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CANADIAN T4 PROCESS#

This process allows you to report to the Canadian government from the employees' YTD information according to the government specified requirement and to generate magnetic media files for this reporting.

Current Year End Changes#

T4 Form#

Employer's Guide - Filing T4 Slip and Summary 2016 (RC4120)

For 2016-2017 reporting, the T4(14) form layout is used. The positioning of each box has not been changed from last year's T4(14) form layout.

For Oracle reports, you must run all Government Form Print programs (i.e. RPT4, RPT4A, RPT4ANR, RPNR4, RPRL1, RPRL2) and send the report to PDF file instead of to the Previewer. All Form Print programs are aligned with the government forms in PDF format and allow you to adjust the parameters for 'Top Margin' and the 'Between Form Space' when generating the PDF file. Once the PDF file is generated, you do not need to adjust the page setup when printing.

T4 Government XML File#

• The 2016 T4 Government XML File layout has no change for this reporting year except some clarification of existing descriptions.

• IDIF screen has implemented the 2016 xml schema format.

Government Reporting Procedures#

Government Reporting – Sequence#

The following steps outline the sequence to produce the Government Reports, Print Forms and Government Files:

1. RPREGT - Produce YTD Register
   • for parameter ‘Provide Totals By’, please select ‘Fed Regist Number’
2. IDFD - set up Form Code and Government File Definition
   • this screen specifies the default values for user to enter on IDFDV screen
   • the information on this screen is provided by Highline using a script, the user only needs to execute the script to load in most current information for year
   • IDFDV - user must set up Form and File Definition with user information
   • RDFD - print the Form and File Definition from IDFD and IDFDV screen
   • IDIF - High Line supplied government magnetic media file layout
   • the information on this screen is provided by Highline using a script, the user only need to execute the script to load in the most current information
   • RDIF - print the government magnetic media file layout from IDIF screen
3. RPYEC - means ‘Report Payroll Year End Canada’
   • extracts information from YTD according to FORM CODE from IDFDV
   • produce Summary Total Report by government registration or by employee detail
   • the user must verify the summary total to balance to the YTD Register report
   • check the exception messages from the Summary Report and correct any exceptions
   • stores results by GVT Run Number for each employee in Government Reporting tables in the data base
4. IPGR - screen inquiry by GVT Run Number after RPYEC
5. IPGH - screen inquiry by GVT Header inquiry after RPYEC for an employee
   • user may change Print Stage to request for ‘Duplicate Copy’, ‘Amended Copy’
6. RPGRC - means ‘Report Payroll Government Reporting Canada’
   • reads the Government Reporting tables information generated by RPYEC
   • produce Summary Total Report by government registration or by detail employee for the specified FORM CODE from IDFDV
   • Produce government Magnetic Media File to be submitted to the government
   • the user must check the summary total to balance to the RPYEC/RPREGT reports
   • check the exception messages from the Summary Report and correct exceptions
   • generate High Line XML file to feed into the Form print program RPT4, RPT4A, RPRL1 etc to print T4, T4A or Releve Forms by employees
7. Form Print - RPT4/RPT4A/RPRL1 etc to print government forms for the employee
   • read XML file generated from RPGRC to print on Government Forms
   • Print Employee Copy or Employer Copy on Government Forms
   • Generate grand totals for RMEX report to balance to RPGRC grand totals
8. RMEX - Read Execution Run Log from Form Print program RPT4/RPT4A/RPRL1
   • print grand totals to balance to RPGRC grand totals
9. UPGRUNDO - allows user to undo by GVT Run number by employee
   • to undo erroneous GVT Run due to set up issues or to remove archived GVT info

IDFD Form Definition#

IDFD - Form Code HL$CAN-T4-CCYY (where CCYY is the current reporting year)#

• Seed data scripts are delivered to clients with the year end software release used to load in the IDFD form code definition SEED_IDFD_HL$CAN_T4_CCYY.sql.

• When loading the year end software, the IDFD definition will automatically be loaded; you are not allowed to change IDFD definition.

• After IDFD is loaded, you must set up the company information for this form definition on IDFDV screen.

• You may copy IDFDV Variable definition from last year to current year. Please read PR_CAN_Govt_Reporting_2016_eP.doc section 'Copy Last Year's Definition to Current Year'

• This seed data script is a re-runable script, it will not erase the IDFDV set up of the same Form Code

IDFDV Form Definition#

IDFDV - Form Code HL$CAN-T4- CCYY (where CCYY is the current reporting year) #

• You must set up the company information for this form definition on IDFDV screen.

