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Jane's Guide

Here's all the help you need to use Jane.


Payroll

  1. Guide
  2. Payroll

  • Jane Payroll Guide Hub

    Need help with payroll? This guide walks you through everything from tracking timesheets to setting commission in Jane.

  • How to Use Timesheets

    Jane’s Timesheets feature lets staff log payable hours that aren’t tied to patient appointments, like team meetings, admin tasks, vacation time, or paid holidays. Use it to track hours in real time or add them retroactively, then run a payroll report when you’re ready to process pay.

  • Income Categories (Compensation at Different Rates)

    Often you will want to compensate your staff differently for different types of products. Income categories will allow you to both pay your staff a different rate and also to break down categories of income in your reporting. I probably shouldn’t be so excited about that, but I am.

  • Compensation Report

    Whooop Whooop, it’s pay day! Whether it’s for the week, the month, or half the year, Jane’s Compensation Report can help you calculate a practitioner’s compensation.

  • Referral Commission

    Lets start at the beginning.

  • Commission Rates by Location

    Do you have multiple locations that require different commission rates? If so here is how you can set this up in Jane.

  • Compensating Product Sales by Profit Margin

    Currently, Jane will calculate staff compensation based on the revenue received for a particular product sale. If you would like to compensate your staff member based on the profit made on a particular product sale, you will be able to arrive at this amount with a little bit of spreadsheet magic ✨

  • Understanding Package & Membership Compensation

    While packages and memberships are appealing to patients as they often receive a discounted rate for purchasing sessions in advance, we also want to make sure that packages are equally as beneficial for your providers. This guide will review how staff compensation works alongside Jane’s packages ...

  • How to Calculate Practitioner Pay Based on Booked Hours

    Easily calculate your practitioners' hourly wages using Jane's Hours Scheduled/Booked report. Learn how to track and calculate compensation based on booked hours.

  • Calculating Flat Fee Compensation Based on the Number of Services Provided

    Track and calculate practitioner pay using Jane’s Product Performance Report, whether it's for services, products, or memberships. Learn how here.

  • Jane Payroll

    Jane Payroll lets you pay your entire team directly from Jane. Whether you're paying employees, independent contractors, or a mix of both, Jane Payroll handles it all, including practitioners and admin staff.

  • How to Get Started with Jane Payroll

    Plan for about two to four weeks to get fully set up. Most steps are straightforward and quick on your end. The waiting happens between steps like bank verification and your year-to-date data import, so we recommend starting early.

  • Jane Payroll: Pay Types Hub

    Pay Types tell Jane how each person on your team gets paid. The Pay Type you choose for each staff member affects payroll tax deductions, vacation pay accrual, and how income is reported on T4s and T4As at year-end. Choosing the right Pay Type from the start keeps your payroll accurate and your s...

  • Jane Payroll: Payroll Admin Permissions

    If someone other than your Account Owner manages payroll at your clinic, this guide is for you.

  • What Should Contractors Enter as Their Business Number in Jane Payroll?

    It depends on whether the contractor is registered as a business with the CRA.

  • How Do I Support My Employees With Tax Information in Jane Payroll for 2026

    Jane Payroll asks employees to enter a few key fields when setting up their tax information. As a clinic owner or payroll admin, your role is to help employees find the right place in Jane, not to interpret or advise on their tax situation. If anyone is unsure what to enter, the safest step is al...

  • Adding Staff to Jane Payroll

    Welcome to our step-by-step guide for onboarding staff to Jane’s Payroll. Feel free to skip forward to a section below, or check out our video walkthrough above. ⤴️

  • Jane Payroll: Managing Vacation Pay and Vacation Time

    Vacation in Canada comes in two parts: vacation pay and vacation time.

  • Jane Payroll: Updating your direct deposit info

    Keeping your direct deposit information up to date helps ensure that payroll runs smoothly and that your payments arrive on time, accurately, and using your preferred payment method. It’s important to update your payment information whenever you change banks or open a new account.

