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This screen is used to view and edit each employee's T4 information. The information in each cell is populated automatically, based on each employee's payroll information. You can also edit certain cells if you need to adjust an amount at year end.
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T4s can be generated for a specific payroll year for each employee who earned income that year. You can also create a T4 manually if needed (e.g. an employee requires their T4 in advance of year end, or if an employee was not included in your initial T4 creation and you do not want to lose your T4 edits by generating the entire batch again).
Manual Adjustments - You can use this screen to manually adjust box amounts at year end. Here are a few common reasons:
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.
Save - Clicking this button saves all pending table changes to the program database. If a row is currently being edited, the changes will be saved and the row's checkmark (
) will remain so that you can continue making further edits.
New - This button allows you insert a new row (item) in the current table. Clicking the button adds the new row at the top of the table and activates Edit Mode so you can enter the data required for each cell. Note: If this button includes a drop-down list immediately to its right, you must first select an item from the list so that the new row will be based on the chosen list item.
Delete - Clicking this button removes the current row from the table. If you have multiple rows selected, all of the rows will be removed. When you click the button, you are prompted to make sure you want to delete the item(s) as the action cannot be undone.
Important Considerations - While most program screens allow you to delete a row easily, some screens contain items that require special consideration before deleting:
- Employees - When you delete an employee from the Payroll tab's Employee - Setup Employee screen, the employee will no longer be visible on any screen in the Payroll tab other than the Employee - Status Parameters screen (the latter screen is required so that the employee can undeleted if necessary). If you delete an employee from the Employee Database, the employee is irretrievable. Refer to the Deleting Employees tutorial for more information.
- Linked Items - Care should be taken when deleting an item(s) as they may be associated with other items in your database. If you attempt to delete an item and receive the following message: "Cannot delete <item> because it is linked to the following item:", it means that the item is associated (linked) with another item in the program. The item cannot be deleted until you remove the link/association between the two items. Refer to the Deleting Linked Items help page for more information.
- Sub Rows - Some screens contain sub-rows that will appear under the main row that you are deleting. If you see an Expand icon (
) at the leftmost side of the row, you may wish to expand the main row to ensure that you are deleting the proper items. Note: If you are presented with an error message stating that "the first item should be deleted last", it indicates that you must delete all of the sub rows first before you can delete the main row. For screens that offer a Trash icon (
) to the left of the main row, you can choose the icon to remove the row and all of it's sub-rows in one action.
Reload - Clicking this button refreshes the browser page and replaces the data in the current screen with the last saved copy from the database. This is useful if you have made a number of changes to a row and wish to discard them all in one operation. Note: Remember that eNETEmployer saves the changes to a row each time a new row is selected. Thus, if you edit three rows in succession and then select the Reload button, only the third row will be restored.
Tools - Clicking the button displays a drop-down menu with special data functions that are available for the current screen. Depending on the which screen you are viewing, the options may include any of all of the following:
- Audit - This option opens the History window that displays a list of changes that have been made to the current row. Changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.
- Backup - This option creates a backup file that contains your complete company database (from all program modules, including Payroll, HR, Recruitment, etc.) - including all of the necessary information required to restore your data to the last program state when the backup was created. Depending on your browser settings, the backup file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Click here to view a detailed description of the Backup command.
- Export - This option saves the current table's data to a semicolon-separated file that can be opened in a spreadsheet program. The export function is carried out immediately upon choosing the command. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Refer to the Export a File for Proper Formatting note above for more information on the export feature.
- Import - This option allows you to import data from a character-separated (comma or semi-colon) spreadsheet file. Choosing the option opens a popup window where you can specify the file to be imported.
- Messages - This option displays the Messages Log window that contains a running log of program messages that appear above the table. This log will be active for the login session, and will be cleared when you log out or the program, or if the system times out. The popup window contains thee command buttons:
- Print - This button opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.
- Copy - This button copies the full contents of the Messages Log window to your computer's virtual clipboard. If you wish to copy only a portion of the text shown, select the desired text, and then press <Ctrl>+<C> on your keyboard.
- More - This button scrolls the window so that you can view messages that appear outside of the current view. You can also use the scroll bars at the left of the window to scroll through the window.
- Print - This option opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.
- Report - Available on the Payroll tab's Payroll Processing - Calculations screen only, this option generates an interim Payroll Register report so that you can review the details of the current pay sequence.