IDFDV - Form Variables#

IDFD FORM

HL$CAN-T4-CCYY - supplied by system

IDFD FORM TYPE

CDN T4 Definition - indicate the T4 definition is used

Field Identifier	Description	Suggested Field Source	Suggested Variable
T4-ER-NAME	Employer Name	Data Base Column	DED.ENTITY_NAME
T4-ER-NAME2	Employer Name - Line 2	Data Base Column	DED.ENTITY_NAME, optional
T4-ER-CAREOF	Employer Name (care of)	Data Base Column	optional
T4-ER-ADDR1	Employer Address Line 1	Constant	blank or MAIL
T4-ER-ADDR2	Employer Address Line 2	Constant	blank
T4-ER-ADDR3	Employer City	Constant	blank
T4-ER-ADDR4	Employer Province	Constant	blank or NAME
T4-ER-ADDR5	Employer Country	Constant	blank or NAME
T4-ER-POSTAL	Employer Postal Code	Constant	blank
T4-ER-MAG-PROV	Employer Prov for Mag File	Constant	blank
T4-ER-MAG-CNTRY	Employer Country for Mag File	Constant	blank
T4-ACCT-NAME	Accounting contact name	Constant	Enter your company data
T4-ACCT-TEL-AREA	Accounting contact tel area code	Constant	Enter your company data
T4-ACCT-TEL	Accounting contact telephone	Constant	Enter your company data
T4-ACCT-TEL-EXT	Accounting contact tel extn	Constant	Enter your company data
T4-ACCT-LANG	Accounting contact Language	Constant	E
T4-REGIST-PEN1	Registered pension plan number 1	Constant	Enter your company data
T4-REGIST-PEN2	Registered pension plan number 2	Constant	Enter your company data
T4-REGIST-PEN3	Registered pension plan number 3	Constant	Enter your company data
T4-REGIST-PEN4	Registered pension plan number 4	Constant	Enter your company data
T4-REGIST-PEN5	Registered pension plan number 5	Constant	Enter your company data
T4-PROP1-SIN	Proprietor #1 SIN	Constant	Enter your company data
T4-PROP2-SIN	Proprietor #2 SIN	Constant	Enter your company data
T4-YOUTH-IND	Youth Hires Program Indicator	Constant	1
T4-EE-NAME1	Employee Surname	Data Base Column	EID.LAST_NAME
T4-EE-NAME2	Employee First Name	Data Base Column	EID.FIRST_NAME
T4-EE-NAME3	Employee Middle Initial	Data Base Column	EID.MIDDLE_NAME
T4-EE-ADDR1	Employee Address Line 1	Constant	blank or MAIL
T4-EE-ADDR2	Employee Address Line 2	Constant	blank
T4-EE-ADDR3	Employee City	Constant	blank
T4-EE-ADDR4	Employee Province	Constant	blank or NAME
T4-EE-ADDR5	Employee Country	Constant	blank or NAME
T4-EE-POSTAL	Employee Postal Code	Constant	blank
T4-EE-MAG-PROV	Employee Prov for Mag File	Constant	blank
T4-EE-MAG-CNTRY	Employee Country for Mag File	Constant	blank
T4-BOX-SIN	Social Insurance Number	Data Base Column	EID.GOVERNMENT_CODE
T4-EE-DISTR	Print Distribution on T4 form	Constant	blank or 1 If 1, print employee distribution
T4-EE-DESTIN	Print Pay Destination	Constant	blank or 1 If 1, the employee destination is concatenated to employee distribution for printing purpose
T4-EE-DISTR1	Employee Distribution 1	Data Base Column	PPA.PAYROLL_CODE
T4-EE-DISTR2	Employee Distribution 2	Data Base Column	EID.PERSON_CODE
EXCLUDE-EE	Exclude Employee	Data Base Column
T4-BOX-14	Employment Income	Element	T4-BOX-14
T4-BOX-16	Employee's CPP contribution	Element	T4-BOX-16
T4-BOX-16-ER	Employer's CPP contribution	Element	T4-BOX-16-ER
T4-BOX-17	Employee's QPP contribution	Element	T4-BOX-17
T4-BOX-17-ER	Employer's QPP contribution	Element	T4-BOX-17-ER
T4-BOX-18	Employee's EI Premiums	Element	T4-BOX-18
T4-BOX-18-ER	Employer's EI Premiums	Element	T4-BOX-18-ER
T4-BOX-20	RPP contributions	Element	T4-BOX-20
T4-BOX-22	Federal Income Tax deducted	Element	T4-BOX-22
T4-BOX-24	EI Insurable Earnings	Element	T4-BOX-24
T4-BOX-24-PRT	EI Insurable Earnings Printed	Not specified	Information only, do not set up
T4-BOX-26-CPP	CPP Pensionable Earnings	Element	T4-BOX-26-CPP
T4-BOX-26-QPP	QPP Pensionable Earnings	Element	T4-BOX-26-QPP
T4-BOX-26-EXCEPT	CPP/QPP Excepted Earnings	Element	T4-BOX-26-EXCEPT
T4-BOX-26-OTHER	CPP/QPP Other Earnings	Element	T4-BOX-26-OTHER
T4-BOX-26-PRT	CPP/QPP Earnings Printed	Not specified	Information only, do not set up
T4-BOX-28-CPP-PRT	CPP Exempt Indicator	Not specified	Information only, do not set up
T4-BOX-28-QPP-PRT	QPP Exempt Indicator	Not specified	Information only, do not set up
T4-BOX-28-EI-PRT	EI Exempt Indicator	Not specified	Information only, do not set up
T4-BOX-28-PPIP-PRT	PPIP Exempt Indicator	Not specified	Information only, do not set up
T4-BOX-29-PRT	Employment Code	Not specified	Information only, do not set up
T4-BOX-44	Union Dues	Element	T4-BOX-44
T4-BOX-44-PRT	Union Dues Printed	Not specified	Information only, do not set up
T4-BOX-46	Charitable Donations	Element	T4-BOX-46
T4-BOX-50-REG1	RPP Registration Number 1	Data Base Column	constant, must be numeric
T4-BOX-50-REG2	RPP Registration Number 2	Data Base Column	constant, must be numeric
