At a glance
- You don't need to re-enter every past pay stub. Enter each employee's year-to-date totals as Prior YTD on their first PayCub pay stub of the year.
- Add a Prior YTD amount for every field that has a year-to-date total: earnings, income tax, CPP, CPP2, EI, vacation pay and any other deductions.
- If you might need to issue a Record of Employment for an employee soon, consider entering their past pay periods as individual stubs instead.
Why year-to-date matters
CPP, CPP2 and EI stop once an employee reaches the yearly maximum, and T4 slips report the whole year. If PayCub doesn't know what was already paid and deducted earlier in the year, it will keep deducting past the maximum and the T4 will only show part of the year. Prior YTD fixes that.
Entering Prior YTD on the first stub
When you open an employee's first pay stub of the year in PayCub, each field has a Prior YTD amount box. Enter the total from your old system as of the last pay before you switched.
Do this for every field that carries a year-to-date total, for example:
- Earnings: regular pay, overtime, bonuses, commissions, vacation pay paid out, taxable benefits.
- Deductions: federal and provincial income tax, CPP, CPP2, EI, and any other deductions such as union dues or RRSP.
Your old system's last pay stub or payroll register for each employee usually has all of these year-to-date figures in one place.
Accrued vacation pay
If you accrue vacation pay and an employee has an unpaid balance from your old system, enter it in Prior Vacation Pay Earned (Accrued) on their employee profile. It's included when you pay out their vacation.
If a Record of Employment might be needed
A Record of Employment lists insurable earnings pay period by pay period (see Record of Employment). A single Prior YTD total doesn't give PayCub that period-by-period history, so the ROE report can only build from the stubs you've run in PayCub.
If an employee is likely to leave or go on leave soon, you may want to enter their earlier pay periods as individual pay stubs instead of one Prior YTD total. Then the ROE report has every period it needs.
- Stubs up to 60 days back can be created with the self-serve tool on every plan.
- For history further back, email support and we'll quote it (see Backdating and locked pay stubs).
Switching checklist
- Set up your company and employees, or send us a file to import for free.
- Gather each employee's year-to-date totals from your old system's last pay.
- Decide whether anyone needs period-by-period history for an ROE.
- On each employee's first PayCub stub, enter TD1 amounts and Prior YTD for every field.
- Review the stub: deductions should stop once a maximum is reached, and YTD columns should match your old system plus this pay.