Tax Form Options

Tax Form Options
2015 Revision
Software Support
7:00am – 8:00pm Eastern Time
(519) 621-3570
1-866-7PAYweb (1-866-772-9932)
Support – Email
support@payweb.ca
yearend@payweb.ca
Website
www.PAYweb.ca
Sign on – Log In
http://login.PAYweb.ca or
http://logint.PAYweb.ca
Disclaimer
For your convenience, throughout this document, hyperlinks have been provided pointing to the appropriate
sections of the Canada Revenue Agency website. It is the responsibility of each Employer to be aware of the
correct requirements for Tax Reporting. This manual (13.1 Tax Form Options) has been provided to assist you
only with the use of the PAYweb.ca software. PAYweb.ca is not responsible for the information provided
regarding legislative specifics.
Tax Form Options
Page 1 of 35
Revision 2015
Table of Contents
IMPORTANT Information for All Clients ...................................................................................... 3
Overview & Purpose of this Manual ........................................................................................... 4
Tax Forms Options Features & Check List ................................................................................... 6
PIER Report ............................................................................................................................... 9
What Should I Do With This PIER Report?..................................................................... 9
T4 ............................................................................................................................................ 10
CRA website: Before using the Edit T4 screen............................................................. 10
CRA website: T4 Boxes and Explanations......................................................... 10
Using the Edit T4 screen .............................................................................................. 11
To select an Employee...................................................................................... 11
Selecting Multiple Employees .......................................................................... 11
Definition of Fields on the first screen: ............................................................ 11
Editing a T4 .................................................................................................................. 12
Other Information Boxes on the Edit Screen ................................................... 12
T4A .......................................................................................................................................... 13
When Do I issue a T4A?........................................................................................................... 13
Exceptions – you must also prepare a T4A if… ............................................................ 14
Reallocate Amounts in Box 28 ..................................................................................... 14
Edit T4A ................................................................................................................................... 14
CRA website: Before using the Edit T4A screen .......................................................... 14
Using the Edit T4A screen ............................................................................................ 15
To select an Employee...................................................................................... 15
Selecting Multiple Employees .......................................................................... 15
Definition of Fields on the First Screen: ........................................................... 15
Relevé 1 (RL-1) ......................................................................................................................... 17
When Do I issue an RL-1?........................................................................................................ 17
Edit RL-1 .................................................................................................................................. 17
RQ website: Before using the Edit RL-1 screen ........................................................... 17
RQ website: RL-1 Boxes and Explanations ....................................................... 17
RQ website: RL-1 slip sample ........................................................................... 17
RQ website: All forms and guides .................................................................... 17
Using the Edit RL-1 screen ........................................................................................... 17
To select an Employee...................................................................................... 17
Selecting Multiple Employees .......................................................................... 18
Edit T5018 ............................................................................................................................... 19
When Do I Issue a T5018? ........................................................................................... 19
CRA website: Before using the Edit T5018 screen ...................................................... 19
Using the Edit T5018 screen ........................................................................................ 19
Definition of fields on the first screen: ............................................................ 20
Reports.................................................................................................................................... 21
Tax Options Reports (GROUP YEAUDIT) ................................................................................. 21
What Should I Do With the T4AERROR Report? ......................................................... 25
What Should I Do With the REL1ERRS Report? ........................................................... 25
What Should I Do With the T5018AUD Report? ......................................................... 25
Electronic Tax Form Authorization ........................................................................................... 26
How to Approve your Electronic Tax Form Authorization ...................................................... 26
Tax Form Options
Page 2 of 35
Revision 2015
Summary screen ..................................................................................................................... 27
Before Approval ...................................................................................................................... 27
After Approval ......................................................................................................................... 27
Filing Information screen ........................................................................................................ 28
Shipping Information screen ................................................................................................... 28
View Reports ........................................................................................................................... 29
Approve ................................................................................................................................... 29
Electronic Authorization Messages and What They Mean ......................................................... 32
T4/T4A Messages and What They Mean ................................................................................... 33
RL-1 Messages and What They Mean ....................................................................................... 35
IMPORTANT Information for All Clients
WARNING: Adjustments that Affect Year End
PAYweb.ca is not responsible for the following Remittances for Payrolls Closed after December
31st of the Current Taxation Year or Year End Adjustments (adjustments made to the T4 File).




Tax, CPP, EI
WCB/WSIB
EHT(Ontario clients)
RQ remittances and CSST for Quebec Clients
(Even if PAYweb remits on your behalf).
You must submit any amounts owing to the appropriate Government Agency (CRA for example)
prior to their Due Date.
T4 Re-run Billing:
Tax Form Options
Page 3 of 35
Revision 2015
Overview & Purpose of this Manual
The purpose of this Manual is to show you how to use PAYweb to modify and approve your Tax Forms
(T4/T4A/T5018/RL-1).
The TAX FORM OPTIONS screens allow you to update or maintain the T4/T4A/T5018/RL-1 Print files
BEFORE the actual Tax Forms are approved. You approve your Tax Forms electronically.
If, upon completion of the Year End Reset, you discover that no adjustments or Employee changes are
necessary, approve your Electronic Tax Form Authorization. Otherwise, begin at the section on this
page titled “To Use the Tax Form Options”.
What Happens Once I Approve my Tax Forms?
 A Payroll Support Representative will produce printed copies of the Tax Forms for you and
printed or electronic copies for your Employees. The CRA copy of the T4/T4A/T5018/RL-1
forms will be electronically sent by PAYweb.ca on your behalf unless you have indicated that
you will be filing yourself.
 Your copies (Company and/or Employee) of the Tax Forms will be shipped via Courier to you,
unless other arrangements are requested. Please ensure that the shipping address and the
attention person are correct on the Electronic Tax Form Authorization screen.
Please note that there will be a tax form handling fee for processing year end documents and filing
to the government, as well as a surcharge for each employee tax form being printed or sent via Epost.
To use the Tax Form Options, do the following:
 From the Process Payroll menu, select the option Additional Features
 From the Additional Features screen, select Tax Form Options (only available once the Year
End Reset has been completed)
Tax Form Options
Page 4 of 35
Revision 2015
Some of the maintenance actions you might carry out could be:
o Adjust Taxable benefits
o Pension adjustments
o Update for Manual Cheques issued by you not processed throughout the year.
