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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#

New for 2018
An amendment reason explanation tag has been added at the Summary level for the following form types: T4, T4A, T4A-NR, T4RSP, T4RIF, T4E, T4AP, T4OAS, T1204, PRPP, T5, T5007, T5008, T5013, T5018, T3, NR4, TFSA, RRSP. The tag is not mandatory and is intended allow a filer to provide a brief explanation for the amendments within the file up to 1309 characters.

T4 Form#

Employer's Guide - Filing T4 Slip and Summary 2017 (RC4120) screen has implemented the 2017 xml schema format.

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 the 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 your 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 the IDIF form
   • RPYEC - Stands for ‘Report Payroll Year End Canada’
   • Extracts information from YTD according to the 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 the Government Reporting tables in the database
2. IPGR - View data by GVT Run Number after the RPYEC process is run
3. IPGH - View data by GVT Header after the RPYEC process is run for an employee
   • Users can change the Print Stage to request a ‘Duplicate' or ‘Amended Copy’
   • RPGRC - Stands for ‘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 any exceptions
   • Generates the High Line XML file to feed into the Form print programs 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 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 programs RPT4, RPT4A, RPRL1
   • Prints grand totals to balance to the RPGRC grand totals
6. UPGRUNDO - Allows 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)#

The IDFD form provides on-line help and updates to the T4 definitions. This form defines the default values for users to enter in the IDFDV form.

High Line provides seed data scripts to our clients with the Year End software release to load in the IDFD Form Code SEED_IDFD_HL$CAN_T4_YYYY.sql.

• It is not necessary to maintain this form, unless instructed to do so by High Line.

• 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- YYYY (where YYYY is the current reporting year) #

After the HL$CAN-T4- YYYY has been loaded, users can copy the 'IDFDV Variable' definition from last year to the current year by using the "Copy" button on the IDFDV form as follows:

1. On the IDFDV form, select last year's Form Code
2. Press the "Copy Form Definition" button
3. The Copying dialog box is displayed. enter the current year Form Code
4. Set the "Copy Definition with Variables" toggles to ON. This will copy the variables set up from the previous year to the current year for the same Field Identifier name.

T4 Form Definition Variables Use the Variable Definition (IDFDV) form to enter the variable data needed to complete the printing of T4’s.

Users should only work with the 'Field Source' and 'Field Variable' columns. The Derivation Expression field can be used by advanced users or under the guidance of High Line. In this form, users define where, in their particular set up, each required field of data is to be retrieved from.

Example: Users can reference pay components, elements, database items, etc. For more information regarding the possible sources, refer the Field Descriptions table below.

Please refer to Revenue Canada for a clearer and more in depth description of the appropriate method to complete your forms. Users should read the following FORM DESCRIPTIONS and refer to ‘Employer’s Guide – Filing T4 Slip and Summary 2017 (RC4120)’ prior to setting up IDFDV form.

For more information on this process, please refer to the Canadian 2017 YE Training Manual.

HL$CAN-T4-YYYY Form Variables#

IDFD FORM

HL$CAN-T4-YYYY - 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	Data Base Column	DLN.ADDRESS_LINE_1
T4-ER-ADDR2	Employer Address Line 2	Data Base Column	DLN.ADDRESS_LINE_2
T4-ER-ADDR3	Employer City	Data Base Column	DLN.LOCALITY
T4-ER-ADDR4	Employer Province	Data Base Column	DSP.STATE_PROVINCE_CODE
T4-ER-ADDR5	Employer Country	Data Base Column	DCO.COUNTRY_CODE
T4-ER-POSTAL	Employer Postal Code	Data Base Column	DLN.ZIP_POSTAL
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	EPS.ADDRESS_LINE_1
T4-EE-ADDR2	Employee Address Line 2	Constant	EPS.ADDRESS_LINE_2
T4-EE-ADDR3	Employee City	Constant	EPS.LOCALITY
T4-EE-ADDR4	Employee Province	Constant	DSP.STATE_PROVINCE_CODE
T4-EE-ADDR5	Employee Country	Constant	DCP.COUNTRY_CODE
T4-EE-POSTAL	Employee Postal Code	Constant	EPS.ZIP_POSTAL
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 purposes
T4-EE-DISTR1	Employee Distribution 1	Data Base Column	PPA.PAYROLL_CODE
T4-EE-DISTR2	Employee Distribution 2	Data Base Column	EID.PERSON_CODE
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 this identifier
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 this identifier
T4-BOX-28-CPP-PRT	CPP Exempt Indicator	Not specified	Information only, do not set up this identifier
T4-BOX-28-QPP-PRT	QPP Exempt Indicator	Not specified	Information only, do not set up this identifier
T4-BOX-28-EI-PRT	EI Exempt Indicator	Not specified	Information only, do not set up this identifier
T4-BOX-28-PPIP-PRT	PPIP Exempt Indicator	Not specified	Information only, do not set up this identifier
T4-BOX-29-PRT	Employment Code	Not specified	Information only, do not set up this identifier
T4-BOX-44	Union Dues	Element	T4-BOX-44
T4-BOX-44-PRT	Union Dues Printed	Not specified	Information only, do not set up this identifier
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 this identifier
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
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 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-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