T4-BOX-50-REG3	RPP Registration Number 3	Data Base Column	constant, must be numeric
T4-BOX-50-REG4	RPP Registration Number 4	Data Base Column	constant, must be numeric
T4-BOX-50-REG5	RPP Registration Number 5	Data Base Column	constant, must be numeric
T4-BOX-50-RPP1	RPP Amount 1	Element	T4-BOX-50-RPP1
T4-BOX-50-RPP2	RPP Amount 2	Element	T4-BOX-50-RPP2
T4-BOX-50-RPP3	RPP Amount 3	Element	T4-BOX-50-RPP3
T4-BOX-50-RPP4	RPP Amount 4	Element	T4-BOX-50-RPP4
T4-BOX-50-RPP5	RPP Amount 5	Element	T4-BOX-50-RPP5
T4-BOX-50-PRT	RPP or DPSP Plan Number Printed	Not specified	Information only, do not set up
T4-BOX-52	Pension Adjustment	Element	T4-BOX-52
T4-BOX-55	PPIP Employee Premium	Element	T4-BOX-55
T4-BOX-55-ER	PPIP Employer Premium	Element	T4-BOX-55-ER
T4-BOX-56	PPIP Insurable Earnings	Element	T4-BOX-56
T4-BOX-56-PRT	PPIP Insurable Earnings Printed	Not specified	Information only, do not set up
OTHER-30	Housing, Board and lodging	PC or Element	T4-BOX-OTH-30
OTHER-31	Special work site	PC or Element	T4-BOX-OTH-31
OTHER-32	Travel in prescribed zone	PC or Element	T4-BOX-OTH-32
OTHER-33	Medical Travel	PC or Element	T4-BOX-OTH-33
OTHER-34	Personal use of employer auto	PC or Element	T4-BOX-OTH-34
OTHER-35	Reasonable KM allowance	PC or Element	T4-BOX-OTH-35
OTHER-36	Interest free loan	PC or Element	T4-BOX-OTH-36
OTHER-37	Home relocation loan deduction	PC or Element	T4-BOX-OTH-37
OTHER-38	Stock option benefits	PC or Element	T4-BOX-OTH-38
OTHER-39	Stock option 110(1)(d)	PC or Element	T4-BOX-OTH-39
OTHER-40	Other Taxable benefits	PC or Element	T4-BOX-OTH-40
OTHER-41	Stock option 110(1)(d.1)	PC or Element	T4-BOX-OTH-41
OTHER-42	Employment Commissions	PC or Element	T4-BOX-OTH-42
OTHER-53	Deferred stock option benefits	PC or Element	T4-BOX-OTH-53
OTHER-70	Officer expense allowance	PC or Element	T4-BOX-OTH-70
OTHER-71	Status Indian employee	PC or Element	T4-BOX-OTH-71
OTHER-72	Section 122.3 income	PC or Element	T4-BOX-OTH-72
OTHER-73	Number of days outside Canada	PC or Element	T4-BOX-OTH-73
OTHER-74	Pre 1990 Past Serv-Contributor	PC or Element	T4-BOX-OTH-74
OTHER-75	Pre 1990 Past Serv-Not Contributor	PC or Element	T4-BOX-OTH-75
OTHER-77	Workers Compensation repaid	PC or Element	T4-BOX-OTH-77
OTHER-78	Fishers Gross earnings	PC or Element	T4-BOX-OTH-78
OTHER-79	Fishers Net partnership amt	PC or Element	T4-BOX-OTH-79
OTHER-80	Fishers Shareperson amt	PC or Element	T4-BOX-OTH-80
OTHER-81	Placement Agency Earnings	PC or Element	T4-BOX-OTH-81
OTHER-82	Drivers Earnings	PC or Element	T4-BOX-OTH-82
OTHER-83	Barbers Earnings	PC or Element	T4-BOX-OTH-83
OTHER-84	Public Transit Pass	PC or Element	T4-BOX-OTH-84
OTHER-85	EE prem private health plan	PC or Element	T4-BOX-OTH-85
OTHER-86	Security Options selections	PC or Element	T4-BOX-OTH-86
OTHER-87	Emergency services volunteer exempt amount	PC or Element	T4-BOX-OTH-87
OTHER-88	Indian (exempt income)	PC or Element	T4-BOX-OTH-88
OTHER-97	Stock option benefit-before Feb 28,2000	PC or Element	T4-BOX-OTH-97
OTHER-98	Stock dedn 110(1)(d)-before Feb 28,2000	PC or Element	T4-BOX-OTH-98
OTHER-99	Stock dedn 110(1)(d.1)-before Feb 28,2000	PC or Element	T4-BOX-OTH-99
SUB-REF-ID	Submission Reference ID	Constant	Unique number for each filing IDIF is set up to use GVT Run Number for Submission Reference ID as default, if user wants to override the GVT Run Number, then enter value in this IDFDV Identifier and manually change the IDIF set up for <sbmt_ref_id> tag to pick up the Variable Name from IDFDV Identifier with this SUB-REF-ID sequence
FILE-TYPE-CODE	Transmitter Type Code	Constant	Constant '904' for T4
FILE-DATA-TYPE	Data Type Code	Constant	1
FILE-TRAN-NUM	Transmitter number	Constant	MM999999
FILE-TRAN-TYPE	Transmitter type indicator	Constant	1
FILE-TRAN-NAME1	Transmitter Name - line 1	Constant	Enter your company data
FILE-TRAN-NAME2	Transmitter Name - line 2	Constant	Enter your company data
FILE-TRAN-ADDR1	Transmitter Address - line 1	Constant	Enter your company data
FILE-TRAN-ADDR2	Transmitter Address - line 2	Constant	Enter your company data
FILE-TRAN-CITY	Transmitter City	Constant	Enter your company data
FILE-TRAN-PROV	Transmitter Province	Constant	Enter your company data
FILE-TRAN-COUNTRY	Transmitter Country	Constant	Enter your company data
FILE-TRAN-POSTAL	Transmitter Postal Code	Constant	Enter your company data
FILE-CONT-NAME	Technical contact name	Constant	Enter your company data
FILE-CONT-TEL-AREA	Technical contact tel area code	Constant	111
FILE-CONT-TEL	Technical contact telephone	Constant	2223333
FILE-CONT-TEL-EXT	Technical contact tel extn	Constant	1234
FILE-CONT-LANG	Technical contact Language	Constant	E
FILE-CONT-EMAIL	Contact E-mail address	Constant	Enter your company data

