CDN T 4 PROCESS
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CANADIAN T4 PROCESS#

This process allows organizations to report to the Canadian government, from the employees' YTD information, according to the government defined 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.
https://www.canada.ca/en/revenue-agency/services/e-services/filing-information-returns-electronically-t4-t5-other-types-returns-overview/filing-information-returns-electronically-t4-t5-other-types-returns-what-you-should-know-before.html#xmlspcs

T4 Form#

Employer's Guide - Filing T4 Slip and Summary 2017 (RC4120)|https://www.canada.ca/content/dam/cra-arc/migration/cra-arc/E/pub/tg/rc4120/rc4120-17e.pdf

For 2017 reporting, T4 (14) Form Layout is used.
https://www.canada.ca/content/dam/cra-arc/migration/cra-arc/E/pbg/tf/t4/t4flat-14b.pdf

The T4 forms (14) has no changes in alignment.

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

T4 Government XML File#

The 2017 T4 Government XML File layout change for this reporting year. An amendment reason explanation tag has been added at the Summary level.

Please download CRA 2017 XML Schema from:
http://www.cra-arc.gc.ca/esrvc-srvce/rf/hwfl-eng.html

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
https://www.canada.ca/content/dam/cra-arc/migration/cra-arc/E/pub/tg/rc4157/rc4157-17e.pdf

T4A Government XML File#

The 2017 T4A Government XML File layout change for this reporting year. An amendment reason explanation tag has been added at the Summary level.

Please download CRA 2017 XML Schema from:
http://www.cra-arc.gc.ca/esrvc-srvce/rf/hwfl-eng.html

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:

RPREGT

IDFD

IDFDV

RDFD

IDIF

RDIF

RPYEC

IPGR

IPGH

RPGRC

Form Print

RMEX

UPGRUNDO

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 definition of T4s. This form defines the default values for users to enter on 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 - Copy Last Year's Definition to Current Year#

After the HL$CAN-T4-YYYY information 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" toggle 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#

The Variable Definition (IDFDV) form is used to enter the variable data needed to complete the printing of T4’s, for both the printed T4s and the Magnetic Media files. On this form, users define where, in their particular set up, each required field of data will 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.

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 a High Line consultant.

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 the ‘Employer’s Guide – Filing T4 Slip and Summary 2017 (RC4120)’ prior to setting up IDFDV form.

IDFDV Field Descriptions#

FieldDesciption
IdentiferThis value defaults in from the IDFD form and shows the relevant box on the T4 form or stored on the file.
Seq #Defines the sequence number of the Identifier
DescriptionThis value defaults in from the IDFD form and displays the corresponding T4 Form Box description form or stored on the file.
LevelDefaults from the IDFD form, displays the Level (Federal, State, Employer, etc.) that is being reported on for forms/media file.
O/R PromptDisplays the user-defined text (prompt) to print on the Summary Reports. These user-defined terms are not all used on the T4 forms but are all used on the summary reports.
SourceDefines the source of the variable data to report on the T4 from. The Source defines the Field Variables that will be available. Options are:
* Constant: Input a character string, such as the company name. Manual data entry
* Database column: Choose from a list of Data Base fields available
* Statistic: Choose from a list of Statistics from IDSC
* Pay Component: Choose from a list of Pay Components from IPPC
* Element: Choose from a list of Elements from IPPE
* IDGV Variable: Choose from a list of User Defined fields defined for the Government Registration (IDGV) form
Field VariableDefines the relevant value for the record from the LOV previously defined in the Source field.
Field UsageThis value defaults in from the IDFD form and defines where this record will be used. Options are: Form only, File only or Form and File.
TextDefaults in from the IDFD form, help/explanation text for the field.
Derivation ExpressionUsed to format the information so that it is presented as required.
Example: Users can show all of the information in upper case. This is where a string formula would be defined.

Descriptions and Suggestions
Users should read the following prior to setting up the IDFDV form:

IDFDV T4 Form Code Identifiers#

IDFD FORM: HL$CAN-T4-YYYY - supplied by system IDFD FORM TYPE: CDN T4 Definition - defines 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

Report T4 Form Definitions Variables - RDFD#

Generates a list of the T4 Form and File Definitions defined on the IDFDV form.

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 is "Election Worker" or "Self Employed", then:
For the EXCLUDE-EE Identifier, set up the following:

NOTE: Use UPPER(~) to convert an alphanumeric field to compare all upper case letters.