Special Notes for T4 Boxes#

Exclude EEs Users can exclude certain employees from T4 reporting by setting up the EXCLUDE-EE Identifier on the IDFDV form.

If the value of the EXCLUDE-EE Identifier is set to Yes, the employee is by-passed.
Example: If a user does not want to report employees whose assignment title = Election Worker or Self Employed, then:

• For the EXCLUDE-EE Identifier, set up the following:
  • Field variable = EASD.ASSIGNMENT_TITLE
  • Derivation Expression = decode(~,'Election Worker','Y',‘Self Employed’,'Y','N')

If a user has a complex situation to exclude an employee, a statistic can be used to indicate the employee is excluded.

Example: An employee is excluded when they work in certain groups or with certain hours. Users can keep track of this by using a STAT CODE. If an employee is to be excluded, then set the STAT CODE value to 1.00.

Then on IDFDV set up the following for the EXCLUDE-EE Identifier

• Field Source = Statistics
• Field variable = the STAT CODE that is used to exclude employee
• Derivation Expression = decode(~,1,'Y','N')

Employee Primary Address and Mailing Address If users want to use the employee Primary Address for reporting, the Identifiers 2100 – 2170 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default.

If users want to use the employee "Mailing Address" for reporting, the following Identifiers need to be set up:

Seq	FieldIdentifier	Description	Field Variable
1220	T4-EE-ADDR1	Employee Address Line 1	MAIL
1230	T4-EE-ADDR2	Employee Address Line 2	Blank
1240	T4-EE-ADDR3	Employee City	Blank
1250	T4-EE-ADDR4	Employee Province	Blank or constant NAME
1260	T4-EE-ADDR5	Employee Country	Blank or constant NAME
1270	T4-EE-POSTAL	Employee Postal Code	BLANK
1280	T4-EE-MAG-PROV	Employee Prov for Mag File	Blank
1290	T4-EE-MAG-CNTRY	Employee Country for Mag File	Blank

• The Reference Text field will guide the user to setup each Address Identifier.
• If the mailing address for the employee is not defined on the IEPI form, the primary address on IEPI will be used.
• If there was an Address set up prior to 2006, and the word MAIL is defined, then the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, then 2160 T4-EE-MAG-PROV Identifier should be set to ZZ – Other.

For both Primary Address and Mailing Address set up: Identifiers 2130, 2140 are used for printing on the government forms.

• For Identifier 2130, users can specify to print PROV NAME.
• For Identifier 2140, users can specify to print COUNTRY NAME.
• If blank, PROV CODE or COUNTRY CODE will be printed as the default for mailing purposes.

Identifiers 2160, 2170 are used for Magnetic Media filing. Users do not need to set these up, the PROV CODE and COUNTRY CODE are used as the default.

For the Employee Mailing Address and the Employee Address, users can use the primary address or the mailing address, derived from the IDFDV form.

Generate GVT Run for T4#

RPYEC - Cdn Year End Summary Report - Selection Criteria#

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

Form Code

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

Please enter other prompts appropriately.