Please Note: You are responsible for the remittance of the Government monies when this
occurs.
o Correct Employee payments not processed throughout the year.
Please Note: You are responsible for the remittance of the Government monies due to these
corrections.
o Change Employee address or name
 Complete the items/tasks shown on the Tax Forms Options Checklist (see below)
 Once all adjustments (if required) are completed, approve your Electronic Tax Form
Authorization.
 A Payroll Support Representative will produce printed copies of the Tax Forms for you and
printed or electronic copies for your Employees. The CRA/RQ copy of the T4/T4A/T5018/RL-1
forms will be electronically sent by PAYweb.ca on your behalf unless you have indicated that
you will be filing yourself.
 Your copies (Company and Employee) of the Tax Forms will be shipped via Courier to you,
unless other arrangements are requested. Please ensure that the shipping address and the
attention person are correct on the Electronic Tax Form Authorization screen.
Please note that there will be a tax form handling fee for processing year end documents and filing to
the government, as well as a surcharge for each employee tax form being printed or sent via E-post.
Tax Form Options
Page 5 of 35
Revision 2015
Tax Forms Options Features & Check List
#
1.

ITEM
 PIER Report - PIER Report should have been generated, reviewed and adjusted
prior to the last payroll of the year
o
o
o
When the Year End Reset has been completed, you may access the PIER Report
through the Tax Forms Options screen
Use the Edit T4 option to make any Adjustments
Print PIER Report to ensure that there are no discrepancies with remittance
totals
You can find out more about the PIER REPORT later in this document. You can also login
to PAYweb and access the 2015 Guide to Understanding the PIER Report manual from
the Manuals button at the top of any screen.
2.
 Edit T4 (if applicable) option allows the modification of each Employee’s T4
information
o
Edit T4 option also allows you to enter any additional Employees who were not
part of the payroll for the Current Taxation Year
You can find out more about the Edit T4 section later in this document by using the
following link: Edit T4
3.
 Edit T4A (if applicable)option allows the modification of each Employee’s T4A
information
o
Edit T4A option also allows you to enter any additional Employees who were not
part of the payroll for the Current Taxation Year
You can find out more about the Edit T4A later in this document or by using the following
link: Edit T4A
4.
 Edit RL-1 (which only appears if you have Province of Quebec Employees) option
allows the modification of each Employee’s RL-1 information
o
The Edit RL-1 option also allows you to enter any additional Employees who
were not part of the payroll for the Current Taxation Year
You can find out more about the Edit RL-1 later in this document or by using the
following link: Edit RL-1
5.
 Edit T5018 (if applicable) option allows the modification of each Payee/Contractor’s
T5018 information
o
Edit T5018 option also lets you enter any additional Employees who were not
part of the payroll for the Current Taxation Year
You can find out more about the Edit T5018 later in this document or by using the
following link: Edit T5018
Tax Form Options
Page 6 of 35
Revision 2015
#
6.

ITEM
 Create ALL Tax Form Audits option will generate AUDIT and ERROR reports (if any)
that apply to your Year End. These reports are generated in GROUP: YEAUDIT.
o All of the reports must balance to your last payroll
o Identify and correct all information on the ERRORS report for each Tax Form
o Once the corrections are made ALL reports will be regenerated for your review
o There should NOT be any ERROR reports. If you are unable to get the SIN
number from the recipient then the ERROR report will be generated. You may
leave the SIN number blank but you should be able to show that you made a
reasonable effort to get the SIN number from the recipient.
o If you have attempted to resolve all of the errors, and are not able to get the
information, you may continue.
o You can find out more about the Create ALL Tax Form Audits option later in this
document.
7.
 Create RL-1 Summary – for Clients with Quebec Employee’s only – Refer to the
Create RL-1 Summary Manual (found on the Manual Page of PAYweb) for details
on how to use this option.
8.
 WCB Report option generates your annual WCB Report which displays the Total T4,
Assessable, and Exempt Earnings as well as Excess Earnings. This report is based on
the Year-To-Date information from the payroll just prior to the Year End Reset. Any
modifications made to the T4 from the Tax Form Option screen will have to be
manually added to the results on this report.
 In other words any adjustments to the T4 files will not be reflected in this report.
 This report is generated as part of the Report Group YREND
9.

10.
Pay Period List option will generate your pay period list for the prior taxation year.
 View Reports option is also available on other Menus
o Reports that were generated from this Menu will be displayed
o Additionally, any outstanding reports that you have not printed from any
other options in the system will be available here
o Reports that are generated from the Tax Forms Options Screen (except the
WCB Report) are located in group YEAUDIT
For further details of the reports refer to the Tax Option Reports descriptions later in this
document
Tax Form Options
Page 7 of 35
Revision 2015
#
11.

ITEM
 Review and Approve your Electronic Tax Form Authorization (see below for details)
WARNING: All errors on the ERRORS reports must be corrected before approving
the Electronic Tax Form Authorization
 If you would like to produce the T4 slips yourself, please inform PAYweb.ca in
writing. Send an e-mail to yearend@payweb.ca or fax to attention YearEnd
WARNING: If you choose to produce the T4 slips yourself, you will have to submit
the Government copy of the T4 Slips and the T4 Summary yourself. PAYweb.ca will
not submit on your behalf.
 To Approve your Electronic Tax Form Authorization:
1. From the Process Payroll Screen or the Tax Form Options screen shown
earlier in this document, click on Electronic Tax Form Authorization.
2. Review (and modify if necessary) the information on the Summary, Filing
Information, and Shipping Information screens.
WARNING: You will NOT be able to Approve without visiting all 3 of these screens
during THIS session (that is, you CANNOT review 1 or 2 and then come back another
day and review the last and then approve. You must review ALL THREE screens at
once.)
 Click on the Approve button (you will not be allowed to click on this button if the
forms are incomplete).
 After you have approved your Electronic Tax Form Authorization, a Payroll
Support Representative will be notified automatically and will produce printed
copies of the Tax Forms for you and printed and/or electronic copies for your
Employees. The government copy of your tax forms will be electronically sent by
PAYweb.ca on your behalf unless you have indicated that you will be filing
yourself.
Tax Form Options
Page 8 of 35
Revision 2015
PIER Report
Select this option to print the E.I/C.P.P Year End Audit (PIER Report).