Generate GVT Run for T4#

RPYEC - Selection Criteria#

This extracts information from YTD according to FORM CODE from IDFDV and will produce the Summary Total Report by government registration. This process also stores the results by GVT Run Number for each employee in the Government Reporting table.

Form Code

Enter HL$CAN-T4-CCYY for current reporting year

Please enter other prompts appropriately.

After RPYEC is run, the GVT Run Number is generated for this RPYEC run for all qualified employees. You can go into IPGR and IPGH screen to view the T4 generated by this GVT Run Number.

You then should run RPGRC to generate the government xml file to send to the government and also to generate the internal xml file for printing of the T4 by RPT4 program.

RPGRC - Selection Criteria#

GVT Run Number

Enter the GVT Run Number from RPYEC run

Form Code

Enter HL$CAN-T4-CCYY for current reporting year

Govt Interface Format

Enter HL$CAN-T4-CCYY
This Interface Format is defined on IDIF screen and supplied by our software

Please enter other prompts appropriately.

After RPGRC is run, the government xml file is generated and is ready for an xml parser validation prior to sending to the government; the internal xml file is generated for printing of the T4 by RPT4 program.

Form Print Selection Criteria#

RPT4 - Selection Criteria#

For Oracle reports, you must run all Government Form Print programs (i.e. RPT4, RPT4A, RPT4ANR, RPNR4, RPRL1, RPRL2) and send the report to PDF file instead of to the Previewer. All Form Print programs are aligned with the government forms in PDF format with user ability to adjust the parameters for Top Margin and the 'Between Form Space' when generating the PDF file. Once after the PDF file is generated, the users do not need to adjust the Page Set up when printing.

Report Parameters & Filters#

Report Parameters	This section is used for both Oracle and Windward report
Print T4 Copy	specifies the Employer or Employee copy to be printed. From Lexicon: T4 Forms lexicon available
Exception Level	the user should always run with Exception only unless for tracing
Duplicate/Amended	Optional text to print on T4 form to indicate 'Duplicate' or 'Amended' copy There are two ways to print Duplicate or Amended T4 forms, please read below
Test Form Set-Up	Optional All users should test their Printer with this 'Test Form Set Up' toggle to find out the correct Page Set Up for 'Top Margin Adjustment' and 'Between Form Space' adjustment prior to printing the actual T4 Forms. Since each Printer's Page Set Up margin varies differently, each time when the user is printing the T4 forms on a different Printer, the user should do a Printer Set up test
Trial Print only	Optional,toggle Allows you to print T4 forms for verification In non-trial mode, RPT4 updates GVT Headers Govt Print Stage of the run
Show T4 Form	Optional If this toggle is checked, RPT4 will print the T4 Form image downloaded from the CRA website on the background for user to view the T4 information.
Include Back Information	Optional If this toggle is checked, RPT4 will print the information from the back of the T4 Form image downloaded from the CRA website.
User Comment	Optional Please enter user comment to be printed on Parameter page

Report Parameters	(* Oracle Report Only)
Directory Name	Enter a valid directory name, must be the same as RPGRC run
XML File Name	The XML File name that is generated from RPGRC with file extension _HL.xml
Slips Per Segment	Optional The user no longer needs to send in T4 Segments when filing less than 500 slips on paper forms, however, the user may still choose to use the T4 segments at their discretion If user sends in T4 slips in bundle of 200 or other quantities, then the user needs to answer this prompt
Adjust Top Margin	Optional specifies the Top Margin Adjustment for the printing of the form The user should default to NULL or '00 - 0 line' adjustment to begin testing After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box If adjustment is needed, then re-run RPT4 by entering the Top Margin adjustment
From Lexicon	Top Margin Adjust.
Between Form Space	Optional specifies the space increment between 2 forms on the same page The user should default to NULL or '0 - 0 line space' to begin testing After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits between 2 forms If adjustment is needed, then re-run RPT4 by entering the 'Between Form Space'
From Lexicon	Between Form Space
Show Frame (Test Only)	when user is testing the margin set up or to debug a Print Format problem, the user may use this toggle to show the line border of the internal Frames

Report Filters
GVT Run (WW only)	This is not used for Oracle RPT4 report, it will be used for Windward RPT4
Person Code	optional, if Person Code is not entered, all employees in the xml file will be printed

For Oracle report, if the combination of 'Top Margin Adjustment' and 'Between Form Space' pushes the Form to go over to the next page, the user should check the alignment with the actual pre-printed form and re-run RPT4 with different 'Top Margin' and 'Between Form Space' again.

When you are running RPT4 for actual Form printing, please do not toggle the 'Show T4 Form', 'Show Frame' parameters.