Notes for RPYEC

• Each RPYEC run generates one GVT Run (Government Run Number)
• All employees processed by the RPYEC run belong to this GVT Run Number
• At end of RPYEC, the Government Reporting Statistics are printed with the GVT Run Number generated
• After RPYEC is run, users can go into the IPGR (Government Run) form to view the details by GVT Run number
• From the IPGR form, users can pop into an employee’s detail government reporting information on the IPGH (Government Header) form, by double clicking on the employee line.
• Alternately, users can go directly to IPGH (Government Header) inquiry form by employee
• Users can generate many RPYEC runs for different sets of employees. This generates multiple GVT Run numbers. Users can run one RPGRC (Government Reporting) run to pick up all GVT Runs to generate one print form file for printing and one government interface file
• Employee Government Header information can be re-generated by subsequent RPYEC runs if the Government Header has not been filed to the government
• At the end of each run, RPYEC removes any GVT Run Number that does not have GVT Header associated with it

Canadian Government Reporting - RPGRC 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 T4s by the RPT4 process.

Form Print Selection Criteria#

RPT4 - Selection Criteria#

For Oracle Reports, before running any reports, users must define the Destination Format as PDF on the Run Options tab.

Users should run all Government Form Print programs, such as RPT4, RPT4A, RPT4ANR, RPNR4, RPRL1, RPRL2 with this setting.

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, the users will not need to adjust the Page Set up when printing.

RPT4 Report Parameters #

This section is used for both Oracle and Windward report versions

Field	Description
Print T4 Copy	Defines if the Employer or Employee copy will be printed.
Exception Level	Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for needed for tracing
Duplicate/Amended	Optional. Defines the text to print on the T4 form to indicate if it is a 'Duplicate' or an 'Amended' copy. There are two ways to print Duplicate or Amended T4 forms, please read below.
Test Form Set-Up	Optional Defines if RPT4 shouldprint the actual T4s, or to print a sample of the T4 form to find out the correct page set up for the printer. Since each Printer's Page Set Up margin varies differently, each time a user is printing the T4 forms on a different Printer, the user should do a Printer Set up test.
Trial Print only	Optional When set to YES, will produce a report for verification purposes only. In non-trial mode, RPT4 updates the GVT Headers Govt Print Stage of the run.
Show T4 Form	Optional Allows users the option to print the T4s form image on the background for testing purposes only. Default is NO. When users are running RPT4 for the actual T4 form printing, DO NOT set this toggel to ON.
User Comment	Optional Users can enter a comment to print on the heading of the report

RPT4 Report Parameters(* Oracle Report Only)#

Directory Name	Defines the directory where the file will be saved. Must be the same as the RPGRC run.
XML File Name	Defines the xml file name that is generated from RPGRC with the _HL.xml extension.
Slips Per Segment	Optional Users are no longer required to send in T4 Segments when filing less than 500 slips on paper forms, however, users have the option 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 define this field

Adjust Top Margin

Optional Defines the adjustment spacing for the Top Margin when printing the T4 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, re-run RPT4 by entering the Top Margin adjustment.

From Lexicon	Top Margin Adjust.
Between Form Space	Optional 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, re-run RPT4 by entering the 'Between Form Space'

From Lexicon	Between Form Space
Show Frame (Test Only)	Used when 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)	Mandatory when running Windward RPT4 reports only. This is not used for Oracle RPT4 reports.
Person Code	Optional. Person code of the employee being tested with. If a Person Code is not defined, all the employees in the xml file will be printed.

For Oracle reports only, 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.

Processing#

RPT4 Form Print Processing#

The RPT4 Program's 'Print Format' is based on the Government published T4 (15) Form. If you are using other versions of the T4 form, such as T4(14), please test the RPT4 form layout prior to printing.

High Line will support the latest version of the government published form at time of programming and inform users of the form version being used. High Line recommends using the same form version as the RPT4 program. If a user receives, or is using, a different version of the form, and the RPT4 program does not align properly with the form, users should re-order the correct form from the government that is the same as the RPT4 program.

• The RPT4 Form Print program prints all information generated by the RPGRC _HL.xml file, according to the selection criteria.
• If an employee has multiple footnotes codes 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 balance to the RPYEC report.

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. Typically, the problem is because of an invalid directory or file name.

