filing t4 and t4a slips and year end procedures for 2016 2€¦ · procedures for 2016 2.5 class...
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This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Filing T4 and T4A Slips and Year End Procedures for 2016 2.5
Class document December 2016
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 2
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Contents
Contents ...................................................................................................................... 2
Filing T4 and T4A Slips for 2016 .................................................................................. 3
1.1 Preparing T4 and T4A data for T4 Electronic Submission .................................. 3
1.2 T4 Electronic Submission .................................................................................... 5
1.3 Printing T4 and/or T4A slips ................................................................................ 8
1.4 Filing the XML file over the Internet ................................................................... 9
1.5 Other filing methods........................................................................................... 10
1.5.1 Year-end Fillable Forms ........................................................................... 10
1.5.2 T4 Web forms ........................................................................................... 11
Year-end Procedures for 2016 ..................................................................................... 12
2.1 Prior to Year-End .................................................................................................. 12
2.2 At Year-End ....................................................................................................... 16
2.3 After year-end is completed, but before T4s ...................................................... 25
2.4 Flag Details and Remove Flagged Records (optional)....................................... 26
Year-End/New Year Checklist ..................................................................................... 27
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 3
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Filing T4 and T4A Slips for 2016
ComVida
Payroll 2.5 provides two main filing methods – paper or electronic
submission. The electronic method will create an XML file which can be sent to the
CRA through the internet. The CRA requires mandatory electronic filing in XML
format when employers file more than 50 (per slip type) T4, T4A, etc.
The employee always receives two copies of his/her T4 regardless of how you file
your tax slips with the CRA. One copy is retained by the employer for a minimum of
six completed years.
Note: All payments with a pay date in 2016 are to be reported on T4 slips for 2016
regardless of when the pay period occurred in which the work was performed. This
means that a pay period ending in December 2016 with a pay date in January 2017
must be set up as pay period 1 of 2017. The last pay period of 2016 must be paid in
2016 in order to correctly report on the T4 slips.
1.1 Preparing T4 and T4A data for T4 Electronic Submission
If you are submitting more than one Business Number, then you must repeat steps
1.1 to 1.4 for each Business Number.
1. In Setup | Company Info… make sure the Business No: is in the correct
format with no spaces. (Note: you must be in Exclusive Access to update the
Business No.)
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December 2016 Page 4
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only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
2. In Process | T4 Slips…
a) In the Process section, click Export data for electronic submission to
create a data file to be used in the T4 Electronic Submission v2.6 program.
b) The Print summary in the Process section gives the option to print the T4
in a summarized format.
c) If your payroll is already in 2017, and you are doing the 2016 T4s, then
select Last in the Year section, otherwise select Current if your payroll is
still in 2016.
d) Make sure to select the correct Business No (if you have more than one
Business No.), and the Specific Class if you’re using Q & U.
3. Repeat step 2 in Process | T4A Slips…
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December 2016 Page 5
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1.2 T4 Electronic Submission
T4s and T4As are processed at the same time and submitted in one file. You can
process them separately and submit them in two separate files if you wish, but
you must make sure they have different file names.
1. Call up the T4 Electronic Submission program from the Tools menu in
Payroll.
2. Update the Company Information in Setup | Company Profile… Enter the
Transmitter No: which is the magnetic media transmitter number assigned by
CRA.
Note: If the Transmitter No. is blank, then the XML file will default to the
generic transmitter number MM555555.
3. Enter the names and phone numbers for the Technical Contact and
Accounting Contact in the Contacts tab. You must provide both a Technical
contact and an Accounting contact. Normally they will be the same person,
e.g. the person who prepared the T4s is the technical contact, and the person
who normally does Payroll is the accounting contact.
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December 2016 Page 6
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4. Check the information in the Employer tab. The employer’s contribution for
CPP and EI must be entered in the Additional tab along with other
information.
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December 2016 Page 7
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5. Check the data in the Employee T4 page.
Note: Updating the Main tab in the Employee T4 window (e.g. Address,
SIN, Province, etc.) will not update the Employee T4A window, or
vice versa, if you have both T4 and T4A for the employee. You must
update both windows, or update in payroll and re-export T4 and T4A
again.
