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CANADIAN T4 PROCESS#

This process allows you to report to the Canadian government from the employees' YTD information according to the government specified requirements and to generate the Magnetic Media files for this reporting.

Current Year End Changes#

T4 Form#

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

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

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

T4 Government XML File#

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

• IDIF screen has implemented the 2016 xml schema format.

Government Reporting Procedures#

Government Reporting – Sequence#

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

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

IDFD Form Definition#

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

• Seed data scripts are delivered to clients with the year end software release used to load in the IDFD form code definition SEED_IDFD_HL$CAN_T4_YYYY.sql.

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

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

• Users can copy the IDFDV Variable definition from the last year to the current year. Please read PR_CAN_Govt_Reporting_2017_eP.doc section 'Copy Last Year's Definition to Current Year'

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

IDFDV Form Definition#

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

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

IDFDV - Form Variables#

IDFD FORM

HL$CAN-T4-CCYY - supplied by system

IDFD FORM TYPE

CDN T4 Definition - indicate the T4 definition is used

Field Identifier	Description	Suggested Field Source	Suggested Variable
T4-ER-NAME	Employer Name	Data Base Column	DED.ENTITY_NAME
T4-ER-NAME2	Employer Name - Line 2	Data Base Column	DED.ENTITY_NAME, optional
T4-ER-CAREOF	Employer Name (care of)	Data Base Column	optional
T4-ER-ADDR1	Employer Address Line 1	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

Generate GVT Run for T4#

RPYEC - Cdn Year End Summary Report - Selection Criteria#

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

Form Code

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

Please enter other prompts appropriately.

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

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

RPGRC - Selection Criteria#

GVT Run Number

Enter the GVT Run Number from the RPYEC run

Form Code

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

Govt Interface Format

Enter HL$CAN-T4-YYYY
This Interface Format is defined on the IDIF form and is provided in our software

Please enter other prompts appropriately.

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

Form Print Selection Criteria#

RPT4 - Selection Criteria#

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

Report Parameters & Filters#

Report Parameters	This section is used for both Oracle and Windward report
Print T4 Copy	Defines the Employer or Employee copy to be printed. From Lexicon: T4 Forms lexicon available
Exception Level	Users should always run with 'Exception Only' unless for needed for tracing
Duplicate/Amended	Optional. Defines text to print on the T4 form to indicate a 'Duplicate' or 'Amended' copy

There are two ways to print Duplicate or Amended T4 forms, please read below.

Test Form Set-Up	Optional All users should test their Printer with this 'Test Form Set Up' toggle to find out the correct Page Set Up for 'Top Margin Adjustment' and 'Between Form Space' adjustment prior to printing the actual T4 Forms. Since each Printer's Page Set Up margin varies differently, each time when the user is printing the T4 forms on a different Printer, the user should do a Printer Set up test
Trial Print only	Optional This toggle allows users to print T4 forms for verification In non-trial mode, the RPT4 updates the GVT Headers Govt Print Stage of the run
Show T4 Form	Optional If this toggle is set to ON, RPT4 will print the T4 Form image downloaded from the CRA website on the background for users to view the T4 information.

User Comment

Optional Users can enter a comment to print on the Parameter page

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

If a user sends in T4 slips in a bundle of 200 or other quantities, then users need to update this field

Adjust Top Margin

Optional Defines the Top Margin Adjustment for printing the form

Users should default to NULL or '00 - 0 line' adjustment to begin testing

After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box

If adjustment is needed, then re-run RPT4 by entering the Top Margin adjustment

From 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, then re-run RPT4 by entering the 'Between Form Space'

From Lexicon	Between Form Space
Show Frame (Test Only)	Used when a user is testing the margin set up or to debug a Print Format problem. Users can use this toggle to show the line border of the internal Frames

Report Filters
GVT Run (WW only)	This is not used for Oracle RPT4 reports. Used for Windward RPT4 reports only
Person Code	Optional. If a Person Code is not entered, all the employees in the xml file will be printed

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

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

RPT4 - Sample Print#

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

Processing#

RPT4 Form Print Processing#

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

Please be advised that High Line will support the latest version of the government published form at time of programming. High Line will inform users of the form version being used. We suggest that users should use the same version of the form as the RPT4 program. However, if a user receives a different version of the form from the government, and RPT4 program does not align properly with the form, then there are two options for this situation:

1. Users can re-order the form from the government that is the same as the RPT4 program (if users are using a prior year version of the T4)
2. Inform High Line of the form variation. High Line will assess whether the PRT4 program needs to be revised or not.

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

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

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

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

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

Users should verify the RPT4 Boxes to balance to RPYEC.

