Generating, Publishing and Amending T4 & T4A Forms
GOAL: To provide a wholistic overview of the T4 setup and generation process, re-running the T4 Process in a “trial and error” manner to reconcile and fix values as you go, and reviewing T4 Maintenance records before Publishing and Amending T4/T4As.
YEARLY SETUP:
PAYROLL > YEAR END > T4 ENTITY MAINTENANCE
**Confirm T4 Entity Maintenance configuration for current year**
GENERATION & PUBLISHING PROCESS OVERVIEW:
GOAL: To provide a wholistic overview of best practices in generating and publishing T4/T4As.
PAYROLL > YEAR END > T4 & T4A GENERATION > T4 & T4A Prelist = Y
**T4 & T4A Prelist as a preliminary run**
Note: It is common to start preliminary runs with T4 & T4A Prelist selected, as an efficient means of generating values only for each T4 Form for initial review.
- Prelist will generate significantly faster than Forms, as HRP does not need to generate the entire Form for each Employee
PAYROLL > YEAR END > T4 & T4A GENERATION > T4 & T4A Forms = Y
**Generate T4 & T4A Forms for <ALL> EMP_GROUPS**
IMPORTANT NOTE: T4 & T4A’s can be run over and over, in a sort of Trial & Error method, as it is common for boards to find values and boxes to reconcile along the way.
Each run produces PDFs, and more importantly populates a record under T4 and T4A Maintenance.
- This record will be overridden with each subsequent T4 process run for the same Tax Year
Note: Once T4/T4A’s have been fully reviewed and confirmed, you can Publish the T4(A)s, thus leveraging the most recent T4 & T4A Maintenance records.
PAYROLL > PAY PROCESS > YTD RECORD ADJUSTMENT
**Here we can see Employee YTD’s which can be adjusted if need be**
Note: As board members find values that need to be amended to each employee, YTD Record Adjustment is the main area to amend and adjust YTD values at the Employee level.
PAYROLL > YEAR END > WEB T4 & T4A MAINTENANCE
**Here we can see T4 Records per REVCAN Code for each Tax Year**
Note: After T4 & T4A Form Generation has completed, an Employee level T4 Maintenance Record will be visible within this module.
Note: Published field indicates whether or not the document has been published on the HRP Portal.
- The employee cannot see the document until Published = Y.
Additional Note: Web T4 and T4A records are only created for Employees that have consented to receiving their T4 & T4A documents on the web.
- This field is maintained on PAYROLL > EMPLOYEE > BASIC EMPLOYEE DATA module.
Click VIEW DOC for HRP to automatically load the PDF in Web Browser
PAYROLL > YEAR END > PUBLISH WEB T4 & T4A
**Here you can Publish, Un-Publish and Delete T4s and T4As, on a per REVCAN Code basis**
PROCESS > COMPLETED > PUBLISH WEB T4 & T4A ERROR REPORT
**No Errors on the Report**
PORTAL > PERSONAL > T4 & T4A > “I Agree”
**Click ‘T4’ for the current YEAR**
**Open the T4 PDF under Downloads Folder**
AMENDING T4 PROCESS OVERVIEW:
GOAL: To provide a wholistic overview of how to make amendments to T4s.
PAYROLL > PAY PROCESS > YTD RECORD ADJUSTMENTS > SAMPLE EID
**Here you can input the desired change for EID**
Sample YTD Change: Salary Recover Amount
**Salary Recover for 5,000 input and saved**
NOTE: It is important that the ENTITY_CODE used for the Other Payment is setup accordingly under PAYROLL > BOARD > OTHER PAYMENTS MAINTENANCE
**SALRECOV Other Payments Maintenance code used is Active**
PAYROLL > YEAR END > T4 & T4A GENERATION
**Amended T4 Run for Salary Recovery on EID**
Note: When Amending T4/T4A = YES, you can input multiple EE#s divided by commas.
Additional Note: If a note is required then you can add it under Amend Reason, as sometimes CRA will require a note for the reason you amended it. The note goes into the .XML file.
Once Amended T4 is confirmed, choose Add All Forms to the Web = YES
**Add All Forms to the Web = Y**
PAYROLL > YEAR END > WEB T4 & T4A MAINTENANCE
**See the Amended = Y T4 record**
PROCESS > COMPLETED > T4 FORMS
**Here you can review the T4 in question to verify the desired change**
PAYROLL > YEAR END > PUBLISH WEB T4 & T4A
**Publish T4 for REVCAN Code under Current Year**
PORTAL > PERSONAL > T4 & T4A
**Here you can see Current Year Document with Amended Date populated**
Additional Notes on new CRA T4 Changes:
- New T4 Boxes 94 + 95
94 – Indian Act (exempt income) – RPP contributions
95 – Indian Act (exempt income) – Union dues
**Add Box 94 and 95 in T4 Box column under T4 Entity Maintenance**
T4 Box 94&95 Setup Overview: Helpdesk : edsembli
- Transmitter Number
Transmitter Number field limit simply increased to 15 (the highest limit of the new options).
- bn9 = 9 numeric, example: 000000000
- bn15 = 15 alphanumeric [9 numeric, 2 alpha and 4 numeric (example 000000000RP0000)]
- trust = 1 alpha, 8 numeric, example: T00000000
- nr4 = 3 alpha, 6 numeric, example: AAA000000
**No longer mandate the use of starting with MM**
- RepID & TransmitterRepID Field
<TransmitterRepID>
<RepID></RepID>
Transmitter RepID (Representative Identifier)
- Required (if logged in using Represent a client (RAC) application)
-7 alphanumeric
</TransmitterRepID>
**<TransmitterRepID> and <RepID> need to either be populated, or not generated depending on if another customer is using “represent a client”**
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