6. Select File | Print Report… to print the Employee T4 Details report when the
Employee T4 is the active window. (If you have T4As to print as well, then
repeat this step with the Employee T4A as the active window.) Check the T4
Electronic Submission Report (and the T4A Electronic Submission Report),
and verify that the entries are correct.
7. In Process | Export…
The file name is defaulted to RCTX001.XML. You can change the file
name, but the extension must be XML. For companies who have more
than one Business Number, please make sure the files have different file
names, e.g. RCTXQ.xml and RCTXU.xml
In Data type, select Original data, Amendment or Cancel as needed to
create an XML file.
Note: Amendment replaces the entire file that has already been submitted
to CRA unless you give it a different file name.
When amending or canceling a T4 for a single employee, after completing
the above necessary steps again, export a single “Amendment” or “Cancel”
slip then use CRA’s Web Forms to file the single T4 on-line.
http://www.cra-arc.gc.ca/esrvc-srvce/rf/t4-wbfrms/menu-eng.html
Update the Submission Ref ID: if necessary.
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December 2016 Page 8
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only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
A T4/T4A ELECTRONIC SUBMISSION EXCEPTION REPORT will be
printed indicating if there are errors. If any errors are found, make the
necessary adjustments and repeat the export.
8. The XML file created will have information for T4 slips, T4 summary,
followed by T4A slips and T4A summary if there are T4A data.
9. After the XML file is created, you can print the T4 and/or T4A slips.
1.3 Printing T4 and/or T4A slips
You can print the T4 and T4A slips only after an XML file is created (Process |
Export…).
1. In Process | Print Slips…
You can select both T4 Slips and T4A Slips in the Slip type section to
print both T4 and T4A slips for the selected employees.
In the Format section, Employer (1 copy per employee) is the default.
The Payroll Account Number (Business Number) will be printed. This is
the Employer’s or CRA’s copy.
Selecting Employee (2 copies per employee) will not have the Payroll
Account Number (Business Number) printed on the copies as these are the
copies for the employees. Selecting Print 2nd
page (box descriptions)
will print the back pages of the selected slips with box descriptions.
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December 2016 Page 9
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1.4 Filing the XML file over the Internet
You can file your T4 returns (i.e. the XML file) via the internet up to 150 MB, i.e.
approximately 160,000 slips. Amended tax slips may also be filed using this
method.
1. You need to verify the file before transferring it through the internet to the
CRA. In the T4 Elec Submission program, go to Process | Submit…, and
select Verify.
2. When the file has been verified OK, submit the verified file via the
internet to the CRA.
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3. If there are errors in Verify, then make sure to correct the errors and re-export
(Process | Export…) before verifying again.
Note: If the province code is incorrect you must go to the main screen
in the T4 Electronic Submission program and change the
province code in Address 2. The correct format for the 2nd
address line is City, PR (city comma space province – using the
2 character province code with no periods).
Warning: Any changes made in the T4 Electronic Submission program
will NOT be reflected in Payroll.
Reminder: If you have more than one Business Number you must repeat
steps 1.1 to 1.4 for each Business Number.
1.5 Other filing methods
1.5.1 Year-end Fillable Forms
CRA has a number of forms that can be filled out online and then printed for
submission of the paper copy. These forms include T4, T4 Summary, T4A, and
T4A Summary. The paper method of filing can be used when there are not more
than 50 slips.
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December 2016 Page 11
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1.5.2 T4 Web forms
This filing option can be used, effective January 2015, to file 1 to 100 original or
amended T4 slips. You will need a compatible browser to complete, print, and
submit a T4 information return. Detailed instructions are provided on the web
page, and computer requirements are detailed on the CRA web site.Filing
deadline and penalties
The deadline for filing the CRA T4 and T4A returns is by the last day of February
following the taxation year being filed. If you fail to meet the above deadlines, your
employer will be liable for a penalty (a minimum penalty of $100 and a maximum
penalty of $7,500, based on number of slips). You can avoid these penalties by
filing by the last day of February, even though you may have to send amendments or
corrections at a later date. Note that if the last day of February is a Saturday or
Sunday, then the slips are due the next business day.
