ADP Orientation & FAQs
The United Church of Canada / L’Église Unie du Canada
Contents
Summary of Services ..................................................................................................................................... 2
FAQ – Who provides the employee with the Statement of Earnings & Deductions? .............................. 2
FAQ – What if there’s not enough money in the ministry unit bank account to cover the payroll? ....... 2
FAQ – Why can’t payroll changes be entered online instead of by telephone? ...................................... 2
ADP Fees / Fee Increases .............................................................................................................................. 3
Becoming an ADP Authorized Contact.......................................................................................................... 3
Payroll Frequency Options ............................................................................................................................ 4
FAQ – We pay our staff twice a month. How can we avoid doubling the service charge? ...................... 4
Payroll Processing Options............................................................................................................................ 4
FAQ – Can I change the time of the monthly call and/or the employee payday?.................................... 4
Payroll Reports .............................................................................................................................................. 4
Contact Information...................................................................................................................................... 5
FAQ – We do not have an ADP account. How do I enrol and how long does it take? ............................. 5
The United Church of Canada
L’Église Unie du Canada
ADP Orientation & FAQS
Summary of Services
ADP stands for Automated Data Processing. The decision to use ADP was made after thoroughly
reviewing the needs of The United Church of Canada, and examining the ability of various
companies to meet those needs at an appropriate price.
For each payroll cycle, ADP:
• Contacts the ministry unit for payroll changes
• Calculates pay, Canada Revenue Agency (CRA) and United Church remittances
• Debits the ministry unit bank account
• Direct deposits pay to the employee bank account
• Makes payments to the CRA (income tax, Canada Pension Plan, Employment Insurance)
and United Church (pension & benefits)
• Produces payroll reports, including the Statement of Earnings & Deductions
• Prepares the Record of Employment at the time of change
• Prepares and files the T4 and summary with the CRA
FAQ – Who provides the employee with the Statement of Earnings & Deductions?
A: ADP produces the Statement of Earnings & Deductions (pay statements) with each pay
processed, and it is the responsibility of the ministry unit to ensure all employees receive a
copy. The ADP administrator can print the pay statement and pass it on to the employee, or
have ADP automatically mail the pay statement to the employee (subject to postage fees).
FAQ – What if there’s not enough money in the ministry unit bank account to cover the payroll?
A: To ensure ministry personnel get paid, the United Church negotiated a grace period for
emergency situations. If there are non-sufficient funds to cover a payroll, ADP will still process
the payroll. Then, ADP will liaise with the ministry unit to secure the necessary funds. There is
no fee for the first occurrence; however, subsequent occurrences will incur a NSF charge of
$175 if the funds are wire transferred or $200 if the account needs to be re-debited.
FAQ – Why can’t payroll changes be entered online instead of by telephone?
A: With the United Church account, ADP is actually working with 2,000 “small businesses”—
each ministry unit is a unique employer, but all are using the same process. Because of this, the
process has to be one that all ministry units can access. At this time, many ministry units do not
have high-speed Internet service, which would be necessary for online processes. As well, ADP’s
online payroll platform is complex and the cost is greater.
The United Church of Canada
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L’Eglise Unie du Canada
ADP Orientation & FAQS
ADP Fees / Fee Increases
ADP fees depend on options such as frequency of pay, number of people paid, and the
reporting options chosen by the ministry unit.
Example: Total annual fee with 3 employees enrolled
Based on a monthly payroll frequency, using the Reports on Internet option, the annual cost
could be as low as $271.54, plus applicable sales tax.
Monthly Payroll Fee:
Base Processing Fee
Per Employee Fee
Total Monthly Fee
Total Payroll Fee
$ 16.92
$ 3.36 ($1.12 × 3 employees)
$ 20.28
$243.36 (based on 12 months)
Year-end Fee:
Base Processing Fee
$ 16.92
Per Employee T4/Relieve
$ 6.75 ($2.25 × 3 employees)
Postage
$ 4.51
Total Year-end Fee
$ 28.18
Total Annual Fee (payroll and year-end): $271.54
Annual ADP fee increases are made in accordance with the terms of the existing Payroll Service
Agreement with ADP, and conforms with the Letter Agreement entered into between ADP
Canada Co. and The United Church of Canada, which stipulates that ADP may, no more than once
per year, revise its fees by an amount up to the percentage increase for all-items of the Consumer
Price Index (CPI) as published by Statistics Canada.
