T4/T4A Merge Creation

The T4/T4A Merge Creation module is used to combine T4/T4A statements, allowing printing, emailing and CRA submission of T4/T4As combined for a specific RP number. This process refers to the RP numbers defined under the Employer Constant data base (Payroll Account Number) for all payrolls to identify the payrolls and tax groups applicable for the defined RP number. It is recommended that when the T4 Merge is uses that all steps be done from the same payroll. Fields such as the employee's Email T4 setting, for employees on multiple payrolls, is pulled from the first active payroll, where the current payroll is the first or primary payroll.

You would create your T4/T4As per payroll including all balancing and adjustments before merging your T4/T4A statements. All values on each T4/T4A statement are combined for a single person although printing of the fields is as defined in the T4/T4A Tax Forms Format profile for the applicable tax group for this selection group from the current payroll. If you select to merge RP 0002 and that represent tax group 6 for the current payroll, then the T4/T4A Tax Forms Format profile for group 6 from this payroll would determine the print fields and positions.

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). Also, the employers copy can be generated using a different sort sequence from the employee T4/T4A print file.

This process creates a T4/T4A slip work file that contains all the T4/T4A information included on the T4/T4A slip and CRA File records. This T4/T4A slip work file may be adjusted as necessary through the T4/T4A Statement Maintenance selecting Merged and then the T4/T4A slip would be regenerated using these adjusted values through the T4/T4A Merge Regeneration process. This work file is year based so a new work file is created for each taxation year.

This T4 Merge Creation process will cap the combined CPP Earnings and EI Insurable when the code MAX followed by the applicable amount is defined in the profile used during the merge run. All capped earnings are reported in the log of the process.

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

FFORM####.Eyy - where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AFORM####.Eyy - where the #### is the RP number 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$OPSMRG using the following naming convention:

FFORM####.Ryy - where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AFORM####.Ryy - where the # is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

You may run this option with the output set to the screen, disk or to a printer. If you select output to a printer (not recommended), 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.
The CRA files are generated at the location pointed to by the logical ATRIEVEERP$OPSMRG using the following naming convention:

FFORM####.Tyy - where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AFORM####.Tyy - where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

The CRA file is used in the generation of the combined 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.

Generation of Email T4/T4A files is licensed through the Global Email Profile. The current payroll, where the merge is being processed, must have the Global Email T4/T4A profile enabled to create electronic statements. 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 Statements. For employees with statements under multiple payrolls, the employee's T4 Statement value will be taken from the first active payroll starting with the current payroll and following the payrolls as displayed on the Merge Creation input screen as well as the header of the Merge Create results. When an employee is not active on any payrolls, the T4/T4A Statement will be generated to print only. Inactive employees do not generate electronic T4/T4A Statements.

Print T4 or T4A

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

Enter the RP Number To Process

Enter the RP number to process. The RP number entered must be defined under the Employer Constants (field Payroll Account Number) for the current payroll. The Employer Constant match then determines the tax group being used for the current payroll.

Enter Taxation Year

Enter the applicable four-digit taxation year.

The payrolls T4/T4A files matching the RP and year selected are displayed. All files to be merged are displayed.

When no T4/T4A files exists for an employer constant with a matching RP number, the entry will display with a 'no file' indicator.

When T4/T4A merge creation has already been run for the selected RP number & taxation year:
The above prompt will appear when the selected T4/T4A work file for the given RP number and year has already been generated at least once. This prompt is intended to warn you when you will be overwriting a previously created merge T4/T4A file.

All changes should have been completed on the per payroll level before the T4/T4A Merge is run although the T4/T4A Statement Maintenance does allow changes to be made to the Merge information per RP number along with the T4/T4A Merge Regeneration to reproduce the print, email and CRA submission files.

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 AFORM####.Ryy or FFORM####.Ryy (where #### is the RP number 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, AFORM####.Ryy or 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 current payrolls standard tax form profile.

Enter 'A' to generate the employees T4/T4As using the current payrolls 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.