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Year-end Procedures for 2016
2.1 Prior to Year-End
1. Print the T4 data for the current year on plain paper. This is an optional step and
is for checking purposes only.
From the Process menu, choose T4 Slips…
In Process, click Print summary to print T4s in a summarized format
In Year, click Current to print the current year’s T4s
Click the check boxes and command buttons as required
2. From the Process menu, choose T4A Slips… to print the T4A data for the current
year on plain paper. Follow the instructions as in step 1. This is an optional step
and is for checking purposes only.
Review the T4s and T4As and make any adjustments. It is easier to fix them in the
current year than when the deadline comes.
Reminder: Steps 1 and 2 are optional, but they are strongly recommended.
3. Update and print the MPP (Superannuation) Year-end report (SUPER-YE)
a) In the Reports module, Select… the SUPER-YE report and click OK
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b) Check the report’s Column settings
Click Update; select the Columns tab to make it the active window.
If your Payroll is still in 2016 and you are checking the 2016 MPP then
the Value in the Report Layout has to show AMCUYR or INCUYR (CUYR
indicates current year).
If your Payroll is in 2017 and you’re checking the 2016 MPP then the
Value has to show AMLAYR or INLAYR (LAYR indicates last year). You
will need to change all lines to either AMLAYR or INLAYR.
Hint: To change the Value column, click the Update… button, or
double-click on the line to be changed. Click the drop-down list
box in Item Value: to select AMCUYR (or AMLAYR) and click
OK.
c) Check the report’s Filter settings
Click the Filter tab to make it the active window.
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If the Columns tab has AMCUYR and INCUYR, then the Test Criteria in the
Filter tab has to have AMCUYR (not AMLAYR) in Value as well. Click the
Update… button in Test Criteria to update the Value if necessary.
Hint: You may want to have two SUPER-YE reports: Current and Last with
the correct Value column and Filter settings respectively to save the
trouble of changing CU to LA or vice versa.
d) Print and review the report
From the Process menu, click Print Reports and select Current in Records to
print the current SUPER-YE report. You can also select Preview Report from
the Process menu to view it on screen before printing a hard copy. Review the
report carefully, and make any necessary adjustments in Payroll.
Note: This step is for employers who contribute to the BC Pension Plan. It is
optional, but it is strongly recommended.
4. Set Company Information
Sign on to Payroll with Exclusive Access. If you are already in Payroll or Reports,
you have to exit both Payroll and Reports then re-open Payroll and click Exclusive
Access. From the Setup menu, select Company Info… and click on the Periods tab.
Make sure the last pay period has a “Y” in the column titled End.
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5. Backup your data
After the last payroll of the year is finished (including the printing of reports), exit
payroll and make an additional permanent backup by following your normal backup
procedures. Label this backup “2016 Payroll Year-end Backup”.
Hint: For those sites who have not run the HSCIS reports for the last quarter of the
year, it’s highly recommended to make a copy of the current data folder, and
name it “HSCIS16” or “2016-17”, etc. This will save you the time to change
the value of the 10 reports from “CUYR” to “LAYR”.
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
2.2 At Year-End
1. Initialize Period
Initialize Period will cycle the cumulative figures for 2016 from the "current year"
fields (CuYr) to the "last year" fields (LaYr) in the Employee Details Amounts tab.
Sign on to Payroll with Exclusive Access only. From the Process menu, click
Initialize Period… to open that dialog box. Ensure that All of below is selected, and
click OK.
2. Set Company Information
From the Setup menu, select Company Info… and click on the Periods tab.
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Check that the field Current year: is 2017
Update the field Periods per year: only if the number of pay periods for
2017 differs from 2016 (e.g. 27 instead of 26 pay periods or vice versa)
Check that the field Last year-end: is the ending date of the last pay period
in 2016
You do not have to update the fields Current period:, Fiscal period:,
Fiscal year-end month:, and Adjust fiscal begin:
Update all the pay period end dates for 2017 in the Date fields. Enter the
appropriate character for report accumulators of a period (P), monthly (M),
quarterly (Q) and year (Y) in the End field. Check that there is a Y in the End
field on the last pay period date. Click OK when all fields are completed.