RPT4 - Sample Print#

IMPORTANT: When printing from the pdf file, the user must turn on the ACTUAL SIZE toggle to print on the pre-printed government forms to avoid re-sizing of the form.

Processing#

RPT4 Form Print Processing#

The 'Print Format' of RPT4 Program is based on Government published T4 (14) Form. If you are using other Version of the T4 form, e.g T4 (12) version, please test the RPT4 Form layout prior to printing.

Please be advised that RPT4 would support the latest version of the Government Published Form at time of programming and show the Version of Form being used in the cover page of the report, e.g. T4(14). We suggest the user should use the same Form Version as the RPT4 program. However, if the user receives a different Version of the Form from the government, and RPT4 program does not align properly with the Form, then there are two options for this situation:

1. The user can re-order the Form from the government that is the same as RPT4 program (if the user is using a prior year version of T4)
2. inform your Personality vendor of the Form variation, and they will assess the difference, RPT4 program may be revised

RPT4 Form Print program prints all information generated by RPGRC _HL.xml file according to selection criteria

If an employee has many Footnotes to be reported, multiple T4 forms will be printed, each T4 Form prints 6 Footnote codes until all Footnotes are printed

RPT4 program generates Summary Totals by each Business Number, at the end of the RPT4 run, a grand total is generated for all Business Numbers of the run

You must run RMEX with the RPT4 mex id to obtain the Summary and Grand totals to balance to the RPGRC Summary report

RPT4 Summary and Grand Totals are accumulated for Boxes shown on the T4 Form, the footnotes are not totaled

You should verify RPT4 Boxes to balance to RPGRC

If RPT4 cannot select any information from the xml file to print, the user must run RMEX with the RPT4 mex id to review any error or exception messages to locate the problem, usually the problem is because of an invalid Directory or File name

Duplicate or Amended Copies#

If the employee lost the T4 form, you need to reissue the T4 Form to the employee, this is the 'Duplicate Copy' of the original T4 form

If the user discovers erroneous box information on T4 form and need to adjust the Box information, the user may need to modify the IDFDV set up and then re-run RPYEC, RPGRC, RPT4, this is the 'Amended' T4 form

There are two ways to print 'Duplicate Copy' or 'Amended' T4 forms:

1. You request on IPGH screen for the employee, then run RPYEC, RPGRC to generate the _HL.xml file that contains the Duplicate/Amended records
   • when user is running RPT4 with the new _HL.xml file, RPT4 will automatically print the word 'DUPLICATE COPY' or 'AMENDED' on T4 form depending on the GVT Run option of RPGRC run
   • at the end of RPT4 run, in non-trial mode, the GVT Header stage will be updated with 'Duplicate' or 'Amended' stage
2. When RPT4 is run, the user can enter the word 'DUPLICATE COPY' or 'AMENDED' on the prompt
   • This method should be used when user has many forms to be printed with 'DUPLICATE COPY' or 'AMENDED' and there is not enough time to re-generate the _HL.xml file from RPYEC, RPGRC, and the original _HL.xml file still exists
   • When RPT4 is run, the manually specified word 'DUPLICATE COPY' or 'AMENDED' will be printed on T4 form
   • At the end of RPT4 run, in non-trial mode, the GVT Header comment field will be updated with the user specified wording, i.e. 'Duplicate Copy' or 'Amended'
   • If other wording is needed to print on T4 form, the user may enter the text on this prompt for RPT4. e.g. 'CANCEL COPY', 'ORIGINAL COPY'

T4 Slip Print Characteristics#

T4 slips are printed in alphabetical order by employee's SURNAME, FIRST NAME within a government registration number

If employees are paid by multiple government registrations, then multiple T4 slips are produced by government registration number for these employees

The font size for printing T4 slips is the standard 12 character per inch font, character mode

Negative (credit) amounts are never allowed for T4 reporting and therefore if negative amounts are encountered, an exception message is displayed, the user must resolve the negative amount and re-run

If there is no amount to be printed for a Box on the T4 form, the Box is left as BLANK, zero or 'NIL' is NOT allowed

You may sort inactive and active employees so that inactive employees are printed separately for mailing purpose

If the Employment Status is A (Active) then the Employee is considered Active, otherwise the employee is considered Inactive.

The T4 slip has "Other Information" area to report up to 6 footnote codes and amounts for each form

If there are more than 6 codes to be reported in the "Other Information" area, then the 2nd or 3rd T4 slips are produced

The 2nd or 3rd T4 slip prints the employee's demographic information only, the numeric boxes are not printed

If an employee works in more than one province, then one T4 slip is produced for each province for this employee, the "Other Information" area are produced by Province

The T4 Magnetic Media File is in xml file format and allows all footnote codes to be reported for one employee, multiple XML records are generated for one employee if there are more than 6 footnote codes

Alphanumeric fields are left-justified with no space between each character, e.g. 'JOHN DOE', not 'J O H N D O E'

The numeric fields are lined up with the decimal

RPT4 grand totals are generated for all T4 forms as Execution Run Log Exception messages to balance to RPGRC summary report

The user MUST run RMEX report for the MEX ID from the RPT4 run to print the T4 grand Totals to verify all records are printed

T4 Slip Print Distribution#

On T4 Form, the last line in the Address Box is used to print the user specified distribution information for user to hand out the T4 forms to the employees. The user must set up the following identifiers:

Field Identifier	Field Variable	Suggested Field Variable
T4-EE-DISTR	(constant) blank or 1
T4-EE-DESTIN	(constant) blank or 1
T4-EE-DISTR1		DED.ENTITY_CODE
T4-EE-DISTR2		EID.PERSON_CODE

If 'T4-EE-DISTR' value = '1' (i.e. not null), then the distribution will be printed below the employee address for distribution purpose and the distribution is visible outside the window envelope, otherwise, the distribution will not be printed

If 'T4-EE-DESTIN' = '1' , then the employee's pay destination is printed along with 'T4-EE-DISTR1' and 'T4-EE-DISTR2'

Therefore on T4 form, the logic for printing distribution is:

• if 'T4-EE-DISTR' = '1', then the distribution information is printed from:
  • optional employee's pay destination T4-EE-DESTIN if specified (i.e. Department or Pay destination of the employee)
  • concatenates with the values from 'T4-EE-DISTR1' and 'T4-EE-DISTR2'

T4 Statement of Remuneration#

T4 Statement of Remuneration - Box Description#

You should read the following FORM DESCRIPTIONS and refer to "Employers' Guide - Filing the T4 Slips and Summary Forms" RC4120(E) Rev. 16" prior to setting up IDFDV screen.

Box - Year

From user specified Calendar Year CCYY

Box - Employer's Name and Address

Derived from IDFDV screen

Seq	Field Identifier	Description	Field Variable
1220	T4-ER-ADDR1	Employer Address Line 1	MAIL
1230	T4-ER-ADDR2	Employer Address Line 2	blank
1240	T4-ER-ADDR3	Employer City	blank
1250	T4-ER-ADDR4	Employer Province	blank or NAME
1260	T4-ER-ADDR5	Employer Country	blank or NAME
1270	T4-ER-POSTAL	Employer Postal Code	blank
1280	T4-ER-MAG-PROV	Employer Prov for Mag File	blank
1290	T4-ER-MAG-CNTRY	Employer Country for Mag File	blank

• The IDFDV screen Reference Text field will guide the user the set up of each Address Identifier.
  
  
• If the mailing address is not defined for the Employer on IDLN of IDEN location, the IDLN primary address will be used.
  
  
• If the user has previous Address set up prior to 2005, if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used

Box 54 - Business Number

The Business Number is derived automatically according to employee’s YTD federal government registration number from IDGV or employee's Group IDGR screen

When the user is printing the 'Employee Copy', Box 54 BN number is not printed

Box 10 - Province of Employment

The Province of Employment is derived automatically according to employee's YTD information

Box 12 - Employee's Social Insurance Number

Derived from IDFDV screen

Field Identifier	Suggested Field Variable
T4-BOX-SIN	EID.GOVERNMENT_CODE

• invalid SIN number are reported on RPYEC exception report
  • invalid SIN numbers are: 999999999.
• leave blank if S.I.N. does not exist (ie. S.I.N. is "9999999999")

Box- Employee's name (Surname, First name, Middle Initial)

Derived from IDFDV screen

Field Identifier	Suggested Field Variable
T4-EE-NAME1	EID.LAST_NAME
T4-EE-NAME2	EID.FIRST_NAME
T4-EE-NAME3™	EID.MIDDLE_NAME

Box - Employee's address

Derived from IDFDV screen

Seq	Field Identifier	Description	Field Variable
2100	T4-EE-ADDR1	Employee Address Line 1	blank or MAIL
2110	T4-EE-ADDR2	Employee Address Line 2	blank
2120	T4-EE-ADDR3	Employee City	blank
2130	T4-EE-ADDR4	Employee Province	blank or NAME
2140	T4-EE-ADDR5	Employee Country	blank or NAME
2150	T4-EE-POSTAL	Employee Postal Code	blank
2160	T4-EE-MAG-PROV	Employee Prov for Mag File	blank
2170	T4-EE-MAG-CNTRY	Employee Country for Mag File	blank

• The IDFDV screen Reference Text field will guide the user the set up of each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used
• If the user has previous Address set up prior to 2005, if the word 'MAIL' is defined, then the mailing address will be used, otherwise the primary address will be used

Box - Last line of Employee Address

Printing for distribution of T4 purpose

The last line in the Address Box is used to print the user specified distribution information for user to hand out the T4 forms to the employees

Derived from IDFDV screen

Field Identifier	Field Variable	Suggested Field Variable
T4-EE-DISTR	(constant) blank or 1
T4-EE-DESTIN	(constant) blank or 1
T4-EE-DISTR1		DED.ENTITY_CODE
T4-EE-DISTR2		EID.PERSON_CODE

• If T4-EE-DISTR value = 1 (i.e. not null), then the distribution will be printed below the employee address for distribution purpose and the distribution is visible outside the window envelope
• Otherwise, the distribution will not be printed
• If T4-EE-DESTIN = 1 , then the employee's pay destination is printed along with 'T4-EE-DISTR1' and 'T4-EE-DISTR2'.

