Creating Pay Runs

Run payroll, review deductions, and understand what to pay and remit to CRA.

Web

A pay run calculates all deductions for your employees for a given pay period. ExpenseFlow handles the CPP, EI, and income tax math — you review the results and use them to guide your payments.

Creating a Pay Run

1Go to Payroll → Pay Runs in the sidebar.
2Click New Pay Run.
3Set the Pay Period Start, Pay Period End, and Pay Date.
4Select the employees to include in this run.
5For hourly employees, enter their Regular Hours and Overtime Hours for the period.
6Click Create Pay Run — deductions are calculated automatically.

Reviewing Deductions

Once created, open the pay run to see a full breakdown per employee: gross pay, CPP (employee and employer), EI (employee and employer), federal income tax, provincial income tax, total deductions, and net pay. A CRA Remittance Summary at the bottom shows the total you need to send to the CRA.

Approving a Pay Run

When you've reviewed the numbers and are ready to process it, click Approve. Approved runs are locked — they can't be edited. Approved runs are also used to accumulate year-to-date CPP and EI totals for future runs in the same tax year.

Once a run is approved it cannot be changed back to draft. If you made a mistake, void it and create a new run.

Voiding a Pay Run

If a run was approved in error, open it and click Void. Voided runs are excluded from YTD accumulators and reports. They remain visible in the list for your records.

What to Pay and Remit

After approving a run, ExpenseFlow shows you two things to act on: the net pay to transfer to each employee from your bank account, and the CRA remittance to send to the Canada Revenue Agency. The remittance includes the employee-side CPP and EI deductions you held back, plus the matching employer CPP and employer EI you owe on top.

Remittances are typically due by the 15th of the month following the pay date for regular remitters. Check your CRA My Business Account for your remittance frequency.

How Deductions Are Calculated

ExpenseFlow uses the CRA's published payroll deduction formulas. Gross pay is annualized, federal and provincial tax brackets are applied, and the result is de-annualized back to the pay period amount. CPP and EI are calculated against year-to-date totals so contributions stop automatically once the annual maximum is reached.