Laser Form Printing When printing T4 forms using the Laser forms, users are required to print the Employer Copy and Employee Copy of the T4s.

• When RPT4 is run, the "Print T4 Copy" parameter defines if the Employer or the Employee Copy should be printed.
• Users must run RPT4 twice; once to print the Employer Copy, and once to print the Employee Copy
• Employer Copy T4 forms:
  • On one sheet, the T4 information is printed for two separate employees.
  • The Box 54 Business Number is printed.
  • The Employer Copy is sent to the government or is kept by your organization.

• Employee Copy T4 forms:
  • On one sheet, two copies of the T4 is printed for one employee.
  • The Box 54 Business Number is NOT printed.
  • The Employee Copy is distributed to the employees

Duplicate Copies#

If an employee loses their T4 form, the employee can request the employer to issue a Duplicate Copy' of their original T4 or T4A form to replace the lost or destroyed forms.

To issue Duplicate Copies:

1. Go to the IPGH form for the employee and highlight the form to be duplicated.
   • Change the Print Stage to '11-Duplicate requested.
   • Click Save
   • Repeat for all employees who have requested duplicate copies.

1. Run RPGRC with the "GVT Form Option" set to "Duplicate forms" and the "Trial Print Only" set to Yes
   • RPGRC retrieves all GVT Headers with the Print Stage 11 – Duplicate requested and generates the HL xml file for the Form Print RPT4 and RPT4A programs
   • There is no need to generate a govt xml file for duplicate forms. Users do not need to enter the Govt Interface Format definition for RPGRC

1. Run RPT4 or RPT4A to print the duplicate forms
   • Run the Form Print RPT4, RPT4A, ect. programs to read HL xml file from RPGRC to print the duplicate forms
   • At the end of the Form Print, if the 'Trial Print Only' field is set to No, the GVT Header stage will be updated to 12 – Duplicate Printed
   • Users can re-run the Form Print program for the Employee Copy or the Employer Copy from the same HL xml file. The GVT Header stage will be updated to 12 – Duplicate Printed depending on the 'Trial Print Only' field setting.

Amended Copies#

If a user discovers erroneous box information on the T4 form and needs to revise the Box information, users may need to either correct the employee amounts or modify the IDFDV set up, then re-run the RPGRC and RPT4 processes. This produces the 'Amended' T4 form.

To issue Amended copies:

1. Update the employee’s YTD information through payroll.
2. Check the IDFDV set up and revise the box information, if necessary
3. Go to the IPGH form for the employee. Locate the form to be amended
   1. Change the Print Stage to Amendment Requested
   2. Save
   3. Repeat this for all employees who requested Amended copies of their forms.
   4. Run RPYEC with the GVT Form Option set to Amended Forms
   5. Do not set the Trial Print Only toggle to ON, for the RPYEC process
   6. Users can set the Retain Amend/Reject Form to ON, to retain the original copy prior to generating the amendment.
   7. The RPYEC process will retrieve all GVT Headers with the Print Stage set to Amendment Requested and re-derives the YTD according to the IDFDV setup to generate the GVT Header with:
      1. Print Stage = Amend, Form not Printed
      2. File Stage = Amend, File not Created
4. Run RPGRC with the GVT Form Option set to Amended Forms
   1. Do not set the Trial Print Only toggle to ON, for the RPGRC process
   2. The RPGRC process will retrieve all GVT Headers with the Print Stage set to Amend, File not Created and generates the HL xml file for the RPT4 print program.
   3. Users should enter the Govt Interface Format definition for the RPGRC to generate the amended government xml file.
   4. At the end of the RPGRC, the GVT Headers is updated with:
      1. Print Stage = No Change, Existing Value
      2. File Stage = Amend File Created
5. Run RPT4 to print the Amended forms.
   1. When the 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 the RPGRC run.
   2. If other wording is required to print on the T4 form, in the Duplicate/Amended parameter, users can enter the text for RPT4, such as CANCEL COPY or ORIGINAL COPY.
   3. At the end of the RPT4 run in non-trial mode, the GVT Header Stage will be updated with either the DUPLICATE or AMENDED stage.

