Payroll Canada

Both the Payroll Canada and Human Resources packages must be installed in order to generate T4s.

To generate T4s:

1. In the Navigation pane, highlight Payroll/Human Resources > Employees
2. Start the Generate T4s wizard by one of the following methods:
   • To generate T4s for all or a filtered subset of employees:
     1. Right-click the Employees folder and select Select and Generate T4s from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To generate T4s for specifically selected employees:
     1. In the HD view, select the employee(s) for which to generate T4s. You can use Ctrl and/or Shift selection to select multiple employees.
     2. Select > Edit > Generate T4s or right-click on the selected employees and select Generate T4s from the shortcut menu.
   • To generate a T4 for an individual employee from the Employee window:
     1. In the HD view, locate and double-click the employee to generate a T4 for. The Employee window opens with the employee record loaded.
     2. Select > Edit > Generate T4s.
3. Select the Options tab.

   

4. In the Begin Date and End Date fields, enter the range of dates for which to select data to include when generating the T4s. Then fill in the appropriate RPP Registration Number, DPSP Registration Number, Employment Code Attribute, and Employer Dental Code Attribute.
5. Click Next >>. ActivityHD validates the T4 information and reports any errors or warnings.

   

6. Click Next >>. In the Output tab, choose the form you want in the Design field. There are four built-in designs for T4s:
   • T4 Slips Template
   • T4 Slips Template pre-2023
   • T4 Summary
   • T4 Summary pre-2023

   

   Tip

   If you're printing hard copies of the T4 forms, correctly load the paper in the printer and print a test copy to check for proper alignment before committing to printing all the forms!

In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
8. Click Next >>. The Output tab for the T4 Summary displays. In the Output tab, choose the form you want in the Design field.

   

   Click here to find out where in ActivityHD the T4 Summary information comes from.

   

In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
10. Click Next >>. The Record tab displays.

    

11. Enter a Description to associate with the T4 records you are creating.
12. From the Notice Type drop-down list, select how to deliver T4 notices. Your options are:
    • (blank)
    • Mail
    • Email
    • Web
    • Other
13. In the Notice Date field, enter the notice date for T4 records.
14. Click Next >>. ActivityHD prompts you to confirm that you're ready to create T4 records.

    

15. Click Yes. ActivityHD creates the T4 records for each employee in your selection and attaches a PDF of each employee's T4.

    

    At this point, you can double-click the items in the right pane to drill down to the underlying T4 records.

16. Click Next >>. The Note tab displays.

    

17. Enter a Note Description for the T4 Summary note.
18. Click Next >>. ActivityHD prompts you to confirm that you're ready to create the T4 Summary note.

    

19. Click Yes. ActivityHD creates the T4 Summary note and attaches a PDF of the T4 Summary to it. The note contains references to each of the records created in the process.

    

    At this point, you can double-click the T4 Summary item in the right pane to drill down to the actual T4 Summary note.

20. Click Finish.

The XML data file of T4 information for submission to the Canada Revenue Agency is created using the Employee Create Totals wizard in conjunction with the T4 Slips XML export control.

Setup

Before you create the electronic file, do the following to prepare:

Import the T4 export control.

Create an export submitter record.

Create an export employer record.

Verify the employer account number.

Generate the electronic T4 file

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.

2. Right-click the Employees folder and select Select and Create Totals File from the shortcut menu. The Employee Create Totals File wizard starts.

   

3. On the Selection tab, define any filters to apply to the data.

4. Select the Standard Options tab.

   

5. In the Filename field, enter the path and file name for the export file or browse to the location. Append .xml as the file extension.
6. In the Export Control field, select the appropriate T4 Slips.XML file.
7. In the Export Submitter field, select the export submitter record to use for creation of the T4 electronic file.
8. In the Export Employer field, select the export employer record to use for creation of the T4 electronic file.
9. In the Begin Date and End Date fields, enter the range of dates for which to include information in the totals file.
10. In the Date field, select the type of date to use to limit employee group totals by. Your options are:
    • Check Date. Selects check lines by the date on the check which contains the check line.
    • Work Date. Selects check lines by the work date on the check line.

11. Select the Additional Options tab.

    

12. In the Submission Reference ID field, enter a string of up to eight characters to uniquely distinguish the submission file. (In the image above, the reference ID is set up in the export control as a date field; however, in general, this field need not be a date.)
13. In the Transmitter Number field, enter the electronic media transmitter number assigned to you by the Canada Revenue Agency (CRA). The transmitter consists of the letters "MM" followed by a six-digit number (e.g., MM999999). If you are a new transmitter and have not been assigned an electronic media transmitter number, call the CRA at 1-800-665-5164.
14. In the DPSP Registration Number field, enter your deferred profit sharing plan registration number.
15. In the RPP Registration Number field, enter your registered pension plan registration number.
16. In the Taxation Year field, enter the year for which you are submitting T4 information.

