Welcome to Wave & myBestHelper

Welcome to Wave and myBestHelper! We know life can be incredibly hectic sometimes (this may be why you've hired a nanny!) so we've tried to simplify the process of paying your household employees as much as possible. You're on your way! Here, we'll review the steps to get started off right using Payroll by Wave.

Create your Wave account

Your first step on the road to easily paying your household employee and organizing your finances with Wave is to create an account.

  1. On the login page, enter your email address and chosen password. You can also choose to sign in through Google.
  2. On the next page, you will see that your business type has been populated as Household Employer. Enter your family name. Your default currency and payroll currency will have been pre-populated in CAD. If you need to change this, you can do so here. Please note: this cannot be changed later, so ensure that it is correct.
  3. That's it! You'll be brought to the Payroll homepage. You can find the steps to register your business and enter your employees below. Click on Get Started to begin.

For more information, you are welcome to take a look at our general guide to Payroll by Wave.

Register with the CRA

If you pay your nanny or other household employees a salary, you are likely required to report to the Canada Revenue Agency. You may need to open a payroll program account and register as a business. You can find a more detailed explanation of why this is required and how to do it here.

Add your employees

One of the first and most important things you’ll need to do is to add your nanny or other household employees to your payroll account.

  1. Click the Employees tab in the left navigation menu. Once the Employees tab loads, select Add an employee near the top right of the screen.
  2. Complete all required fields, denoted by an asterisk (*). Please ensure that the address you enter is correct, as this plays a factor in tax withholding for the employee. For more information, or if you need to edit your nanny’s information at a later date, please see here.

Complete your Direct Deposit Application

Direct deposit allows your household employees to be paid automatically out of your bank account without you having to write a check. Our direct deposit users love the time it saves, and the best part is there is no additional charge for this service! You can find detailed step-by-step instructions on filling out the application here.

Once you’ve completed your Direct Deposit application, Wave can pay your payroll tax remittances to the CRA for any payrolls approved with Direct Deposit ON. This includes: Federal/Provincial Income Tax, EI and CPP. Check out the next step for a how-to on completing your Tax Profile!

Complete your Tax Profile

It's nice to not worry about payroll tax, and Wave has that taken care of. Follow the steps below to set up Wave to remit taxes for payroll on your behalf. Before you begin, you'll need to set up payroll direct deposit and have a CRA number for payroll tax remittances.

  1. Click on Settings in the bottom left corner and choose Tax Profile from the drop down menu below Payroll.
  2. Under "CRA Payroll Account Number" click on the 'New Identifier' button. On the popup modal enter your CRA payroll number and effective as of date. This number should have an "RP" in it. When entered, click the SUBMIT button.
  3. Select whether Wave should do Monthly remittances, Threshold 1 or Threshold 2 (accelerated remittances) on your behalf. This information should have been given to you by the CRA when you registered your business. See more about CRA remittance due dates.

You're done! Wave will now submit your payroll taxes to the CRA on your behalf.

You can look at the Taxes tab > Remittances, to see which will be handled by Wave and which would be handled by yourself (if payrolls were approved with this feature turned off).

Enter your Payroll History

If you're switching to Wave mid-year, you will want to enter in your historical payroll data. This will help ensure that employee tax forms and pay stubs are accurate and we calculate the appropriate amount of tax to withholding. Entering this information will also make year-end filings a breeze.

Select the gear icon and click Year-to Date Prior Payrolls.

Our Prior Payroll entry wizard will walk you through all the required steps. Further details are included below to give you a better idea of the process. 

To begin, click Start the year-to-date process.

  1. Enter the start date of the first payroll of the year, and the end date of your most recent payroll. If your pay period crosses the New Year, enter January 1st as the start date. For example, if you ran two payrolls, one from December 16th-31st, and paid on January 2nd, and another payroll from January 1st-15th, and paid on January 17th, you would put the start date as January 1st, and the end date as January 15th.
  2. Input the total wages paid to each household employee by quarter, as well as all taxes that were withheld. The quarterly breakdown is necessary so that we have all the required information to accurately help you complete tax filings. If you are migrating from another payroll provider they will typically have a report that details all the wages and withholding by household employee.

