CDN T 4 PROCESS
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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 requirements and to generate the 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#

Government Reporting Procedures#

Government Reporting – Sequence#

The following steps outline the sequence to produce the Government Reports and Files, and to print the Forms:
  1. RPREGT - Produce YTD Register
    • for the ‘Provide Totals By’ parameter, please select ‘Fed Regist Number’
    • IDFD - Set up Form Code and Government File Definition
    • This form defines the default values for users to enter on the IDFDV form
    • The information on this form is provided by High Line using a script. Users only need to execute the script to load the most current information
    • IDFDV - Users must set up the Form and File Definition with user information
    • RDFD - Print the Form and File Definition from the IDFD and IDFDV forms
    • IDIF - High Line supplied government Magnetic Media file layout
    • The information on this form is provided by High Line using a script. Users only need to execute the script to load the most current information
    • RDIF - Print the government Magnetic Media file layout from IDIF form
    • RPYEC - means ‘Report Payroll Year End Canada’
    • Extracts information from YTD according to FORM CODE from IDFDV
    • Produces the Summary Total Report by government registration or by employee detail
    • Users must verify the Summary Total balances 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 database
  2. IPGR - Form inquiry by GVT Run Number after the RPYEC process is run
  3. IPGH - Form inquiry by GVT Header inquiry after the RPYEC process is run for an employee
    • Users can change the Print Stage to request a ‘Duplicate Copy’ or ‘Amended Copy’
    • RPGRC - means ‘Report Payroll Government Reporting Canada’
    • Reads the Government Reporting table information generated by the RPYEC process
    • Produces the Summary Total Report by government registration, or by detail employee for the defined FORM CODE from IDFDV
    • Produces the government Magnetic Media File to be submitted to the government
    • Users must verify the Summary Total balances to the RPYEC/RPREGT reports
    • Check the exception messages from the Summary Report and correct exceptions
    • Generates the High Line XML file to feed into the Form print program RPT4, RPT4A, RPRL1 etc to print T4, T4A or Releve Forms by employee
  4. Form Print - RPT4/RPT4A/RPRL1 etc. to print government forms for the employee
    • Reads the XML file generated from the RPGRC process to print on Government Forms
    • Prints the Employee Copy or Employer Copy on Government Forms
    • Generates grand totals for the RMEX report to balance to the RPGRC grand totals
  5. RMEX - Reads the Execution Run Log from the Form Print program RPT4/RPT4A/RPRL1
    • Prints grand totals to balance to the RPGRC grand totals
  6. UPGRUNDO - Users can undo by GVT Run number by employee
    • To undo erroneous GVT Runs due to set up issues or to remove archived GVT info

