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Creating & Editing T4s

Pre-Requisites

• Ensure that all employee social insurance numbers (SINs) are accurate.
  • You can confirm this by navigating to Employees > Employee General Information > 'Basic' tab. 
• Ensure that your business number (RP number) is entered correctly. 
  • You can confirm this by navigating to Configuration > Company > Company Edit > 'Canadian Taxation' tab > EI Groups section. 
• Ensure that all employees have entered the "Employer-Offered Dental Benefits" box. 
  • You can confirm this by navigating to Employees > Employee Master Paycard > 'Compensation Summary' tab. 
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Steps to Create & Edit T4s

1. In Clarity, navigate to Forms > T4 > Create.
   
2. Select the "EI group". If you have multiple EI groups, you must create T4s separately for each EI group.
3. Select the appropriate options in the Employees to include and Name to include sections. Click "Next". 
   
4. Verify the tax form box assignments if you haven't already done so. Click "Next". 
5. Review your Information Summary and make changes if required. Click "Finish". Your T4s for the selected EI group have been created. 
6. Repeat steps 1 through 5 for each EI group, if you have more than one. 
7. Navigate to Forms > T4 > Edit Supplementaries, to review the T4 slips for employees. You can update all details within the tabs provided in each slip.
   
8. Navigate to Forms > T4 > Edit summary, to review your T4 summary.
   Note: It is your responsibility  to enter the amount of the company remittances into box 82. This value should be obtained from your accounting software!
   

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1. Navigate to Forms > T4 > Print.
   
2. In the Form to be printed section, select either 'Supplementary' (T4 slips for employees), 'Summary' (T4 summary for employers), or 'Audit Report' (identifies discrepancies or provides audit totals). 
   1. If you selected 'Supplementary', enter the additional parameters as required. 
      1. In the Optional item to be printed section, identify if you want to print the employer's address on each employee's T4 supplementary.
      2. In the Copy to be printed section, identify which copies you want to print - either the CRA copy, employer's copy, recipient's (employee) copy, or the instructions. 
      3. In the Slips to be printed section, select the first and last employee to print. You can select just one employee to print only one T4 supplementary. You can also click "Select All" to select all employees. 
   2. If you selected 'Summary', enter the additional parameters as required. 
      1. "Print Business Number" will print the EI group number (RP number) on the T4 Summary, if ticked. 
      2. "Print Employer Name and Address" will print the employer's name and address on the T4 Summary, if ticked. 
   3. If you selected 'Audit Report', identify the audit report that you want to print. 
      1. The Audit Totals report will identify the totals for each box on the T4. 
      2. The Audit Employees report will identify the totals for each box on the T4, per employee. 
      3. The EI Premium Discrepancy report will identify employees who have discrepancies between their EI premiums deducted and their insurable earnings.
      4. The EI Insurable and Pensionable Discrepancy report will identify employees who have insurable earnings or pensionable earnings that are different than their employment income. 
      5. The CPP/QPP Discrepancy report will identify employees who have discrepancies between their pension contributions and their pensionable earnings.
      6. The Bad Social Insurance Number report identifies employees who have an invalid social insurance number (SIN). 
3. Under Form Type, you can select either Blank paper or Pre-Printed Laser.
4. In the 'Paper' tab, you can identify if you want to print the T4s with margins or not. 
5. Click "Print" to print the report, or "Preview" to print-preview the report. 

E-Filing T4s

The CRA requires companies with more than 5 employees to file T4s online. The CRA has sent Account number and Web access code to all companies required to file online. If you haven’t received your access information, please contact The CRA. Paymate will not have this information.

Creating the E-File

1. Navigate to Forms >T4 > Magnetic Media Transmittal.
2. Identify the "EI Group" that you want to create the e-file for.
3. Identify your Transmitter Account Number and Transmitter RepID, if any. 
   
4. Identify the File Destination and enter the Submission Number. Click "Next". 
5. Select the "Report Type Code", either 'Original' if this is your first submission, or 'Amended' if you have already filed your T4s before. 
6. Select the "Language of Communication Indicator", either 'English' or 'French'. 
7. Enter your "Transmitter Name". Click "Next".
8. Select your "Country Code". Click "Next". 
9. Enter your Contact Person Information. Click "Next". 
10. Confirm the list of summaries and supplementaries that you want to create the e-file for. Click "Create Submission File". The file will be created and downloaded to your specified "File Location" from step #4 above.