The PIER Report was automatically generated when you selected to run your
Year End Reset. This report is found in GROUP: YREND. You may choose View Reports
instead of selecting this option. This option is only required if you have made modifications to the T4
Print Files using the Edit T4 feature.
When your report is completed, you can view and/or print the report. This report will be listed as
PIER under GROUP: YEAUDIT. This option may be selected as often as you wish. After making
changes to the T4 file, it is recommended that this report be generated.
What Should I Do With This PIER Report?
 PIER stands for Pensionable and Insurable Earnings Review. Canada Revenue Agency
(CRA)/Revenu Quebec (RQ) complete a PIER after you have filed your T4/RL1 slips. This is to
verify that you have remitted the correct amount of C/QPP, EI and QPIP deductions compared
to the Pensionable (T4 Box 26 and RL1 Box B) Earnings, Insurance (T4 Box 24 and RL1 Box C)
Earnings and QPIP (T4 Box 55 and RL1 Box I) Earnings Reported on the T4/RL1 slip. If you
have any deficiencies, CRA/RQ will mail a PIER listing to you.
 To assist you in understanding the PIER – EI/CPP/Year End Audit we have provided the 2015
Guide to Understanding the PIER Report in the Year End section of the Manuals screen (found
at the top of any page when you login to PAYweb).
The document 2015 Guide to Understanding the PIER Report will assist you in:
 Understanding the Rules of the PIER
 Explain the Types of Discrepancies
 Common Errors
 How to investigate discrepancies
WARNING: Please note that if you started with PAYweb.ca within this T4 year, the PIER
Report may not be accurate if the Employees’ actual workweeks were not provided to PAYweb
when the Year-to-Dates (YTD) were loaded into the payroll system.
Tax Form Options
Page 9 of 35
Revision 2015
T4
CRA website: Before using the Edit T4 screen
For detailed documentation on what each T4 box means, please refer to the CRA document found at
its web site: http://www.cra-arc.gc.ca/formspubs/ scroll down on this page to the RC4120.
OR
In the Search field, type RC4120 and click on the Search button for the document you require: the
RC4120 Employers’ guide - Filing the T4 Slip and Summary
CRA website: T4 Boxes and Explanations
At the following link you can download a sample of the T4 and T4 Box Explanations from the CRA
website T4 Statement of Remuneration Paid (Slip):
http://www.cra-arc.gc.ca/E/pbg/tf/t4/README.html
NOTE: On the CRA T4 slip above, there are no pre-specified Boxes for Retiring Allowances (Codes 66 69), and filers are expected, when filling in the CRA slip, to use the “Other Information” boxes for this
item. However, on the PAYweb.ca Edit T4 screen, you don’t have to insert the codes for Retiring
Allowances since the screen includes pre-specified boxes for this item.
NOTE: The system has automatically allocated the eligible and non-eligible retiring allowance
amounts for the employee based on the employee’s Seniority Date when the Year End Reset was
completed.
Tax Form Options
Page 10 of 35
Revision 2015
Using the Edit T4 screen
 Select the Edit T4 option to edit the T4
information for your Employees
When the Edit T4 option is selected, the screen
displays Employees in alphabetical order and then by
Province and EI code.
There is no other way of sorting this list.
NOTE: the Prov field refers to the Employee’s
Province of Employment – not residence.
To select an Employee
 Type the Employee number in its field and tab
to the E.I. Code field, tab to the Employment Prov. field. Select the Employment Prov. and
press Enter. The system will open that Employee’s T4 for editing.
 You can use the Position to: field to find an Employee you want to edit.
 Click on any part of the row that the Employee’s name is listed on to open their T4 edit
screen.
Selecting Multiple Employees
 Click in the check box next to any or all of the Employees listed on the current screen and
click Enter. The system will take you to the Edit screen of the first Employee selected. You
can then use the Next Employee button to go directly to the Edit screen of the next selected
employee.
Definition of Fields on the first screen:
Field
Explanation
Employee Number:
 Used to select an Employee for editing
E.I. Code:
 If you have only one E.I. Rate (one Business Number for the CRA), your options
will be ‘1’ or ‘X’
 If you have two E.I. Rates (two Business Numbers for the CRA), your options will
be ‘1’, ‘3’ or ‘X’. The last four digits of your Business Number are displayed on the
screen beside this code to assist in determining what code is required. ‘X’ will
indicate that there will be no T4 for this Employee
 The only time ‘X’ should be used is if BOX 14 is less than $500.00 and there are no
other amounts entered in any other box
Employment Prov:
 The Province of employment for the Employee
 In some cases, an Employee may require a T4 for different provinces. This field
will enable the creation of separate T4s by province
Position to:
 Position to a specific employee beginning with a specific letter.
Tax Form Options
Page 11 of 35
Revision 2015
Editing a T4
Once you have selected an Employee, the T4 Print File Maintenance edit screen on the next page
will appear
 On this screen, you are able to change information (e.g., name and address information, S.I.N.
or the amount boxes) for the Employee selected.
 Values for all amount boxes may be replaced or adjusted
 To replace or adjust an amount for a numbered box, key an amount in the amount box to the
right of the Box number; in the A/R box, choose either “Adjust” or “Replace” to make changes
to the box
TIP: Adjust takes the value already shown and increases or decreases it by the amount you enter
in the Amount box. To decrease the amount in a box enter the amount you want to decrease by
as a negative and choose Adjust.
 If you need to blank out an amount for a specific box, leave the amount blank and choose
“Replace” to replace the amount.
 Click Enter to save the information that you adjusted or replaced
WARNING: If you leave the screen without clicking Enter, you will have to redo any changes that
were made!
Other Information Boxes on the Edit Screen
There are six Other Information Boxes, allowing you to modify amounts for codes 30 – 86 (“Taxable
allowances and benefits, deductible amounts, employment commissions and other entries”).
The “Box” fields correspond to the boxes on the actual T4 form. To make it easier to use this screen,
you may want to have a blank T4 in front of you. Descriptions for all of the boxes are provided above
in the section CRA website: T4 Boxes and Explanations.
IMPORTANT: If you change any boxes that would apply to Box 14, you must change the amount in
Box 14 to reflect this. The prompt for the Other Information Boxes will tell you which Codes require
you to do this.
