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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
The High Line RPT4W and RPT4AW programs generate the form boxes, as well as the instructions on the reverse side. Pre-printed forms are no longer required.

The Canadian Government does not require employees to provide consent. As such, employees do not have to give consent in order to get their T4 forms online.

New BET4 self service form! Displays a pdf copy of an employee’s T4. This function is more performant than the RET4 function, as it the windward report server is not utilized.

RET4 is still available for organizations who prefer to use it.

The Electronic Consent logic has been removed, which means the employees do not have to give consent in order to get their T4/Releve 1 forms online. Organizations can now print the forms for selected employees using the new report parameter 'Status Type' and other existing report filters.

Code 37 – Employee home relocation loan deduction
For 2018 and subsequent taxation years, the employee home relocation loan deduction has been eliminated. This change was announced in the 2017 federal budget.

Elimination of Code 70 – Municipal officer’s expense allowance
For 2019 and subsequent taxation years, non-accountable allowances paid to members of legislative assemblies and certain municipal officers will be fully included in their income. The use of code 70 will therefore no longer be needed.

Code 128 - Veteran's benefits eligible for pension splitting
Enter amounts received in the year for a retirement income security benefit paid to the individual under Part 2 of the Veterans Well-being Act. Also, report the amount in box 016.

Employer's Guide - Filing the T4 Slip and Summary
https://www.canada.ca/content/dam/cra-arc/formspubs/pub/rc4120/rc4120-18e.pdf

T4 Form#

For 2018 reporting, T4 (18) Form Layout is used.
https://www.canada.ca/en/revenue-agency/services/forms-publications/forms/t4.html https://www.canada.ca/content/dam/cra-arc/formspubs/pub/rc4120/rc4120-18e.pdf

The latest T4 form (18) has no changes in alignment from lat year's form.

T4 Government XML File#

There are no changes for the 2018 T4 Government XML File layout.

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

The IDIF form is configured for the 2019 xml schema format.

T4A Form#

For 2018 reporting, the T4A(18) Form Layout is used.
https://www.canada.ca/content/dam/cra-arc/formspubs/pbg/t4a/t4a-18e.pdf
https://www.canada.ca/en/revenue-agency/services/forms-publications/publications/rc4157.html

The latest T4A forms (18) has no changes in alignment from last year’s form.

T4A Government XML File#

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

The IDIF form is configured for the 2019 xml schema format.

T4A-NR Form#

For 2018 reporting, the T4A-NR (18) Form Layout is used.
https://www.canada.ca/content/dam/cra-arc/formspubs/pbg/t4a-nr/t4a-nr-18e.pdf https://www.canada.ca/content/dam/cra-arc/formspubs/pub/rc4445/rc4445-18e.pdf

NR4 Form#

For 2018 reporting, the NR4 (18) Form Layout is used.
https://www.canada.ca/content/dam/cra-arc/formspubs/pbg/nr4sum/nr4-sum-18e.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

• Produce YTD Register
• For the ‘Provide Totals By’ parameter, select ‘Fed Regist Number’
  
  

IDFD

• Set up the Form Code and Government File Definitions
• This form defines the default values for users to enter on the IDFDV form
• The information on this form is provided by High Line with the Year End software
  
  

IDFDV

• 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 the YTD information according to the Form Code on IDFDV
• Produces the Summary Total Report by government registration or by employee detail
• When RPYEC is run, the 'Process Remittance' field should be set to Yes
• 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
  
  

IPGR

• View data by GVT Run Number after the RPYEC process is run
  
  

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 on 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
  
  

Form Print

• RPT4W, RPT4AW, RPT4AW, RPRL1W, etc. to print government forms for the employee
• Reads the data from the RPYEC GVT run number to print on the Government forms
• Prints the Employee or Employer Copy on the Government forms
• Generates grand totals for the RMEX report for the forms printed by the form print programs
  
  

RMEX

• Reads the Execution Run Log from the Form Print programs RPT4W, RPT4AW, RPRL1W etc.
• Prints grand totals for the forms printed
  
  

UPGRUNDO

• Users can undo by GVT Run number by employee
• To undo an erroneous GVT Run due to set up issues or to remove archived GVT information

IDFD Form Definition#

IDFD - Form Code HL$CAN-T4-YYYY
#

(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.

