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#

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.

T4A Form For 2017 reporting, the T4A(17) Form Layout is used. https://www.canada.ca/content/dam/cra-arc/migration/cra-arc/E/pbg/tf/t4a/t4a-17e.pdf

The latest T4A form (17) has no changes in alignment from last year’s form.

T4A Government XML File#

The 2017 T4A Government XML File layout has minor changes for this reporting year.

Please download CRA 2017 XML Schema from: https://www.canada.ca/en/revenue-agency/services/e-services/filing-information-returns-electronically-t4-t5-other-types-returns-overview/t619-2018/t4a-2018.html

The IDIF form is configured for the 2017 xml schema format.

T4ANR Form#

For 2017 reporting, the T4ANR (16) Form Layout is used. http://www.cra-arc.gc.ca/E/pbg/tf/t4a-nr/t4a-nr-16e.pdf

NR4 Form#

For 2017 reporting, the NR4 (17) Form Layout is used. https://www.canada.ca/content/dam/cra-arc/migration/cra-arc/E/pbg/tf/nr4/nr4-17e.pdf

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.

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 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

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:

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

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:

SeqFieldIdentifierDescriptionField Variable
1220T4-EE-ADDR1Employee Address Line 1MAIL
1230T4-EE-ADDR2Employee Address Line 2Blank
1240T4-EE-ADDR3Employee CityBlank
1250T4-EE-ADDR4Employee ProvinceBlank or constant NAME
1260T4-EE-ADDR5Employee CountryBlank or constant NAME
1270T4-EE-POSTALEmployee Postal CodeBLANK
1280T4-EE-MAG-PROVEmployee Prov for Mag FileBlank
1290T4-EE-MAG-CNTRYEmployee Country for Mag FileBlank

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

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

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 NumberEnter the GVT Run Number from the RPYEC run
Form CodeEnter HL$CAN-T4-YYYY for current reporting year
Govt Interface FormatEnter HL$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
FieldDescription
Print T4 CopyDefines if the Employer or Employee copy will be printed.
Exception LevelDefines the level of detail on the exception report. Users should always run with 'Exception Only' unless for needed for tracing
Duplicate/AmendedOptional. 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-UpOptional
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 onlyOptional
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 FormOptional
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 CommentOptional
Users can enter a comment to print on the heading of the report

RPT4 Report Parameters(* Oracle Report Only)#

Directory NameDefines the directory where the file will be saved. Must be the same as the RPGRC run.
XML File NameDefines the xml file name that is generated from RPGRC with the _HL.xml extension.
Slips Per SegmentOptional
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 MarginOptional
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 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, re-run RPT4 by entering the 'Between Form Space'
From LexiconBetween 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 CodeOptional. 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.

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.

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` #

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 IdentifierField VariableSuggested Field Variable
T4-EE-DISTRConstantBlank or 1
T4-EE-DESTINConstantBlank 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:

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
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 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 IdentifierSuggested Field Variable
T4-BOX-SINEID.GOVERNMENT_CODE
Box - Employee's name
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-EE-NAME1EID.LAST_NAME
T4-EE-NAME2EID.FIRST_NAME
T4-EE-NAME3EID.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
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 IdentifierField VariableSuggested Field Variable
T4-EE-DISTRConstantBlank or 1
T4-EE-DESTINConstantBlank or 1
T4-EE-DISTR1 DED.ENTITY_CODE
T4-EE-DISTR2 EID.PERSON_CODE

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

Box 14 - Employment Income
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-BOX-14T4-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 IdentifierSuggested Field Variable
T4-BOX-16T4-BOX-16
Box 17 - Employee's QPP contributions
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
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
  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. 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 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 the reported CPP/QPP Pensionable Earnings are correct according to the government specifications.
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 are reported

Box 52 - Pension Adjustment
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-BOX-52T4-BOX-52
Box 55 - Employee's PPIP Premiums
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-BOX-55T4-BOX-55
Box 56 - PPIP Insurable Earnings
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
T4-BOX-56T4-BOX-56
Box - Other Information
Derived from the IDFDV form
Field IdentifierSuggested Field Variable
OTHER-nnT4-BOX-OTH-nn

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).

Notes #

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