Click on the magnifying glass icon shown next to each of the six Other Information Boxes
(highlighted on the screenshot below). This opens a prompt window to help you select the
following:
o Taxable Allowances and Benefits
o Deductible Amounts
o Employment Commissions
o Other entries amounts, if applicable
Tax Form Options
Page 12 of 35
Revision 2015
 To remove an Other Information Box and the amount it contains:
 Click on the magnifying glass and select Code 00.
 Tab to the A/R field and select Replace
 Click or press Enter
Once all the required fields have been completed for the Employee
 Click Enter to apply the changes
 Click Next Employee to modify another Employee (only if you selected multiple employees on
the previous screen – otherwise it will return you to the Employee Selection screen).
Once the changes are completed and saved for all Employees
 Click Exit – the View Reports screen is displayed and all of the Tax Form Audits are listed for
your review in GROUP: YEAUDIT
T4A
The T4A slip – Statement of Pension, Retirement, Annuity, and Other Income is typically used to report
payments or income in situations where there is no employment relationship
When Do I issue a T4A?
A T4A must be issued:
NOTE: This is a summary of the CRA rules,
 if you paid any of the following types of income:
and has been provided for your convenience
o pension or superannuation;
only. To read the rules in their original form
o lump-sum payments;
please visit the CRA website:
o self-employed commissions;
http://www.crao annuities;
arc.gc.ca/tx/bsnss/tpcs/pyrll/rtrns/t4a/slps/whno retiring allowances;
eng.html
o patronage allocations;
o RESP accumulated income payments;
o RESP educational assistance payments;
o fees or other amounts for services; or
o other income such as research grants, certain payments under a wage-loss
replacement plan, death benefits, and certain benefits paid to partnerships or
shareholders.
AND
o EITHER
 You paid the Recipient more than $500.00 in the calendar year
OR
 You deducted income tax from any payment
Tax Form Options
Page 13 of 35
Revision 2015
Exceptions – you must also prepare a T4A if…
 If you provide Employer-paid Group Term Life Insurance Taxable Benefits for former
Employees, including Retirees, you always have to prepare a T4A slip, even if the benefit is less
than $500.00.
 If you are the administrator or trustee of a multi-Employer plan and you provide Taxable
Benefits under the plan to Employees or former Employees, you have to prepare a T4A slip
only if the benefit exceeds $25.00
 You have to issue T4A slips for fees and services payments if you withheld income tax,
regardless of the amount withheld. The recipients will then claim the Income Tax deducted on
their Income Tax returns.
Reallocate Amounts in Box 28
If an Employee has T4A in the Tax Form Option field on the Payroll Additional page of
their Employee Profile, the PAYweb system will automatically generate a T4A slip and
insert their Gross Earnings into Box (Case) 28.

You must use the Edit T4A option and move any amounts from Box 28 that can be reallocated
to their appropriate Box numbers, leaving ONLY Other Income not reportable elsewhere.
Edit T4A
CRA website: Before using the Edit T4A screen
TIP: To make it easier to use the Edit T4A screen, you may want to have a blank T4A in front of you.
This can be found at http://www.cra-arc.gc.ca/E/pbg/tf/t4a/README.html?=slnk
 For detailed documentation on what each T4A box means, please refer to chapter 4 of the CRA
document found at its web site: http://www.cra-arc.gc.ca/formspubs/menu-eng.html
Click Forms and
Publications
In the Search field, type
RC4157 and click on the
Search button for the
document you require:
RC4157 - Deducting
Income Tax on Pension
and Other Income, and
Filing the T4A Slip and
Summary
CRA website: T4A Boxes and Explanations
You can see a sample of the T4A and Box Explanations from the CRA website
 Link to website: http://www.cra-arc.gc.ca/E/pbg/tf/t4a/README.html
Tax Form Options
Page 14 of 35
Revision 2015
Using the Edit T4A screen
 Select the Edit T4A option to edit the T4A information for your Employees
When the Edit T4A option is
selected, Employees are
displayed alphabetically by EI
code. There is no other sort
option available for this item.
To select an Employee
 Type the Employee number in its field and tab to the E.I. Code field. Type the E.I. Code and press
Enter. The system will open that Employee’s T4A for editing.
 You can use the Position to: field to find an Employee you want to edit.
 Click on any part of the Employee’s name to open their T4A edit screen.
Selecting Multiple Employees
 Click in the check box next to any or all of the Employees listed on the current screen and click
Enter. The system will take you to the Edit screen of the first Employee selected. You can then
use the Next Employee button to go directly to the Edit screen of the next selected employee.
Definition of Fields on the First Screen:
Field
Explanation
Employee Number:
 Type an Employee number and, ensuring that the E.I. Code is correct
press Enter to select an Employee for editing
E.I. Code:
 If you have only one E.I. rate (one Business Number for the CRA), your
options will be ‘1’
 If you have two E.I. rates (two Business Numbers for the CRA), your
options will be ‘1’ or ‘3’
 The last four digits of your Business Number are displayed on the
screen beside this code to assist in determining what code is required
(in the screen above the BN = 0001)
Position to:
 Use this field to position quickly to a specific Employee or Employees
whose name begins with a specific letter
Tax Form Options
Page 15 of 35
Revision 2015
NOTE:
The “Box”
numbers
correspond to
the boxes on
the actual
T4A form
NOTE: These Other
Information Boxes –
allow you to enter Box
Number (Code) and
Amount
Once you have selected an Employee, the T4A Print File Maintenance screen will appear.
On this screen, you are able to change information (e.g., name and address information, S.I.N. or the
amount boxes) for the Employee selected.
 The amounts for each box are displayed to the right of the box numbers
 All of the amount fields may be replaced or adjusted
 To modify an amount for a specific box,
1. key an amount in the edit field to the right of the box
2. In the A/R box, select either Adjust add to or Replace to replace the amount.
(To input an amount that subtracts from the existing amount – insert a negative number
and select Adjust in the A/R box.)
WARNING:
 If you wish to remove an amount for a specific box,
If you leave the screen
1. leave the amount blank and
without clicking Enter,
2. Select Replace to replace the amount
you will have to redo
 The information that is being adjusted or replaced will not be
any changes that
reflected on the screen until you click Enter
were made.
 To remove an Other Information Box and the amount it contains:
 Click on the magnifying glass and select Code 00.
 Tab to the A/R field and select Replace
 Click or press Enter
Once all the required fields have been changed for a specific Employee
 Click Enter to apply the changes
 Click Next Employee to edit another Employee (this will only work if you selected multiple
employees to start with – otherwise you will simply return to the Employee select screen).
Once the changes are completed (and saved) for all Employees
 Click Exit - the View Reports screen is displayed and all of the Tax Form Audits are listed for
your review in GROUP: YEAUDIT
Tax Form Options
Page 16 of 35
Revision 2015
Relevé 1 (RL-1)
When Do I issue an RL-1?
** This is only required if you have Province of Quebec Employees
A RL–1 slip must be issued for any dollar amount (including Taxable Benefits) provided to an
individual or an Employee, regardless of whether or not Source Deductions were made
Edit RL-1
**This menu option only appears if you have Province of Quebec Employees
RQ website: Before using the Edit RL-1 screen
For a detailed guide to filing the RL-1, please refer to the RQ document found at its web site:
http://www.revenuquebec.ca/en/sepf/formulaires/rl/rl-1_m/default.aspx
RQ website: RL-1 Boxes and Explanations
 This summary explanation of RL-1 slip-boxes in English (the form itself must be filled out in
French) can be found at
http://www.revenuquebec.ca/en/sepf/formulaires/rl/rl-1/default.aspx
RQ website: RL-1 slip sample
 This example of the RL-1 slip is provided in French only (the form itself must be filled out in
French) and can be found at
http://www.revenuquebec.ca/documents/fr/formulaires/rl/rl-1(2014-10).pdf
RQ website: All forms and guides
 Information in English can be found on all RL forms on the RQ website at
http://www.revenuquebec.ca/en/sepf/formulaires
Using the Edit RL-1 screen
 Select the Edit RL-1 option to edit
the RL-1 information for your
Quebec Employees.
When the Edit RL-1 option is selected, the
Employees are displayed alphabetically by EI
code. There is no other sort option
available for this item.
To select an Employee
 Type the Employee number in its
field and tab to the E.I. Code field, Type the E.I. Code and press Enter. The system will open
that Employee’s RL-1 for editing.
 You can use the Position to: field to find an Employee you want to edit.
 Click on any part of the Employee’s name to open their RL-1 edit screen.
Tax Form Options
Page 17 of 35
Revision 2015
Selecting Multiple Employees
 Click in check box next to any or all of the Employees listed on the current screen and click Enter.
The system will take you to the Edit screen of the first Employee selected. You can then use the
Exit button to go directly to the Edit screen of the next selected employee.
Definition of fields on the first screen:
NOTE: When selecting an Employee you must use both Employee # and EI code fields
Field
Explanation
Empl # Select
 Used to select an Employee for editing
E.I. Code
 If you have only one E.I. rate (one Business Number for the CRA), your
options will be ‘1’ or ‘X’
 If you have two E.I. rates (two Business Numbers for the CRA), your
options will be ‘1’, ‘3’ or ‘X’
 The last four digits of your Business Number are displayed on the
screen beside this code to assist in determining what code is required
 ‘X’ will indicate that there will be no RL-1 for this Employee
 The only time ‘X’ should be used is if the income total is less than
$500.00 and no Income Tax was deducted
Position to Surname
 Use this field to position quickly to a specific Surname of an
Employee(s)
 Once you have selected an Employee, the Edit RL-1 – Employee Details screen on the
following page will appear:
Please refer to the following document for descriptions of these boxes
http://www.revenuquebec.ca/documents/en/formulaires/rl/rl-1-t(2012-12).pdf
You are to use these boxes to enter the
additional information associated with one
of the boxes in the upper portion of the RL-1
slip, as indicated in the example below:
A-1 1,400.68 =employee benefit plan.
A drop down list is available for selection of
the codes



Tax Form Options
Box O requires a footnote code (CD) in addition to
the amount.
Use the prompt beside Footnote CD to select the
correct footnote code
Values entered in this field will appear in the Code
(case O) box on the RL-1 slip.
Page 18 of 35
Revision 2015
On this screen, you are able to change information (e.g., name and address information, SIN or
the amount boxes) for the Employee selected:
 All of the amount boxes can be changed if applicable.
 To replace an amount for a specific box,
1. Key in the new amount
2. Enter to Save
 If you would like to delete an amount for a specific box,
1. Highlight the amount
2. Press Delete
3. Enter to Save
WARNING: If you leave the screen without clicking Enter, you will have to redo any
changes that you made
Edit T5018
When Do I Issue a T5018?
If you are an individual, partnership, trust, or corporation involved in construction activities which
provide your primary source of business income and you make payments to subcontractors for
construction services, you must report amounts paid or credited (whether by cheque, cash, barter, or
offset against an amount owing).
CRA website: Before using the Edit T5018 screen
For CRA information on what each box means please refer to the CRA documents found at its web
site:
http://www.cra-arc.gc.ca/E/pbg/tf/t5018/README.html
(T5018 slip and explanations)
http://www.cra-arc.gc.ca/tx/bsnss/cntrct/frmt5018/cr-eng.html
(further T5018 information)
Using the Edit T5018 screen
When the Edit T5018 option is selected, the Employees are displayed alphabetically. There is no
other sort option available for this item.
Tax Form Options
Page 19 of 35
Revision 2015
Definition of fields on the first screen:
NOTE: When selecting an Employee you can go directly to an Employee’s T5018 by using the Empl #
Select field OR arrange the list by using the Position To Surname by entering letters from the
Employee name.
Field
Explanation
Empl # Select
 Used to select an Employee for editing
Position to Surname
 Use this field to position quickly to a specific Surname of an
Employee(s)
Sel
 Check any or all Employees for whom you want to Edit the T5018
forms
Once you have selected an Employee, the following screen is displayed
On this screen, you are able to change information (e.g., name and address information,
S.I.N./Business Number, or Box 22) for the Employee selected
 The Box 22 amount can be replaced or adjusted (but must always be greater than zero)
 To replace the amount,
1. key in the amount
2. In the A/R box, enter either A to adjust or R to replace the amount
To ensure the information that is being adjusted or replaced is reflected on the screen and has
been saved:
 Click Enter
WARNING: If you leave the screen without clicking Enter, you will have to redo any
changes that were made
Tax Form Options
Page 20 of 35
Revision 2015
Reports
Tax Options Reports (GROUP YEAUDIT)
Report
Name
PIER
Report Description
PIER stands for Pensionable and Insurable Earnings Review. Canada Revenue Agency
(CRA)/Revenu Quebec (RQ) complete a PIER after you have filed your T4/RL1 slips. This is to
verify that you have remitted the correct amount of C/QPP, EI and QPIP deductions compared
to the Pensionable (T4 Box 26 and RL1 Box B) Earnings, Insurance (T4 Box 24 and RL1 Box C)
Earnings and QPIP (T4 Box 55 and RL1 Box I) Earnings Reported on the T4/RL1 slip. If you
have any deficiencies, CRA/RQ will mail a PIER listing to you.