Hint: Remember to use Shift-End to highlight the existing text in each field, then
you can just start entering the new information, and tab to the next field (or
double-click on each field to highlight existing data).
Note: All payments with a pay date in 2017 are to be reported on T4 slips for
2017 regardless of when the pay period occurred in which the work was
performed. This means that a pay period ending in December 2016 with a pay
date in January 2017 must be set up as pay period 1 of 2017. The last pay period
of 2016 must be paid in 2016 in order to correctly report on the T4 slips.
3. Update the Cycle master for the monthly cycles
From the Setup menu, select Codes | Cycle (or Ctrl+Y) to open the Cycle List.
Double click on (or highlight and click Update… for) the cycle(s) that require
modifying.
If there are any monthly cycles (e.g. codes = MONTH, MONTHE, MONTHB,
EMONTH) which are defined as all pay periods which occur at the beginning of the
month, or perhaps at the end of the month, update those codes and enter a “1” next
to the correct pay Period in the Occur field.
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December 2016 Page 18
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Note: If you made a change to the Periods per year field in the Company
Information (e.g. from 26 to 27 pay periods or vice versa), then you may
need to update the # per Year: field in each code in the Cycle List. Also
the “PERIOD” cycle itself must be changed appropriately, i.e. insert or
delete the “1” in the Occur box for Period 27.
4. Update Employee Master with personal tax exemptions
a) You may have to update the employees’ personal exemption amount. In the
Employee Master, click the Numbers tab and update the CLAIM field if the
employee has changed his/her federal claim amount for the year 2016.
If the employee is claiming the basic personal amount (i.e. Federal Claim
code 1 = $11,635 for 2017), leave the CLAIM field as 0.00000 (or 0).
If the employee is not claiming the basic personal amount, then enter the
actual dollar amount of the employee’s 2017 personal exemptions (as
shown in Total Claim Amount in line 13 of TD1 - 2017 Personal Tax
Credits Return).
b) For those employees who have completed a provincial TD1 form (e.g.
TD1BC 2017 British Columbia Personal Tax Credits Return), you will have to
update the PRVCLAIM field. In Employee Master, click the Numbers tab
and update the PRVCLAIM field if the total claim amount for year 2017 has
been changed.
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December 2016 Page 19
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
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If the employee is claiming the following basic personal amount (i.e. code
1) leave the PRVCLAIM field as 0.
Province Basic Exemption
BC 10,208
ON 10,171
AB 18,690
SK 16,065
MB 9,271
NS 8,481
If the employee is not claiming the basic personal amount, then enter the
actual dollar amount of the employee’s 2017 personal exemptions (as
shown in Total Claim Amount in line 12 of TD1BC 2017 British
Columbia Personal Tax Credits Return, TD1ON 2017 Ontario Personal
Tax Credits Return, TD1AB 2017 Alberta Personal Tax Credits Return,
TD1SK 2017 Saskatchewan Personal Tax Credits Return, TD1MB 2017
Manitoba Personal Tax Credits Return, or TD1NS 2017 Nova Scotia
Personal Tax Credits Return).
Note: If you have not received the 2016 personal exemption figures from your
employees before PP1, the CLAIM and PRVCLAIM fields can be
updated once the figures are received. The 2017 figures should be
entered upon receipt; otherwise the system will calculate employee Tax
deductions based on the personal exemption figures entered in the
Employee Master.