IDFD Form Definition#

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

IDFDV Form Definition#

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

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 IdentifierDescriptionSuggested Field SourceSuggested Variable
T4-ER-NAMEEmployer NameData Base ColumnDED.ENTITY_NAME
T4-ER-NAME2Employer Name - Line 2Data Base ColumnDED.ENTITY_NAME, optional
T4-ER-CAREOFEmployer Name (care of)Data Base Columnoptional
T4-ER-ADDR1Employer Address Line 1Data Base ColumnDLN.ADDRESS_LINE_1
T4-ER-ADDR2Employer Address Line 2Data Base ColumnDLN.ADDRESS_LINE_2
T4-ER-ADDR3Employer CityData Base ColumnDLN.LOCALITY
T4-ER-ADDR4Employer ProvinceData Base ColumnDSP.STATE_PROVINCE_CODE
T4-ER-ADDR5Employer CountryData Base ColumnDCO.COUNTRY_CODE
T4-ER-POSTALEmployer Postal CodeData Base ColumnDLN.ZIP_POSTAL
T4-ER-MAG-PROVEmployer Prov for Mag FileConstantblank
T4-ER-MAG-CNTRYEmployer Country for Mag FileConstantblank
T4-ACCT-NAMEAccounting contact nameConstantEnter your company data
T4-ACCT-TEL-AREAAccounting contact tel area codeConstantEnter your company data
T4-ACCT-TELAccounting contact telephoneConstantEnter your company data
T4-ACCT-TEL-EXTAccounting contact tel extnConstantEnter your company data
T4-ACCT-LANGAccounting contact LanguageConstantE
T4-REGIST-PEN1Registered pension plan number 1ConstantEnter your company data
T4-REGIST-PEN2Registered pension plan number 2ConstantEnter your company data
T4-REGIST-PEN3Registered pension plan number 3ConstantEnter your company data
T4-REGIST-PEN4Registered pension plan number 4ConstantEnter your company data
T4-REGIST-PEN5Registered pension plan number 5ConstantEnter your company data
T4-PROP1-SINProprietor #1 SIN ConstantEnter your company data
T4-PROP2-SINProprietor #2 SIN ConstantEnter your company data
T4-YOUTH-INDYouth Hires Program IndicatorConstant1
T4-EE-NAME1Employee SurnameData Base ColumnEID.LAST_NAME
T4-EE-NAME2Employee First NameData Base ColumnEID.FIRST_NAME
T4-EE-NAME3Employee Middle InitialData Base ColumnEID.MIDDLE_NAME
T4-EE-ADDR1Employee Address Line 1ConstantEPS.ADDRESS_LINE_1
T4-EE-ADDR2Employee Address Line 2ConstantEPS.ADDRESS_LINE_2
T4-EE-ADDR3Employee CityConstantEPS.LOCALITY
T4-EE-ADDR4Employee ProvinceConstant DSP.STATE_PROVINCE_CODE
T4-EE-ADDR5Employee CountryConstantDCP.COUNTRY_CODE
T4-EE-POSTALEmployee Postal CodeConstantEPS.ZIP_POSTAL
T4-EE-MAG-PROVEmployee Prov for Mag FileConstantblank
T4-EE-MAG-CNTRYEmployee Country for Mag FileConstantblank
T4-BOX-SINSocial Insurance NumberData Base ColumnEID.GOVERNMENT_CODE
T4-EE-DISTRPrint Distribution on T4 formConstantblank or 1
If 1, print employee distribution
T4-EE-DESTINPrint Pay DestinationConstantblank or 1
If 1, the employee destination is concatenated to employee distribution for printing purposes
T4-EE-DISTR1Employee Distribution 1Data Base ColumnPPA.PAYROLL_CODE
T4-EE-DISTR2Employee Distribution 2Data Base ColumnEID.PERSON_CODE

T4-BOX-14Employment IncomeElementT4-BOX-14
T4-BOX-16Employee's CPP contributionElementT4-BOX-16
T4-BOX-16-EREmployer's CPP contributionElementT4-BOX-16-ER
T4-BOX-17Employee's QPP contributionElementT4-BOX-17
T4-BOX-17-EREmployer's QPP contributionElementT4-BOX-17-ER
T4-BOX-18Employee's EI PremiumsElementT4-BOX-18
T4-BOX-18-EREmployer's EI PremiumsElementT4-BOX-18-ER
T4-BOX-20RPP contributionsElementT4-BOX-20
T4-BOX-22Federal Income Tax deductedElementT4-BOX-22
T4-BOX-24EI Insurable EarningsElementT4-BOX-24
T4-BOX-24-PRTEI Insurable Earnings PrintedNot specifiedInformation only, do not set up this identifier
T4-BOX-26-CPPCPP Pensionable EarningsElementT4-BOX-26-CPP
T4-BOX-26-QPPQPP Pensionable EarningsElementT4-BOX-26-QPP
T4-BOX-26-EXCEPTCPP/QPP Excepted EarningsElementT4-BOX-26-EXCEPT
T4-BOX-26-OTHERCPP/QPP Other EarningsElementT4-BOX-26-OTHER
T4-BOX-26-PRTCPP/QPP Earnings PrintedNot specifiedInformation only, do not set up this identifier
T4-BOX-28-CPP-PRTCPP Exempt IndicatorNot specifiedInformation only, do not set up this identifier
T4-BOX-28-QPP-PRTQPP Exempt Indicator Not specifiedInformation only, do not set up this identifier
T4-BOX-28-EI-PRTEI Exempt IndicatorNot specifiedInformation only, do not set up this identifier
T4-BOX-28-PPIP-PRTPPIP Exempt IndicatorNot specified Information only, do not set up this identifier
T4-BOX-29-PRTEmployment CodeNot specifiedInformation only, do not set up this identifier
T4-BOX-44Union DuesElementT4-BOX-44
T4-BOX-44-PRTUnion Dues PrintedNot specified Information only, do not set up this identifier
T4-BOX-46Charitable DonationsElementT4-BOX-46
T4-BOX-50-REG1RPP Registration Number 1Data Base Columnconstant, must be numeric
T4-BOX-50-REG2RPP Registration Number 2Data Base Columnconstant, must be numeric
T4-BOX-50-REG3RPP Registration Number 3Data Base Columnconstant, must be numeric
T4-BOX-50-REG4RPP Registration Number 4Data Base Columnconstant, must be numeric
T4-BOX-50-REG5RPP Registration Number 5Data Base Columnconstant, must be numeric
T4-BOX-50-RPP1RPP Amount 1ElementT4-BOX-50-RPP1
T4-BOX-50-RPP2RPP Amount 2ElementT4-BOX-50-RPP2
T4-BOX-50-RPP3RPP Amount 3ElementT4-BOX-50-RPP3
T4-BOX-50-RPP4RPP Amount 4ElementT4-BOX-50-RPP4
T4-BOX-50-RPP5RPP Amount 5ElementT4-BOX-50-RPP5
T4-BOX-50-PRTRPP or DPSP Plan Number PrintedNot specifiedInformation only, do not set up this identifier
T4-BOX-52Pension AdjustmentElementT4-BOX-52
T4-BOX-55PPIP Employee PremiumElementT4-BOX-55
T4-BOX-55-ERPPIP Employer PremiumElementT4-BOX-55-ER
T4-BOX-56PPIP Insurable EarningsElementT4-BOX-56