If a user has a complex situation to exclude an employee, a STAT CODE can be used to indicate the employee should be excluded.

Example: An employee is excluded when they work in certain groups, or with certain hours. Users can keep track of this by setting the STAT CODE value to 1.00.
Then on IDFDV, set up the following for the EXCLUDE-EE Identifier:


Primary and Mailing Addresses#

Employer Address
If a user wants to use the Employer Primary Address, the user does not need to set up the 1220 – 1270 Identifiers. Leave these Identifiers blank and the system will use the Primary Address as the default.

If a user wants to use the Employer Mailing Address, the user needs to define the following Identifiers:

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

Employee Address
If a user wants to use the Employee Primary Address, the user does not need to set up the 2100 – 2170 Identifiers. Leave these Identifiers blank and the system will use the Primary Address as the default.

If a user wants to use the Employee Mailing Address, the user needs to set up the following Identifiers:

SeqField IdentifierDescriptionField Variable
2100T4-EE-ADDR1Employee Address Line 1MAIL
2110T4-EE-ADDR2Employee Address Line 2Blank
2120T4-EE-ADDR3Employee CityBlank
2130T4-EE-ADDR4Employee ProvinceBlank or constant NAME
2140T4-EE-ADDR5Employee CountryBlank or constant NAME
2150T4-EE-POSTALEmployee Postal CodeBLANK
2160T4-EE-MAG-PROVEmployee Prov for Mag FileBlank
2170T4-EE-MAG-CNTRYEmployee Country for Mag FileBlank

T4 Processing#

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.

RPYEC Report Parameters#

FieldDesciption
Form CodeMandatory. Form Code that is defined on the IDFDV form.
NOTE: Always use current year form code. DO NOT use a prior year form code as the Identifiers may be obsolete.
For 2017-2018 reporting, the current year form code contains the Store Option field to store the Employer Addresses, Employee Addresses and Amounts in the government remittance tables, which can be viewed on the IPGR or IPGH forms.
Period TypeEnter the Year for Annual Reporting
Period End DateEnter the Year Ending Date
As of DateThe start date of the reporting period
Govt Form OptionMandatory. Defines the type of form to be run. Options are:
* 01: New Forms only
* 02: All normal forms
* 03: Duplicte forms
* 04: Amended forms
* 05: Rejected forms
* 06: Cancelled forms
Retain Amend/Reject FormsShould the original forms be retained when issuing an amended or replacement form that was rejected by the Government?
Sort Level ByMandatory. How should the employees be grouped for sorting?
Sort People ByMandatory. How should the employees on the report be sorted?
Sort Active/InactiveMandatory. Should the employees on the report be sorted by their status?
Combine Fed RegistShould all the selected Federal Registrations reporting be combined?
If a Province code is defined in the report filters, users can combine the Fed Registration Numbers with the Prov Registration Numbers so that employees are grouped together for the same Prov Registration Numbers.
Directory NameThe name of the directory where the government Magnetic Media file will be stored.
File NameThe name of the government Magnetic Media file
Trace LevelUsers should always run RPYEC with the Trace Level set to Exceptions Only for all employees.

If there is problem in RPYEC and a user needs to determine which employee has the problem, the user should run RPYEC with the Trace Level set to Program Trace. This will print a list of processed employees to determine which employee has the problem.

When the Trace Level is set to Program Trace, the Select Statements for Federal, State and Local levels are also written as Trace messages. Users can review the select statements by running RMEX for the RPYEC Execution ID.

After determining which employee has the problem, users should run RPYEC for one employee with the Trace Level set to Utility Trace to determine the problem in detail.
Regist/Set Up AuditOption to print exceptions that may exist from set up. Options are:
* 00:Do not print, run
* 01: Print, do not run
* 02: Print and Run
* 03: Excp and run
Print Employee DetailOption to print the report with employee’s detailed information
Trial Print OnlyDefines if the Print Stage field on the IPGH form will be updated when the T4s are printed.
When set to Yes, the field will not be updated.
When set to No, the Print Stage will be changed to Forms Printed.
Create Trace FileTo generate trace files. One file is for dynamic SQL Select statement, the other is a comma delimited spreadsheet to display all trace messages.
Create Data DumpWhen set to Yes, the RPYEC process will generate data dump files with a .csv extension for the Federal information. Users can open these data dump files in Excel for debugging and balancing purposes.
Process RemittanceTo generate monthly remittances
Update RemittanceTo update monthly remittances
User CommentUsers can enter text that will print on the header of the report.

