Manitoba payroll software: vacation records and setup

Track vacation time and vacation pay separately

Manitoba’s vacation guidance distinguishes time off from vacation pay. The general minimum moves from two weeks to three after five consecutive years with the employer, with corresponding vacation-pay rates of 4% and 6%. Check the entitlement year and applicable rules rather than changing a balance based only on a calendar-year label.

A record that says “vacation paid” does not explain how much time someone took. Keep both the time record and the money record available. This is particularly helpful when one person approves leave and another prepares payroll.

Bring the service date into a midyear switch

For a Winnipeg business moving from spreadsheets, make a migration worksheet with the employee’s original start date, the source of each opening balance and the date it was checked. Do not replace a long-serving employee’s hire date with the date they were added to the new software.

Reconcile vacation amounts earned, paid and outstanding using the previous records. If two reports disagree, resolve the difference before preparing the first live run. An opening total without an explanation is difficult to audit when the next vacation request arrives.

Example: a long-serving part-time employee

Suppose a Brandon retailer has an employee who has worked part-time for several years. A new payroll preparer inherits a spreadsheet using one vacation percentage for everyone. The preparer checks service history and the applicable entitlement instead of assuming that fewer weekly hours mean the employee never reaches a higher service tier.

The owner then reviews the opening balance and the treatment going forward. Any historical discrepancy gets its own documented resolution; it is not hidden inside the next ordinary pay run. This is a fictional review scenario, not a finding that a particular employer owes an adjustment.

Keep the payroll checklist useful after migration

Each run should identify new starters, service milestones, pay changes and leave entries that need attention. Name the person who confirms each change. Once payroll is approved, a separate owner should arrange payments and verify the result.

For employers who work with an outside bookkeeper, agree on the reports and cutoffs in advance. The PayHr payroll guide explains the product workflow, while provincial rules determine the obligations that must be reflected in your records.

What PayHr costs in Manitoba

PayHr Manual has a $0 service fee and includes unlimited employees, contractors and manual payroll runs. Your business arranges and verifies manual payments and remittances. Approving a run records payroll; approval alone does not move money.

Optional automated employee, contractor and tax payments cost $6 per person per automated run, with a $25 one-time automated-payment setup fee. Optional automatic ROE filing is $5 per document, and T4 or T4A filing is $15 per document. Prices are in CAD; applicable taxes, wages and remittances are separate. Use the PayHr pricing calculator to budget your actual schedule.

PayHr supports payroll in every Canadian province except Quebec. Province coverage does not establish suitability for every industry, exemption or employment arrangement. Review your specific workflow before approving the first run.

Before your first run

1. Confirm employee information, applicable payroll treatment and supporting employment records.
2. Reconcile opening earnings, deductions and vacation balances with their source reports.
3. Review hours, changed rates and provincial exceptions before approval.
4. Assign separate owners for employee payments, remittances and confirmation checks.

Consult the CRA payroll guidance alongside the provincial sources linked above. Source review: October 1, 2026. These guides address ordinary provincial payroll preparation; federally regulated employment and specialised arrangements need their own review.

Frequently asked questions

Should importing an employee reset their service date?

No. Preserve and verify the employee’s actual service history when setting up payroll. The date a profile is created in software is not a replacement for the employment records used to determine entitlements.

Is PayHr Manual free in Manitoba?

Yes. Manual payroll has no PayHr service fee. Optional automation and document filing have the charges described above; your business remains responsible for completing and checking its chosen workflow.

Put your next payday in order

Explore PayHr’s payroll software and free manual payroll plan, or follow the workspace setup guide.

Payroll guides for other provinces