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Payroll Services · Windsor · Licensed CPA Ontario

Payroll Services Windsor

Windsor payroll has a border running through it. Staff who live in Michigan and work here, Canadians who occasionally work over there, US parent companies paying Canadian crews, and a head office whose payroll calendar was built for a different country. One rule settles most of it: payroll follows where the work is performed. We run the Canadian side correctly, withholding, remittances, T4s, WSIB and EHT, and translate it into reporting a US controller can actually read. Flat monthly fee, HST included.

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Windsor Employers
Cross-border payroll management for plants, shops and subsidiaries
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Weekend and evening support until 9 PM
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Just a call away when you need us

AFFORDABLE Payroll Services in Windsor

No other city in Ontario runs payroll across a border the way this one does. People cross for a shift and cross back. Tooling shops serve customers whose head offices sit in Michigan and Ohio. Subsidiaries of American companies hire Canadian crews while their finance teams work in a system built for a different tax authority. The confusion is understandable and the rule is not: payroll follows where the work is performed. An employee living in Detroit who reports to your Windsor plant is on Ontario payroll, full stop, with Canadian deductions and a Canadian T4, and their US residency shapes their own return rather than your obligations. A US parent paying Canadian staff still needs a Canadian payroll account and still owes Canadian source deductions, no matter which bank the money leaves. Where treaty relief genuinely applies to short assignments, it is applied for in advance through a waiver, not assumed afterwards. We handle all of it, then translate the result into reporting a US controller understands, with CPP, EI, WSIB and EHT explained rather than dumped in as acronyms. From Walkerville to LaSalle, one flat monthly fee with HST included.

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Gondaliya CPA team

Our Windsor Payroll Services

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Cross-Border Configuration

Province-of-employment rules applied properly for staff living on either side of the river.

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Waivers & Withholding

Short assignments assessed before they start, with relief applied for rather than assumed.

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US Parent Setup

Canadian payroll accounts opened for foreign employers who cannot pay from a US system alone.

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Payroll Processing

Ontario overtime and holiday rules computed correctly, deposits landing on your paydays.

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Remittances & PD7A

Trust money paid inside every window, the agency's statement reconciled monthly.

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Head Office Reporting

Canadian costs summarised in the categories a US controller already works with.

Payroll That Understands Both Sides of the River

Six stages built for border employers and foreign-owned operations. One flat fee, HST included.

1

Mapping Where the Work Happens

The question that decides every obligation that follows.

  • Each employee's work location and reporting establishment identified precisely.
  • Michigan-resident staff working here confirmed onto Ontario payroll.
  • Canadian staff spending days at US locations flagged for the exposure that creates.
  • Short assignments into Canada assessed before anyone starts work.
  • The picture documented, so nothing rests on somebody's recollection later.
2

Canadian Accounts, Even for Foreign Employers

A US payroll system does not satisfy a Canadian obligation.

  • Business Number and payroll program account opened or verified for the Canadian employer.
  • WSIB account registered with the classification your operation actually warrants.
  • Federal and Ontario TD1s collected, with non-resident conditions flagged at hire.
  • Currency handling documented so conversions are consistent and defensible.
  • Waiver applications prepared in advance where a treaty position supports relief.
3

Cycles on Ontario's Rules

Canadian standards, not the head office's domestic ones.

  • Overtime at time and a half past 44 hours in the work week, measured weekly.
  • Ontario's own public holiday calendar applied, which differs from the US list.
  • Holiday pay on the four-weeks-divided-by-twenty formula with premium pay where worked.
  • Vacation accruing at 4%, moving to 6% once someone passes five years of service.
  • Each completed run flowing into QuickBooks Online or Xero on its own.
4

The CRA Calendar, Kept Locally

Somebody in Canada watching the account, every month.

