T4/T4A Amended / Cancelled Statement Processing

The T4/T4A Amended / Cancelled Statement Regeneration

module is used to generate either an Amended T4/T4A or a Cancelled T4/T4A.

The Amended process creates a print and/or email T4/T4A files as well as the CRA file of T4/T4A information for resubmission to CRA due to corrections or amendments. Using this process marks the CRA XML files with the marker that indicates this information is an Amendment to the original T4/T4A submitted. You would correct the applicableT4/T4A information per employee through the T4/T4A Statement Maintenance process and then build a new separate print file and CRA file through this process selecting only those employees you have changed. The system only maintains one email / web viewing T4/T4A file for an employee per year and tax group. This amended process will create a replacement CCCC_%%%%_YY_#####.TO_PDF file containing the modified T4/T4 information. You would then regenerate the PDF file and email if applicable through the EMAIL T4/T4A Statement process.

Note: The code word Amended can be defined under the T4/T4A Tax Forms Format Profile for printing on the Amended print files.

A Cancellation run would be used to generate the CRA XML file with the exact values as originally reported, to be cancelled. This run creates a print version which is intended for reference only. No employee T4/T4A document is created. No email statement is created. The Cancellation CRA XML file contains a header setting of ‘A’ (as it must be a secondary file) but the individual employee details on the CRA XML are marked as ‘C’ for cancel. The print file created is not to be distributed to employees as CRA does not recognize a cancelled statement in any format except the XML file. When this Cancel process is run, the word ‘AMENDED’ will be replaced with CANCELLED, again, purely for reference.

Each run of the Amended or Cancelled T4/T4A process per tax group and taxation year uses an unique Amend/Cancel number that is auto generated by the system. This allows any number of Amended/CancelledT4/T4A runs to be processed while maintaining the original print files and CRA files. The Amend/Cancel Number for a run will be displayed on the screen following the input of the taxation year. This Amend/Cancel Number is also displayed on the header of the T4/T4A print. The print statement files are generated at the location pointed to by the logical SRB$OPSWRK using the following naming convention:

AM_###_FFORM#.Eyy – where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM#.Eyy - where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4A's.

The employer Laser print statement files are generated at the location pointed to by the logical ATRIEVEERP$OPSWRK using the following naming convention:

AM_###_FFORM#.Ryy - where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM#.Ryy - where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4A's.

The CRA files are generated at the location pointed to by the logical ATRIEVEERP$OPSWRK using the following naming convention:

AM_###_FFORM#.Tyy - where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM#.Tyy - where ### is the auto generated Amend number, where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4A's.

The CRA file is used in the generation of the XML file for submission to CRA. The contents of the CRA file may be adjusted as necessary through the T4/T4A CRA File Changes option.

Although the values to be printed per box has already been determined (contents of the T4/T4A work file), the print positions can still be adjusted as necessary based on the T4 or T4A Tax Forms Format profile for the applicable tax group.

When generation of Laser T4/T4A slips is used, the employer copy of the T4/T4A is generated under a separate print file. You can define a different set of print parameters (alternate profile) as well the employers copy can be generated using a different sort sequence from the employee T4/T4A print file. Please note: The Alternate Profile option available for printing of the Employer copy can only be used to adjust print positions. All box contents are built based on the definition of the profile defined for the employee copy.

You may run this option with the output set to the screen, disk or to a printer. If you select output to a printer you must also be sure to select the correct FORM. The FORM definition tells the printer how many lines make up one page. For example, the regular T4 form contains 33 lines per statement, so the printer FORM would be defined with a 33 line page. The actual printing of the forms can also be accomplished through the T4/T4A Statement Print option after the print files have been generated.

Generation of Email T4/T4A files is licensed through the Global Email Profile. Each employee's T4 Statement field on the Employee Pay Master screen must be set accordingly and the logical ATRIEVEERP$OPST4 must be defined. A message will display at the bottom of the screen when Emailing of T4/T4A is active. For more details on emailing T4/T4A statements, refer to Email T4/T4A Statement.