OTHER-30Housing, Board and LodgingPC or ElementT4-BOX-OTH-30
OTHER-31Special work sitePC or ElementT4-BOX-OTH-31
OTHER-32Travel in prescribed zonePC or ElementT4-BOX-OTH-32
OTHER-33Medical travelPC or ElementT4-BOX-OTH-33
OTHER-34Personal use of employer autoPC or ElementT4-BOX-OTH-34
OTHER-35Reasonable KM allowancePC or Element T4-BOX-OTH-35
OTHER-36Interest free loanPC or ElementT4-BOX-OTH-36
OTHER-37Home relocation loan deductionPC or ElementT4-BOX-OTH-37
OTHER-38Stock option benefitsPC or ElementT4-BOX-OTH-38
OTHER-39Stock option 110(1)(d)PC or ElementT4-BOX-OTH-39
OTHER-40Other Taxable benefitsPC or ElementT4-BOX-OTH-40
OTHER-41Stock option 110(1)(d.1)PC or ElementT4-BOX-OTH-41
OTHER-42Employment CommissionsPC or ElementT4-BOX-OTH-42
OTHER-53Deferred stock option benefitsPC or ElementT4-BOX-OTH-53
OTHER-70Officer expense allowancePC or ElementT4-BOX-OTH-70
OTHER-71Status Indian employeePC or ElementT4-BOX-OTH-71
OTHER-72Section 122.3 incomePC or ElementT4-BOX-OTH-72
OTHER-73Number of days outside CanadaPC or ElementT4-BOX-OTH-73
OTHER-74Pre 1990 Past Serv-ContributorPC or ElementT4-BOX-OTH-74
OTHER-75Pre 1990 Past Serv-Not ContributorPC or ElementT4-BOX-OTH-75
OTHER-77Workers Compensation repaidPC or ElementT4-BOX-OTH-77
OTHER-78Fishers Gross earningsPC or ElementT4-BOX-OTH-78
OTHER-79Fishers Net partnership amtPC or ElementT4-BOX-OTH-79
OTHER-80Fishers Shareperson amtPC or Element T4-BOX-OTH-80
OTHER-81Placement Agency EarningsPC or ElementT4-BOX-OTH-81
OTHER-82Drivers EarningsPC or ElementT4-BOX-OTH-82
OTHER-83Barbers EarningsPC or ElementT4-BOX-OTH-83
OTHER-84Public Transit PassPC or ElementT4-BOX-OTH-84
OTHER-85EE prem private health planPC or ElementT4-BOX-OTH-85
OTHER-86Security Options selectionsPC or ElementT4-BOX-OTH-86
OTHER-87Emergency services volunteer exempt amountPC or ElementT4-BOX-OTH-87
OTHER-88Indian (exempt income)PC or ElementT4-BOX-OTH-88
OTHER-97Stock option benefit-before Feb 28, 2000PC or ElementT4-BOX-OTH-97
OTHER-98Stock dedn 110(1)(d)-before Feb 28, 2000PC or ElementT4-BOX-OTH-98
OTHER-99Stock dedn 110(1)(d.1)-before Feb 28, 2000PC or ElementT4-BOX-OTH-99
SUB-REF-IDSubmission Reference IDConstantUnique number for each filing
IDIF is set up to use GVT Run Number for Submission Reference ID as default, if users want to override the GVT Run Number, then enter the value in this IDFDV Identifier and manually change the IDIF set up for the <sbmt_ref_id> tag to pick up the Variable Name from IDFDV Identifier with this SUB-REF-ID sequence
FILE-TYPE-CODETransmitter Type CodeConstantConstant '904' for T4
FILE-DATA-TYPEData Type CodeConstant1
FILE-TRAN-NUMTransmitter numberConstantMM999999
FILE-TRAN-TYPETransmitter type indicatorConstant1
FILE-TRAN-NAME1Transmitter Name - line 1ConstantEnter your company data
FILE-TRAN-NAME2Transmitter Name - line 2ConstantEnter your company data
FILE-TRAN-ADDR1Transmitter Address - line 1ConstantEnter your company data
FILE-TRAN-ADDR2Transmitter Address - line 2ConstantEnter your company data
FILE-TRAN-CITYTransmitter CityConstantEnter your company data
FILE-TRAN-PROVTransmitter ProvinceConstantEnter your company data
FILE-TRAN-COUNTRYTransmitter CountryConstantEnter your company data
FILE-TRAN-POSTALTransmitter Postal CodeConstantEnter your company data
FILE-CONT-NAMETechnical contact nameConstantEnter your company data
FILE-CONT-TEL-AREATechnical contact tel area codeConstant111
FILE-CONT-TELTechnical contact telephoneConstant2223333
FILE-CONT-TEL-EXTTechnical contact tel extnConstant1234
FILE-CONT-LANGTechnical contact LanguageConstantE
FILE-CONT-EMAILContact E-mail addressConstantEnter your company data

