Changes at the bottom.

✓ Tip: Changes to tax settings, deductions, or additions take effect on the next payroll run that includes this employee.

Employee Portal

Employees can be invited to a self-service portal where they can:

• View their pay stubs and tax forms.
• Submit time entries.
• Update their profile information.

To invite an employee:

1. From the Employee List, open the actions menu for the employee.
2. Click Invite to Portal.
3. The employee receives an email with a link to set up their portal account.

If an employee forgets their portal password, use Reset Portal Password from the same menu.

Deactivating vs. Deleting

⚠ Warning: Never delete an employee who has been included in any payroll run, tax form, or ROE. Deactivate them instead to preserve your records.