Therefore on T4 form, the logic for printing distribution is:

• If T4-EE-DISTR = 1, then the distribution information is printed from:
  • optional employee's pay destination T4-EE-DESTIN if specified (i.e. Department or Pay destination of the employee)
  • concatenates with the values from T4-EE-DISTR1 and T4-EE-DISTR2

Box 14 - Employment Income

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-14	T4-BOX-14

• This is the taxable earnings applicable for federal income tax withheld

Box 16 - Employee's CPP contributions

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-16	T4-BOX-16

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP during the year
• The Employer portion of CPP contribution is also retrieved from IDFDV screen Field Identifier 'T4-BOX-16-ER'
• The CPP Employer contribution is not printed on the T4 form for each employee, it is accumulated into the Total CPP Employer contribution amount and will be reported on the government magnetic media file T4 Summary Record

Box 17 - Employee's QPP contributions

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-17	T4-BOX-17

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP

Box 18 - Employee's EI Premiums

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-18	T4-BOX-18

• The Employer portion of EI contribution is also retrieved from IDFDV screen Field Identifier 'T4-BOX-18-ER'
• The EI Employer contribution is not printed on the T4 form for each employee, it is accumulated into the Total EI Employer contribution amount and will be reported on the government magnetic media file T4 Summary Record

Box 20 - RPP Contributions

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-20	T4-BOX-20

Box 22 - Income Tax Deducted

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-22	T4-BOX-22

Box 24 - EI Insurable Earnings

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-24	T4-BOX-24

• This box will be blank under one of the following conditions:
  1. There is no insurable earnings (i.e. if Box 24 = 0, then Box 24 = blank)
  2. Insurable earnings are the same as the employment income in Box 14 (i.e. if Box 24 = Box 14, then Box 24 = blank)
  3. Insurable earnings are over the EI maximum earnings for the year from IPCT screen Tax Rate Code '011001' EI Annual Maximum Earnings (i.e. if Box 24 >= EI maximum earnings, then Box 24 = blank)

• The derived EI Insurable Earnings is printed according to the IDFDV screen set up on RPYEC Summary report
• The EI Insurable Earnings that is printed on T4 Form and reported on the magnetic media file will be printed on RPYEC Summary report under Identifier 'T4-BOX-24-PRT', the user should verify this reported EI Insurable Earnings is correct according to the government specification

Box 26 - CPP/QPP Pensionable Earnings

For all provinces except Quebec:

Field Identifier	Suggested Field Variable (Element)
T4-BOX-26-CPP	T4-BOX-26-CPP

For Quebec only:

Field Identifier	Suggested Field Variable (Element)
T4-BOX-26-QPP	T4-BOX-26-QPP

For all provinces and Quebec:

Field Identifier	Suggested Field Variable (Element)
T4-BOX-26-EXCEPT	T4-BOX-26-EXCEPT
T4-BOX-26-OTHER	T4-BOX-26-OTHER

• The 'T4-BOX-26-EXCEPT' entry should specify the remuneration that are taxable but not pensionable such as:
  • remuneration paid to employee while employee worked in excluded employment not subject to CPP
  • amount paid for clergy member's residence from which CPP is not deducted
  • remuneration paid to Status Indian on reserve where no CPP is deducted

• The 'T4-BOX-26-OTHER' entry should specify the remuneration that are pensionable but not taxable

• The box 26 will be blank under one of the following conditions:
  • There are no pensionable earnings (i.e. if Box 26 = 0, then Box 26 = blank)
  • Pensionable earnings are the same as the employment income in Box 14 (i.e. if Box 26 = Box 14, then Box 26 = blank)

• Pensionable earnings are over the CPP/QPP maximum earnings for the year from IPCT screen Tax Rate Code '010101' CPP Annual Maximum Earnings (i.e. if Box 26 >= CPP/QPP maximum earnings, then Box 26 = blank)

• Otherwise perform one of the following conditions:
  • If Box 14 > Box 26 CPP/QPP earnings
    • Use IDFDV Field Identifier 'T4-BOX-26-EXCEPT' entry to obtain the amount for excepted employment
    • the excepted employment amount is then subtracted from Box 14
    • if the new Box 14 amount equals to Box 26 CPP/QPP earnings, this box will be blank, otherwise Box 26 CPP/QPP earnings will be printed
  • the following conditions are covered by this logic:
    • remuneration paid to employee before age 18 or after age 70 during the year, then this box will be printed
    • an employee is being remunerated by excepted employment as specified from "Employer's Guide", this box will be printed

• If Box 14 < CPP/QPP earnings
  • for Quebec, if Box 26 QPP earnings > Box 14, Box 26 is always printed
  • for all other provinces:
  • use IDFDV Field Identifier 'T4-BOX-26-OTHER' entry to obtain the amount for pensionable employment
  • the pensionable employment amount is then added to Box 14
  • if the new Box 14 amount equals to Box 26 CPP/QPP earnings, this box will be blank, otherwise Box 26 CPP/QPP earnings will be printed

• The derived CPP/QPP Pensionable Earnings is printed according to the IDFDV screen set up on RPYEC Summary report

• Then the CPP/QPP Pensionable Earnings that is printed on T4 Form will also be printed on RPYEC Summary report under Identifier 'T4-BOX-26-PRT', the user should verify this reported CPP/QPP Pensionable Earnings is correct according to the government specification

Box 28 - Exempt (CPP-QPP and EI and PPIP)

• "X" will be entered under CPP-QPP if there is no contribution to CPP/QPP (ie. Box 16, 17 and 26 are blank) and the CPP/QPP method from IPRLC screen = 'Do not calculate'

• "X" will be entered under EI if there is no EI premium (ie. Box 18 and Box 24 are blank) and the EI method from IPRLC screen = 'Do not calculate'

• "X" will be entered under PPIP if the province is 'Quebec' and there is no PPIP premium (ie. Box 55 and Box 56 are blank) and the PPIP method from IPRLC screen = 'Do not calculate'

• The following identifiers from IDFDV screen are for Information Purpose only, there is no need to set these up