  • The assigned remittance schedule pulled from CRA records and rechecked each January.
  • Employer CPP match and 1.4 times EI remitted with every payment.
  • The account statement collected every month and matched against what payroll actually paid.
  • Head office approval cycles aligned to CRA deadlines rather than the reverse.
  • Payment confirmations archived by period for any future review.
5

Ontario's Employer Layer

The provincial obligations no US system knows about.

  • WSIB premiums reported from actual insurable earnings on your assigned schedule.
  • Clearance certificates kept ready for contracts and site access.
  • The EHT exemption monitored at group level, since related Canadian entities share just one.
  • ROEs issued on every interruption, including staff returning to the US side.
  • Provincial requirements explained to head office in plain language.
6

Year End on Two Calendars

February in Canada, whatever the parent's fiscal year is doing.

  • Slips tied back to the agency's own records, then transmitted inside February.
  • US-resident employees' slips issued with addresses verified before they are needed.
  • Currency conversions documented so slip figures reconcile to the ledger.
  • Canadian payroll costs summarised for consolidation into the parent's reporting.
  • The owner's or executive's remuneration blend reviewed beside the corporate return.

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Windsor Payroll Case Studies

Tooling Shop's Detroit Commuters

A tool and die shop hesitated to hire two skilled candidates living in Detroit, assuming a second payroll system and a tangle of American filings. The rule settled it: both would report to the Windsor shop, so both belong on Ontario payroll with Canadian deductions and Canadian slips, their US residency affecting their own returns rather than the employer's obligations. Both were hired on standard configuration. Figures are illustrative of the outcomes our payroll work delivers.

Two skilled hires unlocked by one clear rule

US Parent Paying Canadian Staff From Michigan

An American manufacturer had been paying its four Windsor employees straight out of its US payroll system for over a year, with no Canadian account and no source deductions made. We registered the Canadian payroll account, quantified the arrears, remitted to stop the interest, filed the missing slips and prepared a relief request on the documented facts. The Canadian side has run current since. Figures are illustrative of the outcomes our payroll work delivers.

Canadian obligations regularised, account current

Logistics Firm's Short-Term US Crew

An operator brought in specialists from its Ohio affiliate for a three-month installation and planned to sort out the tax treatment afterwards. We assessed the assignment first, prepared waiver applications in advance where the treaty position supported relief, and configured withholding correctly for the rest, so nobody's cash was tied up in a refund claim for a year. Figures are illustrative of the outcomes our payroll work delivers.

Relief applied for in advance, not chased after

Auto Supplier Applying the 40-Hour Rule

A parts supplier owned by a Michigan group paid overtime after 40 hours because that was the parent's standard, and used the American holiday calendar for its Canadian plant. We reconfigured the Canadian payroll to the Ontario rules, weekly overtime past 44 hours and Ontario's own holidays on the statutory formula, corrected the affected periods, and gave head office a plain-language summary of why the two countries differ. Figures are illustrative of the outcomes our payroll work delivers.

Canadian plant moved onto Canadian rules

Who Pays What, and Where

Five border situations Windsor employers meet constantly, and how the Canadian payroll obligation actually falls.

SituationThe Canadian Payroll PositionThe Common Mistake
Michigan resident working at your Windsor siteOntario payroll: Canadian deductions and a Canadian T4Assuming their US address moves the employment out of Canada
US parent paying Canadian staff directlyA Canadian payroll account and Canadian source deductions are still requiredTreating the US payroll system as sufficient because the money left a US bank
Short US assignment into CanadaWithholding applies; relief is applied for through a waiver in advanceDeciding the treaty covers it and dealing with the paperwork afterwards
Canadian employee working days in the USCanadian employment continues; US days can create obligations on that sideTreating the whole arrangement as one country's problem
Pay denominated in US dollarsConverted consistently for withholding, reporting and slipsUndocumented conversions that make February's slips impossible to reconcile

Every one of these is decided by where the work is performed. That single principle answers most border payroll questions correctly, and the errors above all come from substituting a different question: where the person lives, where the bank is, or which country's system already has them in it. We ask the right question at hire, when the answer is still free.