RPTR Void Forms` #

• After the T4 slips are printed, the RPT4 process will generate an intermediate Summary Total on the RMEX report
• Users will bundle the Summary Total with the current year T4 slips to send to the government
• If an employee requires more than one T4 form, and this employee’s T4 information is split between 2 summaries, then this employee’s T4 information will be printed on the first Summary Total. Consequently, there may be more T4 slips on the Summary.
• When the last T4 form is printed for the first Summary, if the last T4 information prints on the TOP T4 slip, the BOTTOM T4 slip will be VOIDED so users can separate the T4 slips by Summary.
• When RPT4 is run, if there is more than one Government Registration Number from IDGR;
  • The T4 forms will be sorted by Government Registration Numbers
  • RPT4 will generate totals for each Government Registration Number on the RMEX report.
• When the last T4 form is printed for the first Government Registration Number, if the last T4 information prints on the TOP T4 slip, the BOTTOM T4 slip will be VOIDED so users can separate the T4 slips by Government Registration Number.

T4 Processing#

Users can print a specific province, or all provinces. If all provinces are to be printed, a T4 will be generated for each province that an employee has worked in.

T4 slips are printed by government registration number, then in alphabetical order by the employee SURNAME, FIRST NAME.

If an employee is paid by multiple government registrations, then multiple T4 slips are produced, by government registration number, for the employee.

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. Therefore if negative amounts are encountered, an exception message is displayed and the user must resolve the negative amount and re-run the process.

If there is no amount to be printed in a Box on the T4 form, the Box is left as BLANK. A zero amount 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 footnote codes and amounts for each form.

If there are more than 6 footnote codes to be reported, then subsequent T4 slips are generated until all footnote codes have been printed.

The subsequent T4 slips must report $1.00 in Employment Income Box 14 in order for Canada Customs and Revenue Agency (CCRA) to process the additional T4 slip. If all numeric boxes are zero, the T4 slip will be bypassed. If additional T4 slips are reported with $1.00 in Box 14, then the previous T4 slip is reduced by $1.00 in Box 14. The T4 Magnetic Media File also includes the subsequent T4 record(s) with the Other Information area in the same manner as the T4 slip. Consequently, an employee can have multiple "110" code records. The Box 14 reporting for the additional code "110" records will also contain $1.00. 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 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 place.

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 of the RPT4 run to print the T4 grand totals to verify all records are printed.

T4 Slip Print Distribution#

On the T4 Form, the last line in the Address Box is used to print the user defined distribution information for users to dsitribute the T4 forms to the employees. Users 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 (not null), the distribution will be printed below the employee address for distribution purposes, and the distribution will be visible outside the window envelope. Otherwise, the distribution will not be printed.

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

Therefore, the logic for printing the distribution on the T4 form is:
If T4-EE-DISTR = 1, the distribution information is printed from:

• The employee's pay destination T4-EE-DESTIN, if defined, such as Department or Pay destination
• Concatenates with the values from T4-EE-DISTR1 and T4-EE-DISTR2

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 defined Calendar Year YYYY

Box - Employer's Name and Address

Derived from the IDFDV form

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 Reference Text field will guide the user to set up each Address Identifier.
  
  
• If the Employer mailing address is not defined on IDLN or IDEN location, the primary address on IDLN will be used.
  
  
• If there was an Address set up prior to 2006, and the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, the 2160 T4-EE-MAG-PROV Identifier should be set to 'ZZ-Other'.

Box 54 - Business Number

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

When users are printing the 'Employee Copy', Box 54 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 Identifier	Suggested Field Variable
T4-BOX-SIN	EID.GOVERNMENT_CODE

• Invalid SIN numbers are reported on the RPYEC exception report
• SIN numbers defined as 999999999 are invalid
• If a SIN number does not exist, leave this field blank.

Box - Employee's name

Derived from the IDFDV form

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 the IDFDV form

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 Reference Text field will guide the user to set up each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used
• If there was an Address set up prior to 2006, and the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, the 2160 T4-EE-MAG-PROV Identifier should be set to 'ZZ-Other'.

Box - Last line of Employee Address

Derived from the IDFDV form The last line in the Address Box is used to print the user defined distribution information for users to distribute the T4 forms to employees.

