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Importing to Jane Payroll (Beta)

  1. Payroll
  2. Importing to Jane Payroll (Beta)

    3. 16 min read

When switching to Jane from another payroll provider, or starting payroll partway through the year, you’ll need to import your year-to-date historical payroll information from your current payroll provider into Jane Payroll. This helps keep your payroll accurate and your reporting on track for the rest of the year.

Here’s how to get started:

  1. Enroll in Jane Payroll and complete your onboarding steps.
  2. Gather your historical payroll data from your previous provider after you’ve run your final payroll.
  3. Connect with our team before importing so we can confirm your pay types, vacation, and benefits are set up correctly.
  4. Upload your data to your Jane Payroll account for our team to review before your first payroll submission.

We advise gathering this data as the first step in your onboarding process to ensure that you have enough time to upload it and have our team review it and be ready for your first payroll submission.

📍Check out our guide on Getting Started with Jane Payroll for a walkthrough of all your onboarding steps.

Contractors and Employees: What’s the difference?

The historical pay information required for independent contractors vs. employees differs due to how tax withholdings, CPP/EI, benefit deductions, holiday and vacation pay, and tax filings are handled.

Contractors are paid a gross amount without tax deductions. Employees, on the other hand, are paid a net amount after federal and provincial taxes, CPP, EI, and any applicable benefit deductions are withheld.

Because of these differences, the historical pay information you bring over from your previous software, or provide in a spreadsheet, will need to reflect these details.

What needs to be set up in Jane before the Import?

For Staff Members:

After being added to Jane Payroll, staff members will receive an email notification prompting them to visit their Staff Profile and enter their required information.

The fields they’ll need to complete will differ for contractors and employees, and Jane will automatically display the appropriate fields based on how each person was set up (contractor vs. employee) during the Account Owner’s onboarding process.

Personal Information Required for Employees:

  • First and Last Name
  • Date of Birth
  • Contact Information
  • Social Insurance Number (SIN)
  • Home Address

Personal Information Required for Contractors:

  • First and Last Name
  • Date of Birth
  • Contact Information
  • Social Insurance Number (SIN) - applicable if they are contracting as an individual
  • Business Name - applicable if they are contracting under their own business
  • Business Number (BN) - applicable if they are contracting under their own business
  • Home Address

📍Check out our guide on Jane Payroll (Beta): Staff Onboarding Steps for a walkthrough on the remaining steps for Staff Member onboarding.

Pay Types

As part of your onboarding steps, you will need to create Pay Types ahead of your import. Pay Types tell Jane how each person is paid, whether that is an hourly wage, a percentage commission or a flat rate.

Before you begin your import into Jane Payroll, please be sure to create the same pay types you used in your previous software so your data can be mapped correctly.

This can be managed in your payroll Account under Pay Types, where you can set the individual options for how you want to pay your staff.

📍Check out our guide on Jane Payroll (Beta): Pay Groups & Pay Types for a walkthrough on creating Pay Types.

Time Off

Vacation Pay policies, Sick Pay policies and any other time off policies need to be created in your Jane Payroll before importing your historical payroll information so your data can be mapped correctly.

Please be sure to include the vacation pay dollar balance and any time balance that will be carried over for each of your staff members. We recommend connecting with us so we can understand how you manage vacation and ensure we set you up exactly as you’d like.

This can be managed in your payroll Account under the Time Off section, where you can choose the different time off types that are relevant for your staff.

📍Check out our guide on Jane Payroll (Beta): Managing Vacation Pay and Time for how to set up Vacation policies.

Benefits

Any benefits you offer your Staff Members - such as health, dental, long-term disability (LTD), short-term disability (STD), pension plan (RPP), and life insurance - need to be created in your payroll account under Benefits to ensure your data is mapped correctly.

This can be managed in your payroll Account under the Benefits section, where you can choose the different time off types that are relevant for your staff.

What needs to be included in the file that you import for Staff Members?

Your imported data should include the following:

  • All staff members in your organization, including anyone terminated within the current calendar year, organized by contractors and employees
  • Year-to-date pay breakdown for each Staff Member
  • Totals for every pay type, benefit, deduction, and tax they’ve been paid

For independent contractors, you will need to provide the following:

  • YTD Gross Wages
  • YTD Collected GST/HST (if applicable)

For employees, you will need to provide the following:

  • YTD Gross Wages
  • YTD Employee and Employer Tax Contributions
  • Benefits and Voluntary Deductions
  • Vacation Balances
  • Sick Time Balances

Here’s a quick snapshot of what you’ll need for each:

Here is a sample spreadsheet that shows a more detailed breakdown of all of the relevant pieces that need to be included as part of your historical payroll data.

As part of your onboarding steps, you will need to create the relevant pay types, vacation policies, and benefits in your account before importing your data.

Once your file is ready - whether you’ve exported it from your current payroll provider or created it manually in a spreadsheet - you can securely upload it to the Documents Centre.

Where to Upload your Documents?

Once you have your historical payroll data file ready, you will be able to upload your file(s) to the Document Centre in your payroll account.

📍For all documents related to your Payroll account, please upload them here in the Documents Area and avoid sending them by email. This helps us keep your information secure and protected.

File Type for Upload

When uploading documents to the Jane Payroll Documents Centre, please ensure your files are in one of the following formats: CSV, JPG, PDF, PNG, TSV, TXT, XLS, or XLSX.

