Step 2 - 3 or 5 (depending on whether it concerns the hiring or rehiring of an employee): Data entry
1Above Personal information, click on Add to insert the employee's photo.
▪If the photo is not available, it can be added at any time in the Personal information screen (Employee file > Profile).
▪An employee can add or modify their photo in Self-service, under certain conditions (see Activate photo management).
2Under Personal information, Residential address and Phone numbers, the mandatory fields must be filled in. Where necessary, click on 
to add an alternate address.
▪The Cell phone number is automatically copied in the User profile (whether created by you or via the employee self-registration).
For Self-service self-registration users, the employee file must contain a valid cell phone number. See Self-service self-registration.
Things to remember ▪The Last name, First name, Social Insurance Number and Date of birth fields cannot be modified in step 5 of the rehiring process. ▪The Include in mobile directory box is checked by default. Uncheck if the employee’s information should not be displayed in the business’s directory (see Activating directory management). ▪If required, add the emergency contact information. To add this information once the hiring process is completed, you must click on Employee file > Profile > Emergency contacts. |
3Under Email addresses, enter work or other email addresses, where necessary.
For Self-service self-registration users, the employee file must contain a valid and unique email address (work or other). See Self-service self-registration.
4Under Other personal information and Equity:
▪Check Add to massive printing to include the employee’s pay stubs and tax slips to the massive printing. When downloading the payroll results, the massive printing allows you to select only those employees for whom this box is checked.
The Equity section allows you to identify the employee so you can in order to grant him the privileges related to the type of minority to which he belongs during payroll processing as well as for statistics purposes.
▪Minority field : a drop-down menu allows you to choose the type of minority to which your employee belongs. (Ethnic minority, Ethnic and visible minority, Visible minority, Other minority)
▪Person with disability check box: allows you to indicate whether the person has a disability.
▪Indigenous people check box: allows you to indicate whether the person is of Indigenous descent.
▪Employment functions performed on a reserve check box: By checking this box, any employment income for your Indigenous employee will automatically be declared in Box 71 of the T4 slip (and Box R of the RL-1 slip for Québec).
▪Employment functions performed on a reserve check box: (Carefully read scenarios A and B below)
Warning! An employee cannot be "working on a reserve" without being an indigenous person.
A.For indigenous employees who work more than 90% of their hours on a reserve, click here
By checking this box, any employment income for your Indigenous employee will automatically be declared in Box 71 of the T4 slip (and Box R of the RL-1 slip for Québec).
If needed, refer to the government websites to learn more about the eligibility conditions for this exemption. |
B.For indigenous employees who work both on and off a reserve, click here
Do NOT check the box Employment functions performed on a reserve! You must use 2 different earnings codes to manage this employee: •A specific earning allocated to hours worked on a reserve (for example, earning code G002). Revenues associated with this earning are non-taxable and must be declared in box 71 of the T4 slip, and in box R of the RL-1 slip for Québec. Note that this involves the addition of a specific vacation bank that is calculated on the payment of hours entered in this earning only. •An earning allocated to regular hours (for example, earning code G001). Revenues associated with this earning are taxable and must be declared in box 14 of the T4 tax slip, and in box A of the RL-1 for Québec. If you need help regarding this topic, please contact our customer service by using the Contact-us function ( |
▪Voluntary self-declaration check box: allows you to indicate whether the person has given you their completed employment equity statement.
5Under Employment, you can modify the Employee No. if needed.
6If applicable, modify the status in Employee status.
7Select the code of maximum dental care protection offered to your employee, whether they subscribe to it or not. To view the list of codes,
click here.
1 Not eligible to access any dental care insurance, or coverage of dental services of any kind |
2 Payee only |
3 Payee, spouse and dependent children |
4 Payee and their spouse |
5 Payee and their dependent children |
▪Must correspond to the protection offered on December 31 of each year;
▪Will be entered in box 45 on the T4 tax slip and/or box 015 on the T4A.
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If your new employees do not have access to a dental care plan as of December 31, you must indicate code 1 - Not eligible to access any dental care insurance, or coverage of dental services of any kind in the Offered dental protection field in the employee file. You will be able to modify the code only once your tax slips are produced (once the employee is entitled to dental care coverage). |
For more information, click here.
8Leave “Regular rate” in Employment insurance rate or select ”Reduced rate” if your business benefits from a reduced employment insurance contribution rate for this employee.
9Select Work province. The work province determines the tax table to be used. You must have an establishment in the province that you indicate as your work province.
