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Edit RL-1s (Payroll Tab)

This screen is used to view, edit or generate RL-1s for Quebec employees. Many of the cells will have information appearing automatically, based on the calculations performed by the program. Some options will have to be completed manually.

Quebec employees - Employees who work in Quebec will have their RL-1s appear on this screen automatically each time the Generate T4 button is selected in the Year End - Edit T4s screen. Note: The employee must have his/her Tax Province set to Quebec in the Employee - Setup Employee screen in order to have a RL-1 generated.
Manual RL-1s - RL-1s can also be generated and edited manually as needed by selecting the New button to insert a new row in the table. Refer to the help description for the New button below for more information.

View step-by-step tutorial

Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

Context-Specific Buttons (that are unique to this screen, or that require additional instruction)

New - Use this button to create a manual RL-1 and corresponding T4 for the year that is selected in the drop-down list to the right of this button. Manually created RL-1 forms are useful when a given employee has not already had one generated for them by the program (RL-1s are generated automatically for Quebec employees when you choose the Generate T4s button on the Edit T4s screen). To avoid generating all new T4s for all employees in the payroll, you would simply use the New button on this screen to add a single RL-1 record.

Note: Deleting a manually created RL-1 record will also remove its corresponding T4 record (shown on the Edit T4s screen).

The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Additional Address Info

Use this cell to enter additional address information that may be useful. This could include complete delivery designations or multi-unit indicators such as STE 208 (Suite 208), APT 33 (Apartment 33), etc., when applicable.

Address

Use this cell to enter the physical address (where applicable) at which the employee resides. The address can be entered as one entity (e.g. 698 South Street or Suite 3 - 600 South Street).

Approved

Check this box if this employee's RL-1 is approved and ready for viewing by the employee. If the RL-1 is marked as approved, it will become visible in the employee's Self-Service User Account the next time that they log in.

Box A through W

Use the fields in this section to enter the appropriate amounts for each RL-1-related item. These boxes correspond to the boxes that would appear on the employees actual printed form. Visit the Revenu Quebec website for complete details on each of these boxes.

City

Use this cell to enter the city in which the employee resides. This is typically the city shown on their mailing address, for T4/T4A and documentation purposes.

Code (Case O)

Use this cell to enter the code for other income that cannot be reported elsewhere on the RL-1 slip. Enter the appropriate alphabetic code in the cell to indicate the income type, then enter the actual income amount in the O-Autres revenus cell.

Code du Relevé

Use this cell to specify if the RL-1 is original, amended or cancelled. The three allowable codes are: "R" (for an original RL-1 slip), "A" (for an amended slip) and "D" (for a cancelled slip).

Country

Use this cell to specify the employee's country of residence. The program currently supports either Canada or the United States.

Download

Download - This button allows you to create the RL-1 in PDF format so that you can review its details. When you click the button, the program calculates the data and the results are then presented in a PDF file. Depending on your browser settings, any of the following three may occur; 1) the PDF file may open in a window for you to view, 2) the file may be sent to your Downloads folder where you can access it for viewing, 3) you may be presented with a window that will prompt you where to save the file.

Employee Number

This cell displays the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Employee Postal Code

Use this cell to specify the employee's Postal Code, based on their Canadian mailing address. The required format is two groups of three characters each, starting with a letter and alternating with a number (e.g. R2R 2R2). Note: The employee's Country setting must be set to Canada in order to use this setting.

Employee Province

Use this cell to specify the employee's Canadian province (or U.S. state) of residence.

First Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Last Name

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also supports special characters - e.g. O'Leary or Elkjærd.

Last Year

This undeditable cell indicates if the RL-1 was generated for the previous year. The two available states are Yes (the RL-1 was generated for the previous year) or No (the RL-1 was generated for a year that was earlier than the previous year). This option is provided for sorting purposes so that you can easily view many RL-1s by their year, as opposed to scrolling through many rows of historical RL-1s.

For example, if you have entered the year 2016 and you have completed the 2015 year-end process for your company of 100 Quebec employees, 100 RL-1s will appear in the table. One year later, the year end process will generate another 100 RL-1s and the list size will increase accordingly. You could then use the Sort feature to arrange your RL-1 display using the Last Year column and easily view the previous year's RL-1s at the top of the list.

No du dernier relevé transmis

If you are submitting an amended slip, use this cell to enter the number of the last slip that was filed.

Numero de référence (facultatif)

Use this cell to enter an reference number that you wish to include as an additional means of identifying the employee. This cell is optional.

Montants complémentaires 1-4

Use these cells to enter dollar amounts that relate to special employment income, e.g. employment commissions, taxable allowances and benefits, deductible amounts and other entries. Each entry you make must include a corresponding entry in its matching Renseignements complémentaires column. For example, if you enter $500 in the Montants complémentaires 2 cell for income the employee has received under a profit-sharing plan, the corresponding Renseignements complémentaires 2 cell must have the D-2 option selected.

Renseignements complémentaires 1-4

Use the fields in this section to specify the codes that relate to special employment income. Each code you choose must include a dollar amount in its matching Montants complémentaires column. For example, if you specify the D-2 option in the Renseignements complémentaires 2 cell (for income the employee has received under a profit-sharing plan), the Montants complémentaires 2 cell must also have the corresponding dollar amount defined.

Sequential Number

* This feature is under development. This Sequential Number is associated with a paper RL slip provided by Revenu Quebec or via a computer-generated RL slip (series of sequential numbers provided to software developers only).

Social insurance number

Use this cell to enter the employee's Social Insurance Number (SIN). This number is validated and must adhere to the required 9-digit format. Note: If you enter a SIN that is already used by another employee, a warning message wil displayed that the number is already in use, and the new SIN will not be accepted.

Additional Notes:

If this cell is left blank (e.g. the employee has not yet been issued a SIN, or the employee has not yet provided you with their number), the program will not issue a warning message. However, the ommision will be noted if you run the Calculation Review Report. Further, you can calculate payrolls and work with the program, but remember that the SIN is required for ROE's and T4s.
If an employee does not provide a SIN, employers must prove that they have made a reasonable effort to collect it, such as making a written request to obtain the SIN. While waiting to receive your employee’s SIN, you must continue to deduct remit and report deductions for the employee.
Social Insurance Numbers that begin with a 9 are temporary numbers. If you assigned a temporary SIN when the employee was created, you should check with the employee to see if they have since received a permanent number (and then enter the permanent number here).

View

View - This button allows you to view the RL-1 so that you can review its details. When you click the button, the RL-1 will appear in a pop-up window. The window contains various controls that allow you to perform common tasks such as printing, downloading and searching.

Year

This cell displays year on which the current RL-1 is based. This year cannot be edited and is determined at the time the RL-1 is created.

Zip Code

Use this cell to specify the employee's Zip Code, based on their U.S. mailing address. The required format is one group of five numerical characters (e.g. 90210). Note: The employee's Country setting must be set to United States in order to use this setting.