Generate GVT Run for T4#

RPYEC - Cdn Year End Summary Report - Selection Criteria#

This extracts information from YTD according to the 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-YYYY for current reporting year

Please enter other prompts appropriately.

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

Users should run the RPGRC process to generate the government xml file to send to the government and also to generate the internal xml file for printing of the T4s by the RPT4 program.

RPGRC - Selection Criteria#

GVT Run Number
Enter the GVT Run Number from the RPYEC run
Form Code
Enter HL$CAN-T4-YYYY for current reporting year
Govt Interface Format
Enter HL$CAN-T4-YYYY
This Interface Format is defined on the IDIF form and is provided in our software

Please enter other prompts appropriately.

After the RPGRC process 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 the 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 a PDF file instead of to the Previewer. All Form Print programs are aligned with the government forms in the PDF format. Users can adjust the parameters for the 'Top Margin' and the 'Between Form Space' when generating the PDF file. Once the PDF file is generated, users do not need to adjust the Page Set up when printing.

Report Parameters & Filters#

Report ParametersThis section is used for both Oracle and Windward report
Print T4 CopyDefines the Employer or Employee copy to be printed.
From Lexicon: T4 Forms lexicon available
Exception LevelUsers should always run with 'Exception Only' unless for needed for tracing
Duplicate/AmendedOptional. Defines text to print on the T4 form to indicate a 'Duplicate' or 'Amended' copy
There are two ways to print Duplicate or Amended T4 forms, please read below.
Test Form Set-UpOptional
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 onlyOptional
This toggle allows users to print T4 forms for verification

In non-trial mode, the RPT4 updates the GVT Headers Govt Print Stage of the run
Show T4 FormOptional
If this toggle is set to ON, RPT4 will print the T4 Form image downloaded from the CRA website on the background for users to view the T4 information.
User CommentOptional
Users can enter a comment to print on the Parameter page

Report Parameters(* Oracle Report Only)
Directory NameEnter a valid directory name, must be the same as RPGRC run
XML File NameThe XML File name that is generated from RPGRC with the file extension _HL.xml
Slips Per SegmentOptional
Users no longer need to send in T4 Segments when filing less than 500 slips on paper forms, however, the user can still choose to use the T4 segments at their discretion

If a user sends in T4 slips in a bundle of 200 or other quantities, then users need to update this field
Adjust Top MarginOptional
Defines the Top Margin Adjustment for printing the form

Users 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 LexiconTop Margin Adjust.
Between Form SpaceOptional
Defines the space increment between 2 forms on the same page

Users 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 LexiconBetween Form Space
Show Frame (Test Only)Used when a user is testing the margin set up or to debug a Print Format problem. Users can 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 reports. Used for Windward RPT4 reports only
Person CodeOptional. If a Person Code is not entered, all the 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, users should check the alignment with the actual pre-printed form and re-run RPT4 with different 'Top Margin' and 'Between Form Space' again.

