Payroll team size – Canadian payroll only

  • Debbie DykstraDebbie Dykstra
    Member since Sep 2022

      I am putting together some data on payroll team sizes and would like to know:
      1. how many employees is your payroll team responsible for paying in Canada? many employees (FTE) are on your payroll team, including leaders/managers?
      3. Is your payroll outsourced?
      4. Describe your team’s duties (high level) eg) gross to net processing, transaction processing, inquiry handling

      Thank you to everyone who is able to participate.

      September 8, 2023 at 12:26
    • Debbie DykstraDebbie Dykstra
      Member since Sep 2022

        Our payroll team has 1 director, 1 manager, 3 analysts, 3 advisors and pays ~13000 employees and ~6300 retirees

        September 8, 2023 at 12:27
      • Denise BurnettDenise Burnett
        Member since Apr 2022

          Our payroll team includes 1 director, 1 manager, and 2 payroll admin with 1 backup payroll admin. We pay ~ 250 employees on a biweekly basis. Our payroll is done in-house and the payroll admin handle all the payroll requests and processing. The manager/director are responsible for review and approvals.

          September 11, 2023 at 09:57
        • Tracy OlesTracy Oles
          Member since Sep 2022

            I am the payroll and benefits team in our place of business paying on average 250 people bi-weekly and maintaining/reporting benefits for about 200 of those. An employee in Finance checks my batches for accuracy and I report to the Director of Finance. We process our payroll in house. We do use electronic time keeping for the majority of staff but do have some staff that are not computer literate so they use good old paper time sheets, and even the electronic ones I go through each period as staff do weird things with their electronic time cards. I currently have no back up as my back up person has recently moved on to another company and we currently do not have enough staffing in our department to start training another back up, hopefully in the coming months we will rehire for that position/

            September 12, 2023 at 16:16
          • Stacey Wood PCPStacey Wood PCP
            Advocates Council

              Our payroll team doubled in size last year–to 2! We process all payroll, statutory remittances & benefits remittances in-house utilizing a module within our accounting software. We also issue ROEs, deal with Service Canada/CRA inquiries & employee inquiries, as well as report to upper management with analytics on salaries, budgets, etc. Payroll is produced for a total of 250-300 employees (fluctuates) for 3 companies, 4 different pay periods (but all with the same pay dates).

              September 13, 2023 at 11:36
            • Penny LeclairPenny Leclair
              Member since Sep 2022

                I am the payroll team, although I finally have a back up for vacation! I pay on average of 210 employees on a weekly basis, dealing with 6 unions as well as non-union. I also oversee the benefits and pension, as well as labour costing for jobs. I report to the controller. We have finally gotten some automation as of this year but we still have a long way to go for upgrades to our systems and processing.

                September 14, 2023 at 12:49
              • Sherry BuddSherry Budd
                Member since Sep 2023

                  I am alone in payroll, although I do have an assistant who deals with the time & attendance system and benefits administration for the union employees. We run payroll in house, approximately 800 unionized employee and 160 salaried employees paid weekly. We do not have an HR department, so most of those duties fall on us as well.

                  September 14, 2023 at 16:18
                • Tammy McDougallTammy McDougall
                  Member since Jun 2022

                    Our Payroll Team:
                    – 3 individuals – 1 Manager, 1 Salary employee coordinator, 1 Hrly employee coordinator
                    – Salary Coordinator processes & reviews timesheets/handles inquiries approximately 450 employees (bi-weekly)
                    – Hrly Coordinator processes & reviews timesheets/handles inquiries approximately 700 employees (during high season can reach 850) (bi-weekly)
                    – Manager processes the monthly payroll & does all the final auditing – including uploading all the G/L information to our in-house accounting software
                    – The final processing including creating third-party payments, CRA payments, ROEs, etc is processed via a third-party Payroll processing software
                    – Our IT Dept set up an integration dashboard that integrates our HR software to our Payroll software last year, so we are slowly removing our reliance on paper – has DEFINITELY cut-down on duplication of information & errors

                    September 19, 2023 at 11:09
                  • Lisa NistorLisa Nistor
                    Advocates Council

                      The team here consists of:
                      4 Payroll Analysts – process day to day employee changes for all employees and verify changes.
                      2 Payroll Leads – process the semi-monthly pay for salary and hourly employees, complete ROEs, reporting for external and internal. Verification of employment. Process pay for board members. Assign work and manage analysts.
                      1 Senior analyst – financial lead dealing with wcb, long term disability, claims on employee accounts due to overused benefits, costing, etc.
                      Specialist, payroll – troubleshooting issues, testing of system changes, access requests, liason between payroll team and IT. Implement system and process changes.
                      Manager, Payroll – deals with escalated issues/questions, verifies and approves changes, manages staff, works with other team members to ensure processes efficiency and regulations/CBAs are being followed.