10Select the Remuneration type that should be used to calculate the pay:
▪''Hourly rate'' to use the employee’s hourly rate
▪''Manual'' for an employee whose hourly rate changes constantly
▪''Wages per period'' to use the wages per period.
11In Wages display format (reports), specify the information to be displayed on the reports and pay stubs:
▪''Quantity/rate/wage” to display the number of hours, the basic hourly rate and the wages per period
▪''Fixed salary'' to only display the wages per period
▪''Quantity/rate'' to display the number of base hours and the hourly rate
▪''Rate only'', to only display an employee’s hourly rate
▪"Annual salary'' to only display an employee’s annual income
▪''No salary'' not to display any wages.
12In Security class, select or add an item, where necessary.
▪This field is connected to the Employee exclusion (User management > User profile) function. For more information, contact our customer service Contact-us function (
> Contact-us).
13Enter the date of the first working day in Employment date.
▪The Date of rehire is the date the employee returns to work. It must fall on or after the employment date. It is used to produce the record of employment.
▪If you enter a date in Seniority date, once it is saved, the Years of service will be displayed based on this calculation (current date minus seniority date).
Tips and tricks You can add dates by clicking on Other dates (for example, the production date of the last record of employment). You can also customize four (4) additional fields. To do so, please contact customer service Contact-us function ( |
14Under Position, select the position by clicking on 
.
▪Search for a position using the available filters.
The positions displayed in the selection screen respect the access to the Modify the organizational structure of the employee file function. Only positions with an organizational structure are available if the user does not have access to Modify the organizational structure.
For job number users, please note that job numbers are displayed according to your business’s configuration. If your business has at least one (1)
company using job numbers, the job numbers will be displayed in the filters.
15Validate the organizational structure or fill out the necessary fields if it is not defined in the position (Division, Service, Department and Sub-department).
16If they are not defined in the position, select a Job title, a Grouping on reports and a Parity committee class by clicking on .
17Select a Job category (training) if needed. Note that this field only appears if you are using the Human resources solution.
▪If you want to add an item to the drop-down menu, select “Add item...” and fill out the fields.
▪If the Job category (training) is defined in the employee’s position, it will appear automatically. This information is required to produce the Training expenses report. For more information regarding the Job category (training), click on Things to remember.
18If necessary, select an Immediate supervisor and a Team.
19Select the work status in Employee type. The Employee type does not affect pay calculation.
20If your business uses the Human resources solution, the Salary scale will be displayed. If required, click on to select a salary scale, if not, go to the next step.
Things to remember The Remuneration type must be: ▪"Manual" or "Hourly rate" to select a scale by levels ▪"Wages per period" to select a ''Min Max'' scale ▪No scale can be selected for a CCQ employee. |
21If applicable, enter the Number of hours per day and the Number of days per week.
22Under Remuneration, indicate the expected number of worked hours per pay period in Number of hours per pay.
23Enter a value in Hourly rate or Wages per period.
24If applicable, enter a Salary change date.
Things to remember ▪If you modify the hourly rate once the file is created, view the previous hourly rate by clicking on Previous hourly rates (Employee file > Employee > Profile > Employment and compensation). The list includes a maximum of two rates. ▪For users of the Time Management solution, the Time and attendance parameters section is displayed to configure the parameters in the employee’s file (permission to enter time sheet data, the assigning of a work schedule or a statutory holiday schedule, etc.). For more information on the subject, see Configuring the parameters in the employee file. |
25Under Personal income tax credits and tax reductions, select the Basic personal amount for the federal and provincial governments (mandatory).
26If applicable, enter the amount of the other tax credits and tax reductions.
Important ▪The basic personal amount for the provincial is updated automatically. If the work province is Quebec, the applied value is "Base amount (Quebec only)" and for other provinces, the applied value is "Basic amount". ▪The basic personal amount is updated by our system. However, reduction of tax deductions remain your responsibility. Ensure that you have the required government forms authorizing you to apply tax reductions or tax credits. |
27Under Payment method, select the payment method for the employee’s pay:
▪"Cheque" to issue a cheque
▪"Deposit" to make a direct deposit to an employee’s account
▪"Cheque/Dep." to pay a portion by direct deposit and another by cheque
▪"Without payment" to issue a pay stub only (no payment is made).
28If you have selected "Deposit" or "Cheque/Dep.", fill in the Transit, Institution, Account and Amount (see the example for the correspondence between these fields and the cheque details).
Tips and tricks ▪If an employee wishes to deposit part of their pay into a second account, enter the amount to be deposited into the first account. The system will calculate the difference to be deposited into the second. You can configure up to three deposits. ▪By way of a deduction, it is possible to deduct an amount from an employee’s pay and deposit it into a specific bank account. To add a deposit type (deduction), contact our customer service Contact-us function ( |
29To add a Revenu Québec support payment (alimony) deduction, click here for the procedure or continue to the next step.
