CanPay and Canadian Payroll Systems Service Agreement

This Privacy Statement is an Agreement between you (“the Client”) and the CanPay Software Inc. and/or Canadian Payroll Systems Inc. ("We / the Provider"). This statement governs the Provider's use of the client's confidential data (Client Data) and any related documentation that the Client provides.  This policy is designed to protect the Client Data and to ensure the highest level of security and confidentiality.

The Provider agrees to provide payroll software and services based on the following terms.

NON SUFFICIENT FUNDS POLICY (NSF) - We, the Provider, strictly implement the following policy on NSF draws: In the case where your payroll funds have been returned to us NSF, we will immediately contact our bank in order to process a correction run, which will in turn cancel all employee deposits. You will then be contacted regarding the NSF to find out which course of action you would like to take to correct the situation.
No funds will be re-deposited into your employee’s accounts until we have received the total debit amount, including an NSF fee of $100.00. The total NSF amount plus the NSF Fee will only be accepted by certified cheque or direct bank transfer. In the case an NSF situation occurs more than once, your account will be switched to a "direct bank transfer only" method.

LIMITATION OF LIABILITY: In no event shall we, the Provider, be liable to the Client for any damages whatsoever, including any lost profits, or other incidental or consequential damages arising out of use of the payroll service even if we have been advised of possibility of such damages, or for any claim by any third party. Although we take necessary precautions to ensure ongoing, reliable services, we do not warrant that the services will be uninterrupted or error-free. We make no express warranties and waive all implied warranties. No advice or information given by us or our representatives shall create a warranty. We and our employees are not liable for any costs or damages arising directly or indirectly from your use of the services including any indirect, incidental, exemplary, multiple, special, punitive, or consequential damages.

PAYROLL BANK PROCESSING DEADLINES POLICY - In order for us to pay your employees efficiently and on time, we must pull the funds from your bank account by 12:00 pm C.S.T. two days prior to the pay date. This guarantee’s that we have your funds prior to paying your employees. Should your payroll not be completed and approved by the deadline (which will result in us not having received your funds on time), your employees will not be paid on time.

Please keep in mind that this cut off time is for the bank processing, not your payroll processing. Your payroll must be COMPLETED and APPROVED by the approved deadline.

FIRST TIME PAYROLL PROCESSING - For security, all first-time pay runs will require an online payment to cover the initial payroll and its associated fees. We will debit your account for future runs after completing the bank verification process.

PAYROLL PROCESSING SCHEDULE (SELF SERVICE) - On a self-service payroll, the above bank processing deadlines must be met. Because processing does take time, please allow, at the very minimum, at least one hour prior to your bank deadline.

PAYROLL PROCESSING SCHEDULE (FULL SERVICE) - In order for us to accurately enter, process, complete and receive approval, the following payroll processing deadlines must be met:

All transactions for payroll entry during normal pay weeks should be received as follows;

  • For a Monday pay day - entries should be in as early as possible by Wednesday of the previous week.
  • For a Tuesday pay day - entries should be in as early as possible by Thursday of the previous week.
  • For a Wednesday pay day - entries should be in as early as possible by Friday of the previous week.
  • For a Thursday pay day - entries should be in as early as possible on Monday of the current pay week.
  • For a Friday pay day - entries should be in as early as possible by Tuesday of the current pay week.
  • A week consisting of a statutory holiday will affect these deadlines. You will be advised of any changes to your schedule if required.

"CanPay", "eNETEmployer", "GrandMaster”, "eNETInbox", CanPay-related product logos, and other the CanPay Software product names are trademarks of CanPay Software Inc. Other trademarks are the property of their respective owners.
Revised April 21, 2022


Looking for Payroll in Canada?

CanPay provides Payroll and HR software for thousands of companies across Canada. If your business has a unique payroll need or you are simply looking for an alternative to your current method, contact us today. We can offer you a customized solution that will suit your unique business requirements. Please call 1-800-665-5129 or send an email request to: sales@canpay.com.

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