This article covers T4s, but for other tax document queries, we compiled a list of related walkthroughs:
- Creating T4A slips and summary.
- Creating RL-1 slips and summary
- More info on the National Dental Care Plan and Box 45
Review Your Year-To-Date (YTD) Summary
A. Begin by going to Actions.
B. Then click Year End to start the T4 process.
The year end checklist will show. This is your guide to completing all the actions needed to create, distribute and file your tax slips.
C. Click Review YD.
Now you'll see an overview of your staff members and their year-to-date figures.
Your YTD Summary has been auto-created, click to review it on screen or use the ellipsis on the header to view it in XLS.
Note- The on-screen and XLS are for VIEW ONLY purposes, any changes to the XLS will NOT be saved.
D. When you're satisfied, click Continue.
Generate Your T4 Slips
E. On the checklist screen, select Generate T4.
A list of staff members will be shown with relevant T4 fields pre-filled for you.
Use the bottom scroll bar to slide across the grid, Employee and SIN will remain pinned.
F. Use the ellipsis menu on the top right of the grid view to perform any action.
Here are your options:
Add Box: If you need to report custom amounts on the employee T4 slips, use this to add a custom box number for reporting these amounts.
Change Box: Mistakenly allocated amounts to the wrong box number on your Pay Rules but made other manual changes and don't want to reset all? This field will let you change and allocate the values from one box to another.
Excel Report: Download an MS Excel copy of the on-screen values. Note: any changes performed in the XLS file will not change the T4 slips.
Reset All T4s: Regenerate your T4s from your employee YTD records. Any manual changes you have made to the slips will be removed if you select this option.
Select T4s: Select multiple employees to perform further actions.
G. Use the ellipsis menu at the end of each employee line to perform any of the following actions:
Here are your options:
View Full Slip: View a full-screen version of this employee's slip.
Edit Address: Edit the address for the employee. This will carry over to the employee's profile as well.
Edit Exemption: Change CPP/QPP, EI or QPIP exemption tags.
Exclude: Remove this slip from your records. This will not remove any data in the system for this employee, just the slip.
Reset to Defaults: Regenerate just this slip from the employee's YTD.
Full Slip View
Prefer the individual full slip view for each employee?
H. Use the dropdown next to All Employee T4s to change the view.
Use the employee drop-down or the right/left navigation bars to move to another employee.
I. Make and save any changes as needed.
Add a Slip
Adding a slip for an employee who paid in the tax year but was never added to your account can be done only from the Full Slip View.
J. Click the ellipsis on the top right of any slip and select Add New T4.
K. Fill in all boxes as needed and Save. This slip will now be added to your Summary.
To complete your T4s, navigate to All Employee T4s from your view options.
L. Select Approve Slips to move to your company summary.
Dental Box on T4s
As part of the ongoing efforts to enhance the Canadian Dental Care Plan, the 2023 tax year introduces critical changes to T4s, particularly concerning the reporting of dental benefits.
Box 45 - Employer-offered Dental Benefits:
A new mandatory box, Box 45, has been added to the T4 slips to report employer-offered dental benefits.
This box must be completed for all T4 slips, reflecting the government's initiative to improve dental care accessibility.
How to Report:
Box 45 indicates whether the employee or any of their family members were eligible for dental coverage through the employer as of December 31 of the tax year.
The reporting in this box is essential for compliance with the new requirements under the Canadian Dental Care Plan.
Accuracy in filling out this box is crucial, as it impacts the overall assessment of dental benefits for employees.
For more information about the new National Dental Benefit and how to file with PaymentEvolution, read here: https://help.paymentevolution.com/en-us/knowledgebase/article/KA-01313.
Generating your T4 Summary
Once you have completed your slips, your next step is to generate your Company Summary.
Fill in the information noted below. Pay attention to the tool tips as they can help you find the information you need.
**The total received by CRA can be found by logging into My Business Account with CRA, clicking on Payroll and then Account Balances. You will need to enter the amount CRA has reported receiving for the tax year, even if PaymentEvolution has been remitting on your behalf. Once entered your amount owed/due back to you will be auto-calculated.
If you have an amount owing or refund that you are not sure is correct please Contact Us before submitting to CRA. Our team can help with common reasons this could happen, or a Payroll Specialist can be engaged (fees apply) if you need an investigation.
M. Click Continue once complete.
Filing your T4 Slips and Summary
After completing slips and summary you must submit them to CRA. You will have 3 options available.
Automatic Submission: Submissions are made to the CRA on your behalf. This is the fastest and easiest way to file your tax slips with the CRA. Note: submission fees apply
Online Submission: Download an XML file and login to CRA and upload the files yourself. You will get a confirmation number after uploading, please retain this number for finalization of your T4s.
Manual Submission: Download a PDF of the slips and summary to manually send to CRA (i.e. file via postal mail).
The Five Slip Rule
If you choose manual submission and you have more than five slips, you may be fined by the CRA. You will see this message. In this case, we recommend Auto Submission.
Once your T4s have been filed with CRA, Publish them to ensure employees have access to them through PayChequer.
If you have filed the slips manually and did not use the automated submission service, you will need your submission number from CRA in order to publish the T4 slips to your staff. Your confirmation number can be found by logging into CRA My Business Account.
Go to Payroll on left hand menu and select the RP account.
Under View section click View Return Details
Scroll down the page and you will see a list of submitted returns. Write down the submission number for the return needed and enter this on your year end to publish slips for employees.