👥 Module 7: Payroll & Liabilities
Master Canadian payroll processing and liability management in QuickBooks Online. Proper payroll handling ensures
employee satisfaction, CRA compliance, and accurate financial reporting.
7.1 Understanding Canadian Payroll Components
Canadian payroll involves multiple deductions and employer contributions that must be tracked accurately.
Four Main Payroll Components:
| Component |
Employee Pays |
Employer Pays |
Total Liability |
| Gross Wages |
Earned amount |
- |
Expense only |
| CPP (Canada Pension Plan) |
Deducted from pay |
Matches employee |
2× employee amount |
| EI (Employment Insurance) |
Deducted from pay |
1.4× employee |
2.4× employee amount |
| Income Tax |
Deducted from pay |
- |
Employee portion only |
Key Concept: Employer pays MORE than employee receives
• Employee receives: Gross - Deductions = Net Pay
• Employer pays: Gross + Employer CPP + Employer EI = Total Cost
7.2 Payroll Calculation Example
Sample Payroll: Employee Earning $5,000/month
Employee: Jane Smith
Monthly Salary: $5,000.00
Pay Period: March 2026
EMPLOYEE EARNINGS:
Gross Salary: $5,000.00
EMPLOYEE DEDUCTIONS:
CPP (Employee portion): $ 274.00
EI (Employee portion): $ 79.00
Federal Income Tax: $ 853.00
───────────────────────────────────────
Total Deductions: $1,206.00
NET PAY (to employee): $3,794.00
EMPLOYER COSTS (in addition to gross):
CPP (Employer matches): $ 274.00
EI (Employer 1.4× employee): $ 110.60
───────────────────────────────────────
Total Employer Costs: $ 384.60
TOTAL COST TO EMPLOYER:
Gross + Employer contributions = $5,384.60
Journal Entry for Payroll:
Date: March 31, 2026
Debit: Salaries Expense 5,000.00
Debit: CPP Expense (Employer) 274.00
Debit: EI Expense (Employer) 110.60
Credit: CPP Payable 548.00 (274+274)
Credit: EI Payable 189.60 (79+110.60)
Credit: Income Tax Payable 853.00
Credit: Bank (Net Pay) 3,794.00
═══════════════════════════════════════════════
Totals: 5,384.60 5,384.60 ✓
Understanding the Liabilities:
CPP Payable: $548 (Employee $274 + Employer $274)
EI Payable: $189.60 (Employee $79 + Employer $110.60)
Income Tax Payable: $853 (Employee only)
These are LIABILITIES owed to CRA and must be remitted on schedule.
If not paid on time: Penalties and interest charges apply!
7.3 Payroll Liabilities Accounts
Create separate liability accounts to track each payroll component.
Required Accounts in Chart of Accounts:
EXPENSES (Employer Costs):
6900 Salaries & Wages Expense
6910 CPP Expense (Employer portion)
6920 EI Expense (Employer portion)
6930 Workers Compensation Expense
6940 Employee Benefits Expense
LIABILITIES (Amounts Owed):
2200 CPP Payable
2210 EI Payable
2220 Income Tax Payable
2230 Workers Compensation Payable
2240 Vacation Pay Payable
Why Separate Accounts Matter:
- Track each liability component separately
- Reconcile to CRA remittance schedules
- Generate accurate payroll reports
- Ensure timely payments (avoid penalties)
- Audit trail for CRA compliance
7.4 Remitting Payroll Liabilities to CRA
CRA Remittance Schedules:
| Average Monthly Withholding |
Frequency |
Due Date |
| Under $1,000 |
Quarterly |
15th of month following quarter |
| $1,000 - $24,999 |
Monthly |
15th of following month |
| $25,000 - $99,999 |
Twice Monthly |
25th and 10th |
| $100,000+ |
Accelerated |
4 days after pay period |
Recording Remittance Payment:
Scenario: Pay March 2026 payroll liabilities on April 15
Total Payment to CRA: $1,590.60
• CPP Payable: $548.00
• EI Payable: $189.60
• Income Tax Payable: $853.00
Journal Entry - Paying CRA:
Date: April 15, 2026
Debit: CPP Payable 548.00
Debit: EI Payable 189.60
Debit: Income Tax Payable 853.00
Credit: Bank - RBC Chequing 1,590.60
──────────────────────────────────────
Totals: 1,590.60 1,590.60 ✓
Memo: CRA payroll remittance - March 2026
⚠️ Late Remittance Penalties:
• 3% if 1-3 days late
• 5% if 4-5 days late
• 7% if 6-7 days late
• 10% if 8+ days late
• PLUS daily compound interest
Example: $10,000 remittance 10 days late
Penalty: $1,000 (10%) + interest = ~$1,050 total cost
7.5 Detecting Payroll Liability Issues
Problem Scenario:
Payroll liabilities are increasing monthly, but payments to CRA are consistent.