  • Jane Payroll: Records of Employment (ROE)

    A Record of Employment (ROE) is a form Canadian employers are required to file with Service Canada whenever an employee experiences an interruption of earnings. This can include:

  • How to Import Your Payroll History into Jane Payroll

    Before importing your payroll history, make sure the following are set up in your Jane Payroll account. The import can't be mapped correctly without these in place first.

  • Jane Payroll: Statutory Holidays in Canada

    In Canada, statutory holidays are legally recognized days when many employees get a paid day off. The specific holidays depend on whether federal or provincial/territorial laws apply, and not all employers are required to provide them unless employment standards laws require them to.

  • What Should I Expect on Pay Day in Jane Payroll?

    Here's what to expect on pay day, from when staff can expect to see their deposits to what Jane handles automatically.

  • Timesheets FAQ

    Timesheets keeps track of the hours that happen outside of patient appointments. Here are answers to the questions we hear most.

  • How to Set Up Benefits in Jane Payroll

    To set up benefits in Jane Payroll, you'll create each benefit type at the account level and then assign it to the staff members it applies to. Once set up, Jane automatically calculates deductions and contributions when you run payroll.

  • How Does an Owner Set Themselves Up in Jane Payroll?

    How you set up the owner in Jane Payroll depends on how the owner is compensated, which typically comes down to whether the business is a sole proprietorship or a corporation.

  • How to Set Up and Manage Pay Groups in Jane Payroll

    Pay Groups tell Jane when a group of staff members gets paid and on what schedule. You'll need one Pay Group for each pay frequency you use. For example, if everyone is paid biweekly, one Pay Group is all you need. If some staff are paid monthly and others biweekly, you'll need two.

  • Jane Payroll: Paying Vacation Pay Every Pay Cheque

    Choose this option if vacation pay is the most important thing to track and you want Jane to pay out what staff have earned on every pay cheque. This is a great fit for clinics that pay vacation pay as it's earned. With this setup, you don't need to manage vacation pay balances or record time off...

  • Jane Payroll: Accruing Vacation Pay and Paying It Out When Time Is Taken

    Choose this option if you want Jane to track a vacation pay money balance over time and only pay it out when an employee actually takes a vacation. This option connects vacation pay dollars and vacation pay hours, so when an employee takes time off, Jane uses the hours balance as the trigger to r...

  • Jane Payroll: Tracking Paid Time Off

    Choose this option if you mainly care about tracking time off rather than a vacation pay money balance. This is a common fit for clinics that offer more vacation time than the minimum requirements, allow staff to take time off before they've completed a full year, or want staff to see a clear tim...

  • Why Is My Vacation Pay Balance Negative?

    A negative vacation pay balance usually means your clinic has provided more paid time off than what the employee's percentage-based vacation pay rate has accrued so far.

  • Do I Need to Track Vacation Hours in Jane Payroll?

    No. Tracking vacation hours in Jane Payroll is optional. If you don't want to track hours, setting up a Vacation Pay policy that pays out on every pay cheque is usually the best fit, with no time off recording required.

  • Do I Need to Track Unpaid Time Off in Jane Payroll?

    No. Tracking unpaid time off isn't required for payroll purposes. That said, some clinics prefer to keep everything in one place, so it's really up to you and what works best for your team.

  • Can I Adjust a Staff Member's Vacation Time Balance Manually?

    Yes. You can edit a staff member's time off balance at any time.

  • Are Timesheets Connected to Time Off in Jane Payroll?

    No. Timesheets and time off policies are not connected at this time. Marking a day as vacation in Timesheets does not update a staff member's time off hours balance or vacation pay balance in Jane Payroll.

  • Will Jane Calculate Vacation Pay Automatically?

    Yes. Jane calculates vacation pay based on the rate and time off policy option you choose, and applies it automatically during each payroll run.

  • How Do I Manage Unused Accrued Vacation Pay?