Process T4 Or T4A

Process 'T4' entries.
Process 'T4A' entries.

Enter Tax Group To Process

Only tax groups 6, 7 or 8 can be chosen.

These tax groups correspond with the profiles created in Tax Forms Format Parameters as well as the group used when defining the income tax deduction. The tax group must also correspond to the Group defined on the applicable income tax deduction code.

Enter Taxation Year

Enter the applicable four digit taxation year.

Once the taxation year is entered, the next applicable AMEND NUMBER is displayed at the bottom on the screen. This amend number is used in the creation of all print and CRA files for this Amended run.

Process Amended or Cancelled Statements

Enter ‘A’ to generate Amended statements and files.

Enter ‘C’ to generate for Cancelled CRA files.

When generation for T4s was selected:

Report All OR Selected Employees

Enter ‘S’ to define selective employees to be included in the Amended/Cancelled T4 process. Selecting individual employees is the default option for Amended/Cancelled T4s.

When emailing T4 is active (for Amended only), only those employees selected with have a new email file, CCCC_%%%%_YY_#####.TO_PDF created.

Enter <REMOVE> or <PF1>D to clear the selected employees.

Enter ‘A’ to generate an Amended/Cancelled T4 for all employees in the original T4 run. You will be warned when this option is used. It is unusual to Amend/Cancel all T4s so the warning is to ensure Amended/Cancelled T4s are not create erroneously.

Enter ‘F’ to upload the employees from a preexisting ######.APA file created by running the Pension Adjustment Import Process. This SRB$OPSWRK:######.APA ascii text file contains the employee number in the first 10 characters of each record along with the applicable taxation year. All valid employees for the selected tax year, for this payroll, will be auto selected. You can view the selected employees by clicking on the person icon and picking, View Selected Employees. When AmendedT4A's are being generated:

When generation for T4As was selected:

Report All, Selected Or Non Employees

Enter ‘S’ to define selective employees to be included in the Amended/Cancelled T4A process.

When emailing T4A is active (for Amended only), only those employees selected with have a new email file, CCCC_%%%%_YY_#####.TO_PDF created.

Enter <REMOVE> or <PF1>D to clear the selected employees.

Enter ‘N’ select Non-employees added for T4A process. You will be prompted to enter the SIN of the non-employee to be amended.

Select by Income Tax Deduction Code

Selection by tax code is only required when more than one T4 or T4A tax code exists per payroll.

Press Enter when only one tax group exists for this payroll. Leave this prompt blank on a T4A run when only one T4A deduction exists on this payroll.

Enter the income tax deduction code number that corresponds to the tax group to be processed. This deduction code selection combined with the tax group selection allows you to produce T4/T4A's for each of your tax groups when more than one tax group is used in a specific payroll.

Entering a tax deduction number here will also specify the Pension Adjustment record for the specified taxation year. When the tax deduction code is not entered, the pension adjustment amount will be taken from the first record for the employee for the specified taxation year.

The T4 program has been designed to look at each employee's history period record to determine the tax code used in that historical period. Historical periods that include the specified tax code will be included in the accumulation of values for the T4 run. When a historical period does not include a tax code, that period's values are included with the last tax code that was found.

Reload the Employees' PA Amounts

Enter ‘N’ when you do not require the PA amounts to be reloaded.

Enter ‘Y’ when the PA amounts for the applicable year and tax code should be pulled from the employee’s PA history and updated onto the T4 record. This option allows for PA amounts to be refreshed as part of the T4 regeneration and thus maintaining all manual changes to the T4s.

Generate CRA Submission File

Enter "Y' to have the T4/T4A CRA file generated during this run.
Enter 'N' to omit the generation of the CRA file from this run.

The CRA file is used in the generation of the XML file for submission to CRA. The contents of the CRA file may be adjusted as necessary through the T4/T4A CRA File Changes option.

Generate Laser T4/T4A Print File

Enter 'Y' to generate the T4/T4A form in laser printer format.
Enter 'N' to generate the T4/T4A form in the old carbon copy format.