RPYEC Report Filters#

FieldDesciption
EntityTo define and report on a specific Entity
Federal Regist SetTo define and report on a specific Federal Registration Set (on IDGV)
Federal Regist NumberEmployer Identification Number (on IDGV)
People ListThis field limits the process to the people in the defined list.
PersonPerson Code of employee you are testing with
Prov Regist SetTo define and report on a specific Provincial Registration Set (on IDGV). Not required for Annual reporting.
Prov Regist NumbersTo define and report on a specific Province Registration Number.

Notes for RPYEC

Canadian Government Reporting - RPGRC#

This is the Government Payroll Reporting for Canada. This process reads the Government Reporting table information generated by the RPYEC process.

A Summary Total Report, by government registration, or by employee detail, for a selected Form Code, as defined on IDFDV, is generated.

Users should run the RPGRC process to generate the:

Each RPGRC run generates one GVT Run (Government Run Number). All employees processed by the RPGRC run belong to this GVT Run Number.

After RPGRC is run, users can go into the IPGR form to view the details by GVT Run number.

On the IPGR form, the employee’s detail government reporting information can be viewed. Alternately, users can go directly to the IPGH (Government Header) form by employee to view this information.

Users can process many RPGRC runs for different sets of employees. This generates multiple GVT Run Numbers.

At the end of each run, the RPGRC process removes any GVT Run Number that does not have GVT Headers associated with it.

Once the government xml file is generated, it is ready for an xml parser validation prior to sending the file to the government.

RPGRC Report Parameters#

FieldDescription
Form CodeMandatory. Form Code that is defined on the IDFDV form.
NOTE: Always use current year form code. DO NOT use a prior year form code as the Identifiers may be obsolete.

For 2017-2018 reporting, the current year form code contains the Store Option field to store the Employer Addresses, Employee Addresses and Amounts in the government remittance tables, which can be viewed on the IPGR or IPGH forms.
Govt Interface FormatEnter HL$CAN-T4-YYYY
This Interface Format is defined on the IDIF form and is provided in our software
Period TypeEnter the Year for Annual Reporting
Period End DateEnter the Year Ending Date
As of DateThe start date of the reporting period
Govt Form OptionMandatory. Defines the type of form to be run. Options are:
* 01: New Forms only
* 02: All normal forms
* 03: Duplicte forms
* 04: Amended forms
* 05: Rejected forms
* 06: Cancelled forms
Sort Level ByMandatory. How should the employees be grouped for sorting?
Sort People ByMandatory. How should the employees on the report be sorted?
Sort Active/InactiveMandatory. Should the employees on the report be sorted by their status?
Directory NameThe name of the directory where the government Magnetic Media file will be stored.
File NameThe name of the government Magnetic Media file
Trace LevelUsers should always run RPYEC with the Trace Level set to Exceptions Only for all employees.

If there is problem in RPYEC and a user needs to determine which employee has the problem, the user should run RPYEC with the Trace Level set to Program Trace. This will print a list of processed employees to determine which employee has the problem.

When the Trace Level is set to Program Trace, the Select Statements for Federal, State and Local levels are also written as Trace messages. Users can review the select statements by running RMEX for the RPYEC Execution ID.

After determining which employee has the problem, users should run RPYEC for one employee with the Trace Level set to Utility Trace to determine the problem in detail.
Print Employee DetailOption to print the report with employee’s detailed information
Trial Print OnlyDefines if the Print Stage field on the IPGH form will be updated when the T4s are printed.
When set to Yes, the field will not be updated.
When set to No, the Print Stage will be changed to Forms Printed.
Create FileTo generate trace files. One file is for dynamic SQL Select statement, the other is a comma delimited spreadsheet to display all trace messages.
User CommentUsers can enter text that will print on the header of the report.

RPGRC Report Filters#

FieldDescription
GVT Run NumberEnter the GVT Run Number from the RPYEC run
EntityTo define and report on a specific Entity
Federal Regist SetTo define and report on a specific Federal Registration Set (on IDGV)
Federal Regist NumberEmployer Identification Number (on IDGV)
People ListThis field limits the process to the people in the defined list.
PersonPerson Code of employee you are testing with
Prov Regist SetTo define and report on a specific Provincial Registration Set (on IDGV). Not required for Annual reporting.
Prov Regist NumbersTo define and report on a specific Province Registration Number.