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
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5. Update Item Masters for any values that may have changed
From the Setup menu, select Codes | Item (or Ctrl+I) to open the Item List. Double
click on (or highlight and click Update…) the item(s) that require modifying. This
would include WCB (WSIB) Employer Contribution, MPP (superannuation), EI (Q
& U), and Vacation Accrual Prior and Current items.
a) WCB (WSIB) Employer Contribution item (usually item #8950)
i) In the Item List, Select… the WCB (WSIB) Employer item.
ii) Click the Variables tab and update in Numbers (var 1) the maximum
assessable earnings in MAX (or MXERN), and the rate in WRATE.
b) Note: The maximum assessable earnings (MAX or MXERN) for 2017:
Province Basic Exemption
BC 81,900
ON 88,500
AB unavailable
SK 75,086
MB 127,000
NS 59,300
i) If you have more than one WCB (WSIB) employer item, you will need to
update each of them to reflect the changes.
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and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
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c) MPP (superannuation) items (usually items #6700 & 6701)
i) In the Item List, Select… the first MPP item (e.g. 6700).
ii) Click the Variables tab and update in Numbers (var 1) the yearly maximum
pensionable earnings in YMPE to $55,300 for the year 2017.
Note: The following screen print is for sample purposes. Since the
Variables for Items (var3) or Item Type Groups (var4) for each site
are based on that site’s item list, don’t change yours to match this
example. Only make the change to the YMPE.
iii) In the Item List, Select… the second MPP item (e.g. 6701).
iv) Click the Variables tab and update in Numbers (var 1) the yearly maximum
pensionable earnings in YMPE to $55,300 for the year 2017.
d) Update the Vacation Accrual Prior and Vacation Accrual Current Items (usually
items # 8550 & 8560). Click on the Variables tab. The number assigned to
BREAK in Numbers (var 1) on this screen must be the pay period number at
which the Vacation Accrual Current will roll over into the Vacation Accrual
Prior to start accumulating for the new vacation year.
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E.g. If vacation accrues on a July 1, 2016 through June 30, 2017 cycle and
July 1, 2017 falls in pay period 14, then BREAK must be defined as
BREAK = 14.00000. This way all vacation hours accrued up to period
13 will roll over into the Vacation Accrual Prior item and the Vacation
Accrual Current item will start accruing from period 14.
If the value currently assigned to the variable BREAK is incorrect for the 2017
payroll, update the pay period number assigned to BREAK in both vacation
accrual items (i.e. both prior and current accrual items).
d) If you have two EI rates, you must update your EI qualified item (usually item
#7050) and put in the new qualified rate in Numbers (var 1). You must also
update your EI DIFF item (usually item #7090) in Numbers (var 1).
Note: DIFF = the difference between the new reduced rate and 1.4
Either DIFF or 5/12 has to be entered as a negative number.
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This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
e) Update the items for BC Medical Services Plan:
The Monthly premiums effective January 1, 2017 are as follows:
Single $75.00
Family of Three or More $150.00.
f) Update any other items that require changes effective January 1, 2017.
Note that as of January 1, 2017 dependents are no longer considered when
determining how MSP is billed. The previous “Couple” rate has been eliminated
and individuals are billed based on the amount of adults in the household.
This will usually entail that anyone who was previously under “Couple” will
now move to “Family”. Additionally, single parents with dependents who were
previously billed as “Family”, should now be re-classified to “Single”.
6. Perform a backup immediately before installing the tax update according to
instructions received from ComVida.
7. Clear prior year Cheques & Pay Slips Registers (optional)
The files containing Cheques and/or Pay Slips Register data get larger every pay
period. They are not automatically deleted at Year-end. It is recommended that
these files be deleted so the new Cheque and/or Slip Register History will start at
pay period 01/2015.
a) Print the contents of the existing Cheque Register History file.
i) From the Process menu, select Cheques | Register to open the Cheque
Register screen.
ii) From the File menu, click Print to open the Cheque Register - Print
screen.
iii) Enter the appropriate range in the Period/Year: fields, and set other check
boxes and command buttons as required.
Note: If Direct Deposit is used, print the contents of the existing Pay-Slips
Register History file too. From the Process menu, select Pay Slips |
Register to open the list box of Pay Slip Registers. Then from the
File menu, click Print to open the Pay Slip Register - Print
dialogue box. Enter the appropriate range in the Period/Year: fields,
and set other check boxes and command buttons as required.