To assist you in understanding the PIER – EI/CPP Year End Audit review the Guide to
Understanding the PIER Report.
NOTE: New Clients that have started with PAYweb.ca within the T4 year will not have an
accurate PIER Report if the Employees’ work weeks were incorrectly provided when the Year-toDate (YTD) information was loaded into the payroll system.
T4AUDIT
This Report will list the department and final totals of T4 slips – Statement of Remuneration
Paid by box number. If no T4s are detected, you will not get this Report.
The Employer must ensure that the totals are correct and that everything balances to their
government remittances.
T4ERRORS
(if applicable)
T4AAUDIT
You will only get this Report if errors were detected. Any errors on this Report must be
corrected prior to printing the T4s.
This Report will list the department and final totals of T4A slips – Statement of Pension,
Retirement, Annuity and Other Income by box number. If no T4As are detected, you will not
get this Report. The employer must ensure that the totals are correct and that everything
balances to their government remittances.
T4AERROR You will only get this Report if T4A errors are detected. Error messages listed on this document
(if applicable)
to be corrected prior to printing the T4As. If T4A adjustments are required, please select the
Edit T4A option.
REL1AUD
This Report will list the department and final totals of any RL-1 slips- Employment and Other
Income (Quebec Only) by box number. If no RL-1s are detected, you will NOT get this Report.
This Report will list the RL-1 box details by Business Number, then by Employee name (alpha)
with totals by Business Number.
The Employer must ensure that the totals are correct and that everything balances to their
government remittances.
(Quebec
only)
Tax Form Options
Page 21 of 35
Revision 2015
REL1ERRS
(Quebec
only)
You will only get this Report if errors were detected. Any errors on this Report must be
corrected prior to printing the RL–1 slips. If RL–1 adjustments are required, please select the
Edit RL–1 option.
T5018AUD This Report will list the final totals of all T5018 slips – Statement of Contract Payments
(construction Subcontractor) per contract worker that will appear in Box 22 of the T5018 slip.
If no T5018’s are detected, you will NOT get this Report. This Report will include any errors
detected. If adjustments are required, please select the Edit T5018 option.
The Employer must ensure that the totals are correct and that everything balances to their
government remittances.
YTDWCB
Your annual WCB Report displays the Total T4, Assessable, and Exempt Earnings as well as
Excess Earnings. This report is based on the Year-To-Date information from the payroll just
prior to the Year End Reset. Any modifications made to the T4 from the Tax Form Option
screen will have to be manually added to the results on this report.
This report is generated as part of the Report Group YREND
 If you expected to receive one of the reports listed above and it
was not created please contact yearend@payweb.ca.
 If you did not expect to receive any of the reports listed above
and they were generated please contact yearend@payweb.ca.
Please print the reports,
review, and contact
NEBS if you have any
questions or concerns
Create ALL Tax Form Audits
All of the Tax Form Audit Reports were automatically generated when you selected to run your Year
End Reset. These original reports are found in GROUP: YREND. You may choose View Reports,
selecting GROUP: YREND instead of selecting this option.
When you select the Create ALL Tax Form Audits option all of the audits are automatically generated
and are found in GROUP: YEAUDIT.
Each of the edit options found on the Tax Form Options screen automatically Create ALL of the Tax
Form Audits. This option is used if you want to refresh the Tax Form Audit Reports that were created
from the Edit Options.
When the reports are generated, you may view and/or print them. The reports are listed under
GROUP: YEAUDIT. This option may be selected as often as you wish.
All of the reports found in GROUP: YEAUDIT are available for viewing until they Year End
Questionnaire is initiated the following year. These reports are NEVER archived.
What Should I Do With the T4AUDIT Report?
This report will list the employees in alphabetical order and give final totals of T4s by box number.
You must ensure that the totals are correct and that everything balances to your final pay reports of
the taxation year, plus any adjustments you may have done using the Edit T4 feature.
Tax Form Options
Page 22 of 35
Revision 2015
Below is a sample of the T4 Audit Report.
NOTE: Pre-Specified Boxes on the T4 Edit screen will always display – whether they contain a value
or not. Other Information Boxes will only display if they contain a value. In the example below the
Other Information Boxes are 30, 40, 34, and 36.
Exception: while Boxes 66 through 69 are pre-specified on the T4 Edit screen, they will only display on
the T4 Audit report if they contain a value.
These show
the amounts
from the prespecified
boxes on the
T4 Edit
screen.
These show
amounts from
the Other
Information
boxes on the
T4 Edit
screen.
What Should I Do With the T4ERRORS Report?
 You will see the T4ERRORS report only if the system detected errors.
 You must correct any errors on this Report prior to approving for PAYweb to print the T4s.
Use the Edit T4 option to do this (see section Edit T4, earlier in this document). If you have
attempted to resolve all of the errors, and are not able to get the information, you may
continue. You may leave the SIN number blank, but you should be able to show that you
made a reasonable effort to get the SIN from the recipient.
 After you have corrected all errors, the Tax Form Audit Reports are generated automatically
and you should no longer see the T4ERRORS report under GROUP: YEAUDIT
o Possible error messages include:
 Blank Employee First Name
 Blank Address/ Blank Postal Code
 Blank SIN/INVALID SIN – A blank or invalid SIN will affect future CPP benefits for
the Employee provided s/he is at least 18 years of age. If you are unable to provide
an S.I.N. for an employee, leave it blank.
Tax Form Options
Page 23 of 35
Revision 2015
 No RPP Number - If Box 20 or 50 has an amount in it, the RPP number is required.
 Negative Amounts – If any of the boxes has a negative amount, it must be
corrected.
 Contact Name and Phone number – A contact name and phone number are
required on the Filing Information Tab in the Electronic Authorization Screen
 If you don’t understand what caused the problem please contact yearend@payweb.ca. We
will be more than happy to assist you.
What Should I Do With the T4AAUDIT Report?