• It is not necessary to maintain this form, unless instructed to do so by High Line.
• This seed data script is re-runnable. It will not erase the IDFDV set up of the same Form Code.

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. 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 2018 (RC4120)’ prior to setting up IDFDV form.
• https://www.canada.ca/content/dam/cra-arc/formspubs/pub/rc4120/rc4120-18e.pdf

IDFDV Field Descriptions#

Field	Desciption
Identifer	This 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
Description	This value defaults in from the IDFD form and displays the corresponding T4 Form Box description form or stored on the file.
Level	Defaults in from the IDFD form, displays the Level (Federal, State, Employer, etc.) that is being reported on for forms/media file.
O/R Prompt	Displays 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.
Source	Defines 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 Variable	Defines the relevant value for the record from the LOV previously defined in the Source field.
Field Usage	This 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.
Text	Defaults in from the IDFD form, help/explanation text for the field.
Derivation Expression	Used 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.

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

There is no page called 'IDFDV_FORM_DEFINITIONS'. Would you like to create it?

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:

• Field variable = EASD.ASSIGNMENT_TITLE
• Derivation Expression = decode(~,'Election Worker','Y',‘Self Employed’,'Y','N')
  
  

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:

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

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:

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

• The Reference Text field will guide the setup of each Address Identifier.
• If the Employer mailing address is not defined on the IDLN form or the Location field on the IDEN form, the IDLN primary address will be used.
• If an Address was set up prior to 2006, and if the word MAIL is defined, the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, then the T4-ER-MAG-PROV Identifier should be set to ZZ – Other.
  

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:

Seq	Field Identifier	Description	Field Variable
2100	T4-EE-ADDR1	Employee Address Line 1	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 constant NAME
2140	T4-EE-ADDR5	Employee Country	Blank or constant 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 Reference Text field will guide the user for the setup of each Address Identifier.
• If the Employee mailing address is not defined on the IEPI form, the IEPI primary address will be used.
• If an Address was set up prior to 2006, and if the word MAIL is defined, the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, then the T4-EE-MAG-PROV Identifier should be set to ZZ – Other.

T4 Processing#

• Users can print a specific Province, or all Provinces. If all Provinces are to be printed, the Print Program will print a T4 form for each province that an employee has worked in.

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

• T4 slips are printed in alphabetical order by the employee's Surname, First Name, within a government registration number.

• The font size for printing T4 slips is the standard 10 or 12 character per inch font, character mode.

• Negative (credit) amounts are never allowed for T4 reporting. If negative amounts are encountered, an exception message is printed and users must resolve the negative amount(s) 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 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.
  • Each subsequent T4 slip 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.

• 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 T4 slips are also generated by Province.

• 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.

• 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.

• T4 grand totals are generated for all T4 forms as Execution Run Log Exception Messages to balance to the RPYEC Summary report

• Users MUST run the RMEX report with the RPT4W run Mex ID to print the T4 grand totals to verify all records are printed.

Generate GVT Run for T4#

Form Print Selection Criteria#

T4 Printing and Balancing#

New for 2018: The High Line RPT4W and RPT4AW programs generate the form boxes, as well as the instructions on the reverse side. Pre-printed forms are not required.

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

• This function generates and prints the T4 forms, as well as the T4 Media file, based on the parameter selections
• Users should write down the Execution ID of the RPT4W run and run RMEX to obtain the grand total report for the T4s printed by RPT4W

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.

RPT4W Report Parameters #

Field	Description
Print T4 Copy	Defines if the Employer or Employee copy will be printed. Options are: *01: Employer Copy. Prints 2 employees on one page. Use as the Employer Copy to send to government or keep for reference. *02: Employee Copy. Prints 1 employee 2 times on 1 page. Use as the Employee Copy to distribute to the employees
Duplicate/Amended	Optional. Defines the text to print on the T4 form to indicate if it is a 'Duplicate' or an 'Amended' copy.
Include Back Information	When set to YES, the report will print the information from the back of the T4.
Trial Print only	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. Optional.
Exception Level	Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for needed for tracing

RPT4W Report Filters#

Field	Description
GVT Run	Mandatory. Defines the GVT Run number to extract data from and produce the T4 form.
Person	Optional. Person code of the employee being tested with. If a Person Code is not defined, all the employees in the xml file will be printed.
Status Type	Optional. Optional. Allows organizations to print forms for a defined Status Type. Options are: * Active * Cobra * Inactive * Leave *Pending *Retired *Survivor * Terminated *Unpaid Leave

Execution Report

• Produces the grand total report from RPT4W by running RMEX for the execution ID of T4 run.
• Enter the Execution ID of the RPT4W run to generate a grand total report and balance to the RPYEC report.

Processing#

RPT4W Form Print Processing#

New for 2018: The RPT4W and RPT4AW programs generate the form boxes, as well as the instructions on the reverse side. Pre-printed forms are not required.

The RPT4W Program Print Format is based on the Government published T4 (18) Form.

• The RPT4W Form Print program prints all information retrieved from the RPYEC GVT Run Number.
• If an employee has multiple footnote codes to be reported, each T4 Form is printed with 6 footnote codes until all footnote codes are printed.
• If there are more than 6 footnote codes to be printed, then subsequent T4 slips are produced until all footnote codes have been printed.
• The RPT4W program generates Summary Totals, by each Business Number, at the end of the RPT4W run. A grand total is generated for all Business Numbers of the run.
• Users must run RMEX with the RPT4W Mex ID to obtain the summary and grand totals for the T4s printed using the RPT4W.
• The RPT4W summary and grand totals are accumulated for the Boxes shown on the T4 Form. The footnote codes are not totaled.

Form Printing#

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

• When RPT4W is run, the "Print T4 Copy" parameter defines if the Employer or the Employee Copy should be printed.
• Users must run RPT4W twice; once to print the Employer Copy, and once to print the Employee Copy
• Employer Copy:
  • On one sheet, the T4 information is printed for two separate employees.
  • The Box 54 Business Number is printed.
  • The Employer Copy is sent to the government or is kept by your organization.

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

Duplicate Copies#

If an employee loses their T4 Form, 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.

• Change the Print Stage to 'Duplicate requested'.
• Click Save
• Repeat for all employees who have requested duplicate copies.

2. 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 of 'Duplicate Requested' and generates the HL xml file for the Form Print RPT4W, RPT4AW, RPRL1W programs
• There is no need to generate a government xml file for duplicate forms.
• Users do not need to enter the 'Govt Interface Format' field for RPGRC
• Set the 'Trial Print Only' field to YES for RPGRC

3. Run RPT4W to print the duplicate forms

• Run the Form Print RPT4W programs to read the RPYEC GVT Run Number to print 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 'Duplicate Printed'
• Users can re-run the Form Print program for the Employee or the Employer Copy from the same GVT Run Number. The GVT Header stage will be updated to '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 should either correct the employee amounts or modify the IDFDV set up and then re-run the RPYEC, RPGRC and 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

• Change the Print Stage to Amendment Requested
• Save
• Repeat this for all employees who requested Amended copies of their forms.
• Run RPYEC with the GVT Form Option set to Amended Forms
• Do not set the Trial Print Only toggle to YES, for the RPYEC process
• Users can set the Retain Amend/Reject Form to YES, to retain the original copy prior to generating the amendment.
• 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:
  • Print Stage = Amend, Form not Printed
  • File Stage = Amend, File not Created

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

• Do not set the Trial Print Only toggle to YES, for the RPGRC process
• The RPGRC process will retrieve all GVT Headers with the Print Stage set to Amend, File not Created.
• Users should enter the Govt Interface Format definition for the RPGRC to generate the amended government xml file.
• At the end of the RPGRC, the GVT Headers is updated with:
  • Print Stage = No Change, Existing Value
  • File Stage = Amend File Created