The Laser T4 and Laser T4A generate the employee's two copies per page and a separate document with the employer's laser copy is generated. The employers laser AM_###AFORM#.Ryy or AM###_FFORM#.Ryy (where ### is the Amended number, where # is the tax group and 'yy' is the last two digits of the taxation year) may be printed separately as necessary. The Laser T4A does not print the employer version on the 3rd copy of the laser form to allow for sort and print control of the employer copy.

When 'Y'es Was Selected To Generate Laser T4/T4A'S:

Generate Laser Self Sealer Print File

Enter "N' to generate the regular laser T4/T4A form in regular format.
Enter 'Y' to generate the self-sealer T4 or T4A laser format. The self-sealer print format is an 8 ½ by 14-inch form with three sections. The form contains two T4/T4A sections and an addressing area. This option will print two copies of an employee's T4/T4A and then on the third section repeat the employee's addressing and location code information. The employee's addressing information is printed on the same lines as the T4/T4A copy, although the column positioning is shifted to the right by 20 spaces. The employer print file, AM_###AFORM#.Ryy or AM###_FFORM#.Ryy, is also created but printing two different T4/T4As per page, skipping the addressing section.

When 'Y'es Was Selected to Generate Laser Self Sealer T4/T4A:

Employer Return Address on Self Sealer

Enter "Y' to have the employer address printed as a return address on the 3rd or address portion of the self sealer. The employer address information is printed using the exact same print positions as defined for the T4/T4A portion.
Enter 'N' to omit the employer address information on the 3rd or address portion of the self sealer T4/T4A. You would only omit the return address when you have another means of generating a return address.

Include T4/T4A Back Page on PDF Statements

For T4's, enter or select 'Y' es to include the T4 back page. The back page will be appended at the time the PDF document is created.
For T4A's, enter 'E' to include the English version of the back page.
For T4A's, enter 'F' to include the French version of the back page
Enter 'N' to omit the back page details when the PDF statements are generated.

Enter Number of Lines Per T4/T4A

Enter the number of actual lines per singular T4/T4A form. This value will define how many blank lines need to be printed from the last line printed on the T4 to the top of the employee's next T4/T4A.

Sort by Employee #/Name/Location

Enter 'E' to sort the employee T4/T4A slips by employee number.
Enter 'N' to sort the employee T4/T4A slips by employee name.
Enter 'L' to sort the employee T4/T4A slips by employee location.

When sort by 'l'ocation was selected:

Sort By Employee # Or Name Within Location

Enter 'E' to sort by employee number within location.
Enter 'N' to sort by employee name within location.

Sort Employer Copy By #/Name/Location

Enter 'E' to sort the employer copy of the T4/T4A slips by employee number.
Enter 'N' to sort the employer copy of the T4/T4A slips by employee name.
Enter 'L' to sort the employer copy of the T4/T4A slips by employee location.

When Sort the Employer Copy by 'L'ocation was selected:

Sort By Employee # Or Name Within Location

Enter 'E' to sort the employer copy by employee number within location.
Enter 'N' to sort the employer copy by employee name within location.

Use Regular or Alternate Profile

Enter 'R' to process the employees T4/T4As using the regular tax form profile.
Enter 'A' to generate the employees T4/T4As using the alternate tax form profile.

The use of the alternate tax form profile is intended to allow the generation of T4/T4A slips using different print positions.

When 'A'lternate Profile was selected:

Enter Alternate Profile Code

Enter a letter from A to E to determine which alternate profile is to be used.

Use Regular or Alternate Profile on Employer Copy

Enter 'R' to process the employer copy of the T4/T4As using the regular tax form profile.
Enter 'A' to generate the employer copy of the T4/T4As using the alternate tax form profile.

The employee and employer print files can be generated using different print profiles. Please note: The Alternate Profile option available for printing of the Employer copy can only be used to adjust print positions. All box contents are built based on the definition of the profile defined for the employee copy.

When 'A'lternate Profile on the employer copy was selected:

Enter Alternate Profile Code for Employer Copy

Enter a letter from A to E to determine which alternate profile is to be used in the generation of the employer print copy.