This report will list the employees in alphabetical order and give final totals of T4As by Box number. If
no T4As are detected, you will not get this Report. You must ensure that the totals are correct and
that everything balances to your final pay reports of the taxation year, plus any adjustments you may
have done using the Edit T4A feature.
Below is a sample of the T4A Audit Report.
Six, hard-coded Box
numbers always
display - whether
they have an
amount or not.
Other Information
Box numbers only
display when they
have an amount.
Tax Form Options
Page 24 of 35
Revision 2015
What Should I Do With the T4AERROR Report?
 You will get this Report, only if the system detected errors when the T4A Audit Report was
generated.
 You must correct any errors on this Report prior to printing the T4As. Use the Edit T4A option
to do this (see section Edit T4A, later in this document). If you have attempted to resolve all of
the errors and are not able to get the information you may continue. You may leave the SIN
number blank but you should be able to show that you made a reasonable effort to get the
SIN number from the recipient.
 After you have corrected all errors, the Tax Form Audit Reports are generated automatically
and you should no longer see the T4AERRORS report under GROUP: YEAUDIT
o Possible error messages include:
 Blank Address
 Blank Postal Code
 Blank SIN or Business Number (BN)
What Should I Do With the REL1AUD Report?
**This Report and the REL1ERRS Report only appear if you have Province of Quebec Employees
 The RL-1 Audit Report will list the department and final totals of any RL-1s by box number. If
no RL-1s are detected, you will not get this Report. This Report will list the RL-1 box details by
Business Number, then by Employee name (alpha) with totals by Business Number.
 Ensure that the totals are correct and that everything balances.
What Should I Do With the REL1ERRS Report?
 You will only get this Report if errors were detected.
 Correct all errors on this Report before printing the RL-1 slips. If RL-1 adjustments are
required, please select the Edit RL-1 option. If you have attempted to resolve all of the errors,
and are not able to get the information, you may continue. You may leave the SIN/BN number
blank but you should be able to show that you made a reasonable effort to get the SIN/BN
number from the recipient.
 After you have corrected all errors, the Tax Form Audit Reports are generated automatically
and you should no longer see the REL1ERRS report under GROUP: YEAUDIT
What Should I Do With the T5018AUD Report?
 The T5018 Audit Report will list the final totals of any T5018s by box number. If no T5018s are
detected, you will not get this Report. This Report will list the T5018 box details by Employee
name (alpha) and includes the information in each of the three boxes: Period Ending (box 20),
Amount (box 22), and SIN/Business Number (box 24).
 Ensure that the totals are correct and that everything balances.
 Correct all errors on this Report before printing the T5018 slips. If T5018 adjustments are
required, please select the Edit T5018 option. If you have attempted to resolve all of the
errors, and are not able to get the information, you may continue. You may leave the SIN
number/Business Number blank but you should be able to show that you made a reasonable
effort to get the SIN Number/Business Number from the recipient.
Tax Form Options
Page 25 of 35
Revision 2015
 After you have corrected all errors, the Tax Form Audit Reports are generated automatically.
Review the T5018AUD report to make certain that all errors have been fixed.
Electronic Tax Form Authorization
How to Approve your Electronic Tax Form Authorization
After you have reviewed and edited each of your Tax Forms
 From the Process Payroll menu or the Tax Form Options menu, select the Electronic Tax
Form Authorization button
This takes you to the Summary screen.
 Read all messages carefully on these screens and follow the instructions provided.
Tax Form Options
Page 26 of 35
Revision 2015
Summary screen
1. The Summary screen tells you the Status of the Electronic Tax Form Authorization,
giving you the Business Number and Number of Slips for each Type of Form. You can
see in the screenshot below that only one Business Number (the Quebec ID number)
has RL-1 slips but there are T4s and T4As for each of the clients other Business
Numbers and that the client has NO Business Numbers that generate T5018 slips.
Review each Business Number and verify the number of slips is correct for each Form.
2. Event Tracking (right hand side of screen)
This screen also tells you when you clicked the Approve button (date and time) and the
User ID of the Approver. When the Slips have been printed and shipped the dates for
these actions will also be updated.
Before Approval
After Approval
1. Business
Numbers and
Number of Slips for
each type of Form
2. Event Dates
(what happened
when)
WARNING: You will NOT be able to Approve the Authorization until
a) all information is correct (no errors are displayed)
b) you have reviewed the Filing and Shipping screens
Tax Form Options
Page 27 of 35
Revision 2015
Filing Information screen
NOTE: You MUST review this screen in order to approve your Tax Forms.
When you click on the Filing Information button you have various options
Option
Your choices
PAYweb files electronically for you
Filing Method
PAYweb prints the slips for you and sends them to you to
file yourself
Tax Form Contact Information
To Complete RL-1 Summary
(no longer displays)
In the event of any questions, the government will use this
information to contact you. (It is printed on the hardcopy
summary)
If you have Quebec RL-1 forms and you need an RL-1
Summary report, you will prepare the RL-1 Summary
yourself using our NEW “Create RL-1 Summary” button on
the Tax Form Options screen (See the Create RL-1
Summary Manual for complete details on how to use this
NEW feature)
Shipping Information screen
If you wish your slips to be delivered to an address OTHER than your Legal address, you may enter it
here.
IMPORTANT: The Courier CANNOT ship to a PO Box. A street address only may be entered.
NOTE: You must review this screen in order to approve your Tax Forms.
If you do NOT have a
shipping method
listed, please
contact PAYweb
Customer Support
and they will enter
this for you.
Tax Form Options
Page 28 of 35
Revision 2015
View Reports
You have the ability to review and save your reports at this point. When you click on the View
Reports button you will see all reports in Group: YEAUDIT (YREND if you did not modify any Tax Form
Information since your Reset was completed). Click on a Report Description to open it as a PDF. You
can then print or save. The Year End Reports remain on the system until the initiation of the New
Year Questionnaire for the following year.
NOTE: If you select Archived Reports you will see ONLY the Payroll reports for the last two years.
Year End reports are NOT archived.
Approve
After you have reviewed (and edited if necessary) Filing Information, and Shipping Information, you
can click on the Approve button on the menu to your left. You may then see any of the following
messages.
Tax Form Options
Page 29 of 35
Revision 2015
If you have made any changes to the Filing
Method, you will see this message.