Possible Causes:
✓ Underpayment: Not remitting full amount owed
• Check: Compare liability account balance to remittance amounts
• Fix: Calculate and pay shortfall immediately
✓ Calculation errors: Incorrect CPP/EI/Tax amounts
• Check: Verify payroll calculations against CRA tables
• Fix: Recalculate and adjust with correcting entries
✓ Accrual vs payment timing: Expense recorded but payment delayed
• Check: Review dates of expense vs payment entries
• Fix: Ensure timely remittances
✓ Missing payments: Skipped remittance months
• Check: Review payment history for gaps
• Fix: Pay all missed periods plus penalties/interest
Reconciling Payroll Liabilities:
- Run Balance Sheet to see current liability balances
- Compare to year-to-date payroll processed
- Review all remittance payments made
- Calculate what SHOULD be owed
- Investigate and correct any discrepancies
- Make catch-up payments if needed
Example Balance Sheet Check:
Balance Sheet - As of March 31, 2026
LIABILITIES:
CPP Payable $2,192.00
EI Payable $ 758.40
Income Tax Payable $3,412.00
───────────────────────────────────────
Total Payroll Liabilities: $6,362.40
⚠️ This represents 4 months unpaid!
Jan + Feb + Mar + Apr = $6,362.40
Should have been remitted monthly.
7.6 QuickBooks Online Payroll Features
QBO Payroll Options:
- QuickBooks Payroll: Integrated payroll service (subscription)
- Third-party Payroll: ADP, Ceridian, Wagepoint integration
- Manual Payroll: Enter journal entries manually (not recommended for most)
QBO Payroll Advantages:
- Automatic CPP/EI/Tax calculations (CRA-compliant)
- Direct deposit to employees
- T4 and ROE generation
- Automatic remittance tracking
- Vacation pay accrual
- Employee self-service portal
- Integration with time tracking
Manual Payroll Workflow (if not using QBO Payroll):
- Calculate gross pay for each employee
- Calculate deductions using CRA tables/calculators
- Calculate employer contributions (CPP, EI)
- Create journal entry in QBO
- Issue cheques or direct deposits manually
- Track remittance due dates
- Pay CRA on schedule
- Record remittance payments in QBO
7.7 Other Payroll Liabilities
Beyond CPP/EI/Income Tax:
Vacation Pay (4-6%):
- Most employees entitled to minimum 4% of gross (2 weeks)
- After 5 years: 6% (3 weeks)
- Accrue as liability until paid
Vacation Pay Entry:
Monthly Accrual (4% of $5,000):
Debit: Vacation Pay Expense $200.00
Credit: Vacation Pay Payable $200.00
Workers' Compensation (WSIB in Ontario):
- Provincial workplace injury insurance
- Rate varies by industry (e.g., 0.5% - 5%)
- Employer pays 100% (no employee deduction)
- Premiums usually paid annually or quarterly
Group Benefits:
- Health insurance, dental, life insurance
- Often cost-shared between employer and employee
- Employee portion deducted from pay
- Total premium paid to insurer
Pension/RRSP Contributions:
- Employer-sponsored retirement plans
- Employee contributions deducted from pay
- Employer matching (if applicable)
- Remitted to plan administrator
7.8 Year-End Payroll Requirements
T4 Slips (Statement of Remuneration Paid):
- Due to employees: Last day of February
- Due to CRA: Last day of February
- Shows: Total earnings, CPP, EI, Income Tax for the year
- Employees use for tax returns
Record of Employment (ROE):
- Required when employee leaves or on extended leave
- Must issue within 5 days of last pay
- Needed for EI benefits claim
- Submit electronically to Service Canada
T4 Summary:
- Summary of all T4s issued
- Filed with CRA along with individual T4s
- Reconciles total payroll for the year
7.9 Payroll Best Practices
- Use payroll software (QBO Payroll or reputable third-party)
- Reconcile payroll liabilities monthly to catch errors early
- Pay CRA on time (set calendar reminders)
- Keep detailed records (timesheets, pay stubs, remittance receipts)
- Separate payroll bank account (optional but helpful)
- Review CRA My Business Account regularly for compliance
- Update deduction tables when CRA releases new rates
- Verify employee information (SIN, address, TD1 forms)
- Document all payroll adjustments with supporting memos
- Consult payroll specialist for complex situations
- Archive payroll records for 6 years (CRA requirement)
7.10 Quick Self-Check
Q1: Employee earns $5,000 gross. After deductions (CPP $274, EI $79, Tax $853), what is net pay?
✓ $3,794 ($5,000 - $274 - $79 - $853)
Q2: What journal entry records payroll liabilities?
✓ Debit Salaries Expense, Debit CPP/EI Expense; Credit CPP/EI/Tax Payable, Credit Bank
Q3: Payroll liabilities increasing but payments consistent. What might be wrong?
✓ Underpayment, calculation errors, accrual timing issues, or missed payments
Q4: What are the three main payroll liabilities to CRA?
✓ CPP Payable, EI Payable, Income Tax Payable
Q5: When is monthly payroll remittance due to CRA?
✓ 15th of the following month (if withholding $1,000-$24,999/month)
Q6: What's the penalty for payroll remittance 10 days late?
✓ 10% penalty plus daily compound interest
Q7: Does employer match employee CPP contributions?
✓ Yes - employer pays equal amount to employee CPP deduction
✓ Module 7 Complete
You've learned:
- Canadian payroll components (CPP, EI, Income Tax)
- How to calculate gross pay, deductions, and net pay
- Employer contributions (CPP match, EI 1.4×)
- Payroll journal entries and liability tracking
- CRA remittance schedules and due dates
- Recording remittance payments to CRA
- Detecting payroll liability problems (increasing liabilities)
- Late payment penalties (3-10% plus interest)
- Other liabilities (vacation pay, WSIB, benefits)
- Year-end requirements (T4s, ROEs)
- Best practices for payroll compliance
← Back to All Modules