This article lists the documents you must upload with your entity details to ensure we capture all the information required to process your payroll accurately.
Statutory and company requirements
| What is Needed | What this Means | Where to Find it |
| CRA Letter | Provides the company's full CRA Payroll Program Account Number (9-digit Business Number + RP0001). This confirms the company's registration status and remittance frequency (Quarterly, Regular, or Accelerated). | CRA registration documents |
| WCB Document (Workers' Compensation) | Provides the company's WCB/CNESST Account Number and the assigned premium rate (based on industry risk). This is essential for calculating the employer's mandatory insurance contributions. | WCB registration documents |
| Exemption from WCB | If Applicable. Certain industries or business owners (e.g., sole proprietors) may be exempt. Required: Provide the official exemption certificate to waive the contribution requirement. | WCB registration documents |
| Ontario Employer Health Tax (EHT) | If Applicable. Provides the EHT Account Number and confirms the tax rate. This tax is levied on annual payroll (with a large exemption for small businesses). | Ontario Tax registration |
| ROE for all employees | MANDATORY for Terminated Employees. The Record of Employment (ROE) must be issued electronically or manually by the employer whenever an employment relationship ends (termination, leave, etc.). This is essential for the employee to claim EI benefits. | Company employee records |
| Employee Work Contracts | The signed contract confirms salary, hours, vacation terms, and termination notice, ensuring payroll complies with the agreed-upon rates and provincial labor laws. | Employee contract document |
| Non-Resident Work Permits | If Applicable. Required for non-residents to verify legal work status and ensures the correct tax treaty rules are applied for income tax withholding. | Permit documents |
| Payslips for current tax year | Provides a quick and clear record of the pay structure and net pay calculations for the current year. | Payroll records |
| Detailed YTD report for the current tax year | Provides YTD totals for gross wages, CPP/QPP, EI/QPIP premiums, and Income Tax Withheld for every employee. This ensures we do not over-deduct mandatory contributions after the employee has reached the annual maximum limit. | Payroll records |