Understanding Notices

Province Payroll automatically checks for common issues that could affect your payroll. These alerts are designed to help you catch mistakes early—before anything is finalized.

You’ll see these alerts appear after clicking “Calculate Payroll.” You can calculate as many times as needed. Nothing is committed until you click “Approve Pay Run.”

👤 Missing Employee Hours

Province checks if there are active employees who didn’t receive any earnings or deductions during the pay period.

What you’ll see:

“John Smith is an active employee but not on the pay run. If you forgot to add hours, then add them before approving the payroll. If the employee is no longer working, you should terminate them in the system, pay out their vacation pay, and issue an ROE.”

Why it matters: You might’ve forgotten to enter hours, or the employee may have left but wasn’t officially terminated in the system.

💵 Net Pay of $0.00

Province will flag any employee whose take-home pay is zero.

What you’ll see:

“Jane Doe has a net pay of zero. This happens when the employee has more deductions than earnings. IT IS STRONGLY RECOMMENDED THAT YOU REDUCE DEDUCTIONS BEFORE APPROVING PAYROLL…”

Why it matters: This usually means:

  • Their deductions are greater than their earnings

  • They have a high “additional tax to be deducted” setting on their TD1

Where to check:
Go to Employees → [Employee Name] Show → View Details on the Federal line to review their TD1 settings.

🏖️ Vacation and Regular Hours on the Same Day

Province checks if an employee was paid both Vacation and Regular earnings on the same day. This can happen if hours were added by schedule and not adjusted after vacation was entered.

What you’ll see:

“Alex Lee has both Regular and Vacation earnings on Jul 29, 2025, for a total of 8 hours. If the employee did not work that day, it is safe to delete the Regular Hours.”

Why it matters: If the employee didn’t work that day, they shouldn’t receive regular pay.

Summary

These alerts help you run an accurate payroll and avoid issues down the line.
You can fix anything flagged, re-calculate, and proceed when you’re ready.📋 Viewing Pay Runs

At the top of the Pay Run page, you’ll see:

  • A status flag showing whether the Pay Run is Open or Approved

  • The start date, end date, and pay date

The Pay Run workflow follows four key steps:

  1. Generate Earnings
     Click this to auto-create earnings for employees with a fixed schedule. Their regular hours are pulled from the wage you already set—no manual entry needed.

  2. Add Manual Earnings or Deductions
     For employees who worked different hours, took time off, or earned a bonus:

    • Click New Earning or New Deduction to enter additional details.

    • These open in a new tab so you can easily return to the Pay Run.

  3. Calculate Payroll
     Clicking Calculate Payroll will refresh the page and display a summary of each employee’s:

    • Total hours

    • Gross pay

    • Taxes withheld

      You can click this button as many times as you like. Nothing is committed to your business until the next step. It's a safe way to review and validate the payroll numbers before finalizing.

      As part of this process, Province also runs a series of checks to catch common issues—like missing hours or zero net pay. Learn more about what Province Payroll checks before you approve a Pay Run.

  4. Approve Pay Run
     Once everything looks good, click Approve Pay Run to lock in the results.

After approval:

  • Pay stubs are automatically emailed to employees on the Pay Date. Want to send them right away? Just click Email Paystub to send instantly.

  • Payment Tracking records to Employees and the CRA are created and available in the Payments page.