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

Duplicate or Amended Copies#

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

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

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

1. Go to the IPGH form for the employee and highlight the form to be duplicated. Change the Print Stage to '11-Duplicate requested. Run the RPYEC and RPGRC programs to generate the _HL.xml file that contains the Duplicate/Amended records
   • When a user is running RPT4 with the new _HL.xml file, RPT4 will automatically print the word 'DUPLICATE COPY' or 'AMENDED' on the T4 form, depending on the GVT Run option of RPGRC run
   • At the end of the RPT4 run, in non-trial mode, the GVT Header stage will be updated with either a 'Duplicate' or 'Amended' stage
2. When RPT4 is run, users can enter the word 'DUPLICATE COPY' or 'AMENDED' on the prompt.
   • This method should be used when users have many forms to be printed with 'DUPLICATE COPY' or 'AMENDED' and there is not enough time to re-generate the _HL.xml file from RPYEC, RPGRC, and the original _HL.xml file still exists
   • When RPT4 is run, the manually defined word 'DUPLICATE COPY' or 'AMENDED' will be printed on T4 form
   • At the end of RPT4 run, in non-trial mode, the GVT Header comment field will be updated with the user defined wording, such as 'Duplicate Copy' or 'Amended'
   • If other wording is required to print on the T4 form, users can enter the text on this prompt for RPT4, such as 'CANCEL COPY', 'ORIGINAL COPY'

T4 Slip Print Characteristics#

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

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

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

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

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

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

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

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

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

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

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

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

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

The numeric fields are lined up with the decimal

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

Users MUST run the RMEX report for the Mex ID from the RPT4 run to print the T4 grand totals to verify all records are printed

T4 Slip Print Distribution#

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

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

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

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

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

T4 Statement of Remuneration#

T4 Statement of Remuneration - Box Description#

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

Box - Year

From user specified Calendar Year YYYY

Box - Employer's Name and Address

Derived from the IDFDV form

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

Box 54 - Business Number

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

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

Box 10 - Province of Employment

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

Box 12 - Employee's Social Insurance Number

Derived from the IDFDV form

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

• Invalid SIN numbers are reported on the RPYEC exception report
  • Invalid SIN numbers are: 999999999.
• If the SIN number does not exist, leave blank. Example: SIN is "9999999999".

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

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 form 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 the user has previous Address set up prior to 2005, if the word 'MAIL' is defined, then the mailing address will be used, otherwise the primary address will be used

Box - Last line of Employee Address

Printing for distribution of T4 purpose

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

Derived from the IDFDV form

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

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

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

• If T4-EE-DISTR = 1, then the distribution information is printed from:
  • optional employee's pay destination T4-EE-DESTIN if defined, such as Department or Pay destination of the employee
  • concatenates with the values from T4-EE-DISTR1 and T4-EE-DISTR2
    

Box 14 - Employment Income

Derived from the IDFDV form

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

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

Box 16 - Employee's CPP contributions

Derived from the IDFDV form

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

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP during the year
• The Employer portion of CPP contribution is also retrieved from 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 (Element)
T4-BOX-17	T4-BOX-17

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

Box 18 - Employee's EI Premiums

Derived from 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 (i.e. if Box 24 = 0, then Box 24 = blank)
  2. Insurable earnings are the same as the employment income in Box 14. Example: i.e. if Box 24 = Box 14, then Box 24 = blank
  3. Insurable earnings are over the EI maximum earnings for the year from the IPCT form Tax Rate Code '011001' EI Annual Maximum Earnings.

Example: if Box 24 >= EI maximum earnings, then Box 24 = Blank)

• The derived EI Insurable Earnings is printed according to the IDFDV form set up on RPYEC Summary report
• The EI Insurable Earnings that is 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 this reported EI Insurable Earnings is correct according to the government specification

Box 26 - CPP/QPP Pensionable Earnings

For all provinces except Quebec:

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

For Quebec only:

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

For all provinces and Quebec:

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

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

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

• 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 the IPCT form 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 IDFDV T4-BOX-26-EXCEPT Field Identifier entry to obtain the amount for 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 specified from "Employer's Guide", this box will be printed

• If Box 14 < CPP/QPP earnings
  • for Quebec, if Box 26 QPP earnings > Box 14, Box 26 is always printed
  • for all other provinces:
  • use thw IDFDV 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 is printed according to the IDFDV form set up on RPYEC Summary report

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

Users should verify this reported CPP/QPP Pensionable Earnings is correct according to the government specification

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

• "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 is 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 is reported

• 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-50-PRT	This is used for XML file only

Box 52 - Pension Adjustment

Derived from the IDFDV form

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

Box 56 - PPIP Insurable Earnings

DDerived from the IDFDV form

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

• This box will be blank under one of the following conditions:
  1. There are no insurable earnings (if Box 56 = 0, then Box 56 = blank)
  2. Insurable earnings are the same as the employment income in Box 14 (if Box 56 = Box 14, then Box 56 = blank)
  3. Insurable earnings are over the PPIP maximum earnings for the year from the IPCT form Tax Rate Code '011201' QPIP Annual Employee Maximum for the province (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 is 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 this reported PPIP Insurable Earnings is correct according to the government specification

Box - Other Information

Derived from the IDFDV form

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

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

Magnetic Media - Government XML file#

IDIF - T4 Govt XML File layout#

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

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

• The IDIF layout is provided with the Year End software. Users do not need to set up this form SEED_IDIF_HL$CAN_T4_CCYY.sql

• Users must run the RPYEC and RPGRC processes to generate the Magnetic Media file in the govt xml file format. Please read PR_CAN_Govt_Reporting_2016_eP.doc Government Reporting Sequence that describes the process to be run

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

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Notes #

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