Sending the E-File

1. In a web browser, go to the CRA's Filing with Internet File Transfer website.
2. Review the steps and click "Start Internet File Transfer (XML)". 
3. Read the Disclaimer and click "I Agree" at the bottom of the page.
4. Type in your "Account Number" and "Web Access Code" as provided to you by the CRA (please refer to letter sent to you by CRA). 
5. Click on "Continue to Step Two".
6. Click "Browse" and select file that you exported earlier. 
7. Click "Submit" to submit your e-file. 
8. Print the confirmation page for your reference.

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Please contact CRA for any issues regarding e-filing.

Emailing T4s

Pre-Requisites

• Confirm that employees who will be receiving T4s electronically have their email address setup
  • You can confirm this by navigating to Employees > General Information > 'Organization' tab in the "Email" field
    
• Confirm that employees who will be receiving T4s electronically are specified to receive these 
  • You can confirm this by navigating to Employees > General Information > 'Payroll' tab in the "Receive tax slips by email" checkbox.
    
• Confirm that the T4s have been successfully generated
  
  • You can confirm this by navigating to Forms > T4 > Edit Supplementaries and browsing for each employee slip (Part 1 and Part 2) to confirm the information and amounts.

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Steps to

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Email T4s to

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Employees

1. Go to Forms > T4 > Email.
   
2. In the Form to be printed section, select either 'Supplementary' (T4 slips for employees), 'Summary' (T4 summary for employers), or 'Audit Report' (identifies discrepancies or provides audit totals). 
   1. If you selected 'Supplementary', enter the additional parameters as required. 
      1. In the Optional item to be printed section, identify if you want to add the employer's address on each employee's T4 supplementary.
      2. In the Copy to be printed section, identify which copies you want to email - select 'Email Recipients Copy with Instructions'. 
      3. In the Slips to be printed section, select the first and last employee to email. You can select just one employee to email only one T4 supplementary. You can also click "Select All" to select all employees. 
   2. If you selected 'Summary', enter the additional parameters as required. 
      1. "Print Business Number" will include the EI group number (RP number) on the T4 Summary, if ticked. 
      2. "Print Employer Name and Address" will include the employer's name and address on the T4 Summary, if ticked. 
   3. If you selected 'Audit Report', identify the audit report that you want to email. 
      1. The Audit Totals report will identify the totals for each box on the T4. 
      2. The Audit Employees report will identify the totals for each box on the T4, per employee. 
      3. The EI Premium Discrepancy report will identify employees who have discrepancies between their EI premiums deducted and their insurable earnings.
      4. The EI Insurable and Pensionable Discrepancy report will identify employees who have insurable earnings or pensionable earnings that are different than their employment income. 
      5. The CPP/QPP Discrepancy report will identify employees who have discrepancies between their pension contributions and their pensionable earnings.
      6. The Bad Social Insurance Number report identifies employees who have an invalid social insurance number (SIN). 
3. In the 'Paper' tab, you can identify if you want to email the T4s with margins or not. You can also identify the destination and file name of which the eDelivery file will be located and named. 
4. Click "Create" to save the eDelivery file, or "Preview" to print-preview the report. Ensure that you receive the 'File successfully exported!' message.
    
5. Navigate to Utilities > eDelivery.
6. Select your preferred delivery method (either Microsoft Outlook or Direct) and click "Next".
7. Enter the "Subject" and "Body" of the outgoing email for the T4s and click "Next".
8. Select the file that you downloaded in step #4 earlier. Click "Next". 
9. In the "Selected" column, tick the checkboxes for employees whom you wish to email the T4s to. You can click "Select All" at the bottom of the window to tick all employees.
     
10. Click "Next". Click "Send Email(s)".
11. You will receive a confirmation message on the amount of emails that have been sent as well as a preview of the eDelivery.

Watch our video (2020): 

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T4 Webinar: Video