When users are running RPT4 for the actual Form printing, please do not set the 'Show T4 Form', 'Show Frame' toggles to ON.

RPT4 - Sample Print#

IMPORTANT: When printing from the pdf file, users 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 RPT4 Program 'Print Format' is based on the Government published T4 (15) Form. If you are using other versions of the T4 form, such as T4(12), please test the RPT4 form layout prior to printing.

Please be advised that High Line will support the latest version of the government published form at time of programming. High Line will inform users of the form version being used. We suggest that users should use the same version of the form as the RPT4 program. However, if a 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. Users can re-order the form from the government that is the same as the RPT4 program (if users are using a prior year version of the T4)
  2. Inform High Line of the form variation. High Line will assess whether the PRT4 program needs to be revised or not.

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

If an employee has nultiple footnotes to be reported, each T4 Form is printed with 6 footnotes until all footnotes are printed.

The 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.

Users must run RMEX with the RPT4 Mex ID to obtain the summary and grand totals to balance to the RPYEC Summary report.

The RPT4 Summary and Grand Totals are accumulated for the boxes shown on the T4 Form. The footnotes are not totaled.

Users should verify the RPT4 Boxes to balance to RPYEC.

If RPT4 cannot select any information from the xml file to print, users must run RMEX with the RPT4 Mex ID to review any errors or exception messages to locate the problem. Usually the problem is because of an invalid directory or file name.

Duplicate or Amended Copies#

If an employee loses their T4 form, users need to reissue a 'Duplicate Copy' of the original T4 form.

If a user discovers erroneous box information on the T4 form and need to revise the Box information, users should modify the IDFDV set up and then re-run the RPYEC, RPGRC, RPT4 programs. This willproduce an 'Amended' T4 form.

There are two ways to print a 'Duplicate Copy' or an 'Amended' T4 form:

  1. Go to the IPGH form for the employee and highlight the form to be duplicated. Change the Print Stage to '11-Duplicate requested. Run the RPYEC and RPGRC programs to generate the _HL.xml file that contains the Duplicate/Amended records
    • When a user is running RPT4 with the new _HL.xml file, RPT4 will automatically print the word 'DUPLICATE COPY' or 'AMENDED' on the T4 form, depending on the GVT Run option of RPGRC run
    • At the end of the RPT4 run, in non-trial mode, the GVT Header stage will be updated with either a 'Duplicate' or 'Amended' stage
  2. When RPT4 is run, users can enter the word 'DUPLICATE COPY' or 'AMENDED' on the prompt.
    • This method should be used when users have 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 defined 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 defined wording, such as 'Duplicate Copy' or 'Amended'
    • If other wording is required to print on the T4 form, users can enter the text on this prompt for RPT4, such as '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. Users must resolve the negative amount and re-run the process.

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

Users can sort inactive and active employees so inactive employees are printed separately, for mailing purposes.

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

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

If there are more than 6 footnotes to be reported in the "Other Information" area, then a 2nd or 3rd T4 slip is 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 the employee. The "Other Information" area information T4 slips are also produced by Province

The T4 Magnetic Media File is in an xml file format and allows all footnotes to be reported for one employee. Multiple XML records are generated for one employee if there are more than 6 footnotes

Alphanumeric fields are left-justified with no space between each character, such as JOHN DOE, not J O H N D O E

The numeric fields are lined up with the decimal

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

Users MUST run the 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 defined distribution information for users to hand out the T4 forms to the employees. Users must set up the following identifiers:

Field IdentifierField VariableSuggested 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 the T4-EE-DISTR value = 1 (not null), then the distribution will be printed below the employee address for distribution purposes. The distribution is visible outside the window envelope, otherwise, the distribution will not be printed.

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

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

T4 Statement of Remuneration#

T4 Statement of Remuneration - Box Description#

Users 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 the IDFDV form.
Box - Year
From user specified Calendar Year YYYY
Box - Employer's Name and Address
Derived from the IDFDV form
SeqField IdentifierDescriptionField Variable
1220T4-ER-ADDR1Employer Address Line 1MAIL
1230T4-ER-ADDR2Employer Address Line 2Blank
1240T4-ER-ADDR3Employer CityBlank
1250T4-ER-ADDR4Employer ProvinceBlank or NAME
1260T4-ER-ADDR5Employer CountryBlank or NAME
1270T4-ER-POSTALEmployer Postal Code Blank
1280T4-ER-MAG-PROVEmployer Prov for Mag FileBlank
1290T4-ER-MAG-CNTRYEmployer Country for Mag FileBlank
Box 54 - Business Number
The Business Number is derived automatically according to employee’s YTD federal government registration number from IDGV or from the employee's Group IDGR form

