16. Create the CRA extract file by running the T4 XML Creation program (3,4,6,16). Your CRA files will be stored in your payroll WORK directory. The standard file name for the T4 file is FFORM#_YY_001.XML, where # is the tax group and YY is the taxation year (NOTE: if you are processing 'M' Merged T4s then do not run this process for 'R' Regular statements).
If you are processing merged T4s then you will be sure to specify that you are running the XML Creation Process for 'M' Merged statements. The standard file name for the Merged T4 file is FFORM####.Tyy where #### is the applicable payroll account number (RP number) and yy the last 2 digits of the taxation year, for T4s (Ex FFORM0001.T14). Therefore, you will have one XML file for each RP number that you have. Your merged CRA files are generated at the location pointed to by the logical SRB$OPSMRG:
Note: CRA requires the XML file name. Using a file extension of XML ensure that the last 3 positions of the file name be 001 for the first submission. If you send a second submission you would change the 001.XML to 002.XML.
Download the XML file to transfer the XML file from the location on your server to your personal computer by accessing the Download File Process from the payroll main menu (Figure 12). Alternatively, you could email the file to yourself by accessing the Payroll Email File Process from the payroll main menu.
Figure 12. (Download File Process)
17. Validate the XML file using a XML validating parser program.
CRA web site states that you must test your submission using validating parser software before you send them to the CRA: "Validating parser software verifies certain aspects of an XML document that a non-validating parser does not verify. Validating parsers check both the format and content of an XML file against our schema files. Your programmer can download validating parsers from the Internet. The software is not provided or supported by the CRA, and therefore questions must be directed to the software companies that created the validating parser."
Submissions that contain file format errors will be rejected by CRA, and all of the returns within the submission will be considered not filed.
Your IT department can assist you with this process if you choose to do the parsing in house. To validate your extract file, run an XML validating parser software program that applies the CRA schema (rules) to test your extract files. You will then get a report of any data in the extract file that violates these rules. Fix any errors by changing the data in the T4 CRA File Changes and then repeat steps 16 and 17, the creation and validation of the XML files. You must repeat this process until there are NO errors identified by the parser program. Please note that time spent assisting your IT department in running or analyzing the data from the parser program is NOT covered under your maintenance agreement and will be billed at our consulting rate.
CRA schema can be downloaded from the CRA website.
atrieveERP offers a XML parser verification service. The charge is $500 per year and covers all Payroll T4 and T4A and Finance T4A files. atrieveERP customers who are interested in having our team complete the T4 Parsing services are required to sign off on a formal PowerSchool quote. Once the signed quote is received back, we can schedule this service for you. Please contact Sales a quote if you are looking to have this service provided. We will require your order prior to Feb 7/ to guarantee the service to be complete by Feb 28.
To use our service, create your XML files for all payrolls then contact atreivePayroll support. Please include a purchase order from your district. We will run the parser program on all of your files and identify any errors that must be resolved by the district. You will then get a report of any data in the extract file that violates these rules. Fix any errors by changing the data in the T4 CRA File Changes and then repeat steps 16 and 17, the creation and validation of the XML files. You must repeat this process until there are NO errors identified by the parser program.
18. T4 Electronic submission:
Submit the T4 XML files electronically to Canada Revenue Agency using the Internet file transfer process (XML) supplied by CRA. For information on this processing please visit the CRA website.
The CRA line to Internet file transfer (XML) secure Web site page is available on the CRA website. You will require your CRA Account number and your Web Access Code to complete the identification section.
Congratulations, T4 processing is complete …. Until next year!