If you have saved the Cheque and/or Slip Registers printed every pay period,
step 6 a) can be skipped.
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 24
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
b) Using Windows Explorer, navigate to the drive and folder (directory) where
your payroll data is currently stored and display the files in the right pane of the
Explorer window. Locate the files PRCHQ.DAT, PRCHQ.IDX,
PRSLP.DAT, PRSLP.IDX, and delete them.
You can delete the files from the DOS prompt as well. From the DOS prompt,
type
F: (if your Payroll is F: drive)
CD\HR\DATA (if your Payroll is in \HR\DATA)
DEL PRCHQ.* (delete both PRCHQ.DAT and PRCHQ.IDX)
DEL PRSLP.* (delete both PRSLP.DAT and PRSLP.IDX)
8. Clear prior year audit files (optional)
If you have been using the Audit files in Payroll, you may find that the files are
getting quite large. Because data is written to the Audit files throughout the year,
the files can grow significantly if you have the full auditing turned on. If you
wish to start the year off with new Audit files, you may delete the existing audit
files and they will be recreated when you go into Payroll.
Using Windows Explorer, navigate to the drive and folder (directory) where your
payroll system is currently stored and display the files in the right pane of the
Explorer window. Locate the files listed below and delete them.
You can delete the files from the DOS prompt as well. From the DOS prompt,
type
F: (if your Payroll is F: drive)
CD\HR\DATA (if your Payroll is in \HR\DATA)
DEL PRAADJ.* (delete both .DAT and .IDX files) DEL PRAARC.*
DEL PRACOM.*
DEL PRACYM.*
DEL PRADPM.*
DEL PRADTL.*
DEL PRAEMM.*
DEL PRAHST.*
DEL PRAITM.*
DEL PRATRN.*
DEL PRAWRM.*
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 25
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
9. Clear prior year HTML folder (optional)
If you have been emailing pay slips to the employees, you may find the HTML
folder gets quite large. You may want to rename the HTML folder that contains
the 2016 pay slips to HTML2016, and start 2017 with a new HTML folder. The
HTML folder will be created when you run the next email pay slips.
Using Windows Explorer, navigate to the drive and folder (directory) where your
payroll program folder is currently stored. Locate the HTML , right click on it and
rename to HTML2016 .
10. Backup
Perform a final permanent full backup before starting data entry for Pay Period #1 of
2017. Label this backup “2017 Payroll Start of New Year Backup”.
2.3 After year-end is completed, but before T4s
1. Employee’s information
a) Make sure the employees in Employee Master are entered with the last
name, followed by first name and initials, e.g. DOE, John H
b) Make sure you have a SIN entered for every employee.
c) If you are filing T4s by paper submission, then the employee’s postal code
can be entered on the 2nd
or 3rd
line of the Address. If you are filing T4s
and T4As by electronic submission, or you have to report the employee
addresses to BC Pension Corp, then the employee’s postal code must be
entered on the 3rd
line.
For T4 and T4A electronic submission, the correct format for the 2nd
address line is City, PR (city comma space province – using the 2
character province code with no periods). The 3rd
line must contain the
postal code.
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 26
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
2.4 Flag Details and Remove Flagged Records (optional)
If you have been using ComVida
Payroll for more than two years, you may find that the
Employee Details tab contains a lot of Amount records that are no longer used. If these
Amounts records are all zero, you can use the Flag Details process (Process | Flag
Details…) to flag them. Once flagged, you can remove them by selecting Remove
Flagged Records… from the Process menu.
Please be aware that this process will remove all zero details, including details that may
be added to the employee for future calculations, but have not yet been used. Therefore,
we recommend that you remove those flags before running Remove Flagged Records.
1. Back up the Payroll data.
2. Select Process | Flag Details…
If templates are set-up for creating new employees, after running the Flag Details
process you will need to remove the flags in the templates. Also remove the flags
on details that should not be removed from the employees’ amounts (e.g. 0799
and 6701).
3. Select Process | Remove Flagged Records. Also check Remove expired History
and Archive records.
