On this page we set out the employer monthly billing process


Every morning at 7:00 the system will check all employers to see if today's date is the day that a Bordereau must be generated (according to the "Business Billing day of the month" indicated on the Employer) 

If so, the the system will automatically create a new Bordereau entry on the employer.

If, for some reason, the Bordereau did not generate for the employer it can also be generated manually by clicking the "Create Bordereau" button. This button will only be active if the current day of the month is the same as the "Business Billing day of the month" indicated on the Employer.


Confirm if the students loaded on the Bordereau are correct:

If students needs to be removed do the following:

  • Go to the employer page
  • Open the update the status of the student employments that needs to change and / or date engaged / date terminated.
  • Click on the "Create or Update Bordereau" button again to apply changes to the Bordereau.

 If students needs to be added do the following:

  • If you need to allocate a specific student go to the student you want tot allocate and create a student employment entry.
  • Go to the employer page
  • Do the allocations necessary or approve the allocations where applicable
  • Click on the "Create or Update Bordereau" button on the employer again to apply changes to the Bordereau.

Approve Bordereau:

Although all employer bordereaus are automatically created, ALL bordereaus needs to be approved manually after checked.

  • Open the Bordereau which you need to appove:
  • Check that the correct students are linked to the Bordereau. This can be done by either checking the list of students linked to the Bordereau, OR opening the excel spreadhseet which will also be send to the employer:
  • The excel spreeadsheet will have 3 sheets:
    • Active students sheet: Will display student information for all the students included in the current Bordereau
    • New Students sheet: Will display student information for all the students with Date engaged starting the current month (i.e. which the employer needs to add to payroll)
    • Removed Students sheet: Will display student information for all the students which have been taken off the employer (i.e. student employment made inactive) during the past month. (i.e. students which the employer needs to remove from their payroll)
  • IF any students needs to be removed or added to the bordereau follow the following the "Confirm if the students loaded on the Bordereau are correct" process as set out above.
  • IF all the students linked to the Bordereaus is correct click on the Approve button:
  • Refresh the page if not refreshed automatically
  • On approval 2 emails will be send to the "Company e-mail" address addressed to the "Responsible person" as indicated on the employer. One email will have the excel bordereau file attached, the other will have the iCollege invoice attached.
  • The iPeople invoice will also be send to the iCollge email address as setup in global preferences:
  • All emails will also CC the iCollege secondary address also setup in global preferences:
  • The amount that the employer must pay for this month is indicated under the Employer Ledger balance on the Bordereau. Also displayed on the Employer screen.
  • The student payments are linked to the Bordereau but still stay in "New" status:


Applying changes BEFORE Employer pays

After the Bordereau is approved (and before the employer payment is uploaded) If the employer does not agree with the bordereau results you can adjust the bordereau as follow:

If students needs to be removed do the following:

  • Go to the employer page
  • Open the update the status of the student employments that needs to change and / or date engaged / date terminated.
  • Go into the Bordereau and Click on the "Approve" button again to apply changes to the Bordereau.

 If students needs to be added do the following:

  • If you need to allocate a specific student go to the student you want tot allocate and create a student employment entry.
  • Go to the employer page
  • Do the allocations necessary or approve the allocations where applicable
  • Go into the Bordereau and Click on the "Approve" button again to apply changes to the Bordereau. 

From the second approval onward:

  • a separate "Generated employer Bordereaus" entry will each time be created. 
  • Updated Bordereau and both update invoices will be emailed again
  • A credit note will also be emailed to the employer (and credit note for ipeople invoice emailed to the icollege email address)
  • The Employer Ledger balance will also be updated to reflect the changes