CRA Remittance Bands and the Penalty Ladder

BandAverage Monthly WithholdingDeadline
QuarterlyUnder $3,000 with a clean record15th following each quarter
RegularUnder $25,00015th of the following month
Accelerated Threshold 1$25,000 to $99,99925th and 10th by pay period
Accelerated Threshold 2$100,000 and aboveWithin 3 business days of each pay date
Days LatePenalty
1 to 33%
4 to 55%
6 to 77%
Over 710%
Repeated or wilful20%

A head office calendar is not a defence. Foreign-owned employers fall behind for an ordinary reason: payment runs are approved on the parent's schedule, and the CRA's windows do not adjust for it. Each late payment is its own penalty event, interest compounds daily at a rate that resets quarterly, and unremitted source deductions are trust money for which directors can be assessed personally, an exposure that survives dissolving the corporation and does not stop at the border for directors sitting in another country. Aligning the approval cycle to the Canadian calendar takes one conversation and prevents all of it.

Everything Inside Your Flat Windsor Payroll Fee

IncludedWhat You Get
Cross-border mappingWork locations documented and each employee placed on the correct country's payroll
Canadian account setupPayroll program and WSIB accounts opened or verified, including for foreign employers
Every pay cycleOntario overtime, holiday formula and vacation rules computed on current tables
RemittancesPaid inside your assigned window with employer portions and confirmations retained
PD7A reconciliationThe CRA's monthly statement matched to the register while differences remain small
WSIB & EHTPremiums, reconciliation, clearances and the group exemption position tracked
Year-end slips and ROEsT4s filed before February closes, ROEs on every interruption including US-side departures
Head office reportingCanadian costs summarised in categories a US finance team already uses

Your Windsor Payroll Onboarding Checklist

  • Business Number with payroll program account, or we register one
  • Where each employee lives and where they physically report for work
  • Any short-term assignments into Canada, with their expected dates
  • Employee names, addresses, SINs and signed federal and Ontario TD1s
  • Rates by position, and the currency each employee is paid in
  • WSIB account and classification, or we register and classify
  • Pay frequency, timekeeping source and who approves each run
  • Banking details for direct deposit into Canadian accounts
  • Year-to-date figures from any prior provider or a parent's US system
  • Recent PD7A statements so the account opens reconciled

Why Windsor Employers Choose Gondaliya CPA

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Both Sides Understood

Dual CPA credentials in Canada and the USA, so the border is a detail rather than an obstacle.

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Licensed CPA Ontario

A regulated firm on the public register accountable for every Canadian filing.

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AFFORDABLE Flat Fee

A single monthly price, tax already in it, fixed on paper before anything runs.

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Head Office Ready

Reporting your parent's finance team can consolidate without a translation call.

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Transparent Windsor Payroll Pricing

ServiceFeeDetails
Setup & Cross-Border ReviewFREEAccounts opened or verified and work locations mapped, at no charge with ongoing service.
Monthly Payroll ServiceFlat monthly, quoted upfrontCycles, remittances, PD7A reconciliation, WSIB, EHT, ROEs and T4s in one figure, HST included.
Waiver ApplicationsQuoted upfrontPrepared in advance for short assignments where a treaty position supports relief.
Catch-Up & CorrectionsQuoted upfrontArrears, missing slips and relief requests for employers regularising a Canadian position.
Bookkeeping Add-OnFrom $150/monthPayroll journals landing in books we keep, ready for consolidation upstream.

HST is inside every figure quoted, and the number holds for its year. Payment is by Interac e-Transfer to info@gondaliyacpa.ca with auto-deposit enabled and the security question set to Not Applicable. For your precise number, please give our pricing calculator two minutes.

Serving Windsor and Essex County

Downtown WindsorWalkervilleRiversideSouth WalkervilleSandwichDevonshireForest GladeEast RiversideRoselandSouth WindsorRemington ParkFontainebleauLaSalleTecumsehAll of Essex County

Our Windsor Office

4387 Guppy Ct
Windsor, ON N9G 2N8
Phone: 647-212-9559
Evenings and weekends until 9 PM

Windsor Industries We Run Payroll For

Windsor Payroll FAQs

What does payroll service cost in Windsor?
One flat monthly figure set by headcount and pay frequency, written down before the first cycle, with HST inside the price and nothing billed hourly. Setup is free alongside ongoing service, slips and ROEs are covered, and bookkeeping can be added from $150/month. Our pricing calculator gives your exact quote in roughly two minutes, please try it.
We employ people who live in Michigan and work at our Windsor plant. Whose payroll rules apply?
Canadian rules, because payroll follows where the work is performed and where the employee reports, not where they sleep. Someone crossing the Ambassador Bridge each morning to work in Windsor is on Ontario payroll: Canadian source deductions, CPP and EI as the rules apply, a Canadian T4 at year end. Their US residency shapes their own personal filings, not your obligations as the employer.
Do our US-resident employees still get a T4?
Yes. Employment income earned for work performed in Canada is reported on a Canadian T4 regardless of where the employee lives. They will also have US filing obligations, and the Canada-United States tax treaty plus foreign tax credit mechanics are what keep them from being taxed twice. That part is their return; our part is making sure the Canadian slip is right.
Does CPP and EI apply to a worker who lives in the United States?
Generally yes on employment in Canada, subject to the totalization arrangement between the two countries that exists precisely to prevent double social security contributions on the same work. Which system applies turns on the facts of the assignment, so we assess it rather than assume, because guessing wrong here is corrected retroactively for both employer and employee.
Which TD1 forms do cross-border employees complete?
The same federal and Ontario forms as anyone else, completed honestly. Non-resident employees claiming personal credits face additional conditions tied to how much of their worldwide income comes from Canada, which changes what they may legitimately claim. We flag those situations at hire rather than discovering an under-withholding problem in February.
Our US parent company wants to pay Canadian staff directly from the States. Can it?
It can pay them, but it cannot skip Canadian payroll. A foreign employer with employees working in Canada generally needs a Canadian payroll program account and must withhold and remit Canadian source deductions on that employment income. Running the payments through a US system alone leaves the deductions unmade and the obligation unmet, which is exactly the file we are asked to repair most often on this side of the river.
A US employee is coming to work at our Windsor site for a few months. What do we owe?
Withholding is the default the moment services are performed in Canada, and relief, where a treaty position supports it, is applied for rather than assumed. There is a waiver process for exactly this situation, and it works when filed in advance and fails when remembered afterwards. We look at the assignment before it starts, which is the only time the good options exist.
What is a waiver application?
A request that the CRA reduce or waive the withholding otherwise required on payments for services rendered in Canada, granted where the facts and the applicable treaty support it. The timing is the whole game: filed ahead of the work, it prevents cash from being withheld unnecessarily; raised afterwards, the money is already gone and the path becomes a refund claim instead.
Some of our Windsor staff live here but work occasionally at our Michigan location. What changes?
Their Canadian employment continues to run on Ontario payroll for the Canadian work, while days worked in the United States can create obligations on that side depending on the facts, the treaty and state rules. Cross-border employers get into trouble by treating the whole arrangement as one country's problem. We map where the work actually happens and set the payroll to match.
Do we need a separate payroll account for a US-owned Canadian subsidiary?
The Canadian entity needs its own Business Number with a payroll program account, and its own remittances, T4s and provincial filings. It cannot ride on the parent's US systems. We open and configure the Canadian side and coordinate reporting so the parent's finance team gets what it needs in its own format.
How do we handle employees paid in US dollars?
The amounts have to be brought into Canadian dollars appropriately for withholding, reporting and slips, using consistent rates and a documented method. Currency handling is one of the most common sources of quiet slip errors in border payrolls, because the number the employee sees and the number the CRA expects are not the same figure until the conversion is done properly.
On what schedule are we required to remit?
The CRA assigns it from your average monthly withholding: under $25,000 by the 15th of the following month, $25,000 to $99,999 twice monthly on the 25th and 10th, $100,000 and above within three business days of each pay date, and small employers under $3,000 with a clean record can qualify for quarterly. We confirm the band from your CRA account at takeover and again every January, because the agency re-averages annually and reassigns without effective notice.
What does a late remittance cost?
3% at one to three days late, 5% at four to five, 7% at six to seven, 10% past a week, and 20% for repeated or wilful failure, with each late payment its own event and interest compounding daily at a prescribed rate that resets quarterly. Foreign-owned employers get caught here when a US head office approves payment runs on its own calendar rather than the CRA's.
Can the CRA assess directors personally?
For unremitted source deductions, yes. Withheld amounts are trust money the moment they leave an employee's pay, and directors can be assessed personally for shortfalls plus penalties and interest, exposure that survives dissolving the corporation. Directors of Canadian subsidiaries sitting in another country are not outside that reach, which surprises head offices regularly.
What is the PD7A and who should be reading it?
It is the CRA's statement of your payroll account, and somebody in Canada needs to read it monthly. We pull it, reconcile it line by line against the register, and clear differences while they are small. In foreign-owned structures it is often the only document that reveals a remittance problem before year end.
When are T4s due and what makes border payrolls file late?
The last day of February, with penalties from $100 per slip. Border payrolls file late for predictable reasons: addresses that are US addresses, currency conversions never documented, employees who left mid-year for the other side, and a head office that assumed its US year-end process covered Canada. Clean records through the year fix all four.
What does an employee cost beyond the wage in Ontario?
The wage plus the employer layer: CPP matched dollar for dollar, EI at 1.4 times the employee premium, WSIB premiums on insurable earnings in most Windsor industries, vacation pay at 4% and 6% after five years of service, and Employer Health Tax once Ontario payroll passes the exemption. US parents comparing Canadian and Michigan labour costs need this loaded figure, not the wage, and we provide it before hiring decisions are made.
Is WSIB mandatory for our operation?
In most Windsor industries yes, from the first hire, particularly manufacturing, tooling, logistics, construction and the trades. Premiums run on insurable earnings under your classification with an annual reconciliation, and clearance certificates are kept ready where contracts and sites demand them. It sits inside the monthly service.
How does Employer Health Tax work for a foreign-owned group?
It applies to Ontario remuneration once you pass the exemption available to eligible private employers, filed with the Ontario Ministry of Finance rather than the CRA, with one exemption shared across an associated group. Groups with several Canadian entities under one foreign parent frequently assume an exemption each, and the assessment letter is how they learn otherwise. We track the group position.
When does overtime start in Ontario, since our US sites use a different rule?
After 44 hours in a work week for most employees, at time and a half, measured weekly. US operations commonly work to a 40-hour weekly standard, so head offices that apply their domestic rule across the border are either overpaying or, in the arrangement of hours, creating exposure. We configure the Ontario rule properly on the Canadian payroll.
Do Ontario public holidays match the US calendar?
They do not, and this trips up every new cross-border employer. Ontario has its own public holidays with a statutory pay formula: the regular wages of the four work weeks before the holiday divided by twenty, plus premium pay at time and a half where the employee works that day. The Canadian schedule and the American one simply are not the same list.
What paperwork follows a departure?
A Record of Employment to Service Canada within the required window for every interruption of earnings. It matters more in border employment because former staff who move or return to the US still need it processed correctly for benefits, and chasing it after the fact across a border is nobody's good week. Ours generate off the payroll data as departures occur.
Our records are behind after a change of ownership. Can you fix that?
Yes, in sequence: the true position established from CRA records, arrears remitted to stop the daily interest, exposure priced honestly, a Taxpayer Relief request prepared where circumstances beyond your control contributed, and the calendar rebuilt so current becomes permanent. Our payroll compliance and remittances page sets out how that work runs.
Which payroll platform will we be on?
Wagepoint for most Windsor employers, or QuickBooks Online or Xero payroll where the books already live there. The configuration is what matters: current Canadian tables, the 44-hour weekly overtime rule, Ontario's holiday calendar, and reporting the parent's finance team can actually read.
Can you provide reporting our US head office understands?
Yes, and it is usually the difference between a smooth relationship and a monthly argument. Canadian payroll costs get summarised in the categories a US controller expects, with the Canadian-specific items, CPP, EI, WSIB, EHT, explained rather than dropped in as unfamiliar acronyms. Being a CPA in both Canada and the USA makes that translation part of the service.
Can we move onto your service partway through the year?
Yes, if the sequence holds: year-to-date figures transfer first and are proven against the CRA's account before any new cycle runs, so February's slips reconcile across both providers' portions. After that verification, your people notice only that payday arrives as usual.
How fast can our first Canadian payroll run?
Days, once we have the roster with signed TD1s, banking, rates and a payroll account number, and we open that account for you when one does not yet exist. For a foreign parent starting fresh, opening the Canadian accounts is the honest first bottleneck, and we begin it the day you engage.
How does the crew get paid and see their statements?
Direct deposit into Canadian accounts on your paydays, with each person opening their own digital statement, and a bank trail that matches the register precisely. That trail is what settles questions cheaply whenever an agency on either side of the river asks who was paid what.
Which parts of Windsor and Essex County do you serve?
All of them, from our Guppy Court office: Walkerville, Riverside, South Walkerville, Sandwich, Devonshire, Forest Glade, East Riverside, Roseland, South Windsor, Remington Park, Fontainebleau and Downtown, plus LaSalle, Tecumseh, Amherstburg and the rest of Essex County. Everything runs through our secure portal with evening availability.
How do we get started?
Please book a free consultation and tell us your headcount, where your people live and work, whether a US parent is involved, and whether a Canadian payroll account exists. We verify the remittance band from CRA records, flag any withholding or waiver issues before they cost you cash, and send a written flat-fee quote with HST included. Book Free Consultation →