Help - Clicking this button displays a list of the various tutorials and online help tools that are provided for the current screen. The Online Help option provides a detailed description of each column and item on the current screen. The Step-by-Step option provides a tutorial for the current screen where you can follow along with the lesson one step at a time.
Generate T4s - This button creates T4s (and RL-1s where applicable) for all applicable employees in the current payroll, 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 showing the number of T4s 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 create new T4s and will overwrite any edits that you have made to all T4s that were created using the Generate T4s button. T4s that were created manually using the New button are not affected by the use of this button.
Generating RL-1s for Quebec Employees - Each time you create T4s using this button, any employee whose Tax Province is set to Quebec (in the Setup Employee screen) will have a corresponding RL-1 created and added under the Edit Relevé 1s screen. Note: If you edit a T4 for a Quebec employee, the employee's corresponding RL-1 record will also have the edits applied. Similarly, if you edit an RL-1, its corresponding T4 will also have the edits applied. The same is true for deleting (i.e. if you delete a T4 for a Quebec employee, their corresponding RL-1 will also be deleted, and vice-versa). |
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. |
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.
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).
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Check this box if this employee's T4 is approved and ready for viewing by the employee. If the T4 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.
Approving RL-1s for Quebec Employees - Each time you approve a T4 for a Quebec employee, their corresponding RL-1 will also be approved and available for viewing in their Self-Service User Account. |
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.
Use the fields in this section to enter the appropriate amounts for each T4-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).
Use this cell to enter the city in which the employee resides.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Use this cell to enter the employee's country of residence. The program currently supports either Canada or the United States.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Download - This button allows you to produce the T4 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.
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).
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Use this cell to enter the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
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.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Use this cell to specify the employee's Canadian province (or U.S. state) of residence.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Use this cell to enter the Employment Code (T4 Box 29) if the employee falls into one of the special job categories, otherwise it may be left blank. Box 29 applies only to a few specific occupations, e.g. placement or employment agency workers, taxi drivers or drivers of other passenger-carrying vehicles, barbers or hairdressers, or fishers (self-employed). Visit the CRA website to learn more about current Employment Codes.
Check this box if this employee is exempt from paying CPP/QPP. eNETEmployer will automatically exempt employees who are under the age of 18 and who are over the age of 70. If an employee is receiving CPP/QPP benefits, they must be exempt from any further CPP/QPP deductions regardless of their age.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Check this box if this employee is exempt from Employment Insurance (EI) premiums. For example, a shareholder who owns 45% of a company would be exempt from paying EI premiums. Another example would be family members or employees with a special status (but these would require a ruling from the CRA).
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
Check this box if this employee is exempt from Provincial Parental Insurance Plan (PPIP) - sometimes refered to as Quebec Parental Insurance Plan or QPIP. Currently, only Quebec uses this deduction so it is only necessary to consider this checkbox if the employees tax province is set to Quebec.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
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.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
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.
Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
This undeditable cell indicates if the T4 was generated for the previous year. The two available states are Yes (the T4 was generated for the previous year) or No (the T4 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 T4s by their year, as opposed to scrolling through many rows of historical T4s.
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 T4s will appear in the table. One year later, the year end process will generate another 100 T4s and the list size will increase accordingly. You could then use the Sort feature to arrange your T4 display using the Last Year column and easily view the previous year's T4s at the top of the list.
Check this box if the T4 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.
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 Other Information column. For example, if you enter $500 in the Other Amount 2 cell for medical travel-related income the employee has received, the corresponding Other Information 2 cell must have the 33 - Medical Travel option selected.
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 Other Amount column. For example, if you specify the 33 - Medical Travel option in the Other Information 2 cell, the Other Amount 2 cell must also have the corresponding dollar amount defined.
Use this cell to enter the company's 15-character payroll program account number.
Use this cell to enter employee's province of employment. Depending on the nature of the employee's job, this may differ from the company's province of residence.
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:
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Note: When you generate the year end documents, this cell will automatically be populated with the employee's corresponding data/settings as defined in the Employee - Setup Employee screen.
View - This button allows you to view the T4 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.
This cell is used to specify whether the T4 should be canceled or retained. Editing the cell will display a checkbox where you can specify the two available options: Yes (the T4 is valid and will be retained) or No (the T4 is considered void and will be canceled).
This cell displays year on which the current T4 is based. This year cannot be edited and is determined at the time the T4 is created (via the drop-down list beside either the New or Generate buttons).
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.