-
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 2015 2.5
Class document December 2015
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 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 2015
..................................................................................
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 2015
.....................................................................................
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
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 3
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 for 2015
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 2015 are to be reported on
T4 slips for 2015
regardless of when the pay period occurred in which the work was
performed. This
means that a pay period ending in December 2015 with a pay date
in January 2016
must be set up as pay period 1 of 2016. The last pay period of
2015 must be paid in
2015 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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 4
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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. 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 2016, and you are doing the
2015 T4s, then select Last in the Year section, otherwise select
Current if your payroll is
still in 2014.
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 5
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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.
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 2015 Page 6
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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.
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 2015 Page 7
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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.
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.
http://www.cra-arc.gc.ca/esrvc-srvce/rf/t4-wbfrms/menu-eng.html
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 8
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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.
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 9
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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.
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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December 2015 Page 10
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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.
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 11
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.
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 12
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 Procedures for 2015
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)
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 13
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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.
a) In the Reports module, Select… the SUPER-YE report and click
OK
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 2015 and you are checking the 2015
MPP then
the Value in the Report Layout has to show AMCUYR or INCUYR
(CUYR
indicates current year).
If your Payroll is in 2016 and you’re checking the 2015 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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December 2015 Page 14
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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.
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 15
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.
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 “2015 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 “HSCIS26” or “2015-26”, etc. This will save you the time
to change
the value of the 10 reports from “CUYR” to “LAYR”.
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 16
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.
2.2 At Year-End
1. Initialize Period
Initialize Period will cycle the cumulative figures for 2015
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 17
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.
Check that the field Current year: is 2016
Update the field Periods per year: only if the number of pay
periods for 2016 differs from 2015 (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 2015
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 2016 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 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 2015
with a pay
date in January 2016 must be set up as pay period 1 of 2016. The
last pay period
of 2015 must be paid in 2015 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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 18
This document in its entirety and any extract thereof is
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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.
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 = $11,474 for 2016), 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 2016 personal
exemptions (as
shown in Total Claim Amount in line 13 of TD1 - 2016 Personal
Tax
Credits Return).
b) For those employees who have completed a provincial TD1 form
(e.g. TD1BC 2016 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
2016 has
been changed.
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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 19
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.
If the employee is claiming the following basic personal amount
(i.e. code 1) leave the PRVCLAIM field as 0.
Province Basic Exemption
BC 10,027
ON 10,011
AB 18,451
SK 15,843
MB 9,134
NS 8,481
If the employee is not claiming the basic personal amount, then
enter the actual dollar amount of the employee’s 2016 personal
exemptions (as
shown in Total Claim Amount in line 12 of TD1BC 2016 British
Columbia Personal Tax Credits Return, TD1ON 2016 Ontario
Personal
Tax Credits Return, TD1AB 2016 Alberta Personal Tax Credits
Return,
TD1SK 2016 Saskatchewan Personal Tax Credits Return, TD1MB
2016
Manitoba Personal Tax Credits Return, or TD1NS 2016 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 2016 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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 20
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.
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
2016:
Province Basic Exemption
BC 80,600
ON 88,000
AB unavailable
SK 69,242
MB 125,000
NS 58,200
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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ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 21
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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.
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 $54,900 for the year
2016.
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 $54,900 for the year
2016.
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.
-
ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 22
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.g. If vacation accrues on a July 1, 2015 through June 30, 2016
cycle and
July 1, 2016 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 2016
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.
-
ComVida Corporation Filing T4 and T4A slips for 2015
December 2015 Page 23
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, 2016 are as
follows:
Single $75.00
Family of Two $136.00
Family of Three or More $150.00.
f) Update any other items that require changes effective January
1, 2016.
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 2015
December 2015 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 2015
December 2015 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 2015 pay slips to HTML2015, and start 2016 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 HTML2015 .
10. Backup
Perform a final permanent full backup before starting data entry
for Pay Period #1 of
2016. Label this backup “2016 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 2
nd or 3
rd 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 2015
December 2015 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 2015
December 2015 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 2015
December 2015 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 2015
December 2015 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 2015
December 2015 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: