Pro-Tip! Copy this checklist to Excel to create your own customizable copy.
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PAYROLL T4 PROCESSING CHECKLIST: |
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(These are your internal T4 processing recommended guidelines. Please update and maintain annually.) |
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(List your specific payroll IDs here) |
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PHASE |
MENU |
PROCEDURES |
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Step # in T4 Procedure Guide |
TEAC |
TTOC/ SUBS |
SUPP |
CASU |
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**Reminder - atrieveERP offers Parsing Service, place Support request |
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Setup |
Payroll Employee Reporting > Invalid SIN / Birth Date Report |
Invalid SIN Report |
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Setup |
Payroll Demographics > Employee Changes |
Correct Invalid SIN in Employee Changes |
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Setup |
Payroll System Maintenance > Payroll Database Maintenance > Employer Constants |
Employer Constants Database - review |
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1 |
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Setup |
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Tech Contact |
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1 |
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Setup |
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Transmitter Number |
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1 |
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Setup |
Payroll Demographics > Employee Changes |
Edit T4 Statement field - Employee Changes |
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3 |
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Setup |
Payroll Demogrphics > Email Statement Field Changes |
Employee Email T4 Statement Changes - global T4 statement change |
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3 |
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Setup |
T4/T4A Processing > T4/T4A Tax Forms Format Profile |
T4 Tax Forms Format Profile |
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2 |
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Balancing |
T4/T4A Processing > T4/T4A Pre Validation Reporting |
T4 Pre Validation Reporting |
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4 |
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Balancing |
T4/T4A Processing > T4/T4A Pre Validation Reporting |
T4 Eligible Tax Reconciliation |
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5 |
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Balancing |
Payroll Employee Reporting > YTD Payroll Register |
YTD Payroll Register Report in 'S'ummary |
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6 |
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Balancing |
T4/T4A Processing > T4 Summary and Total Reporting |
T4 Summary & Total Reporting - select TOTALS and YTD History |
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6 |
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Balancing |
T4/T4A Processing > T4/T4A Tax Forms Format Profile |
Set up Balancing Alternate Profile (if required) |
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6 |
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Balancing |
T4/T4A Processing > T4 Summary and Total Reporting |
Re-run T4 Totalling in Alternate Profile (if required) |
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6 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > Pension Adjustment Calculation Profile |
Pension Adjustment Calculation Profile - review |
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7 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > Pension Adjustment Calculation Process |
Pension Adjustment Process - run |
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7 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > Pension Adjustment Export (Import) Process |
Pension Adjustment Export / Import (only if required) |
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7 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > BC Pension Adjustment Upload |
BC Pension Adjustment Upload (our BC customers only) |
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7 |
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Pension Adustments |
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Non-Teacher Pension PA Calculation Verification |
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7 |
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Pension Adustments |
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Teacher Pension PA Calculation Verification |
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7 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > Pension Adjustment Changes |
Pension Adjustment Changes (or additions if required) |
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7 |
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Pension Adustments |
T4/T4A Processing > T4/T4A Pension Adjustment > Pension Adjustment Report |
Pension Adjustment Report (optional) |
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7 |
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T4 Processing |
T4/T4A Processing > T4 Statement Creation |
T4 Statement Creation |
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8 |
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T4 Processing |
T4/T4A Processing > T4 Statement Print |
Test Print T4 |
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8 |
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T4 Processing |
T4/T4A Processing > Build PDF / Email T4/T4A Statements |
Test Email T4-Notification |
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8 |
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T4 Processing |
Payroll System Maintenance > Payroll Profile Maintenance > Global System Parameters > Global E-Mail Profile |
Global Email Profile (Edit - if required) |
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15 |
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T4 Processing |
T4/T4A Processing > T4/T4A Tax Forms Format Profile |
T4 Tax Forms Format Profile - adjustments if necessary |
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T4 Processing |
T4/T4A Processing > T4 Statement Creation |
Create T4 file again (caution - ONLY IF NECESSARY) |
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8 |
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T4 Processing |
T4/T4A Processing > T4/T4A Statement Maintenance |
T4 Statement Maintenance |
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9 |
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T4 Processing |
T4/T4A Processing > T4/T4A Statement Regeneration |
T4 Statement Regeneration |
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10 |
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T4 Merge (optional) |
T4/T4A Processing > T4/T4A Merge Creation |
T4 Merge Creation (if you decide to merge your T4s) |
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11 |
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T4 Merge (optional) |
T4/T4A Processing > T4/T4A Statement Maintenance |
T4 Statement Maintenance (if required) select 'M'erged T4 for changes |
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12 |
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T4 Merge (optional) |
T4/T4A Processing > T4/T4A Merge Regeneration |
T4 Merge Regeneration (if required) |
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13 |
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Distribution |
T4/T4A Processing > T4 Statement Print |
T4 Final Test Print |
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14 |
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Distribution |
T4/T4A Processing > T4 Statement Print |
T4 Statement Print - final copies |
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14 |
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Distribution |
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EPrint T4 |
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14 |
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Distribution |
Payroll System Maintenance > Payroll Profile Maintenance > Global System Parameters > Global E-Mail Profile |
Edit Global Email Profile (if required) |
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15 |
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Distribution |
T4/T4A Processing > Build PDF / Email T4/T4A Statements |
Build PDF/Email T4 Statements and Web Notification - TEST |
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15 |
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Distribution |
T4/T4A Processing > Build PDF / Email T4/T4A Statements |
Final distribution Build PDF/Email T4 Statements or Web Notification |
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15 |
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CRA Submission |
T4/T4A Processing > T4/T4A XML File Creation |
T4 XML File Creation |
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16 |
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CRA Submission |
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Parse XML files (ensure signed quote returned to atrieve if required) |
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17 |
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CRA Submission |
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Submit XML files to CRA using secure web site page |
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18 |
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Amending |
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Amending T4s - only if required |
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19 |
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T4 SUMMARY VALUES FOR T4 BALANCING: |
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(List your specific tax groups here) |
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RP0001 |
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GROUP? |
GROUP? |
GROUP? |
GROUP? |
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RP0002 |
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GROUP? |
GROUP? |
GROUP? |
GROUP? |
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RP0003 |
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GROUP? |
GROUP? |
GROUP? |
GROUP? |
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CRA T4 Employer Guide |
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Box Definitions |
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Box 14 – Employment income |
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Box 16 – Employee’s CPP |
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Box 18 – Employee’s EI premiums |
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Box 20 – RPP contributions |
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Box 22 – Income tax deducted |
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Box 24 – EI insurable earnings |
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Box 26 – CPP pensionable earnings |
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Box 28 – Exempt (CPP/QPP, EI, and PPIP) |
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Box 44 – Union dues |
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Box 50 – RPP or DPSP registration number |
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Box 52 – Pension adjustment |
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OTHER |
Code 40 – Other taxable allowances and benefits |
(edit to your applicable OTHER boxes) |
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Code ?? |
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Code 77 – Workers’ compensation benefits repaid to employer |
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Code 85 – Employee-paid premiums for private health service plan |
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Code 57 - Employment Income March 15 to May 9 |
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Code 58 - Employment Income May 10 to July 4 |
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Code 59 - Employment Income July 5 to August 29 |
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Code 60 - Employment Income August 30 to September 26 |
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NOTE: |
Merged = 1 T4 per RP# & 1 XML file per RP# |
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Not Merged = 1 T4 per payroll & 1 XML file per Payroll per RP# |
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