5. Run RPT4W to print the Amended forms.

• When the user is running RPT4W with the new GVT Run Number, RPT4/RPT4W will automatically print the word DUPLICATE COPY or AMENDED on the T4 form, depending on the GVT Run option of the RPGRC run.
• If other wording is required to print on the T4 form, in the Duplicate/Amended parameter, users can enter the text for RPT4W, such as CANCEL COPY or ORIGINAL COPY.
• At the end of the RPT4W run in non-trial mode, the GVT Header Stage will be updated with either the DUPLICATE or AMENDED stage.

UPGRUNDO - Undo GVT Run#

The UPGRUNDO process allows users to undo a GVT Run number by employee. This process should be used to undo an erroneous GVT Run due to set up issues or to remove any archived GVT information.

UPGRUNDO Selection Criteria#

Field	Description
GVT Run Number	Mandatory. Users must enter at least one GVT Run Number
Person Code	Enter one or more Person Codes. The selected Person codes within the GVT Run Numbers are processed. Optional.
Trace Level	Users should always run this process with this field set to Exceptions Only unless required for tracing purposes.
Trial	When set to ON, allows users to review the report for verification prior to running the undo process. In non-trial mode, UPGRUNDO removes GVT Headers and GVT Run for the qualified GVT Run. Optional.

T4 Slip Print Distribution#

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

Field Identifier	Field Variable	Suggested Field Variable
T4-EE-DISTR	Constant	Blank or 1
T4-EE-DESTIN	Constant	Blank or 1
T4-EE-DISTR1		DED.ENTITY_CODE
T4-EE-DISTR2		EID.PERSON_CODE

If T4-EE-DISTR = 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:

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

T4 Statement of Remuneration#

Box Descriptions#

Users should read the following Form Descriptions and refer to "Employers' Guide - Filing the T4 Slips and Summary Forms" RC4120(E) Rev. 18" prior to setting up the IDFDV form.

Box - Year
From user defined Calendar Year YYYY

Box - Employer's Name and Address
Derived from the IDFDV form

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

• The IDFDV Reference Text field will guide the user to set up each Address Identifier.
  
• If the Employer mailing address is not defined on IDLN or IDEN location, the primary address on IDLN will be used.
  
• If there was an Address set up prior to 2006, and the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
• If the Country Code is not Canada or USA, the 1280 T4-EE-MAG-PROV Identifier should be set to 'ZZ-Other'.
  
  

Box 54 - Business Number
The Business Number is derived automatically according to employee’s YTD federal government registration number from IDGV or the employee's Group IDGR form. When users are printing the 'Employee Copy', Box 54 is not printed.

Box 10 - Province of Employment
The Province of Employment is derived automatically according to employee's YTD information

Box 12 - Employee's Social Insurance Number
Derived from the IDFDV form

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

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

Box - Employee's name
Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-EE-NAME1	EID.LAST_NAME
T4-EE-NAME2	EID.FIRST_NAME
T4-EE-NAME3	EID.MIDDLE_NAME

Box - Employee's address
Derived from the IDFDV form

Seq	Field Identifier	Description	Field Variable
2100	T4-EE-ADDR1	Employee Address Line 1	Blank or MAIL
2110	T4-EE-ADDR2	Employee Address Line 2	Blank
2120	T4-EE-ADDR3	Employee City	Blank
2130	T4-EE-ADDR4	Employee Province	Blank or NAME
2140	T4-EE-ADDR5	Employee Country	Blank or NAME
2150	T4-EE-POSTAL	Employee Postal Code	Blank
2160	T4-EE-MAG-PROV	Employee Prov for Mag File	Blank
2170	T4-EE-MAG-CNTRY	Employee Country for Mag File	Blank

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

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

Field Identifier	Field Variable	Suggested Field Variable
T4-EE-DISTR	Constant	Blank or 1
T4-EE-DESTIN	Constant	Blank or 1
T4-EE-DISTR1		DED.ENTITY_CODE
T4-EE-DISTR2		EID.PERSON_CODE

