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Edit T4s (Payroll Tab)

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:

Employee Address Change - If the employee's address information changed after you created the T4s, you would use this screen to edit the corresponding boxes so that employee documentation is correctly forwarded to the employee's new location.
Employee Turns 18 or 70 years of age partway through the year - If an employee turns 18 or 70 years of age during the year, the program begins or ceases CPP deductions accordingly at the appropriate pay cycle. However, you need to manually reduce the amount shown in Box 26 to reflect the correct amount (because the program reports on all pensionable earnings for the year even though they may have changed partway through).
Missed Taxable Benefit - If an employee received a taxable benefit during the year but the amount was not reflected in the payroll, you can manually add the amount to Box 40.

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)

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.

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).

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.

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 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.

Box 14 through 56

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).

Box 14 - Employment Income - Box 14 includes salary, wages, bonuses, executor's and administrator's fees, vacation pay, honoraria, gratuities, director's fees, commissions, the value of taxable benefits (including GST/HST), taxable allowances and any other payments made directly to the employee during the year.
Box 16 - Employee's CPP - This box contains the employee's total remuneration for CPP for the year. This box should be blank if the employee did not contribute to the plan. This total must not exceed the year's maximum contribution. If an employee made contributions to both CPP and QPP, you must complete two T4 slips - one showing the income the employee earned in Québec and the QPP deducted, and the other showing the income earned and CPP deducted in the other jurisdiction.
Box 17 - Employee's QPP - This box contains the amount contributed by the employee to the QPP and must not exceed the yearly maximum contribution. If the employee made no contributions to QPP this box should be left blank.
Box 18 - Employee's EI Premium - This box contains the amount deducted from the employee's earnings for Employment Insurance (EI) Premiums. This box should remain blank if there were no deductions for the year. EI premiums paid by the employer should not be reported on the T4.
Box 20 - RPP Contributions - This box contains the total amount the employee contributed to the registered company pension plan, up to the applicable maximum. This field should remain blank if the employee did not contribute to the plan. The company pension plan must be registered with CCRA/Revenu Québec and have a registration number (of which is reported in box (50) of the T4).
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 - EI Insurable Earnings - This box contains the total amount of income for which EI premiums were deducted. This box should remain blank if a) there are no insurable earnings, b) if this box is the same as the amount reported in box (14) or, c) if the insurable earnings are over the maximum for the year. This total multiplied by the EI rate for the taxation year should equal the total premium amount reported in box (18).
Box 26 - CPP/QPP Pensionable Earnings - In most cases this box should remain blank. An amount must be shown in this box if an employee's pensionable earnings are greater than the employee's income as reported in box (14).
Box 44 - Union - This box contains amounts deducted from the employee for union dues. This could be for annual membership dues to a trade union or an association of the public servants or for dues to a parity or an advisory committee (or similar body) as required by provincial law.
Box 46 - Charitable - This box contains the amounts deducted from employees for donations to registered charities in Canada.
Box 50 - RPP/DPSR Registration# - This box contains the employee's registration number for the employee's registered pension plan or deferred profit-sharing plan.
Box 52 - Pension Adjustment - This box contains the dollar amount of benefits accrued in a year under a registered pension plan or a deferred profit-sharing plan.
Box 55 - Employer's PPIP Premiums - This box contains the total amount of PPIP premiums that were deducted from the employee who works in Quebec.
Box 56 - PPIP Insurable Earnings - This box contains the total amount of income for which PPIP premiums were deducted.

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.

Country

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

Dental Benefits (Box 45)

This cell shows the the level of employer-offered dental coverage for which the employee is eligible (whether or not the employee chooses the coverage). The value 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 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:

No dental insurance or coverage of any kind.
Payee (Single/Member coverage).
Payee, spouse and dependent children (Family coverage).
Payee and their spouse (Couple only coverage).
Payee and their dependent children (Family coverage)

Note: Terminated employees have this value set to "1" by automatically upon termination.

Download

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.

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 Province

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

Employment Code

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.

Exempt CPP/QPP

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.

Exempt EI

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).

Exempt PPIP

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.

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 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.

Manually Added

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.

Other Amount (1-6)

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.

Other Information (1-6)

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.

Payer's Account Number

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

Province of Employment

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.

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).

Transmitter Postal Code

Use this cell to specify the company's Postal Code, based on their 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).

View

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.

Void

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).

Year

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).