▪The Alimony support payment section is only displayed if an support payment (alimony) deduction exists for your company.
a)Click on Add a number. b)Verify the effective date of the support payment (alimony) on the form from Revenu Québec: ▪Before May 2017: ▪After May 2017: Note: Since January 2019, Revenu Québec is progressively replacing the old support payment (alimony) reference numbers. When you receive the letter from Revenu Québec, make sure to indicate the new reference number that begins with “97” and ends with “670001”. Example :
c)Select the Province, then the Deduction. |
30Under Earnings or Deductions, click on Add earnings (or Add deduction) for an earning or deduction to be applied every pay period.
31Select the earning or deduction and enter the value in Qty/%/Amt/Rt.
32If applicable, select another Status:
▪"Pending" to ensure that the earning or deduction is not generated when processing payroll.
▪"Skip" to ensure that the earning or deduction is not processed during the period entered in Start status and End status. The status returns to "Fixed" once the end date is reached
▪"Temporary" to ensure that the earning or deduction is taken during the period entered in Start status and End status. The code is destroyed once the end date is reached.
33If applicable, Minimum, Maximum and Cumulative may be applied to some earnings or deductions.
▪For more information, contact our customer service Contact-us function ( > Contact-us).
34Under Banks to print, select the banks that will appear on your "Payroll record – SPD603".
▪It is possible for the banks to appear on the pay stubs. For more information, contact our customer service Contact-us function ( > Contact-us).
35Under Accrual percentage, select the vacation percentage.
▪To add additional accrual percentage to those proposed by default, please contact our customer service Contact-us function ( > Contact-us).
Things to remember ▪The selected vacation percentage is displayed in the Accrual field of the employee’s vacation bank screen (Employee file > Absence banks and leaves > Per employee). ▪When the hiring process is complete, the percentage can be modified under the Accrual percentage section of the Absence settings screen (Human resources > Skills profile > Absences). See the Selecting the increase factor of an employee vacation bank procedure. |
36Under Additional information, if applicable, enter the Enterprise number.
▪For self-employed workers, this number is printed on the T4-A tax slip.
37If your company has payroll documents delivered to several locations, select the Delivery address for the employee’s pay stubs.
▪For your company to be configured accordingly, please contact our customer service Contact-us function ( > Contact-us).
38Under Delivery location for payroll documents select:
▪"Job location", to sort according to Work area (Human resources > Positions > Positions)
▪"Other", to enter a value used to sort pay stubs and/or government slips.
39Under Other fields (this section is displayed only if your company created customized fields), fill in the required fields.
Things to remember You can create customized fields in different formats (alphanumeric, numeric, checkboxes, date, and table of values) on the Customized field definition screen (Configuration > Business > Configuration > Customized fields). For more information on this subject, please refer to the procedures in the Creation of customized field section. |
40Under Notes, enter additional information if needed.
41Click on Save.
▪If applicable, read the warning messages displayed at the top of the screen, make the necessary corrections and check the box.
42If your company uses the Self-service solution, you will be redirected to the Personal information screen. Click here.
Under Profile Summary, click on: ▪Create a user profile. Useful for creating a user type other than “Employee – access to self-service only”. You will be redirected to the Add a user screen to assign the appropriate access rights the user (payrolls, reports, etc.). See Users management. ▪Send a self-registration email for Self-service (available for the “Employee – access to self-service only” Type of use). This email allows your employees to self-register for Self-service. You will be redirected to the Send a self-registration email for Self-service screen to assign the appropriate default access rights (Pay stubs, Tax slips, Personal information, etc.) to the user. See Sending an email for self-registration to Self-service.
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Things to remember ▪If you have employees who reside in Quebec but work abroad, contact our customer service Contact-us function ( ▪You do not need to create the banks in the employee’s file if the Automatic creation setting is activated on the Bank detail screen under the Accrual section (Configuration > Pay > Basic parameters per company > Banks and leaves). These banks will automatically be created during the company’s next payroll processing. However, banks with the Automatic creation setting deactivated must be added manually (see the Adding a bank procedure). |
Tricks and tips To validate the information entered, you can do a payroll simulation or a payroll preview. Refer to the procedures in the Simulating a payroll and Transmitting a payroll preview sections. |
For more information
Configuring CCQ employee files
Hiring and rehiring an employee - Additional information
Hiring or rehiring a CCQ employee - Data entry