Question
What happens on pay day in Jane Payroll, and what do I need to take care of myself?
Answer
Here's what to expect on pay day, from when staff can expect to see their deposits to what Jane handles automatically.
When will staff see their deposits?
For most staff at major banks, funds arrive in the early hours of the morning on pay day. Deposit timing can vary depending on the staff member's bank, but funds typically arrive by the morning of pay day, though in some cases it may be later in the day.
It's also normal for funds to arrive the evening before pay day. This has no impact on the recorded pay date.
🩵 Jane Tip: If staff mention that their pay arrived earlier than expected, that's completely normal. Funds will sometimes settle the evening before pay day as part of how the payroll system processes payments.
How can I track whether my payroll has processed?
Go to Billing > Payroll > Dashboard to check the status of your payroll run. Once submitted, you'll see a Processing status while the payment moves through the banking system. Click into the payroll run to see the processing status for each staff member being paid by direct deposit.
Staff may receive their pay before the status in Jane updates to reflect that. This happens because it takes time for staff members' banks to confirm that funds have landed. If staff confirm they've been paid, the status in Jane will catch up shortly.
What notifications go out automatically on pay day?
Jane sends the following emails automatically. You don't need to do anything to trigger these.
For Account Owners and Payroll Admins:
- Payroll Run Confirmation: sent as soon as payroll is submitted, confirming it went through
For staff members:
- Pay Day Notification: sent to each staff member on pay day, letting them know their pay has been processed. If funds arrived the evening before pay day, staff may already have the money in their account before this notification arrives.
What happens if a staff member's payment is returned by their bank?
Occasionally a payment can be returned by a staff member's bank, usually because of an issue with their banking details such as a closed account or incorrect account number. If this happens:
- Jane sends a notification informing you which staff member's payment was returned
- The funds are returned to your clinic's bank account, though timing varies depending on the returning bank and can take anywhere from a few to several business days
- You'll need to pay that staff member right away using an alternate method such as e-transfer
- Ask the staff member to log in to their Jane profile, go to their Payroll tab, and update their direct deposit information before the next payroll run
The rest of your payroll run isn't affected. All other payments and tax records stay intact.
What do I still need to handle manually on pay day?
Jane automatically handles federal CRA remittances including income tax, CPP, and EI. The following items need to be managed directly by your clinic:
- Benefits provider payments: if your clinic offers extended health benefits, dental, or other group benefits through a third-party provider, you'll need to submit that payment directly to your provider
- Provincial payroll programs: provincial programs such as WCB are your clinic's responsibility to remit directly to the appropriate provincial body
- Paper cheques and manual transfers: if any staff are paid by paper cheque, you'll need to issue that payment yourself on pay day