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Payroll

Getting Started & useful Information

Introduction to Folks Payroll Implementation

Folks offers an integrated payroll management solution for comprehensive HR centralization.

Manage all your HR processes on a single platform, save time on every payroll and every stage of an employee’s life cycle, and retrieve your information in just a few clicks, at any time.

Features and benefits

The payroll module is designed to make your life easier. Intuitive, seamless, and fully integrated, it transforms payroll management into a hassle-free process.

One-click data synchronization and automated payroll calculations
Automated pay statements, via secure emails and added directly to the employee profile
Payroll analysis reports for a global view of your workforce

Implementation

Migrating to Folks Payroll is part of a structured customer journey designed to ensure a secure transition, efficient onboarding, and a fully operational payroll from the go-live date.

This section provides an overview of the journey, including key steps, responsibilities, and requirements for a successful migration.

Payroll Customer Journey

The Folks Payroll customer journey follows a structured sequence:

Kickoff: project scoping, access, and planning
Configuration: company setup and payroll rules
Validation: payroll testing and results verification
Go-live: first official payroll run
Post-implementation: support and stabilization

The goal is to achieve a stable, repeatable payroll process that meets all legal obligations.

Transitioning from Another System

Migrating from an existing provider follows a specific sequence:

Run the final payroll in the previous system
Export year-to-date (YTD) cumulative data and payroll reports
Import data into Folks Payroll
Validate the imported data
Run payroll tests (parallel payroll)

Important:

YTD data must be accurate to ensure correct tax slips (T4, Relevé 1)
Records of Employment (ROEs) must be completed in the previous system if required
Do not cancel your previous provider before full validation is complete

This step is critical to avoid compliance errors or payroll discrepancies.

Roles and Responsibilities

Folks' Role

Frame the project and structure the steps
Support configuration
Assist with testing and validation
Train users

Client's Role

Provide data and information
Validate results
Perform payroll tests
Operate payroll after go-live

Important: Folks acts as a support and guidance resource, but the client remains responsible for their data and its validation.

Required Data

Complete employee list (active, inactive, terminated)
Up-to-date employee records
Year-to-date (YTD) cumulative data
Banking information
Vacation percentages
Province of hire

Incomplete or inaccurate data may delay the go-live date.

Validation and Go-Live

Before go-live:

Validate payroll tests
Correct any anomalies (CNESST, exceptions)
Confirm cumulative data

Après validation :

Authorize go-live
Submit the first payroll run
Validate remittances (CRA and Revenu Québec)

Important: Ensure your previous provider does not produce T4s and Relevés 1 after the migration.

Create a Company for Folks Payroll

One of the essential steps when integrating Folks Payroll is to create your company in the dashboard. Without this setup, other settings cannot be configured. Please follow the steps below to complete this successfully.

From the left menu, navigate to Payroll > Dashboard. On this page, click on the square containing 3 horizontal lines (☰) at the top left.
In the menu that opens, click on Business Settings and then on the Details tab.
Under the Details tab, fill in the information for the Business Info and Contact Info sections. Click on save.

The other configurations will then be accessible via the various company settings tabs.

How to Synchronize Employee Profiles for Payroll

This guide will walk you through the process of synchronizing employee profiles effectively for payroll purposes. A dedicated page is available for managing the synchronization of employee information related to payroll.

This page is accessible through: Folks HR > Payroll > Synchronisation

Sync Page Functionalities

Decide who is included or excluded from your pay cycle.
Sync employees.
Validate all employee files for completeness before transferring to compensation.

Steps to Synchronize Employee Profiles

Access the Synchronization Page:
In the main menu under Payroll, click on Synchronization.
Include a Terminated Employee:
- Search for the employee you wish to include.
- Use the toggle to include the selected employee in the pay cycle.
Exclude an Employee:
- Search for the employee you wish to exclude.
- Exclude the employee by selecting the desired date of exclusion.
Review Employee Inclusion/Exclusion:
Easily view who is included or excluded in payroll for your current cycle.
Synchronize Employee List:
- Once your employee selection is final, click on Sync Employees.
- Select Validate and Synchronize to initiate the synchronization process.
Validate Employee Records:
- The sync process will validate your employee records and highlight any errors.
- Select the Correct button to apply the necessary corrections.
- Continue correcting errors until no more payroll errors are detected.
Finalize Synchronization:
Click on Synchronize to complete the process. All of your employees are now included in the current pay cycle.

Information Validation Rules for Data Transfer to Folks Payroll

This page provides a concise overview of the validation rules applied to company information and employee profile data when integrating with Folks payroll.

These validations ensure that all transmitted data is complete, consistent, and compliant with the requirements of the payroll system. The tables below outline the constraints and mandatory fields for each data category.

Field	Validation Rules	Required
Name	Maximum 255 characters	Yes
Address Line 1	Maximum 30 characters	No
Address Line 2	Maximum 30 characters	No
City	Maximum 28 characters	No
Postal Code	Maximum 10 characters	No
Contact Name	Maximum 255 characters	No
Contact Phone	Maximum 11 digits	No
Firm Number	Maximum 15 characters	No
Province	Canadian provinces only	No
Country	Canada only	No
Language	French or English (English by default)	No

Employee Profile Information

Field	Validation Rules	Required
Employee Number	Maximum 9 characters	No
First Name	Maximum 50 characters	Yes
Last Name	Maximum 50 characters	Yes
Personal Email	Must be a valid email format	No
Corporate Email	Must be a valid email format	No
Address Line 1	Maximum 30 characters	No
Address Line 2	Maximum 30 characters	No
City	Maximum 28 characters	No
Province	Canadian provinces only	No
Country	Canada only	No
Postal Code	Maximum 10 characters	No
Social Insurance Number	Exactly 9 characters; must be valid	No
Date of Birth	Must be a valid date	No
Bank Account Number	Maximum 12 characters	Yes
Bank Institution Number	Exactly 3 characters	Yes
Bank Transit Number	Exactly 5 characters	Yes
Hiring Province	Canadian provinces only	No
Job Title	Maximum 255 characters	Yes
Regular Weekly Hours	Maximum 168 hours; minimum 1 hour if annual salary is transmitted	Yes
Hourly Salary	Must be > 0 if transmitted; maximum 9,999,999	Required only if hourly salary is sent
Annual Salary	Must be > 0 if transmitted; maximum 9,999,999	Required only if annual salary is sent

Payroll Procedures

Registration Number Configuration

After creating the company, the next step is to configure the company’s tax accounts (registration numbers) in the dashboard. These accounts include the identifiers used for remittances and filings with the CRA (Canada Revenue Agency) and Revenu Québec, as well as for integration with company settings.

Without configured tax accounts, it is impossible to properly generate the remittances and payroll-related filings.

👉 The company must have been created in order to configure the registration numbers.

Follow these steps to configure the registration numbers:

From the left menu, navigate to Payroll > Dashboard. On this page, click on the square containing 3 horizontal lines (☰) at the top left. In the menu that opens, click on Business Settings and on the Tax Accounts tab.
Under the Tax Accounts tab, add each applicable tax account for the company. Here are the supported tax accounts:

CRA: Account with the Canada Revenue Agency (identifier of the type 123456789RP0001).
Revenu Québec: Account with Revenu Québec (identifier of the type 1234567891RS0001).
💡Note that it is possible to have more than one CRA tax account and more than one Revenu Québec tax account.

For each account, provide:

The type (CRA or Revenu Québec)
The account identifier
A label to distinguish it in the interface
An optional note

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