Here’s what happens on pay day, from when your staff can expect to see their money, to what Jane handles automatically, and a few things you’ll want to take care of yourself.
When will staff see their deposits?
For most staff at major banks, money lands in the early hours of the morning on pay day. Deposit timing can vary depending on your staff member’s bank, but you can typically expect funds to arrive by 6:30 PM ET, though in rare cases it may be a little later that day.
💡 Heads up for West Coast clinics: Canada’s banking system runs on Eastern time. If your staff bank with a major institution, their deposit may appear on the evening before pay day in their local time.
How can I track if my payroll has processed?
Head to Billing > Payroll > Dashboard to check the status of your payroll run. Once you’ve submitted, you’ll see a Processing status while the payment works its way through the banking system. You can click into the payroll run to see the processing status for each staff member being paid through direct deposit.
One thing worth knowing: your staff may actually receive their pay before the status in Jane updates to reflect that. This can happen because it takes a little time for your staff members’ banks to confirm back to us that the funds have landed. So if your team is telling you they’ve been paid, trust that. The status in Jane will catch up.
What notifications go out automatically on pay day?
Jane sends a few emails automatically around pay day. You don’t need to do anything to trigger these.
For you (Account Owner and Payroll Admin)
- Payroll Run Confirmation, sent as soon as you submit payroll, confirming it went through
For your staff
- Pay Day Notification, sent to each staff member on pay day, letting them know their pay has been processed
If a staff payment is returned by the bank
Occasionally, a payment to a staff member can be returned by their bank, usually because of an issue with their banking details (a closed account, incorrect account number, etc.). If this happens:
- When the return notice from the staff member’s bank is sent to Jane, Jane will send a notification informing you which staff member’s payment was returned
- The funds will be returned to your clinic’s bank account, though timing can vary depending on the returning bank’s timelines and can take anywhere from a few to several business days
- You’ll want to pay that staff member right away via an alternate method (like e-transfer)
- Ask the staff member to log into their Jane profile, go to their Payroll tab, and update their direct deposit information before the next payroll run to avoid another return issue
The rest of your payroll run isn’t affected. All other payments and tax records stay intact.
Things you may still need to do manually
Jane handles your federal CRA remittances automatically (income tax, CPP, and EI). But a few things don’t happen on their own.
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. Jane doesn’t do this on your behalf.
Provincial payroll programs: Provincial programs (e.g. WCB) are your clinic’s responsibility to remit directly to the appropriate provincial body.
Paper cheques and manual transfers: If any of your staff are paid by paper cheque, you’ll need to issue that payment yourself on pay day.
Have questions or run into something unexpected on pay day? Reach out to the Jane Payroll team at [email protected] and we’ll help you sort it out.