Summary

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Meeting Date
2026-03-11
Meeting Type
Call
Note Type
Summary
Attendees
Andrew Porter, Kate Loughery, Josh Ford, Lisa Law

1. Meeting Summary

I participated in a Paylocity demo focused specifically on the Canadian payroll component of their international payroll offering and how it would integrate with the broader US HR, time, and payroll environment. Andrew walked through the Canadian payroll workflow, including payroll initiation, importing time and PTO data, payroll review and approval steps, reporting, and support structure. The overall message was that Canada would operate within the same core platform as the US, with a separate international payroll module handling country-specific compliance, tax, and banking requirements.

The most relevant takeaway was that the proposed process appears materially more streamlined than the current Canadian setup. Paylocity would support a single system of record for employee data, use the same general timekeeping approach as the US, and allow consolidated reporting across US and Canadian entities. Kate spent most of the discussion validating practical payroll administration details, especially payroll submission timing for a Thursday Canadian pay date, handling PTO, hourly imports, bonuses, and one-off deductions. Andrew confirmed Monday submission for Thursday payroll is workable, though he still needs to confirm the exact cutoff time. He also clarified that PTO and hourly time would be captured through scheduled system-generated files rather than manual spreadsheet creation.

From an implementation standpoint, Paylocity described a dual-track model: one team for US modules and one team for Canadian payroll, with both sides coordinating where needed. Canadian payroll setup is expected to take about eight weeks, including training and support through the first live payrolls. They will also provide in-country Canadian payroll expertise for tax, compliance, filings, terminations, and year-end reporting.

At the close, the team aligned on next steps. Andrew will prepare the Canadian payroll proposal, while Josh will combine that with the broader US/HR/time/payroll proposal. Lisa indicated we do not need an additional product demo for performance, compensation, or surveys at this stage and would prefer to move to a pricing discussion. Josh will send April dates for a pricing review meeting.

2. Attendee List

  • Andrew Porter
  • Kate Loughery
  • Josh Ford
  • Lisa Law

3. Action Items

  • [Andrew Porter] Confirm the exact Canadian payroll submission cutoff time for a Thursday pay date, especially for Monday submissions.
  • [Andrew Porter] Prepare the Canadian payroll proposal, including scope details such as starter/leaver services, year-end reporting, and Canadian compliance support.
  • [Andrew Porter] Share the Canadian scope of services covering tax filings, government reporting, RRSP, workers' comp, and related obligations.
  • [Josh Ford] Prepare the broader proposal covering HR, time and attendance, and US payroll functionality.
  • [Josh Ford] Coordinate internally with Andrew so pricing and presentation are aligned across US and Canadian scope.
  • [Josh Ford] Send April meeting date options for the pricing review / next-step discussion.
  • [Josh Ford] Validate pricing assumptions and numbers, including employee counts, temp counts, Canadian headcount, and which product features should apply to Canadian employees versus US employees.
  • [Lisa Law] Review and select an April date for the pricing discussion.
  • [Kate Loughery] Continue to identify any operational requirements or exceptions for Canadian payroll configuration, particularly around PTO, bonuses, employee purchases, and hourly time handling during implementation.

4. Relevant Timelines

  • Thursday Canadian pay date requires payroll funding files to reach the bank two business days in advance.
  • Monday submission for Thursday Canadian payroll was confirmed as workable.
  • Exact Monday cutoff time is still pending confirmation from Andrew.
  • If a Monday holiday occurs in Canada, the process may compress to Tuesday same-day submission and approval.
  • Canadian implementation is expected to take approximately 8 weeks, including setup, training, and guided live payroll runs.
  • Paylocity's tentative project kickoff, if selected, is around May 4.
  • Decision window appears to be the balance of March and April.
  • Pricing review meeting to be scheduled in April due to Lisa's new hire onboarding next week and Josh being out the last week of March.

5. Additional Notes

  • The Canadian payroll process will sit inside the same overall Paylocity environment, but payroll calculation and compliance execution rely on local in-country partners rather than a Paylocity-built tax engine.
  • Paylocity emphasized a secure file exchange model and will not request sensitive employee data via email.
  • For Canada, timekeeping will follow the same general Paylocity approach as the US, with different overtime and labor-law rules configured for Canadian requirements.
  • PTO for Canadian employees would not flow automatically into payroll without user action. Instead, approved PTO would appear in a scheduled report/export that is then uploaded into the payroll batch.
  • Canadian accruals and vacation rules, including provincial differences, would be configured during implementation.
  • One-off payroll adjustments discussed included employee purchases, quarterly sales bonuses, annual bonuses, hourly time, and PTO entries.
  • Reporting appears to be a major improvement over the current state. Paylocity can support both country-specific and consolidated US/Canada reporting, which is a significant advantage versus the current manual combination process.
  • The system can also support USD conversion reporting for Canadian payroll, either using daily exchange rates or a fixed benchmark rate for budgeting and finance analysis.
  • Paylocity can build a general ledger export during implementation if needed for accounting integration.
  • Lisa confirmed we are not pursuing FSA/HSA/COBRA administration through Paylocity at this stage.
  • No additional demo is currently needed for performance management, compensation, or surveys. The next conversation should focus on pricing and commercial structure.
  • Overall sentiment from the team, particularly Kate, was positive. The proposed Canadian payroll and reporting model appears notably stronger than the current ADP TeamPay / Easy Labor Manager approach.