Field Identifier
T4-BOX-28-CPP-PRT
T4-BOX-28-QPP-PRT
T4-BOX-28-EI-PRT
T4-BOX-28-PPIP-PRT

Box 29 - Employment Code

Report the appropriate code if one of the following situations applies:

11	Placement agency - self employed
12	Driver of taxi or other passenger-carrying vehicle
13	Barber or hairdresser
14	Withdrawal from a prescribed salary deferral arrangement plan
15	Seasonal Agriculture Workers Program
16	Detached employee - social security agreement

• Set up the user field 'T4 EMPLOYMENT CODE' on IMUF screen and then enter the appropriate Employment Code on IDGR screen if the above situation applies
• The following identifier from IDFDV screen is for Information Purpose only, there is no need to set these up

Field Identifier
T4-BOX-29-PRT	This is used for XML file only

Box 44 - Union Dues

Derived from IDFDV screen and IDUN screen user field 'T4 UNION DUES'

Field Identifier	Suggested Field Variable (Element)
T4-BOX-44	T4-BOX-44

• This box should NOT be used if the Union issues Union Dues receipts directly to the employees
• If the Union has NOT issued receipts for union dues, then specify the user field on IDUN screen 'T4 UNION DUES'
  • if the IDUN screen 'Report T4 Union Dues' indicator = 'Y', then the value of 'T4-BOX-44' is printed
  • the Union Dues that is printed on T4 Form will also be printed on RPYEC Summary report under Identifier 'T4-BOX-44-PRT' for user verification

Box 46 - Charitable Donations

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-46	T4-BOX-46

Box 50 - RPP or DPSP registration number

Derived from IDFDV screen

Field Identifier	Suggested Field Variable	Suggested Field Variable (Element)
T4-BOX-50-REG1	Constant
T4-BOX-50-REG2	Constant
T4-BOX-50-REG3	Constant
T4-BOX-50-REG4	Constant
T4-BOX-50-REG5	Constant
T4-BOX-50-RPP1		T4-BOX-50-RPP1
T4-BOX-50-RPP2		T4-BOX-50-RPP2
T4-BOX-50-RPP3		T4-BOX-50-RPP3
T4-BOX-50-RPP4		T4-BOX-50-RPP4
T4-BOX-50-RPP5		T4-BOX-50-RPP5

• The values from 'T4-BOX-50-RPP1', 'T4-BOX-50-RPP2', 'T4-BOX-50-RPP3', 'T4-BOX-50-RPP4', 'T4-BOX-50-RPP5' are used for comparison
• The largest value from 'T4-BOX-50-RPP1', 'T4-BOX-50-RPP2', 'T4-BOX-50-RPP3', 'T4-BOX-50-RPP4', 'T4-BOX-50-RPP5' is used and the corresponding 'T4-BOX-50-REG1', 'T4-BOX-50-REG2', 'T4-BOX-50-REG3', 'T4-BOX-50-REG4', 'T4-BOX-50-REG5' is reported
• Thehe following identifier from IDFDV screen is for Information Purpose only, there is no need to set these up

Field Identifier
T4-BOX-50-PRT	This is used for XML file only

Box 52 - Pension Adjustment

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-52	T4-BOX-52

• Box 52 is rounded up to the nearest Dollar, no cent is printed.

Box 55 - Employee's PPIP Premiums

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-55	T4-BOX-55

Box 56 - PPIP Insurable Earnings

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
T4-BOX-56	T4-BOX-56

• This box will be blank under one of the following conditions:
  1. There is no insurable earnings (i.e. if Box 56 = 0, then Box 56 = blank)
  2. Insurable earnings are the same as the employment income in Box 14 (i.e. if Box 56 = Box 14, then Box 56 = blank)
  3. Insurable earnings are over the PPIP maximum earnings for the year from IPCT screen Tax Rate Code '011201' QPIP Annual Employee Maximum for the province (i.e. if Box 56 >= QPIP maximum earnings, then Box 56 = blank)
• The derived PPIP Insurable Earnings is printed according to the IDFDV screen set up on RPYEC Summary report
• The PPIP Insurable Earnings that is printed on the T4 Form and reported on the magnetic media file will be printed on RPYEC Summary report under Identifier 'T4-BOX-56-PRT', the user should verify this reported PPIP Insurable Earnings is correct according to the government specification

Box - Other Information

Derived from IDFDV screen

Field Identifier	Suggested Field Variable (Element)
OTHER-nn	T4-BOX-OTH-nn

• Up to 6 footnote codes can be printed per T4 form
• If there are more than 6 codes to be reported, then the second or third T4 slip will be produced
• The second or third T4 slip numeric boxes will be blank, the employee's demographic information will be printed along with the footnote codes

Magnetic Media - Government XML file#

IDIF - T4 Govt XML File layout#

• The government xml file layouts are provided by the government on their web site each year

• The IDIF screen is used to define the government file in xml file format

• The IDIF layout is provided with the Year End software, the user does not need to set up this screen SEED_IDIF_HL$CAN_T4_CCYY.sql

• User must run RPYEC, RPGRC to generate the magnetic media file in govt xml file format, please read PR_CAN_Govt_Reporting_2016_eP.doc Government Reporting Sequence that describes the process to be run

IMPORTANT: The government requires the user to validate the govt xml file according to the downloaded government xml schema using a validating parser prior to sending to the government, please read PR_CAN_Govt_Reporting_2013_P2K.doc for xml file validation.

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Notes #

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