T4/T4A Statement Archive/Removal Process

The T4/T4A Statement Archive/Removal Process allows the T4/T4A files to be archived and removed from the system viewing area.  This option can be used to reduce a backlog of files or if T4/T4A statement files were created erroneously.

Two payroll T4/T4A Statements may exist per employee per tax group, one text statement and one PDF statement. Before the PDF build is run, each employee will have a *.TO_PDF file.  Once the PDF build has been run, each employee will have a *.EARN_TXT text file and a *.PDF file attached to their employee number. The PDF version is the only one used by the Employee Self-service.

This process can be run for to archive / remove any of the 3 file types.  If you need to remove multiple file types or tax group, you will just run this option multiple times.

All selected files are archived to the SRB$OPSARC location before the files are deleted.

The report lists the employees and the exact files removed as well as any file not found to be removed.  The header of the report will detail the save name used to archive the T4/T4A files.

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30 character description.

On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

This process records the archiving as each process is successful.  This offers a history of when and what files were archived.   Select the History icon to view this detail.

NOTE:  This process will only run in batch.

Avoid the use of the single stream batches such as OPS$BATCH, if possible.

T4 or T4A Statements

Select to archive T4 or T4A statements.

Regular or Merge

Select to archive regular or merged T4/T4A statements.

When Regular T4/T4A  was selected:

Tax Group

Select 6, 7 or 8 to specify the correct taxation number.

When Merged T4/T4A  was selected:

RP Number

Enter the applicable four-digit RP Number.

Year To Archive Statements    

Enter the four-digit year of the T4/T4A statements to be archived/removed.

Select Type of Statement To Be Removed

Select ‘T’ to archive and remove the *.TO_PDF text T4/T4A files.

Select ‘E’ t archive and remove the *.EARN_TXT text T4/T4A files.

Select ‘P’ to archive and remove the *.PDF T4/T4A files.

Report All, Selected Employees Or By File

Select ‘A’ to include all employee’s files for the selected tax and file type.

Select ‘S’ to select employee individually to be included. Up to 72 employees may be entered.

Select ‘F’ to define an employee selection file. This file must be a comma separated file where the employee number is in the first column of the file.  This option allows you to tailor a list of employees to be included and allows as may employees as required.

Use the File Upload icon to load a file from your desktop or enter the disk location and name of the file to be used if the file already exists under the payroll system.

The report lists the following:

Header includes save file set name for reference.

Employee Number and Name

Employee’s file archived/removed.

Message if no file was found for selective employee.

Total employees reported.

Total files archived.

Total files deleted.

Total omissions.