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Edit T4As (Payroll Tab)

This screen is used to view and edit each employee's T4A forms, if required. Many of the cells will have information appearing automatically, based on the calculations performed by the program, however circumstances exist where you may need to manually adjust an amount at year's end. Additionally, some of the options on the form need to be completed manually.

View step-by-step tutorial

T4A's can be generated for a specific year (for all applicable employees) or you can create a T4A manually as needed. For example, if an employee ceased employment and you did not wish to use the Generate T4A's button to create one for all of the other employees, you would simply use the New button to add a single record.

Common Buttons (included on all screens)

The following command buttons appear on all screens. Choose a button to view detailed description of each command. 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). You can also view the Button Descriptions help page to see the detailed descriptions of all program button on a single help page.

Context-Specific Buttons (unique to this screen)

The following command buttons perform actions that are unique to this screen. Choose a button to view detailed description of each command. Note: If a button appears in Gray, either its function has already been applied, or the function is not applicable in the payroll's current state.

Context-Specific Buttons (unique to this screen)

The following command buttons perform actions that are unique to this screen. Choose a button to view detailed description of each command. Note: If a button appears in Gray, either its function has already been applied, or the function is not applicable in the payroll's current state.

Generate T4A's - This button creates T4A's for all of the employees in the current payroll, based on the data for the year that is selected in the drop-down list to the right of this button. Once the process is complete, a message will appear (in the notification bar above the table) showing the number of T4A's that have been created. Other messages may also appear indicating steps you may have to take if the procedure was not completed successfully.

Note: Clicking this button will overwrite any T4s for that have been previously created using the Generate T4A's button. If you need to generate T4A's for all employees but have made edits to one or more T4A's, these edits will be overwritten. T4A's that were created manually using the New button are not affected by the use of this button.

Table Columns

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, over and above the information shown in the Address cell, 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 T4A is approved and ready for viewing by the employee. If the T4A is marked as approved, it will become visible in the employee's Self-Service User Account the next time that they log in. Note: This cell updates automatically to read "Yes" when you choose the Approve All button from the Button Bar.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Box 13 through 48

Use the fields in this section to enter the appropriate amounts for each T4A-related item. These boxes correspond to the boxes that would appear on the employees actual printed form. Please visit the CRA website for complete details on each of these boxes (the general descriptions below are provided for reference only).

• Box 13 - Recipient’s Account Number - This box contains the recipient’s account number if the recipient of the reported amount is a business (sole proprietor, partnership, or corporation).
• Box 15 - Payer-offered dental benefits - This box indicates whether an employee or any of their family members were eligible, on December 31 of that year, to access any payer-offered dental care insurance, or coverage of dental services. The designation shown here is taken from the default setting for your company employees as defined in the Current Payroll - Business Accounts screen. If a given employee's coverage does not match the value shown (e.g. you have assigned Level 3 for most of your employees, but the current employee is not yet eligible for benefits), then you can adjust it here as needed.
  The options include:
1. No dental insurance or coverage of any kind.
2. Payee (Single/Member coverage).
3. Payee, spouse and dependent children (Family coverage).
4. Payee and their spouse (Couple only coverage).
5. Payee and their dependent children (Family coverage)
   Note: Terminated employees have this value set to "1" by automatically upon termination.
• Box 16 - Pension or Superannuation - This box contains the taxable part of annuity payments you paid to an employee, retired employee, or survivor or spouse of an employee out of, or under, a superannuation or registered pension fund or plan, including disability benefits paid as a life annuity.
• Box 18 - Lump-Sum Payments - This box contains the taxable part of a single payment out of a pension fund or plan including any single payment resulting from a:
  • withdrawal from the plan, retirement from employment, or death of an employee or former employee;
  • termination of, amendment to, or modification of the plan; or
  • reimbursement of any over-contributions to the plan.
    Also, enter the taxable part of any single payment out of a deferred profit sharing plan (DPSP) including a single payment due to a withdrawal from the plan, retirement from employment, death of an employee or former employee, or reimbursement of any over-contributions to the plan.
• Box 20 - Self-Employed Commissions - This box contains the amount of commissions you paid to an independent agent. Do not include GST/HST paid to the recipient on those services.
• Box 22 - Income Tax Deducted - This box contains the employee's total federal, provincial (except Québec), and territorial income tax deducted for the year. This box should remain blank if no tax was deducted. Do not include amounts deducted under a garnishee or requirement to pay order for previously assessed tax arrears.
• Box 24 - Annuities - This box contains the payments from an annuity that an individual bought with a refund of premiums from a deceased annuitant’s RRSP.
• Box 48 - Fees for Services - Enter any fees or other amounts paid for services. Do not include GST/HST paid to the recipient for these services.

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.

Download

Download - This button allows you to produce the T4A in PDF format so that you can review its details for accuracy. 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.

Email

Use this cell to enter the employee's email address that will be used to email the year-end document using the Email feature found in the Print Year End Forms screen. When you generate the year end documents, the email address will be intitally populated with the employee's email address as entered in the Employee - Setup Employee screen. (but only if the employee is set to any Status other than "Terminated"). Refer to the Email - Terminated Status note found in the Print Year End Forms screen.

Valid email addresses, such as john.smith@example.com are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the recipient's email server settings. Underscores and hyphens are permitted, but other special characters are not (e.g. #, $, !, quotes and spaces).

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 T4A was generated for the previous year. The two available states are Yes (the T4A was generated for the previous year) or No (the T4A 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 T4A's by their year, as opposed to scrolling through many rows of historical T4A's.

For example, if you have entered the year 2016 and you have completed the 2015 year-end process for your company of 100 employees, 100 T4A's will appear in the table. One year later, the year end process will generate another 100 T4A's and the list size will increase accordingly. You could then use the Sort feature to arrange your T4A display using the Last Year column and easily view the previous year's T4A's at the top of the list.

Manually Added

Check this box if the T4A was manually added for the employee. This is for administrative purposes only and can be useful if you want to differentiate from T4s that have been generated by the program, vs those who were created via manual data entry.

Other Amount (1-12)

Use these cells to enter dollar amounts that relate to other income. Each entry you make must include a corresponding entry in its matching Other Information column. For example, if you enter $2500 in the Other Amount 2 cell for Death Benefit amounts the employee has received, the corresponding Other Information 2 cell must have the 106 - Death Benefits option selected.

Other Information (1-12)

Use the fields in this section to specify the codes that relate to other income. Each code you choose must include a dollar amount in its matching Other Amount column. For example, if you specify the 106 - Death Benefit option in the Other Information 2 cell, the Other Amount 2 cell must have a corresponding dollar amount defined.

Payer's Account Number

Use this cell to enter the company's 15-character payroll program account number.

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 will be displayed, stating that the number is already in use, and that 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 T4A information in a pop-up window without having to produce a PDF in advance. The window provides a number of useful viewing options such as a text search, zoom, print and more.

Year

This cell displays year on which the current T4A is based. This year cannot be edited and is determined at the time the T4A is created (via the drop-down list beside either the New or Generate buttons).

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.