Year End Checklist (2021) 

• Reviewed accruals (employee year-to-date (YTD) report and opening balance)
• Processed all payrolls for 2021
• Reviewed Employee Information (name, social security number (SSN)/social insurance number (SIN), address, etc.)
• Reviewed Company Information (name, address, RCT #, etc.)
• Make a backup of your company data

*If you are experiencing any difficulty, please email us at support@paymatesoftware.com with your customer ID, username and a brief description of your issue. We are open Mondays to Fridays, 9am to 5pm (EST).

Closing Off Your Current Year

1. When you log into Harmony, ensure that you select the correct data year ("2021"). This is the year you would like to close. 
2. Click on YearEnd.
3. The steps to close off your year are laid out at the top of the page. Read the details of the procedure before clicking the arrow to proceed to the next step.
4. Select the payroll categories that you’d like to reset to zero for next year, then proceed to the next step. (Note: If your deduction and accrual payroll categories do not have “Reset at Year End” checked, they will not appear in this list. Their values will automatically carry over to the next year).
5. Because you’ve already updated your tax tables, the values for the employee and employer maximums and minimums are automatically entered. However, you can overwrite this value for year-end if needed. To do so, navigate to Payroll Setup > Payroll Categories, change these values, then return to this page. Once this is complete, proceed to the next step.
6. A backup of your data is mandatory. Select the location of where you’d like to store your backup file and click the “Backup” button.
7. You will be prompted to enter in some text. Click the “Finish” button and proceed to the next step.
8. Harmony will prompt you to type in “CLOSE 2021” (the year you are closing).
9. Once you’ve typed in the prompted text, click the “Process” button, and then “OK”. Harmony will automatically log you out of the system.
10. Log back into Harmony with the new data year. This will be the year that you will begin processing payroll for after closing the year.

Year End Update Process

Because Harmony is a web-based application, Paymate will automatically provide you with the updates to your software. However, you will be prompted to update your database upon logging in.

1. A dialogue box will appear to inform you that a new version is available and that you will need to upgrade your database. 
2. Click the "OK" button to upgrade your database. This process may take a few minutes and you will be logged into your database after upgrading. 
3. At the bottom of the screen, you may see a red icon above the "Tax Version". This means that there are new tax tables available. Navigate to Admin Settings > Payroll Preferences.  

4. Click the tab labelled "Tax" and click the "Upgrade" button to upgrade your tax tables. 

5. Log out of Harmony and log back into the correct data year.

Review Your Holiday Calendars (optional)

This step is only required if you are using Harmony's Statutory Holiday Pay payroll category type. If you are not using this type of payroll category, you can ignore this step. Pay special attention to the holidays that are not the same date each year, such as Good Friday or Thanksgiving Day. 

1. Once you've logged into Harmony with the new data year, navigate to Configuration > Setup > Calendar. 
2. Select your holiday calendar. 
3. Review each holiday in the calendar to ensure that the dates are correct. 
4. Click the save icon to save your changes. 
5. Return to your list of holiday calendars and repeat steps 2 through 4 for each holiday calendar. 

Review Your Payroll Groups and Pay Calendars 

1. Once you’ve logged into Harmony with the new data year, navigate to Payroll Setup > Payroll Groups. 
2. Select a payroll group.
3. Review the pay calendar to ensure that the pay periods and pay dates are correct.
4. Click the save icon at the top-right of the page to save your changes. 
5. Return to your list of payroll groups and repeat steps 2 through 4 for each payroll group you have.

Review Your Employees' Taxation Information

1. Navigate to Payroll Employees > Employee List. 
2. Select an employee. 
3. At the bottom of the employee’s profile, navigate to the “Federal Tax” tab.
4. If you have any additional tax credits, it will be listed here.
5. Repeat this process for all your employees.