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

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

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

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

Box 14 - Employment Income
Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-14	T4-BOX-14

This is the taxable earnings applicable for federal income tax withheld

Box 16 - Employee's CPP Contributions
Derived from the IDFDV form

Field Identifier	Suggested Field Variable
T4-BOX-16	T4-BOX-16

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP during the year
• The Employer portion of CPP contribution is also retrieved from the IDFDV form, Field Identifier T4-BOX-16-ER
• The CPP Employer contribution is not printed on the T4 form for each employee. It is accumulated into the Total CPP Employer contribution amount and will be reported on the government Magnetic Media T4 Summary Record file
  

Box 17 - Employee's QPP contributions
Derived from the IDFDV form

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

• Leave Box 16 and 17 blank if the employee did not contribute to either CPP or QPP
  
• The Employer portion of QPP contribution is also retrieved from the IDFDV form, Field Identifier T4-BOX-16-ER
• The QPP Employer contribution is not printed on the T4 form for each employee. It is accumulated into the Total CPP Employer contribution amount and will be reported on the government Magnetic Media Releve 1 file
  

Box 18 - Employee's EI Premiums
Derived from the IDFDV form

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

• The Employer portion of the EI contribution is also retrieved from the IDFDV form, Field Identifier T4-BOX-18-ER
• The EI Employer contribution is not printed on the T4 form for each employee. It is accumulated into the Total EI Employer contribution amount and will be reported on the government Magnetic Media file T4 Summary Record
  

Box 20 - RPP Contributions
Derived from the IDFDV form

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

Box 22 - Income Tax Deducted
Derived from the IDFDV form

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

Box 24 - EI Insurable Earnings
Derived from the IDFDV form

Field Identifier	Suggested Field Variable (Element)
T4-BOX-24	T4-BOX-24

• This box will be blank under one of the following conditions:

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

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

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

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

Box 26 - CPP/QPP Pensionable Earnings
For all provinces except Quebec:

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

For Quebec only:

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

For all provinces and Quebec:

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

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

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

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

Example: if Box 26 >= CPP/QPP maximum earnings, then Box 26 = Blank

• Otherwise, perform one of the following conditions:
  • If Box 14 > Box 26 CPP/QPP earnings:
    • Use the T4-BOX-26-EXCEPT Field Identifier entry to obtain the amount for the excepted employment
    • The excepted employment amount is then subtracted from Box 14
    • If the new Box 14 amount is equal to Box 26 CPP/QPP earnings, this box will be blank, otherwise Box 26 CPP/QPP earnings will be printed.
      

• The following conditions are covered by this logic:
  • Remuneration paid to an employee before age 18 or after age 70 during the year, then this box will be printed.
  • An employee is being remunerated by excepted employment as defined from the "Employer's Guide", this box will be printed.

• If Box 14 < CPP/QPP earnings
  • For Quebec, if Box 26 QPP earnings > Box 14, Box 26 is always printed
  • For all other provinces:
  • Use the T4-BOX-26-OTHER Field Identifier entry to obtain the amount for pensionable employment
  • The pensionable employment amount is then added to Box 14
  • If the new Box 14 amount is equal to Box 26 CPP/QPP earnings, this box will be blank. Otherwise Box 26 CPP/QPP earnings will be printed.

• The derived CPP/QPP Pensionable Earnings are printed according to the IDFDV form set up on the RPYEC Summary report.

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

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

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

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

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

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

• The following identifiers from the IDFDV form are for Information Purpose only. There is no need to set these identifiers up.

