T4/T4A Statement Creation
The T4/T4AStatement Creation module is used for the initial generation of the T4 and/or T4A statements print and work files for a taxation year. You would create a new T4/T4A work file if changes are being made to the employee’s master or YTD values that need to be pulled into the work file.
The values to be produced per box and the print positions are controlled by the definitions in the T4 or T4A Tax Forms Format profile for the applicable tax group. The applicable tax form format profiles settings should be reviewed each year before beginning the T4/T4A generation process. New pay or deduction codes may need to be added to the tax form profile. The Employer Constants in the payroll database for each applicable tax group should also be reviewed yearly.
It is recommended that you run the T4/T4A Pre Validation Report and correct any issues before creating the T4/T4As. The Pre Validation Report also lists all invalid negative amounts that will be zeroed and not reported by the T4/T4A process.
Note: Following the reporting of the T4/T4A, a summary of any negative box values that will be omitted by the T4/T4A Generation process is included.
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 employer’s 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.
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 process and then the T4/T4A slip would be regenerated using these adjusted values through the T4/T4A Statement Regeneration process. This work file is year based so a new work file is created for each taxation year.
The print statement files are generated at the location pointed to by the logical ATRIEVEERP$OPSWRK using the following naming convention:
FFORM#.Eyy- where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.
AFORM#.Eyy- where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4A's.
The employer Laser print statement files are generated at the location pointed to by the logical ATRIEVEERP$OPSWRK using the following naming convention:
FFORM#.Ryy- where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.
AFORM#.Ryy- where the # is the tax group 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 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$OPSWRK using the following naming convention:
FFORM#.Tyy- where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4's.
AFORM#.Tyy- where the # is the tax group and yy the last 2 digits of the applicable taxation year for T4A's.
The CRA file is used in the generation of the XML file for submission to CRA. The contents of the CRA file may be adjusted as necessary through the T4/T4A CRA File Changes option.
Generation of Email T4/T4A files is licensed through the Global Email Profile. Each employee’s T4 STATEMENT field on the Employee Pay Master screen must be set accordingly and the logical ATRIEVEERP$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 BUILD PDF/ EMAIL T4/T4A STATEMENTS.
Process T4 or T4A
Process 'T4’ entries.
Process 'T4A' entries.
Enter Tax Group To Process [6/7/8]
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 [yyyy]
Enter the applicable four digit taxation year.
When T4/T4A Creation has already been run for the selected tax group and taxation year:
The above prompt will appear when the selected T4/T4A work file for the given tax group and year has already been generated at least once. This prompt is intended to prevent you from accidentally recreated a new T4/T4A work file after changes have been made to the work file contents.
When changes have been made to the employee’s master values (name address etc) or YTD history (Statement History Adjustments), a new T4/T4A work file must be created in order to pick up these changes.
Once all changes are made to the employee’s payroll data and changes are only to be made through the T4/T4A Statement Maintenance then you would no longer create a new work file but use the T4/T4A Statement Regeneration instead.
Enter Start Period [YYYYPP]
Enter the starting pay period for a range of periods of information to include. The first pay period for the tax year entered, as defined in the payroll calendar, will be displayed by default.
Enter End Period [YYYYPP]
Enter the ending pay period of the pay period range. The last pay period for the tax year entered, as defined in the payroll calendar, will be displayed by default.
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.
Enter <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.
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 employer's laser AFORM#.Ryy or FFORM#.Ryy (where # is the tax group and 'yy' is the last two digits of the taxation year) may be printed separately as necessary.
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.
T4 = 32 or 96
T4A = 42
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.
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.
When T4 entries are being processed:
The current settings of the Maximum CPP and Maximum EI values, as per the selected T4 Tax profile are displayed to allow a visual verification of the correct value per taxation year.
Accept to continue or Cancel to exit and adjust the applicable T4 Tax profile.
The following is a series of possible error messages produced by T4/T4A Statement Creation processing, and what should be done to correct the problem:
Profile Record Is Incorrect - Please Check
For valid keywords, commas, and syntax"
Look At Code_Word ON LINE ## COLUMN ##
There is an invalid entry in the box contents of the tax forms parameters. The error could be a missing comma at the end of a line, a code word that is not spelled correctly, or a missing or invalid character code identifier. Verify you have not used the letter O instead of Ø.
'Employer constant not found'
Verify that the Employer Constants in the database has been set-up for the tax group being used.
'Invalid province in employer constants'
The 2 character province code, field 10 in the Employer Constants, is empty or incorrect. A list of valid province codes is included with the documentation for the Employer Constants.