Once you have saved all of the year-to-date information we will provide a summary for you to compare to your records.

Enter your timesheets

Follow these steps to fill in your household employee's timesheet. This will allow us to accurately calculate wages for hourly workers.

Please note that salaried workers do not need regular hours entered unless they are being paid in addition to their salary for these hours. Detailed instructions for both Hourly and Salaried workers are included below.

For hourly workers

  1. Click the Payroll, then Timesheets tab in the left navigation menu.
  2. Use the arrows next to the days of the week to navigate to the weeks you're including in this payroll.
  3. Enter the number of hours your household employee worked each day. If your employee worked any overtime or used any paid vacation hours, click the arrow next to his or her name.
  4. Enter the appropriate overtime and paid vacation hours. Any hours entered into the Overtime hours row will be counted as time-and-a-half when your payroll is calculated.
  5. Click Save Changes to ensure that all entered hours are saved in the system and properly reflected when you approve the payroll.

You're done! Your household employee's timesheet is now up to date, and all regular, overtime and vacation hours will be reflected on their paystub.

For salaried employees

If your employee is compensated with a yearly salary, do not fill in their timesheet unless you would like to record and pay overtime or vacation hours. Wave uses the salary you entered in your employee's profile to calculate his or her paycheck. Any hours you enter into the field for regular hours will be added to your employee's paycheck.

  1. Click on Payroll, then Timesheets tab in the left navigation menu.
  2. Use the arrows next to the days of the week to navigate to the weeks you're including in this payroll.
  3. Find your employee's name and click on the arrow next to his/her name to input any overtime or vacation hours.
  4. In the Overtime hours row, enter any overtime hours your employee worked for that week for which he or she will be compensated in addition to regular pay, then click Update. Any hours entered into this row will be counted as time-and-a-half when your payroll is calculated, for salaried or hourly employees.
  5. In the Vacation pay row, enter any paid vacation hours your employee used that week.
  6. Click Save changes.

You're done! Your employee's timesheet is now up to date and any overtime and vacation hours will be reflected on their paystub.

Pay your employees

Once you're confident you've done the above you're almost at the finish line, continue on with the below and pay your employees! There are a few areas of the dashboard you will want to consider before approving payrolls.

  1. Payroll Frequency

    Before you run your first payroll you must decide which pay frequency you want to use. Wave supports Weekly, Biweekly (every two weeks), Semimonthly (twice a month) and Monthly payroll frequencies.

    Weekly and biweekly are more flexible in that you can select the finish date. Weekly and biweekly are preferred by many employees as it makes budgeting simpler. Monthly is the simplest as you only need to approve payroll once a month, the downside being your employees are paid less frequently and must be better at budgeting.

    To change your frequency, click the Change Frequency button on the dashboard next to your current frequency. The system currently defaults to biweekly when you create a payroll account.

    This cannot be updated after you’ve approved your first payroll in Wave.

  2. Payroll Dates

    From your Home page you will see a calendar with the Start Date, End Date and the Payday. You can edit the pay period by using the Edit link on the End Date, and it will automatically adjust the start date based on your pay frequency. With Semi-monthly and Monthly you will not be able to alter the end date as we use a fixed schedule. Semimonthly is paid on the 15th and final day of the month, and monthly is paid on the final day of the month.

    Please note that in order to pay employees via direct deposit, the funding cycle requires your payday to be at least four business days in the future

  3. Things to do

    Check out the Things to do list we've created for you. If you've completed all the steps in the guide this should be empty at present. Going forward, payroll tasks other than approving payroll will be listed here as important dates arrive.

  4. Notices

    We will alert you to any additional information we need with Notices, and you can address them by clicking on Review this payroll. If you have already completed the first five steps of setup you should not have any notices at this time.These notices let you know if we need any additional information to run your payroll, make sure to review these notices. We want to make sure you run an accurate payroll, so you must address notices before you can run you first payroll.

  5. Approve this payroll

    It's time! You're ready to Approve this payroll, and this will run your payroll!

Congratulations, you've just completed the getting started guide and are ready to pay your household employee with Payroll by Wave.