17. Select the Check Line tab.

    

18. On the Check Line tab, define any conditions you want to apply to the check line data.
19. Click Create File. ActivityHD notifies you that the file was created successfully.
20. Click OK.

Validate the XML file

Before you submit it, you should validate the XML file. To do so, download the schema and validating parser from the CRA. The CRA website also recommends several XML editors which provide a validating parser.

The following steps describe in general terms how to validate the file:

1. Download the XML schema zip file from the CRA.
2. Unzip the file.
3. Copy the .xml file created by ActivityHD to the directory where you unzipped the schema.
4. Open the .xml file in an XML editor and run the editor's XML validation option.

Submit the XML file

Before you can file online, you need a web access code (WAC). If you do not already have a WAC, you can apply for one here.

Once you have a WAC and your file is prepared, go here to transfer the file to the CRA.

The Generate Canadian ROE File wizard produces the ROE bulk transfer file for uploading to the Service Canada ROE website to create draft Records of Employment (ROEs). Draft ROEs can be updated and submitted from ROE Web.

Before you can generate the ROE file, some preparation is necessary.

• Create a group to calculate total insurable hours: RepROEHours.
• Create a group to calculate total insurable earnings: RepROEEarn.
• Create a GL calendar with periods which match the reporting payroll period. The calendar must have periods defined for the date ranges being reported.
• Create a custom field on the Employees folder named "ROE Reason Code" with a data type of "Text" and a length of "1".

The following information is required on any employees included in the ROE file:

• Social insurance number
• First and last name
• At least one address line
• A status of "Employed" for at least one day. This implies the employee must have at least two statuses: one with the Employed checkbox marked and the last status with the Employed checkbox unmarked.

To generate the file:

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
2. Start the Generate Canadian ROE File wizard.
   • To generate the ROE file for all or a filtered subset of employees:
     1. Right-click and select Select and Generate ROE from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the data.

        

        Note

        ROE Web requires that the ROE file have fewer than 911 employees.

   • To generate the ROE file for specifically selected employees:
     1. In the HD view, select the employees to generate the ROE file for. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To generate the ROE file for a particular employee from the Employee window:
     1. In the HD view, locate and double-click the employee to generate the ROE file for. The Employee window opens with the employee record loaded.
     2. Click .

3. Select the Generate tab.

   

4. In the Canada Business Number field, enter the Canada Revenue Agency (CRA) Payroll Account Number. This is the number you use to report employees' payroll deductions to the CRA. The number has the following 15-character format: #########XX####, where "#" represents numbers and "X" represents letters. The business number must begin with 1, 7, or 8.
5. In the Contact Name fields, enter the first and last names of the person to contact about the ROE file.
6. In the Contact Phone fields, enter the area code and phone number of the contact person. The phone number must be exactly seven digits with no formatting characters.

7. From the Pay Period Type drop-down list, select the pay period type for the employees. Your options are:

   • B: Bi-Weekly
   • M: Monthly
   • O: Monthly, non-standard
   • S: Semi-Monthly
   • E: Semi-Monthly, non-standard
   • H: Thirteen per year
   • W: Weekly
8. In the GL Calendar field, select a GL calendar which matches the reporting pay period type.
9. In the Default Last Day Worked field, enter the date to use as the last day worked for employees who do not have a termination date. This date is used when the employee's last day worked cannot be calculated.
10. In the Filename field, enter the path and file name for the bulk upload file or click to browse to the location. The file extension must be ".blk". If there is another file in the saving location with the same name, ActivityHD overwrites it with the generated file. ROE Web uses the file name to group draft ROEs.

11. Click Next >>. ActivityHD prompts you to confirm your action.

    

12. Click Yes. ActivityHD generates the file and reports its results.

    

13. Click Finish.

What's next?

The remainder of ROE processing occurs on ROE Web.

1. Sign in to ROE Web.
2. Following the instructions on the website, upload the ROE bulk transfer file.
3. Review and update the ROEs. Since the generated file contains only the required information for the transfer, use the website to add more information such as reported vacation pay, statutory holiday pay, and other monies.
4. After you finish reviewing and updating the draft ROEs, submit them.

Note

Draft ROEs are removed from ROE Web after 15 days.