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 (not null), the distribution will be printed below the employee address and the distribution is visible outside the window envelope.
• Otherwise, the distribution will not be printed.

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

Therefore, the logic for printing the distribution on the T4 form is:
If T4-EE-DISTR = 1, the distribution information is printed from:

• The employee's pay destination T4-EE-DESTIN, if defined, such as Department or Pay destination
• Concatenates with the values from T4-EE-DISTR1 and T4-EE-DISTR2

Box 14 - Employment Income

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
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 the IDFDV form

Field Identifier	Suggested Field Variable
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 the IDFDV form, 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 T4 Summary Record file
  

Box 17 - Employee's QPP contributions

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-17	T4-BOX-17

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP
  
• The Employer portion of QPP contribution is also retrieved from the IDFDV form, Field Identifier T4-BOX-16-ER
• The QPP 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 Releve 1 file
  

Box 18 - Employee's EI Premiums

Derived from the IDFDV form

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

• The Employer portion of the EI contribution is also retrieved from the IDFDV form, 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 the IDFDV form

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

Box 22 - Income Tax Deducted

Derived from the IDFDV form

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

Box 24 - EI Insurable Earnings

Derived from the IDFDV form

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 are no insurable earnings. Example: If Box 24 = 0, then Box 24 = blank.
2. Insurable earnings are the same as the employment income in Box 14. Example: If Box 24 = Box 14, then Box 24 = blank.
3. Insurable earnings are over the EI maximum earnings for the year, from IPCT, Tax Rate Code '011001', EI Annual Maximum Earnings.

Example: If Box 24 >= EI maximum earnings, then Box 24 = Blank.

• The derived EI Insurable Earnings are printed according to the IDFDV form set up on RPYEC Summary report.
• The EI Insurable Earnings that are printed on the T4 Form and reported on the Magnetic Media file will be printed on the RPYEC Summary report under the T4-BOX-24-PRT Identifier.

Users should verify the reported EI Insurable Earnings are correct according to the government specifications.

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 define the remuneration that are taxable, but not pensionable such as:
  • Remuneration paid to an employee while the employee worked in excluded employment, not subject to CPP/QPP
  • Amount paid for clergy member's residence from which CPP/QPP is not deducted
  • Remuneration paid to Status Indian on reserve where no CPP/QPP is deducted

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

• Box 26 will be blank under one of the following conditions:
  • There are no pensionable earnings. Example: if Box 26 = 0, then Box 26 = Blank
  • Pensionable earnings are the same as the employment income in Box 14. Example: if Box 26 = Box 14, then Box 26 = Blank
  • Pensionable earnings are over the CPP/QPP maximum earnings for the year, from IPCT, Tax Rate Code '010101', CPP Annual Maximum Earnings.

Example: 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 the T4-BOX-26-EXCEPT Field Identifier entry to obtain the amount for the excepted employment
    • The excepted employment amount is then subtracted from Box 14
    • If the new Box 14 amount is equal 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 an 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 defined from the "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 the T4-BOX-26-OTHER Field Identifier entry to obtain the amount for pensionable employment
  • The pensionable employment amount is then added to Box 14
  • If the new Box 14 amount is equal 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 are printed according to the IDFDV form set up on the RPYEC Summary report.

• The CPP/QPP Pensionable Earnings that are printed on the T4 Form will also be printed on the RPYEC Summary report, under the T4-BOX-26-PRT Identifier.

Users should verify the reported CPP/QPP Pensionable Earnings are correct according to the government specifications.

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

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

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

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

• The following identifiers from the IDFDV form are for Information Purpose only. There is no need to set these identifiers 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 T4 EMPLOYMENT CODE field on the IMUF form, then enter the appropriate Employment Code on the IDGR form, if the above situation applies

• The following identifier from the IDFDV form is for Information Purpose only. There is no need to set this identifier up

Field Identifier
T4-BOX-29-PRT	This 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 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 T4 UNION DUES field on the IDUN form
  • On the IDUN form, if the Report T4 Union Dues Indicator = 'Y', then the value of 'T4-BOX-44' is printed
  • the Union Dues that are printed on T4 Form are also printed on the RPYEC Summary report under the T4-BOX-44-PRT Identifier for user verification

Box 46 - Charitable Donations

Derived from the IDFDV form

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

Box 50 - RPP or DPSP Registration Number

Derived from the IDFDV form

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 and 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 and T4-BOX-50-RPP5 are used and the corresponding

T4-BOX-50-REG1, T4-BOX-50-REG2, T4-BOX-50-REG3, T4-BOX-50-REG4 and T4-BOX-50-REG5 are reported

• The T4-BOX-50-PRT Identifier is for the XML file only. There is no need to set this Identifier up.