Field Identifier
T4-BOX-28-CPP-PRT
T4-BOX-28-QPP-PRT
T4-BOX-28-EI-PRT
T4-BOX-28-PPIP-PRT

Box 29 - Employment Code
Report the appropriate code if one of the following situations applies:

11	Placement agency - self employed
12	Driver of taxi or other passenger-carrying vehicle
13	Barber or hairdresser
14	Withdrawal from a prescribed salary deferral arrangement plan
15	Seasonal Agriculture Workers Program
16	Detached employee - social security agreement

• Set up the T4 EMPLOYMENT CODE field on the IMUF form, then enter the appropriate Employment Code on the IDGR form, if the above situation applies

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

Field Identifier
T4-BOX-29-PRT	This is used for the XML file only

Box 44 - Union Dues
Derived from the IDFDV form and the IDUN form, T4 UNION DUES field

Field Identifier	Suggested Field Variable (Element)
T4-BOX-44	T4-BOX-44

• This box should NOT be used if the Union issues Union Dues receipts directly to the employees
• If the Union has NOT issued receipts for union dues, then specify the T4 UNION DUES field on the IDUN form
  • On the IDUN form, if the Report T4 Union Dues Indicator = 'Y', then the value of 'T4-BOX-44' is printed
  • the Union Dues that are printed on T4 Form are also printed on the RPYEC Summary report under the T4-BOX-44-PRT Identifier for user verification
    
    

Box 46 - Charitable Donations
Derived from the IDFDV form

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

Box 50 - RPP or DPSP Registration Number
Derived from the IDFDV form

Field Identifier	Suggested Field Variable	Suggested Field Variable (Element)
T4-BOX-50-REG1	Constant
T4-BOX-50-REG2	Constant
T4-BOX-50-REG3	Constant
T4-BOX-50-REG4	Constant
T4-BOX-50-REG5	Constant
T4-BOX-50-RPP1		T4-BOX-50-RPP1
T4-BOX-50-RPP2		T4-BOX-50-RPP2
T4-BOX-50-RPP3		T4-BOX-50-RPP3
T4-BOX-50-RPP4		T4-BOX-50-RPP4
T4-BOX-50-RPP5		T4-BOX-50-RPP5

• The values from T4-BOX-50-RPP1, T4-BOX-50-RPP2, T4-BOX-50-RPP3, T4-BOX-50-RPP4 and T4-BOX-50-RPP5 are used for comparison.
• The largest value from T4-BOX-50-RPP1, T4-BOX-50-RPP2, T4-BOX-50-RPP3, T4-BOX-50-RPP4 and T4-BOX-50-RPP5 are used and the corresponding T4-BOX-50-REG1, T4-BOX-50-REG2, T4-BOX-50-REG3, T4-BOX-50-REG4 and T4-BOX-50-REG5 are reported
• The T4-BOX-50-PRT Identifier is for the XML file only. There is no need to set this Identifier up.
  
  

Box 52 - Pension Adjustment
Derived from the IDFDV form

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

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

Box 55 - Employee's PPIP Premiums
Derived from the IDFDV form

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

Box 56 - PPIP Insurable Earnings
Derived from the IDFDV form

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

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

Box - Other Information
Derived from the IDFDV form

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

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

Magnetic Media File - Government XML file#

IDIF - T4 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.

High Line delivers the IDIF form layout using Seed data along with the Year End release. 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 Program#

NEW for 2018:

The Canadian Government does not require employees to provide consent. As such, employees do not have to give consent in order to get their T4 forms online and the Electronic Consent logic has been removed.

Organizations can now print the forms for selected employees using the new report parameter 'Status Type' and other existing report filters.

New BET4 self service form! Displays a pdf copy of an employee’s T4. This function is more performant than the RET4 function, as the windward report server is not utilized.
BET4 reports the current year T4 only.

RET4 is still available for organizations who prefer to use it. On RET4, employees define the year they want to print and launch the report to generate their T4. The output is in a pdf format.

Organizations can control the years the T4 forms are available for employees to print, by setting the EE_T4_GVT_RUN Preference on the IMST form.

Setup/Implementation#

Users must set up the EE_T4_GVT_RUN Preference with the values of the Gvt Run Numbers that contain the information for the employee’s T4s (from the RPYEC run) on the IMST form, 'Preference' tab. The GVT Run numbers must be entered with comma separators and no spaces, such as 1234,3333,4567).

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Notes #

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