September 2025

🚀 What's New

Release Date: 09/24/2025

1. Maine Earned Paid Leave Update

Improvement: We're updating our payroll system to reflect Maine's revised paid leave legislation, which increases the maximum accrual cap from 40 to 80 hours for eligible employees in Maine. 

This change ensures compliance with Maine's updated labor laws and provides Maine employees with the ability to carry over up to 40 hours of unused paid leave into the next year, while still being able to accrue their full 40 hours of annual leave.

Key Updates:

• Maine has enacted legislation that clarifies the rules for carrying over unused leave under the state's paid leave law.
• Increases the number of hours of leave an employee must be able to accumulate year-over-year. Under the updated law, employees retain the right to carry over unused paid leave into the next year, and carryover from the previous year will not reduce the total number of hours of paid leave an employee is entitled to accrue in the following year (40 hours). This effectively results in an increased maximum accrual of 80 hours annually. This change takes effect on September 24, 2025.

How does this impact you? 

• The system update will automatically support this increased accrual limit for Maine employees, without requiring any action from users managing. Your Maine employees will now be able to maintain higher leave balances while remaining compliant with state regulations.

KB Article: Sick Leave (Accrual) Overview

🚀 What's New

Release Date: 09/22/2025

1. Court Ordered Deduction Tracking

Improvement: Enhanced payroll deduction management with court-ordered deduction tracking and verification capabilities in Back Office.

Key Updates:

• We've added comprehensive court ordered deduction management features to the Employee > Payroll > Deduction screen.
• You can now flag deductions as "Court Ordered" using a new checkbox, with built-in confirmation prompts to ensure accuracy when making these designations.
• A new "Verify" button allows you to confirm all deduction amounts and proper sequencing, with the system automatically tracking verification date and user. We've also added sequence numbers to the deduction summary grid for better visibility into processing order.

How does this impact you?

• You now have better control and visibility over court-ordered deductions in your payroll processing. The new "Court Ordered" checkbox helps you properly categorize these critical deductions, while confirmation prompts reduce the risk of accidental changes.
• The verification feature ensures compliance by allowing you to confirm that all deductions are accurate and properly sequenced before processing payroll.
• Sequence numbers in the summary grid make it easier to review deduction order and maintain compliance with court-ordered deduction requirements, ultimately streamlining your payroll workflows while reducing compliance risk.
  
   

2. Court Ordered Alert DRM

Improvement: New Data Requirement Message (DRM) alert for unverified court-ordered deductions during payroll processing in Back Office.

Key Updates:

• We've added a new DRM that automatically checks for unverified court-ordered deductions during payroll processing.
• When the system detects an active court-ordered deduction that hasn't been verified, it will generate a Warning error message identifying the specific deduction and requiring verification before you can proceed with payroll.
• The DRM only triggers for court-ordered deductions that lack verification - properly verified deductions will process normally without interruption.

How does this impact you?

• You'll now receive proactive alerts during payroll processing when court-ordered deductions require verification, preventing payroll runs with potentially non-compliant deduction setups.
• This safety check ensures you can't accidentally process payroll without properly reviewing and confirming court-ordered deductions, reducing compliance risks and helping maintain accurate payroll processing.
• When you encounter the DRM alert, simply navigate to the Employee > Payroll > Deduction screen to verify the flagged deduction, then return to complete your payroll processing with confidence that all court-ordered deductions have been properly validated.

 

KB Article: DRMs Payroll

🚀 What's New

Release Date: 09/12/2025

1. Tax Rates - Overwrite Enhancement

Improvement: We have enhanced the tax rate management system to prevent overwriting of historical tax rates, ensuring accurate tax reporting and maintaining a complete historical record of rates applied to past paychecks.

Key Updates:

• Removed Historical Rate Overwrite Capability: Historical tax rates can no longer be overwritten, preventing errors in tax calculations and reporting
• Historical Data Grid: Added a new grid display on the right side of the tax rate interface to track and view historical tax rate data
• Streamlined Fields: Removed unnecessary fields from the interface for improved usability
• Preserved Tax Recalculation: The Tax Recalculation screen functionality remains unchanged
• Enhanced User Interface: Redesigned the tax rate management interface with improved layout and functionality

How Does This Impact You? 

• Historical Rates: Previously applied tax rates are now protected and cannot be modified, ensuring accurate historical records
• New Interface: Use the updated interface with the historical data grid to view past rate changes and their effective dates
• Rate Changes: You can still update current tax rates - the system will preserve the historical rates while applying new ones going forward
• Tax Reporting: Benefit from more accurate tax reporting with maintained historical rate integrity
   

2. T4 XML Data Validation for CRA Compliance

Improvement: We've added comprehensive data validation for T4 XML file generation to ensure compliance with Canada Revenue Agency (CRA) requirements. The CRA has started rejecting files with improperly formatted data for 2025, so this enhancement helps prevent file rejections and ensures smooth tax reporting.

Key Updates:

Comprehensive Field Validation: The system now validates all T4 XML data fields before file generation, checking for:

• General Data Quality - Removal of special characters and preceding/trailing whitespaces from all fields
• Employee Name Standards - Surname validation (required, max 20 characters, no titles or initials), first name validation (max 12 characters when provided), and initial validation (single character for second given name)
• Address Information - Proper formatting for address lines (max 30 characters each), city (max 28 characters), province/territory codes (exactly 2 alpha characters), and postal codes (max 10 characters in proper Canadian format)
• Identification Requirements - Country code validation (exactly 3 alpha characters - "CAN" or "USA") and SIN validation (exactly 9 numeric characters, with all zeros if employee hasn't provided SIN)
   

How Does This Impact You? 

• Error Detection and Reporting: New validation UI displays all formatting errors with specific employee IDs and failed validation rules, making it easy to identify and correct data issues before file submission.
• Pre-Generation Verification: All data is validated before T4 XML file creation, preventing the generation of files that would be rejected by the CRA.

This enhancement ensures your T4 XML files meet all CRA formatting requirements, preventing rejections and streamlining your year-end tax reporting process.

3. Accrual Enhancement | Visibility Suppression for Compliance

Improvement: We've added the ability to suppress accrual visibility on employee portals and paystubs for a specified period, helping employers comply with state, city, and county paid sick leave laws that require employees to accrue time immediately but restrict usage until after a waiting period (such as Chicago's 90-day requirement).

Key Updates:

• Employer-Level Accrual Plan Configuration: New "# of days to suppress view" field allows administrators to set a standard suppression period for all employees on an accrual plan. When configured, accruals won't appear on employee portals or paystubs until the specified number of days has passed from the employee's start date.
• Employee-Level Customization: Individual employee accrual plans now include a "# of days to suppress view" field that automatically inherits the employer-level setting when added, but can be manually adjusted for specific employees when the employer-level field isn't populated.
• Automatic Visibility Management: The system calculates when accruals should become visible using the employee's start date plus the suppression period (e.g., Start Date + 90 days = Visibility Date) and automatically displays accruals in the Employee Portal Pay History and on paystubs once the waiting period expires.
• Comprehensive Coverage: Accrual suppression applies across all employee-facing areas including the Employee Portal Pay History Accrual section, printed paystubs, and email paycheck views to ensure consistent compliance.
   

How Does This Impact You? 

• Reduces employee confusion and questions about accruals they can see but cannot yet use
• Streamlines payroll processing by automatically managing accrual visibility based on tenure
• Ensures consistent application of local compliance requirements across all pay-related communications