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#

T4 Printing and Balancing#

Once the year-to-date information is correct, run the RPT4/RPT4W report to print the T4 Forms.

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, RPT4W, RPT4WA, RPT4WANR, RPNR4, RPRL1, RPRL2 with this setting.

All T4 Form Print programs are aligned with the government forms in the PDF format. Users can adjust the parameters for the Top Margin and the Between Form Space when generating the PDF file. Once the PDF file is generated, users will not need to adjust the Page Set up when printing.

The PDF file is generated in the working directory of your P2K path.

Write down the Execution ID of the T4 Print Program report and run RMEX to obtain a grand total report. IMPORTANT: When printing from the pdf file, users must set the Page Sizing and Handling to “Actual Size” to print on the pre-printed government forms to avoid re-sizing of the form.

RPT4/RPT4W 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. Options are:
*01: Employer Copy. Prints 3 employees on one page. Use as the Employer Copy to send to government or keep for reference.
*02: Employee Copy. Prints 1 employee 3 times on 1 page. Use as the Employee Copy to distribute to the employees
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/RPT4W should print the actual T4s, or to print a sample of the T4 form to find out the correct page set up for the printer.

High Line recommends all users should test their printer with this "Test Form Set Up' prior to printing the actual T4 forms.
Run RPRL1 with this toggle set to Yes to print a sample on the actual T4 form to confirm the correct Page Set Up Margin. Each time a user is printing the T4 forms on a different printer, a Printer Set up test should be done.
Trial Print onlyOptional. Defines if the Print Stage field on the IPGH form will be updated when the T4s are printed.
When set to YES, the field will not be updated.

When set to NO, the 'Print Stage' will be changed to 'Forms Printed'.
Show T4 FormOptional. Allows users the option to print the T4s with the form set up lines. Default is NO.

When users are running RPT4/RPT4W for the actual T4 form printing, DO NOT set this toggle to ON.
User CommentOptional. Users can enter text to print on the header of the report

RPT4/RPT4W 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 generated from RPGRC with the _HL.xml extension.
Slips Per SegmentOptional. Defines how many forms to print before breaking and totaling.
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 must 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 Lexicon Top Margin Adjust.
Between Form SpaceOptional. Defines the adjustment spacing 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)Allows users the option to print the T4s with the form set up lines. Default is NO.

When users are running RPT4/RPT4W for the actual T4 form printing, DO NOT set this toggle to ON.
The downloaded form is for viewing and testing purpose only and should not be used to submit to the government or distributed to the employees. Users must print the T4s on the pre-printed forms provided by the government as these forms contain the correct wording on the back of the form.

NOTE: If the combination of Adjust Top Margin and Between Form Space pushes the Form to go over onto 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 options.

RPT4/RPT4W Report Filters#

FieldDescription
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.

Execution Report

Processing#

RPT4/RPT4W Form Print Processing#

The RPT4/RPT4W/RPT4WA Program Print Format is based on the Government published T4 (15) Form. High Line recommends using the same form version as the RPT4/RPT4W program.

If you are using other versions of the T4 form, such as T4(14), please test the RPT4/RPT4W form layout prior to printing. If the RPT4/RPT4W program does not align with the form, users should re-order the form from the government so it is the same version that the RPT4/RPT4W process is programmed for.

If the RPT4/RPT4W process cannot select any information from the xml file to print, users must run RMEX with the RPT4/RPT4W 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, organizations can issue a duplicate copy of the T4 form.

To issue Duplicate Copies:
1. Go to the IPGH form for the employee and highlight the form to be duplicated.

2. Run RPGRC with the "GVT Form Option" set to "Duplicate forms" and the "Trial Print Only" set to Yes

3. Run RPT4, RPT4W or RPT4WA to print the duplicate forms

Amended Copies#

If a user discovers erroneous box information on the T4 form and needs to revise the Box information, users should either correct the employee amounts or modify the IDFDV set up and then re-run the RPYEC, RPGRC and RPT4/RPT4W 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

4. Run RPGRC with the GVT Form Option set to Amended Forms

5. Run RPT4/RPT4W to print the Amended forms.

RPT4/RPT4W Void Forms #

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

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#

Box Descriptions#

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

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 Government 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 to the 'Government Reporting Procedures, Sequence' section that describes how the process is run.

Validating the Govt XML File#

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. 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).

Employees must run the RET4 process and select the Reporting Year they want to print. The output T4 will be in a pdf format.

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

Organizations can:

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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