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This screen is used to view and edit each employee's T4 and Relevé1 (the latter for Quebec employees only) if required. Many of the cells will have information appearing automatically, based on the calculations performed by the program, however many circumstances exist where you may need to manually adjust an amount at year's end (see some examples below). Additionally, some of the options on the form need to be completed manually.
T4's can be generated for a specific year (for all applicable employees) or you can create a T4 manually as needed. For example, if an employee ceased employment and you did not wish to use the Generate T4's button to create one for all of the other employees, you would simply use the New button to add a single record.
Manual Adjustments - There are many reasons you may need to use this screen to manually adjust a Box amount at year's end. Here are just a few:
Visit the Button Descriptions help page to view detailed descriptions of every 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's text appears in a Grey color, either the command is not applicable to the current page, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).
Generate T4's - This button creates T4's (and Relevé1's where applicable) 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 T4's that have been created. Other messages may also appear indicating steps you may have to take if the procedure was not completed successfully.
Generating Relevé1's for Quebec Employees - Each time the T4 creation process is initiated via this button, any employee whose Tax Province is set to Quebec (in the Setup Employee screen) will have a corresponding Relevé1 created and added under the Edit Relevé1s screen.
Note: If you edit a manually created T4 record for a Quebec employee, its corresponding Relevé1 record will also have the updates applied. Similarly, if you delete a manually created T4 record for a Quebec employee, its corresponding Relevé1 record will also be removed.
Note: Selecting this button will overwrite any T4's for that have been previously created using the Generate T4's button. If you need to generate T4's for all employees but have made edits to one or more T4's, these edits will be overwritten. If you wish to retain such changes indefinitely, you can either export them to a spreadsheet (using the Export button) or refrain from using the Generate T4's button for the selected year once edits have been made. T4's that were created manually using the New button will remain unchanged.
The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main 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 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. This is typically the city shown on their mailing address, for T4/T4A and documentation purposes.
Download - This button allows you to produce the T4 in PDF format so that you can review its details for accuracy. When you select 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 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.
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 support special characters - e.g. O'Leary or Elkjærd.
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 T4's by their year, as opposed to scrolling through many rows of historical T4'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 T4's will appear in the table. One year later, the year end process will generate another 100 T4's 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 T4's 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 T4's 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 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 - This button allows you to view the T4 information in a popup 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).