Since the country’s first cases of COVID-19, the Government of Canada has provided many relief measures, such as the Canada Emergency Wage Subsidy (CEWS), to support the population during this unprecedented period. For its part, Nethris has developed various tools to help you manage these different measures effectively.

This page lists the different support measures put in place by the government, as well as our solutions to help you benefit from them.

For more information on the most recent updates regarding the Government of Canada’s support measures, refer to the Useful links section below.

On this page:


THE TOOLS DEVELOPED BY NETHRIS

Payment of employees on leave
An earning code (G98 – HR. COVID N-Work) was created to help you isolate and easily identify wages paid to employees on leave. It will make it easier for you when comes time to request a reimbursement for the contributions remitted for these earnings. In effect, for all wages paid to employees on leave with pay, the Government of Canada credits the CEWS-eligible employers for the following employer-paid contributions:

  • Employment Insurance
  • Canada Pension Plan
  • Quebec Pension Plan
  • Quebec Parental Insurance Plan

Employers must continue to deduct and remit employee and employer contributions for each program. They must then request a credit for the employer-paid contributions when submitting their CEWS application. This reimbursement covers 100% of the above-mentioned contributions for each week the eligible employees are on paid leave during the targeted period.

COVID-19 Wage Subsidy CEWS (SPD620) report
To identify the information required to use the CEWS calculator provided by the Government of Canada, Nethris has provided you with the COVID-19 Wage Subsidy CEWS (SPD620) report. This report is the recommended solution for all our clients, whether you are a Nethris Internet Suite or Telephone Payroll user.

This report allows you to identify the following information:

  • The average wages paid per employee, from January 1st to March 15, 2020;
  • The calculation of CEWS eligible earnings for each claim period according to the “period end date” method based on clarifications provided by the Government of Canada1;
  • The data for earning code G98 – HR. COVID N-Work.

For more details concerning the COVID-19 Wage Subsidy CEWS (SPD620) report, refer to the “SPD620 – COVID-19 Wage Subsidy CEWS report and using payroll preprocessing” (for Nethris Internet Suite users) and “SPD620 – COVID-19 Wage Subsidy CEWS report” (for Telephone Payroll users) procedures, available in the Documentation section (? > Documentation > COVID-19 Documents) of the Nethris Internet Suite.

Therefore, please note that:

  • You may have to make a few adjustments to the report to cover the application claim period;
  • For clients who manage their payroll on a biweekly basis while specifying the hours worked each week, the average wages are calculated as if your payroll was processed weekly, therefore minimizing the need for manual adjustments;
  • To calculate the average wages (baseline remuneration), you can choose a period other than January 1 to March 15, 2020. You must, however, inform the Canada Revenue Agency (CRA) of your choice using the RC661 – Canada Emergency Wage Subsidy Attestation form.  If you choose this option, we recommend that you make the necessary calculations manually.
1 Important: All CEWS applications must be made based on your pay period end dates (end dates), rather than on the dates wages are paid (payable dates).

COVID-19 Wages per payment date system report
The COVID-19 Wages per payment date system report allows Nethris Internet Suite users to identify the information required to make the necessary calculations pertaining to a CEWS application.

This report is available under the Nethris Internet Suite’s Reports tab (Reports > Report generator > Reports list). You should use this report if you have the Report Generator solution and manage over 20 eligible earnings.

To guide you on how to use this report, a procedure is available in the Documentation section (?  > Documentation > COVID-19 Documents) of the Nethris Internet Suite.

Payroll record (SPD603)
The Payroll record (SPD603) report allows Telephone Payroll users to identify the information required to make the necessary calculations pertaining to a CEWS application.

This report can be generated under the Reports tab (Reports > Payroll results > Payroll reports). You should use this report if you do not have the Report Generator solution or if you have less than 20 eligible earnings.

To guide you on how to use this report, a procedure is available in the Documentation section (? > Documentation > COVID-19 Documents) of the Nethris Internet Suite.


HOW TO ISSUE A RECORD OF EMPLOYMENT

Laying off an employee can be difficult, but transmitting a record of employment should not be. Whether you are issuing your records of employment in paper or electronic format (ROE Web or ROE SAT), the procedure is at your fingertips on the Nethris Internet Suite, in the Documentation section (? > Documentation > 1.1 Vidéo Tutorials).

A written procedure is also available in User Help.

Precisions pertaining to COVID-19
Service Canada has emitted the following clarifications to guide you in issuing records of employment for your employees during the pandemic:

  • If your employee is sick or quarantined due to COVID-19, enter in Box 16 – Reason for issuing this ROE: “Code D – Illness or injury”;
  • If your employee stops working due to shortage of work or shutdown due to COVID-19, enter in Box 16 – Reason for issuing this ROE: “Code A – Shortage of work”;
  • If your employee refuses to come to work but is not sick or quarantined, please enter in Box 16 – Reason for issuing this ROE: “Code E – Quit” or “Code N – Leave of absence”.

Furthermore, it is important not to enter anything in the Comments section unless this is necessary, as this causes the ROE to be pulled from the automatic processing queue for review by a Service Canada agent, thus slowing down the process. Note that Service Canada recommends not to amend records of employment that have already been issued with comments.

Opt for electronic records of employment
Are you issuing records of employment in paper format? To simplify transmission, opt for the electronic option (ROE SAT). With this service, your employees will be able to access a copy of their ROE via My Service Canada Account (MSCA), within two business days of its production. You can request this service by sending an email to support.payroll@nethris.com.


HOW TO REHIRE OR REACTIVATE AN EMPLOYEE

The government wage subsidies or the gradual revival of the economy may prompt you to rehire your workers. The Nethris Internet Suite users that wish to carry out the rehiring process on our solutions can simply follow the steps detailed in User Help. It is important to remember to indicate the employee date of rehire.

However, if you only need to reactivate temporarily inactive employees, you can do so from their employee file (HR > Employment profile > Employment and compensation). You simply need to modify the Availability field and select “Active“.

Are you a Telephone Payroll user? Simply inform us of the modifications required during your next payroll data entry. If, however, you have more than five (5) modifications to make, send them to us via email at support.payroll@nethris.com, at least two (2) business days before your next payroll processing.

N.B. There are no additional fees for the rehiring of employees.

Have you thought about it?

To avoid hassles during this crisis, here are a few preventive measures:

  • Ensure that your access codes are valid;
  • Have an authorized backup who can access the Nethris Internet Suite and enter employee payroll information, to ensure that the payroll can be processed on time. Ensure that their access codes are valid as well;
  • Ensure that your backup is also authorized to communicate with Customer Service if needed. Also make sure that this person has the mandatory calling code.

USEFUL LINKS

Here are a few useful links to help you better understand the main support programs put in place by the Government of Canada in response to the COVID-19 global pandemic:

Thank you to all entrepreneurs!
Like the Government of Canada, Nethris encourages businesses to keep their employees on the payroll or rehire them if they can afford to do so. An employee represents a significant investment; they must be recruited, welcomed, trained and equipped to contribute to your SME profitability. In our view, your employees are a valuable resource and have the know-how to ensure the success of your activities.

We wish to profess our heartfelt admiration for all the employers contributing to the prosperity of the Canadian economy.

Notice
The information provided on this page is intended as a guideline only with the intention of helping our clients in the face of the COVID-19 pandemic. It cannot have the effect of changing or modifying the applicable agreement(s) in effect with our clients, nor shall it be construed as a waiver of any rights or remedies therein.

In the event of a discrepancy between the content of this page and the information provided by official agencies, the latter always takes precedence. Nethris is not responsible for errors and omissions that may be on this page nor for consequences resulting from its use.