To obtain a summary of the ADP fees, e-mail [email protected]
Becoming an ADP Authorized Contact
The payroll administrator must be an “authorized contact” to speak with ADP about the
ministry unit’s payroll or to access payroll reports provided online.
To become an authorized contact, a current authorized contact from the ministry unit can
contact ADP Client Services (1-877-377-4784) to obtain the forms that must be completed and
returned to ADP. If no current authorized contact is available to sign the forms, call the Payroll
Service Information Line at General Council Office (1-800-268-3781, press 1).
It is advisable to have two authorized contacts, should one become ill or not be available to
administer the payroll.
The United Church of Canada
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ADP Orientation & FAQS
Payroll Frequency Options
ADP can process payrolls monthly, semi-monthly, or biweekly.
Call ADP Client Services to:
• Learn what processing frequency has been selected for the ministry unit
• Change the current payroll frequency, if desired (note payroll frequencies can only be
changed in January; ADP requires two weeks’ notice prior to the scheduled January pay
date and a service fee applies)
FAQ - We pay our staff twice a month. How can we avoid doubling the service charge?
A: If you have ADP process two pays a month, there will be two service fees. To cut down on
costs, a treasurer can issue a manual advance to staff for the usual “first pay,” then report the
advance to ADP for end-of-month pay. ADP deducts the advance from the net pay before
deposit.
Payroll Processing Options
In order for ADP to obtain payroll related information prior to each pay processed, there are 3
options:
• ADP schedules a regular “input” call with the ADP administrator prior to each pay date
• ADP receives a fax from the ADP administrator prior to each pay date
• ADP runs the payroll “as is” and no fax or input call is required; often selected in
situations where there are few changes to the payroll
Call ADP Client Services to:
• Learn what option has been selected for the ministry unit, and details of that option
• Change the current payroll processing option, if desired
FAQ – Can I change the time of the monthly call and/or the employee payday?
A: You can change both but must give ADP notice. To avoid possible service fees, it is best to
provide them with 5 days’ notice from your regularly scheduled input date.
Payroll Reports
ADP generates several reports each time the payroll is processed.
These reports contain detailed information regarding the breakdown of the payroll amount
being deducted from the ministry unit bank account including:
• Canada Revenue Agency remittances (Canada Pension Plan, Employment Insurance, and
income tax)
• United Church pension & benefit remittances (employer and employee portions)
• Employee pay processed and deposited
• ADP service fees
The United Church of Canada
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L’Eglise Unie du Canada
ADP Orientation & FAQS
The ADP reports can be accessed through the internet (Reports on Internet-ROI) or by mail.
There is no cost for payroll reports obtained via ROI; payroll reports obtained via mail are
subject to postage fees.
Call ADP Client Services to:
• Learn what payroll reports option has been selected for the ministry unit, and details of
that option
• Change your current payroll reports option, if desired
Highly recommended, “Understanding the Payroll Reports” is a useful tool to help decipher
the payroll reports generated by ADP.
Contact Information
•
ADP Client Services: 1-877-377-4784 (8:00 a.m. to 8:00 p.m., Monday to Friday)
Tip: The call wait times are shorter on Wednesdays, Thursdays, and Fridays, since
Mondays and Tuesdays are dedicated to payroll input.
•
United Church General Council Office
Payroll Service Information Line: 1-800-268-3781, press 1
FAQ – We do not have an ADP account. How do I enrol and how long does it take?
A: Contact Randee Armstrong (1-780-801-4150, [email protected]). Depending on
the requested pay date, it takes approximately 3 weeks to process the first payroll through
ADP.
The United Church of Canada
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L’Eglise Unie du Canada