Box 52 - Pension Adjustment

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-52	T4-BOX-52

• Box 52 is rounded up to the nearest Dollar. No cents are printed.

Box 55 - Employee's PPIP Premiums

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-55	T4-BOX-55

Box 56 - PPIP Insurable Earnings

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-56	T4-BOX-56

• Boc 56 will be blank under one of the following conditions:
  1. If there are no insurable earnings. Example: if Box 56 = 0, then Box 56 = blank
  2. Insurable earnings are the same as the employment income in Box 14. Example: if Box 56 = Box 14, then Box 56 = blank
  3. Insurable earnings are over the PPIP maximum earnings for the year, from IPCT, Tax Rate Code '011201', QPIP Annual Employee Maximum for the Province. Example: if Box 56 >= QPIP maximum earnings, then Box 56 = blank
• The derived PPIP Insurable Earnings is printed according to the IDFDV form set up on the RPYEC Summary report.
• The PPIP Insurable Earnings that are printed on the T4 Form and reported on the Magnetic Media file will be printed on the RPYEC Summary report under the T4-BOX-56-PRT Identifier. Users should verify the reported PPIP Insurable Earnings are correct according to the government specifications.

Box - Other Information

Derived from the IDFDV form

Field Identifier	Suggested Field Variable
OTHER-nn	T4-BOX-OTH-nn

• Up to 6 footnote codes can be printed on each T4 form
• If there are more than 6 footnote codes to be reported, subsequent T4 form will be produced
• The subsequent T4 slip numeric boxes will be blank. The employee's demographic information will be printed along with the footnote codes.

Magnetic Media File - 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. High Line uses the IDIF form to define the government file as specified, in an xml format.
The IDIF layout is provided by High Line with the year end software (SEED_IDIF_HL$CAN_T4_YYYY). Users do not need to modify this form.

Users must run the RPYEC and RPGRC processes to generate the Magnetic Media file in the government XML file format. Please refer 'Government Reporting Procedures, Sequence' section that describes how the process is run.

IMPORTANT: The government requires users to validate the government XML file according to the downloaded government XML schema using a validating parser prior to sending the file to the government.

Validating the Govt XML File#

A validating parser tool from any third party will perform the following checks on the government XML file generated by RPGRC:

1. Verify the government XML file is properly created according to the XML syntax rules, such as the file is well formed, no missing xml tags, etc. 2. Verify the government XML file conforms to the schema downloaded from the government web site.

Validating parser software is NOT provided by High Line. Organizations can use any third party validating parser tool.

High Line uses the XML SPY Home edition tool to validate the T4 and T4A xml files.

Electronic T4 Print Facility#

Employees can consent, or withdraw their consent, to print their T4 form through Self Service. If an employee chooses to receive electronic T4 forms, they must enter their consent in the My T4 Consent form (WEPT4).

To print their T4, employees must run the RET4 process and select the Reporting Year they want to print. The output of the T4 will be in a pdf format.

If an employee has chosen to receive electronic T4 forms, using either the consent form WEPT4 or IEPT4, a paper copy is NOT printed during the RPT4 T4 printing process.

Organizations can:

• Manage the consent for employees to receive electronic T4 forms using the Maintain Employee T4 Consent form (IEPT4).
• Control the years that T4 forms are available for employees to print, by setting a Preference on the IMST form, as below.

Setup/Implementation#

Users must set up the EE_T4_GVT_RUN Preference with the values of the Gvt Run Numbers that contain the information for the employee’s T4s (from the RPYEC run) on the IMST form, Preference tab.

The GVT Run numbers must be entered with comma separators and no spaces, such as 1234,3333,4567).

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Notes #

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