This process will remove flagged records from all data files, with the exception of
employees who still have amounts, history, cheques or pay slips, and amounts that
have nonzero values.
Note: this process may take several hours.
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 27
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Year-End/New Year Checklist
START-UP ACTION TO BE TAKEN DONE
Create year-end reference file □
Determine which forms will be required (T4, T4A, RL-1, NR4)
Download guides and forms from CRA □
Download guides and forms from RQ □
Hold year-end meeting with stakeholders (IT, HR, Finance) □
BALANCE & RECONCILE
ACTION TO BE TAKEN DONE
Balance payroll tax account remittances to payroll register □
Reconcile payroll bank account for outstanding entries to payroll □
Manual cheques □
Void/cancelled cheques
Update any manual or cancelled cheques to payroll □
Conduct self-PIER audit of CPP/QPP, EI and QPIP deductions □
Remit outstanding CPP/QPP, EI and QPIP with or before final remittance for tax year
Run test T4/RL-1 slip and summary report □
Balance T4/RL-1 report to payroll register – validate earnings and deductions are report in correct boxes
Ensure accurate social insurance numbers are reported □
Update WCB/CSST awards reimbursed to employer
PENSION ADJUSTMENT
ACTION TO BE TAKEN DONE
Validate pensionable earnings per company plan document
Calculate pension adjustment
RPP registration number reporting in Box 50 for all plan members
Reporting of taxable refunds if necessary
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 28
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
TAXABLE BENEFITS
ACTION TO BE TAKEN DONE
Taxable benefits reported each pay when received or as enjoyed
Process taxable benefit adjustments eg. Company car benefits
Validate benefits are reported in all required boxes on tax slips □
FILING PROCEDURES
ACTION TO BE TAKEN DONE
Choose filing method (paper, on-line, XML)
Make note of filing deadlines and penalties for non-compliance
Establish policies & procedures for amending or cancelling slips
File slips and summaries with CRA
File slips and summaries with RQ
JURISDICTIONAL REPORTING
ACTION TO BE TAKEN DONE
Employer health tax returns
Workers compensation annual reconciliation/return
Northwest Territories / Nunavut Payroll Tax return
RQ annual summary
Commission des norms du travail (CNT)
Workforce Skills Development and Recognition Fund (WSDRF)
Complete Formulaire Declaration des activities de formation (Quebec employers who pay WSDRF are required to complete)
YEAR-END ACCOUNTING
ACTION TO BE TAKEN DONE
Year-end accruals
Reconcile all payroll related GL accounts
Validate earnings and deductions are charged to correct GL cost center account
TAXABLE BENEFITS
ACTION TO BE TAKEN DONE
Taxable benefits reported each pay when received or as enjoyed
Process taxable benefit adjustments eg. Company car benefits
Validate benefits are reported in all required boxes on tax slips
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 29
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
SET-UP FOR NEW PAYROLL YEAR
ACTION TO BE TAKEN DONE
Review payroll calendar for payroll processing/pay day conflicts (statutory holidays etc.)
Weekly or bi-weekly pay frequency watch for 53/27 pay year
how will CPP/QPP exemption be handled
are any taxable benefits or deductions affected
Distribute new payroll cut-off schedule to HR, timekeepers, managers & Supervisors and union if necessary
Carry forward balances
vacation accruals
banked overtime
unused sick days ( if carry forward allowed)
outstanding loans payable
garnishment balances
Update TD1 basic annual exemption
Remind employees to file new TD1 for additional tax credits
Remind commission employees to file new TD1X / TP1015.R.13.1-V
Communicate new year CPP/QPP, EI and QPIP statutory deductions rates and maximums
ComVida Corporation Filing T4 and T4A slips for 2016
December 2016 Page 30
This document in its entirety and any extract thereof is confidential and contains proprietary information of ComVida Corporation
and/or its affiliates or subsidiaries and may contain information that is privileged and protected from disclosure by law. It is intended
only for the use of the individual or organization to whom it was expressly provided by ComVida Corporation. Do not copy, reproduce or publish, in whole or in part, without the express written consent of ComVida Corporation.
Notes: