Payroll & Benefits

Effortless Payroll Management for Canadian Businesses.

We handle all aspects of payroll processing, ensuring accurate and timely payments to your employees. From calculating deductions to filing T4 slips and managing remittances to the CRA, we ensure full compliance with Canadian federal and provincial regulations.

Payroll & Benefits

Canadian Compliance Expertise

We provide comprehensive payroll and benefits administration, ensuring full compliance with all federal and provincial regulations. This includes accurate calculation of deductions, remittances to the Canada Revenue Agency (CRA), and management of mandatory benefits like Employment Insurance (EI) and the Canada Pension Plan (CPP).

Expertise

Payroll Processing
Statutory Deductions
Employee Benefits Administration
Tax Compliance & Reporting
Year-End Processing
Record of Employment (ROE)
Custom Benefits Solutions

Why Choose Us for Compliant Payroll & Benefits Administration?

Payroll Expertise
Deduction Management
Benefits Administration
ROE & Compliance
Advanced Solutions
Payroll Solutions

Comprehensive Statutory Payroll Processing

We meticulously manage your payroll obligations, from calculating gross pay to ensuring accurate deductions for Canada Pension Plan (CPP), Employment Insurance (EI), and federal and provincial income taxes, and reporting taxable benefits. Our services encompass precise remittance of these deductions and employer contributions to the CRA, in adherence with legislative deadlines and updates. We also provide detailed payroll records, ensuring full transparency and audit readiness, complying with all federal and provincial employment standards. We make certain to adhere to all payroll requirements for all provinces and territories within Canada.

Year-End Reporting & Compliance

T4/T4A and Reconciliation Services

Our year-end payroll service includes the preparation and filing of accurate T4 and T4A slips, T4 Summary, and T4A Summary forms, ensuring all CRA deadlines are met. Our comprehensive reconciliation of payroll accounts involves matching payroll records with financial statements and other relevant documentation, to ensure accuracy of employee earnings and deductions. We stay current on changes from the CRA, including the new requirements surrounding CPP2 reporting. We also ensure you are prepared for any potential tax audits by maintaining comprehensive payroll records. We make certain that all year end payroll requirements are met.

Stay Compliant

CPP & EI Contributions

We accurately calculate and remit both employer and employee contributions for CPP and EI, adhering to annual maximums and current contribution rates. We also manage QPP for Quebec-based employees. (2024 CPP max contribution: employee $3,867.50, employer matches; EI max insurable earnings $63,200, employee rate 1.66%).

Remittance Experts

Tax Remittances

We ensure timely and accurate remittance of all payroll taxes to the CRA, including federal and provincial income tax, CPP, and EI. We adhere to your specific remittance schedule (regular, quarterly, or accelerated) to avoid penalties.

Tailor Made Plans

Benefits Plan Management

We administer a wide array of group benefits plans, including health, dental, vision, and life insurance. We are familiar with major Canadian providers and can provide the best for your company (e.g. Blue Cross, Canada Life, Manulife, Sun Life, Equitable Life, Benefits by Design).

Add-On Options

Flexible Spending Accounts

We can implement and manage Health Care Spending Accounts (HCSAs), allowing employees to cover eligible medical expenses not covered by standard plans, as defined by the CRA.

Avoid Penalties

Record of Employment

We prepare and file ROEs electronically with Service Canada within the required timeframe (5 calendar days after the end of the pay period in which an interruption of earnings occurs). Accurate ROEs are crucial for employees to access EI benefits.

Full Compliance

Legal Adherence

We ensure your payroll and benefits practices comply with all relevant federal and provincial legislation, including the Canada Labour Code, Income Tax Act, and provincial Employment Standards Acts.

Save Time

Streamlined Processes

By outsourcing payroll, businesses can significantly reduce administrative overhead and focus on core competencies. Studies from organizations like the Canadian Payroll Association (CPA) show that businesses can reduce internal payroll processing time by up to 60% by leveraging outsourced payroll services. This reduction in administrative burden enables HR teams to focus on talent management, strategic planning and other business priorities. Moreover, leveraging specialized payroll technology and expertise often translates into cost savings through improved accuracy and reduced risk of penalties for non-compliance. Businesses that outsource payroll are better equipped to deal with constantly changing legislative requirements

Enhanced Employee Engagement

Precise & Transparent Compensation

imely, accurate, and transparent payroll is a cornerstone of employee trust and satisfaction. A study by the Society for Human Resource Management (SHRM) suggests that accurate and timely pay is one of the most important factors influencing employee morale and retention. Outsourcing payroll allows for better management of employee benefits administration, leading to fewer discrepancies and greater employee confidence in compensation. Furthermore, with an online payroll portal employees can have access to all of their pay information (pay stubs, T4's, etc.) anytime they need it, allowing for increased transparency. This can lead to higher employee satisfaction, reduce payroll related inquiries to HR and boost overall employee engagement.

Why Switch to Intergest?

Eliminate payroll headaches and ensure complete compliance. We seamlessly transition your payroll and benefits administration, providing expert support, accurate calculations, and timely remittances, all while minimizing your administrative burden.

We Assist

  • Small Businesses

    Small businesses often face significant challenges in managing payroll due to limited resources and the complexity of Canadian payroll regulations. Common issues include accurate calculation of deductions (CPP, EI, income tax), timely remittances to the CRA, and staying updated on legislative changes. Many small businesses still rely on manual payroll processes, which increase the risk of errors and penalties. Outsourcing payroll can help these businesses ensure compliance, reduce administrative burden, and save on costs. We have processed payroll for over 500 small businesses.

  • Corporations

    Large corporations, while generally having dedicated HR and payroll departments, face challenges related to the scale and complexity of their operations. These can include managing payroll for employees across multiple provinces (each with its own employment standards and tax regulations), handling complex compensation structures (including bonuses, commissions, and stock options), and ensuring data security for a large workforce. Payroll leakage, often due to miscalculations and human error, is a significant cost for large Canadian organizations.

  • Non-Profit Organizations

    Non-profit organizations (NPOs) have unique payroll requirements, often dealing with grants, restricted funding, and a mix of paid employees and volunteers. NPOs must meticulously track payroll expenses against specific grants or projects to comply with funding stipulations, requiring careful segregation of funds. They also need to understand complex tax laws related to charitable status and navigate constantly changing employment standards and regulations. A payroll compliance practitioner (PCP) is best equipped to deal with the intricacies of non-profit payroll.

Understanding Canadian Payroll & Benefits

  • Employee vs. Contractor Classification

    Misclassifying employees as independent contractors is a serious compliance issue in Canada. The Canada Revenue Agency (CRA) uses specific criteria to determine worker status, focusing on control, ownership of tools, chance of profit/risk of loss, and integration into the business. Misclassification can lead to significant penalties, back taxes, CPP and EI contributions, and interest. Reference the CRA's RC4110 guide for detailed information.

  • Taxable Benefits and Allowances

    Many benefits provided to employees beyond their salary are considered taxable by the CRA. This includes items like personal use of a company car, certain housing allowances, and some types of insurance premiums. Employers must accurately calculate the value of these benefits, include them in the employee's income, and deduct the appropriate taxes. The CRA's T4130 Employers' Guide - Taxable Benefits and Allowances provides comprehensive details.

  • Provincial Variations in Employment Standards

    While federal employment laws (like the Canada Labour Code) apply to federally regulated industries, most employees are governed by provincial Employment Standards Acts. These acts vary significantly across provinces regarding minimum wage, vacation pay, statutory holidays, overtime pay, termination notice, and other crucial aspects of employment. Employers with employees in multiple provinces must be aware of and comply with each province's specific rules.

  • Privacy and Payroll Data

    Payroll information contains sensitive personal data, making it subject to privacy legislation like the Personal Information Protection and Electronic Documents Act (PIPEDA) at the federal level, and similar provincial laws. Employers must implement robust security measures to protect this data from unauthorized access, use, or disclosure. This includes secure storage, data encryption, and access controls.

  • Workers Compensation Coverage

    Every province and territory has its own workers' compensation board, each with specific regulations. This no-fault insurance system is in place to protect employees if they get sick or injured because of their work. Employers in most industries are required to register with their provincial or territorial workers' compensation board and make the necessary payments.

FREQUENTLY ASKED QUESTIONS

  • What is the difference between "pay period end date" and "pay date" for payroll purposes?

    The "pay period end date" is the last day of the work period for which employees are being paid. The "pay date" (or "payment date") is the actual day employees receive their pay. There's often a gap between these dates to allow for payroll processing. For example, a pay period might end on Friday, June 14th, but the pay date might be the following Friday, June 21st.

  • How does vacation pay accrue in Canada, and what are the minimum requirements?

    Vacation pay accrual varies by province. Generally, employees earn vacation pay as a percentage of their gross wages. The minimum vacation entitlement is usually two weeks after one year of employment (with 4% vacation pay), and three weeks after five or six years (with 6% vacation pay), but this varies by jurisdiction. Some provinces have different rules for calculating vacation pay on vacation pay. For example, in Ontario, vacation pay is calculated on gross earnings, including any prior vacation pay.

  • What are "statutory deductions," and what are the employer's responsibilities?

    Statutory deductions are legally mandated amounts withheld from an employee's pay, encompassing Federal and Provincial Income Tax, which is calculated based on the employee's TD1 and provincial TD1 forms, Canada Pension Plan (CPP) contributions (or Quebec Pension Plan, QPP, in Quebec), which are a percentage of pensionable earnings up to an annual maximum, and Employment Insurance (EI) premiums, which are a percentage of insurable earnings up to an annual maximum. Employers are responsible for accurately calculating, deducting, and remitting both the employee and employer portions of CPP and EI, along with income tax withholdings, to the Canada Revenue Agency (CRA).

  • What is a "Health Care Spending Account" (HCSA), and how does it differ from traditional group benefits?

    An HCSA is a tax-advantaged account that allows employees to pay for eligible health and dental expenses not covered by their standard group benefits plan (or provincial health plan). Employers contribute a set amount per employee, and employees can use these funds for a wide range of expenses, as defined by the CRA. Unlike traditional benefits, HCSAs offer more flexibility and choice to employees.

  • Are there payroll implications if my employee works remotely from a different province than my business's head office?

    Yes, there can be significant implications. The employee is generally subject to the employment standards and payroll tax laws of the province where they perform the work, not where the business is located. This means you may need to register for payroll accounts in multiple provinces, remit taxes according to different rules, and comply with different vacation, holiday, and termination regulations.

  • What is a T4 slip, and when must it be issued to employees?

    A T4 slip, "Statement of Remuneration Paid," summarizes an employee's earnings and deductions for the calendar year. Employers must prepare and issue T4 slips to employees by the last day of February following the calendar year to which they apply. This allows employees to file their income tax returns. The employer also files a T4 Summary with the CRA.