    If a staff member has unused accrued vacation pay that needs to be paid out, for example, at the end of employment, before a leave, or when switching from accrual to paying out each pay cheque, here's how to handle it.

  • What Is the Documents Area in Jane Payroll?

    The Documents Centre in Jane Payroll is where you can securely store and manage important payroll-related files for your account. This is also where the Jane Payroll team will upload files for your review when needed.

  • Setting Up Your Tax Information in Jane Payroll (2026)

    When you set up your tax information in Jane Payroll, you'll see a few fields based on your TD1 forms. These forms tell your employer how much income tax to deduct from your pay. Jane doesn't collect the full TD1 form. It only asks for the key amounts you derive from it.

  • How to Set Up and Assign Pay Types in Jane Payroll

    Before setting up your Pay Types, make sure you've completed employer onboarding and verified your bank account. If you haven't done that yet, check out our guide on Jane Payroll: Getting Started.

  • Before You Run Your First Payroll in Jane

    Before running your first payroll in Jane, use this checklist to confirm everything is in place. Running through these steps now helps avoid pay stub errors and ensures staff are paid correctly from the start.

  • Jane Payroll: Pay Types FAQ

    Yes. Many clinics have staff who are paid in more than one way. For example, a staff member might earn Hourly Compensation for admin hours and Fee Split Compensation for client sessions. When you run payroll, both Pay Types appear as separate columns and you can enter the right values for each.

  • How to Export Your Payroll History from Your Previous Software

    If you're switching to Jane Payroll from another payroll provider, you'll need to export your year-to-date payroll history before importing it into Jane. The steps below cover how to export from the most common payroll providers. If your previous software isn't listed here, contact that provider ...

  • Can I Move Some of My Team to Jane Payroll Now and the Rest Later?

    For employees, no. All employees need to move to Jane Payroll at the same time.

  • How to Terminate a Staff Member in Jane Payroll

    When a staff member leaves your clinic, follow these steps to process their final payroll, update their status in Jane, and ensure your records stay accurate. Once terminated, the staff member will be removed from future payroll runs and from your Jane Payroll subscription. Their payroll history ...

  • How to Find and Understand Your Pay Stub in Jane Payroll

    Your pay stubs are stored in your staff profile in Jane. To find and understand your pay stub, follow the steps below.

  • How to Run an Off-Cycle Payroll in Jane Payroll

    An off-cycle payroll run lets you pay one or more staff members outside of your regular payroll schedule. Use this when you need to issue a payment that can't wait until the next regular payroll run, such as a final pay for a terminated staff member or a correction for an underpayment.

  • How to Submit Payroll in Jane Payroll

    Before submitting payroll, make sure your compensation amounts are ready. This includes amounts from the Compensation Report, Timesheets Report, or any other reporting you use inside or outside of Jane. Once you have those numbers on hand, you're ready to enter them into your payroll dashboard.

  • What Email Notifications Will I Receive for Jane Payroll?

    Sent when you're added to Jane Payroll by your clinic's Account Owner or Payroll Admin. This email invites you to complete your payroll setup.

  • How to Complete Your Payroll Setup in Jane

    Once your clinic's Account Owner or Payroll Admin adds you to Jane Payroll, you'll receive an email invitation to complete your payroll setup. You can either click the link in the email or head directly to your staff profile in Jane to get started.

  • How to Fix a Payroll Error in Jane Payroll

    The process for correcting a payroll error depends on whether the payroll run can still be cancelled.

  • How Far in Advance Do I Need to Run Payroll in Jane?

    Jane Payroll runs on a four-business-day processing window, so you'll want to submit payroll four business days before your team's pay date (this count includes payday itself). For example, if payday falls on a Friday, submit payroll by 3 PM PT on Tuesday at the latest to make sure everyone gets ...

  • Do I Need to Issue an ROE When Changing a Staff Member's Pay Group?

    It depends on whether the pay frequency is changing.