Meet Your Windsor Payroll Team

Sharad Gondaliya, CPA

Sharad Gondaliya, CPA

Founder & Managing Director
Gondaliya CPA Professional Corporation

Sharad holds CPA designations in both Canada and the USA, and leads the border files: work-location mapping, waiver applications and foreign employer setups.

Vandana Goel, CPA

Vandana Goel, CPA

Senior Accountant
Gondaliya CPA Professional Corporation

Vandana runs the Canadian calendar: cycles, remittance windows, PD7A reconciliations, WSIB, ROEs and the February close.

What Our Clients Say

1300+ five-star reviews from business owners across Ontario and Canada.

10 Payroll Strategies for Windsor Employers

#StrategyWhy It Pays
1Ask where the work is performed, never where the person livesThat single question answers most border payroll problems correctly
2Hire Michigan residents without hesitationReporting to a Windsor workplace means ordinary Ontario configuration
3Open the Canadian payroll account even with a US parentA foreign system does not satisfy a Canadian withholding obligation
4Apply for waivers before the assignment startsRelief granted in advance beats a refund claim a year later
5Configure overtime at 44 hours, not 40Head office standards do not travel across the border with the payroll
6Use Ontario's holiday calendar and formulaThe two countries' holiday lists and pay rules are genuinely different
7Align head office approvals to CRA deadlinesThe agency's windows do not shift for a parent's payment schedule
8Document currency conversions as you goUndocumented rates make February's slips impossible to reconcile
9Track the EHT exemption across the groupRelated Canadian entities share one exemption, not one apiece
10Keep somebody in Canada reading the PD7AIt is often the only early warning a foreign-owned account ever gets

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The Border Runs Through Your Payroll. It Does Not Have to Complicate It.

Work locations mapped, Canadian obligations met, waivers filed in advance and head office reporting they can consolidate, all from a licensed CPA firm for one flat monthly fee. All fees include HST.

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