If you have a file that doesn’t match any of these formats, we advise converting your file to one of the accepted file types before uploading.

Why this matters

Importing your year-to-date payroll data helps Jane generate accurate year-end tax slips for everyone paid during the year. It also keeps your records consistent - including CPP, EI, and income tax deductions, T4 & T4A slips, and ensures vacation or leave balances match what staff expect to see.

Additionally, this data will allow Jane to calculate deductions accurately for subsequent payrolls and ensure that YTD totals are included on staff pay stubs.

If this step is missed, it can lead to incorrect deductions, incomplete year-end reporting, and extra challenges later if you ever need to respond to an audit or record-keeping request.

Once your previous payroll provider is closed, you may also lose access to important historical payroll information, making corrections and reporting more time-consuming.

As such, please ensure all required historical payroll information for the year is gathered and uploaded to the Documents Centre in your Jane Payroll account.

Importing from Other Payroll Software

📍Please Note: These steps are based on our experience helping clinics import payroll history from different software systems and from reviewing their available support guides. They’re meant to make your transition to Jane Payroll as smooth as possible.

If you run into any trouble retrieving your data, we recommend reaching out directly to your current payroll provider for support.*

▶ ADP

ADP Workforce Now

  1. Log in to ADP Workforce Now
  2. Navigate to the Reports Section and access standard reports
  3. Locate the Payroll Register Report and set parameters
    • Choose the relevant Pay Period or Date Range
    • Select specific Employees, Departments, or Locations if needed
  4. Click Run report then export

ADP TeamPay

  1. Log in to ADP TeamPay
  2. Navigate to the Reports Section and access the Payroll Register Report
  3. Select Payroll Register from the list of available reports and set Report Parameters
    • Pay Period: Choose the most recent pay period
    • Employees: Select specific employees or choose to include all employees in the report
  4. Generate the Report then export
▶ Payworks
  1. Log in to Payworks
  2. Navigate to the Payroll Section
  3. Access Payroll Reports and select Payroll Register
    • Select the most recent Pay Period
  4. Generate and View the Report
▶ Quickbooks

QuickBooks Online Payroll

  1. Log in to QuickBooks Online
  2. Navigate to Reports and select Payroll Reports
  3. Run the Payroll Summary Report
    • Select Payroll Summary
    • Set the desired date range to include the most recent payroll period
    • Click Apply to generate the report
  4. Export the Report

QuickBooks Desktop Payroll (Payroll Summary Report)

  1. Open QuickBooks Desktop
  2. Navigate to Reports Menu and select Employees & Payroll
  3. Run the Payroll Summary Report
    • Adjust the date range to cover the most recent payroll period
    • Click Refresh to view the updated report
  4. Export the Report
▶ Wagepoint
  1. Log in to Wagepoint
  2. Navigate to Reports and select Payroll Register
  3. Select the Appropriate Filters
    • Pay Group: If there are multiple pay groups, select the relevant one
    • Payroll End Cycle Date: Choose the most recent cycle end date to access the latest Payroll Register
  4. Generate and Save the Report
▶ Manual payroll import (If you have not used another payroll software)

If you haven't been using payroll software and have been managing payroll manually, you can still import year-to-date (YTD) information into Jane.

You'll need a breakdown by staff member, including YTD totals for each pay type, benefit, deduction, and tax that has been paid so far this year. If you've been tracking this manually, the easiest way to provide this information is usually in a spreadsheet, such as Excel or Google Sheets.

If you've been creating pay stubs manually and they include YTD amounts, the most recent pay stub for each staff member is typically sufficient, as long as it clearly shows the YTD totals.

FAQ

▶ Can I move some of my team to Jane Payroll now and the rest later if I like it?

No, you'll need to move your entire employee team over to Jane Payroll at once.

Splitting employee pay across two different payroll systems can cause problems for you and your bookkeeper. Jane Payroll automatically sends the taxes and deductions you withhold from employee pay ("source deductions" like income tax, CPP, and EI) to the CRA and generates T4s and T4As for your team at year-end, so all employee pay needs to be managed in one place. If payroll is split, both systems would be reporting and remitting separately, which can lead to duplicate remittances, mismatched CRA totals, and extra work to fix later.

When you get set up, we'll use your imported year-to-date payroll data to calculate deductions and generate your tax forms.

If you're only planning to pay either your employees or your contractors through Jane Payroll and manage the others elsewhere, that might be possible. Please check in with our team before doing that so we can help you set things up correctly.

▶ How to record GST/HST deduction amounts in the import file for Staff who collect GST?

GST can be included in the historical pay data file for Staff who collect GST, but it must be recorded in a separate column so it can be broken out as a distinct income line for tax filing purposes.

You will need to create separate pay types in your Jane Payroll account and split these amounts into separate columns in your year-to-date historical pay data before importing.

If the GST/HST amount(s) are lumped together with the gross pay in your year-to-date historical data, this may lead to inaccurate T4A tax filing for your contractors.

▶ Do I have to include terminated staff in my payroll data import?

Yes, you will need to include staff that you've terminated in the current calendar year in your historical pay information if you would like to generate a T4 or a T4A for them.

Once added, you can terminate the staff member and enter the effective date for termination within the Staff Profile → Payroll and clicking the blue Terminate button on the right-hand side.

From there, you're going to see the termination window slide open, where you can enter the termination date and the reason.

Completing this step will remove the former staff member from your payroll and from your Jane Payroll subscription. You're welcome to deactivate their Jane profile after that.