                      Team reports into the Director who oversees total rewards, comp, benefits and payroll in the HR area.

                      Paying about 3700 employees + board of directors with 2 union agreements and out of scope. Lots of seasonal work/students.
                      Payroll is processed in house.

                      September 19, 2023 at 13:40
                    • Wedian IbrahimWedian Ibrahim
                      Member since Sep 2022

                        Our payroll team consists of only two people:
                        My manager and I. We serve 558 Employees all in ON only (265 Salaried, 15 Contractors and 278 Hourly). All paid bi-weekly using ADP workforce.
                        We are also involved in the hiring process/setup, and offers/contracts preparations.

                        September 20, 2023 at 14:18
                      • Lisa LocherLisa Locher
                        Member since Sep 2022

                          Here’s what I’ve seen (all of the below were in-house payroll except USA) specific to the payroll teams:
                          – Company (+/-1400 employees) operated in 1 province – 1 Director (payroll/HR), 1 Manager, 1 Payroll Lead, 2 Coordinators, and two Payroll BAs.
                          – Company (+/-700 employees) operated in 3 provinces, federally, & USA – 1 Director (payroll/HR), 1 Manager, 1 Payroll Coordinator, 1 HR/Payroll support
                          – 2 Companies (+/-200 employees) operated in 3 provinces – 1 Director (payroll/HR), 1 Manager (responsible for processing payroll)
                          – 1 Company (+/- 125 employees) operated in 1 province – 1 Payroll Officer
                          I believe when considering the size of the payroll team, you should consider how complicated the compensation programs are for the organization and how much manual work needs to be done to pay employees (and if that manual work is done by payroll or operations). Also, considering the types and complexity of the benefits offered to employees & employee groups.

                          September 28, 2023 at 15:26
                        • Nicole Forbes PLPNicole Forbes PLP
                          Member since Sep 2022

                            For 2,000 employees and 600 retirees
                            1 – Payroll Analyst
                            4 – Payroll Specialists
                            Currently working on crossing training.

                            October 18, 2023 at 13:38
                          • Caitlin Henderson, PCPCaitlin Henderson, PCP
                            Advocates Council

                              I am the payroll team working full time and I report to the Controller. Depending on the season we pay 200-50 employees with a mix of PT and FT as well as TFW’s. We process payroll in house using Ceridian, and I handle all payroll processing and inquiries the department managers cannot respond to. The department managers enter timesheets and are the starting point of contact for all staff.

                              November 27, 2023 at 11:26
                            • Kirsty MaddenKirsty Madden
                              Member since Jun 2022

                                We currently have a workforce of 135 employees and I am the sole payroll professional for our company.
                                We use Ceridian Dayforce for our payroll.
                                I handle all payroll and benefits related tasks including, but not limited to: processing the bi-weekly payroll, monthly commission, quarterly board of director payments. Performing monthly audits on the CRA remittances, year end processing and auditing of tax forms, and full administration of our group health, life and savings plans.

                                November 29, 2023 at 08:37
                              • Waleed AmmariWaleed Ammari
                                Member since Oct 2023

                                  We are a team of 2, I am the manager and there is a payroll admin, we are responsible for paying around 550 employees between hourly salary and contractor.
                                  we have a semi-monthly and monthly payroll.

                                  November 29, 2023 at 12:45
                                • Leslie AlbrightLeslie Albright
                                  Member since Mar 2023

                                    We pay 1800 people via 7 payrolls on a bi-weekly basis. (4 one week and 3 the next)
                                    We have 4 FTE’s in payroll including the payroll supervisor.
                                    Our payroll software is Logibec.

                                    We pull in time cards, process changes, inquiries, payouts position changes etc.
                                    Reconcile after close and upload to the bank, publish pay statements.
                                    Payout unions, rrsps, pensions, cra.

                                    and do it all again….

                                    December 14, 2023 at 18:34
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