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 the IDFDV form
Field IdentifierSuggested Field Variable
T4-BOX-SINEID.GOVERNMENT_CODE
Box - Employee's name (Surname, First name, Middle Initial)
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-EE-NAME1EID.LAST_NAME
T4-EE-NAME2EID.FIRST_NAME
T4-EE-NAME3™EID.MIDDLE_NAME
Box - Employee's address
Derived from the IDFDV form
SeqField IdentifierDescriptionField Variable
2100T4-EE-ADDR1Employee Address Line 1Blank or MAIL
2110T4-EE-ADDR2Employee Address Line 2Blank
2120T4-EE-ADDR3Employee City Blank
2130T4-EE-ADDR4Employee ProvinceBlank or NAME
2140T4-EE-ADDR5Employee CountryBlank or NAME
2150T4-EE-POSTALEmployee Postal Code Blank
2160T4-EE-MAG-PROVEmployee Prov for Mag FileBlank
2170T4-EE-MAG-CNTRYEmployee Country for Mag FileBlank
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 defined distribution information for users to hand out the T4 forms to the employees

Derived from the IDFDV form

Field IdentifierField VariableSuggested 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

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

Box 14 - Employment Income
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-14T4-BOX-14
Box 16 - Employee's CPP contributions
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-16T4-BOX-16
Box 17 - Employee's QPP contributions
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-17T4-BOX-17
Box 18 - Employee's EI Premiums
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-18T4-BOX-18

Box 20 - RPP Contributions
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-20T4-BOX-20
Box 22 - Income Tax Deducted
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-22T4-BOX-22
Box 24 - EI Insurable Earnings
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-24T4-BOX-24
Example: if Box 24 >= EI maximum earnings, then Box 24 = Blank) Users 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 IdentifierSuggested Field Variable (Element)
T4-BOX-26-CPPT4-BOX-26-CPP
For Quebec only:
Field IdentifierSuggested Field Variable (Element)
T4-BOX-26-QPPT4-BOX-26-QPP
For all provinces and Quebec:
Field IdentifierSuggested Field Variable (Element)
T4-BOX-26-EXCEPTT4-BOX-26-EXCEPT
T4-BOX-26-OTHERT4-BOX-26-OTHER
Example: if Box 26 >= CPP/QPP maximum earnings, then Box 26 = Blank Users should verify this reported CPP/QPP Pensionable Earnings is correct according to the government specification
Box 28 - Exempt (CPP-QPP and EI and PPIP)
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:
11Placement agency - self employed
12Driver of taxi or other passenger-carrying vehicle
13Barber or hairdresser
14Withdrawal from a prescribed salary deferral arrangement plan
15Seasonal Agriculture Workers Program
16Detached employee - social security agreement
Field Identifier
T4-BOX-29-PRTThis is used for the XML file only
Box 44 - Union Dues
Derived from the IDFDV form and the IDUN form, T4 UNION DUES field
Field IdentifierSuggested Field Variable (Element)
T4-BOX-44T4-BOX-44
Box 46 - Charitable Donations
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-46T4-BOX-46
Box 50 - RPP or DPSP registration number
Derived from the IDFDV form
Field IdentifierSuggested Field VariableSuggested Field Variable (Element)
T4-BOX-50-REG1Constant
T4-BOX-50-REG2Constant
T4-BOX-50-REG3Constant
T4-BOX-50-REG4Constant
T4-BOX-50-REG5Constant
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
T4-BOX-50-REG1, T4-BOX-50-REG2, T4-BOX-50-REG3, T4-BOX-50-REG4 and T4-BOX-50-REG5 is reported
Field Identifier
T4-BOX-50-PRTThis is used for XML file only
Box 52 - Pension Adjustment
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-52T4-BOX-52
Box 55 - Employee's PPIP Premiums
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-55T4-BOX-55
Box 56 - PPIP Insurable Earnings
DDerived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
T4-BOX-56T4-BOX-56
report under the T4-BOX-56-PRT Identifier. Users should verify this reported PPIP Insurable Earnings is correct according to the government specification
Box - Other Information
Derived from the IDFDV form
Field IdentifierSuggested Field Variable (Element)
OTHER-nnT4-BOX-OTH-nn

Magnetic Media - Government XML file#

IDIF - T4 Govt XML File layout#

IMPORTANT: The government requires users 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.

Notes #

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