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
Save
Importing Time Entries into Folks Payroll
You can import time data and amounts from an external system into Folks Payroll to transmit them for payroll processing.
To do this, you must first configure your payroll item codes and export your time data via a CSV file. Please refer to the article Required Configurations for Time Import.
Once the pay codes are configured and you have the CSV file, the import is done in three steps. A description of the behaviour of multiple imports for the same pay period is provided at the bottom of the article.
Step 1 - File import
- In Folks, go to Payroll > Payroll Preparation.
- On the payroll preparation page, at the top right, click the arrow on the payroll submission button and select Import time. If you do not have the timesheet, the submission button will take you directly to the import feature.
- Next, import the CSV file you exported from your time management application. The maximum allowed size is 15 MB. Refer to the article Time Import File Format.
The time and compensation data of your employees supported by Folks will be integrated into the current period. Data in columns not supported by the system are simply ignored during import. If an employee already has hours for this period, they will be replaced. Others will simply be added. - Once your file is uploaded, click Next.
Step 2 - Data validation
This step ensures that the data is consistent. The table displays the data line by line.
If your file contains errors, make the necessary corrections and re-import it. Refer to the Errors and causes section for assistance. You can also click Next to proceed with the imported lines. However, lines with errors will be excluded from the import.
Errors and causes
Each invalid cell has an error indicator with a tooltip explaining the cause. As soon as at least one cell in a row is invalid, the row status changes to Ignored, is greyed out, and excluded from aggregate totals.
A filter by status (All lines by default, Imported lines, Ignored lines) with count badges, a search across all data columns, and pagination facilitate analysis.
This section comprehensively presents the errors and warnings handled during time import. Note that the columns Line no., Employee, and Status never carry an error icon. An unfound employee is indicated by a long dash in the Employee column, with the error carried by the Employee no. cell.
| Error | Cause |
|---|---|
| Employee no. | |
| The employee number is required. | Empty |
| The employee number cannot exceed 20 characters. | More than 20 characters |
| No employee matches this number in Folks. Verify the number or create the employee. | Not found in Folks |
| Lines for this employee are ignored because the employee is excluded from payroll. | Employee excluded from payroll |
| This employee number is associated with more than one employee. Each number must be unique. | Not unique |
| Hour type | |
| The hour type is required. | Empty |
| Only the type "G" is accepted for import. | Different from G |
| Gain code | |
| The payroll code is required. | Empty |
| The payroll code cannot exceed 100 characters. | More than 100 characters |
| This payroll code does not exist in the payroll code configuration. Add it to the configuration or correct the code. | Nonexistent in configuration |
| Quantity and Amount | |
| Invalid format. A valid format is: 35.50 | Invalid quantity format (max #####.##) |
| Invalid format. A valid format is: 30.50 | Invalid amount format (max #######.##) |
| Transaction date | |
| The transaction date is required. | Empty |
| Invalid date format. Use YYYY-MM-DD. | Invalid format |
| This date does not exist (e.g., February 31). | Nonexistent date |
| The date must be within the current payroll period. | Outside current payroll period |
Step 3 - Summary and sending to payroll
The summary presents the import in two sections — General Information and Payroll Code Information. By clicking Send to Payroll, a confirmation window informs you that sending may take a few minutes and offers a checkbox to receive an email upon completion. You can therefore launch the sending and continue with other tasks in parallel.
The data will be transmitted for employees included in the synchronization and whose profile is complete.
Behaviour of multiple imports for the same pay period
When you import time multiple times for the same payroll period, it does not add hours together nor erase everything previously assigned. The update is done by preset.
Hours are updated according to their type (preset).
If you re-import for the same employee and same preset → previously imported data is replaced by the new file’s data (no addition).
If you import for the same employee but a different preset → both are retained (hours from the first preset remain intact).
Presets absent from the new file are not affected.
Here is an example:
Initial Import |
Second Import |
Total |
|---|---|---|
| 40 h in Regular Hours | Re-import of 38 h in Regular Hours and 5 h in Overtime | 38 h, not 78 h; addition of 5 h in Overtime → the 38 regular hours remain |