The Employer Constants are used in the preparation of the T4 / T4A forms (in Canada) at the end of a payroll year. Some of the Employer fields are used for other processes such as pension and bank exports. These constants must be set up prior to running the T4/T4A Statement Creation that generates T4's and T4A's. Many of the fields are required for submission of the electronic T4 and T4A files to CRA.
Tax Group # [6-8]
-
A number for 6-8, which represents the Tax group number for the various deductions.
Payroll Account Number
-
Enter your CRA Payroll Account number which consists of a nine-digit business number, 2 letter program identifier and 4 digit reference number. For example, 123456789RP0001. This Payroll Account number relates to the 'ER#' code when setting up the tax forms for T4/T4A production. This RP number is used by the T4/T4A Merge processes.
Name 1
-
30 alphanumeric characters for the Company name. Relates to the 'ERNAME' code when setting up Tax Forms.
Name 2
-
30 alphanumeric characters for addition Company name information.
Care of
-
30 alphanumeric characters to be used for Care of/Attention information.
ADDR 1
-
30 alphanumeric characters for the Company's address. Relates to the 'ERRADD' code when setting up Tax Forms. ADDR 1, ADDR 2 and the City field make up the 'ERRADD'.
ADDR 2
-
30 alphanumeric characters for additional Company address information.
City
-
28 alphanumeric characters for the city of the Company.
Postal Code
-
10 alphanumeric characters.
PROV Code
2-character field for the province code. This code is used the T4 program for the employee's province of employment. If this field is not filled in with a valid code an error message will be produced when running the T4 program. The valid province codes are:
-
BC - British Columbia
-
AB - Alberta
-
SK - Saskatchewan
-
MB - Manitoba
-
ON - Ontario
-
PQ - Quebec
-
NB - New Brunswick
-
NS - Nova Scotia
-
PE - Prince Edward Island
-
NF - Newfoundland
-
NT - Northwest Territories
-
YT - Yukon Territory
PROV Name
-
25 alphanumeric characters. Relates to the 'PROV' code when setting up Tax Forms.
Country
-
10 alphanumeric characters.
Contact Name
-
22 alphanumeric characters. The accounting contact name for when submitting T4's by magnetic tape. First name followed by the surname (Omit Mr. Mrs. etc.).
Contact Area Code
-
3 numbers. The area code of the telephone number of the contact.
Contact Phone
-
7 numbers. The telephone number of the contact person.
Contact Phone Extension
-
Enter the contact person's phone extension to a maximum of five-digits.
Contact Email Address
-
Enter the contact person's email address. The contact email address is a required field for the XML files for submission to CRA.
All the following fields are required for electronic XML submission of T4's and T4A's to CRA. For further explanation of the following fields refer to the CRA web site on filing information returns electronically.
Trans Code
This field is no longer applicable. All regular T4 / T4A XML files will be created as 'O'riginal, while all Amended T4/T4As will be created as 'A'mended.
Name 1
-
30 alphanumeric characters. The transmitter name.
Name 2
-
30 alphanumeric characters. Additional transmitter name information.
ADDR 1
-
30 alphanumeric characters. The first line of the transmitter's address.
ADDR 2
-
30 alphanumeric characters. The second line of the transmitter's address.
City
-
28 alphanumeric characters. The city in which the transmitter is located.
Postal Code
-
10 alphanumeric characters. The transmitters postal code.
PROV
-
Enter a 2-character province code. The following are valid provincial codes.
-
BC - British Columbia
-
AB - Alberta
-
SK – Saskatchewan
-
MB - Manitoba
-
ON – Ontario
-
PQ - Quebec
-
NB - New Brunswick
-
NS - Nova Scotia
-
PE - Prince Edward Island
-
NF - Newfoundland
-
NT - Northwest Territories
-
YT - Yukon Territory
Country
-
10 alphanumeric characters. The country in which the transmitter is located.
Tech Name
-
22 alphanumeric characters. The name of the technical contact's first name followed by the surname. Omit titles such as Mr., Mrs., etc.
Tech Area Code
-
The area code of the telephone number of the technical contact person.
Tech Phone
-
7 numeric. The telephone number of the technical contact person.
Language
-
1 alphanumeric. Indicator for preferred language ('E'nglish or 'F'rench only).
Transmitter Number
-
Enter the numeric portion of the transmitter number assigned by CRA. The transmitter number should be 6 numeric characters. The system will attach 'MM' to the front of this number for display and tape submission. The transmittal number is a required field for electronic XML submission to CRA.
Representative Identifier
-
Enter the 7-character representative identifier as supplied by CRA. This field is required for the 2024 and forward T4/T4A XML files for submission to CRA.
-
If you already created your T4/T4As you can add this field value to the T4/T4A data through the T4/T4A CRA File Changes on the 'L' transmitter page. You must have this value filled before processing the T4/T4A XML Creation.