If you continue you will be contacted by
PAYweb.ca for more information and will
have to re-approve.
If you were set up to have Filing Method = NEBS Prints- Client Files you will receive this message, to
remind you that you will have to file your
Tax Forms yourself.
Your Legal and Shipping Addresses are
confirmed as follows:
IMPORTANT: PAYweb.ca is not allowed to ship your Tax
Forms to a PO Box address. Please do NOT enter PO Box
addresses for shipping
You will either be using your Legal address as your
Shipping address (entered on the Filing Information
screen) or you will be using separate addresses for Legal
and Shipping (Shipping address entered on Shipping
Information screen).
If you are comfortable with the information shown on
the message, click on Continue with Approval.
If you need to make a change to the information, click on
Return without approving
Tax Form Options
Page 30 of 35
Revision 2015
Finally, if you have RL-1s you will get this message:
When complete, you will be returned to the Summary screen
The screen will tell you:
The Authorization has been Approved
The Date and Time the Authorization was approved
The Client ID (PW/PP clients) or User ID (PR clients) used to approve the
authorization.
If you wish to make a change to any information or options you may click on Cancel Approval in the
menu. BUT if you do, you must review all screens again before you will be permitted to Approve the
Authorization.
You may now Exit from the Electronic Tax Form Authorization.
Tax Form Options
Page 31 of 35
Revision 2015
Electronic Authorization Messages and What They Mean
The CRA Business Number entered in PAYweb is invalid.
The Business Number provided to you by the CRA is incorrectly stored in the PAYweb system. You must contact
PAYweb Support, and have them correct your CRA Business Number.
The CRA Business Number has the following format
9 digits, followed by ‘RP’, and ending in 4 digits
e.g. 123456789RP0001
(Please note there is a specific formula used by the CRA to validate the first 9 digits. NEBS makes sure the number is correct by using the
same formula to validate the number)
The Quebec Identification Number entered in PAYweb is invalid.
The Identification Number (Business Number) provided to you by Revenu Quebec (RQ) is incorrectly stored in
the PAYweb system.
You must contact NEBS PAYweb Support, and have them correct your RQ Identification Number.
The RQ ID number has the following format:
10 digits, followed by ‘RS’, and ending in 4 digits
e.g. 1234567890RS0001
(Please note there is a specific formula used by RQ to validate the first 10 digits. NEBS makes sure the number is correct by using the same
formula to validate the number)
You cannot approve. Errors were detected on your RL-1 slips.
Please refer to the RL-1 Errors report (REL1ERRS).
This is a general message, indicating that AT LEAST ONE of your RL-1 slips has an error with either the
Employee’s Address fields OR with their SIN.
Use the View Reports button, if you do NOT find the RL1ERRORS report in the GROUP: YEAUDIT, change the
Group to YREND. When you open RL1ERRRORS, you will see which information is incorrect. Use the Edit RL-1
button on the Tax Form Options screen to fix the errors, on completion, if the report is NOT created, you will be
able to Approve your Tax Form Authorization.
All buttons must be reviewed and errors corrected
You must review (and edit if necessary) all three of the Summary, Filing Information, and Shipping Information
buttons before you can approve the Electronic Authorization. You must do all three EVERY time: you cannot
review one, leave the session and come back and review the others later.
Your tax forms are complete. Please contact NEBS if changes required
You can no longer edit your files. Contact Year End support for assistance.
Must enter Ship to Name, Address 1, City, Province & Postal Code.
Please fill in the missing information indicated. All these fields require data for the system to continue.
You cannot approve, negative amounts exist in your files
Review your Tax Form Options reports, and use the Edit screens to fix negative amounts. Contact Year End
support if you have any questions.
Tax Form Options
Page 32 of 35
Revision 2015
T4/T4A Messages and What They Mean
An amount can only be entered into Box 16 or Box 17
Box 16 is CPP and box 17 is QPP. The same Employee may not have both. Put the amount in the proper box. If
you need a T4 for Quebec and any other province, you MUST use the Province code to control this and separate
the amounts from every box to allocate properly. The Employee will receive two T4s.
3 Isn't allowed for EI code.
The EI code controls the remittance number. The User is only set up for one remittance number. If you have
multiple remittance numbers, please contact SUPPORT and ask that they set you up to allow for a code 3.
EI Code must be a 1 or 3 for the amounts entered.
An ‘X’ has been entered incorrectly in the EI code. Enter either a ‘1’ or ‘3’. If you want to enter an “X” then this
logic must be in place for this Employee: Box 14 less than minimum allowed, Box 16/17-0, Box 18-0, & Box 22-0.
If you are trying to remove or delete this T4, simply select the Delete tab and follow the instructions. This T4
will be removed.
EI must be Exempt if Box 18 and Box 24 are zero.
If you would like the EI Exempt box to be blank and not Exempt, click “No”. The T4 will be generated without
the Exempt code. If the Employee is exempt from EI, click “Yes”.
Box Number is Invalid
This message only applies to the 6 boxes that are used for taxable allowances, benefits and deductible amounts.
Click on the drop down button beside the box and select the proper box number.
An amount must be entered if a box number is entered.
This message only applies to the 6 boxes that are used for taxable allowances, benefits and deductible amounts.
Click the drop down button beside the box and select the 00 box number or enter the proper amount for the
box number you have selected.
A box number must be entered if an amount is entered.
This message only applies to the 6 boxes that are used for taxable allowances, benefits and deductible amounts.
Click on the drop down button beside the box and select the proper box number or remove the amount for the
box number you have selected.
CPP/QPP must be Exempt. Employee's age is < 18 or > 70
If the employee was under 18 or above 70 for the entire year, the employee would be exempt from CPP/QPP
and the tax form would be marked with an “x”.
CPP/QPP cannot be Exempt if Box 16/Box 17 or Box 26 are not zero.
All of the boxes referred to in this message indicate that the Employee has earnings or contributions related to
CPP or QPP. Therefore, the CPP or QPP are not exempt for this Employee. Enter and click refresh. If the
Employee is exempt, remove the information from Box 16/17 and/or 26.
IMPORTANT: only remove the amounts if you are sure they were not to have CPP/ QPP deducted for the year.
An adjustment will be required for the Employee as well. You will need to return the CPP or QPP deduction to
the Employee if you remove the amounts.
Tax Form Options
Page 33 of 35
Revision 2015
EI cannot be Exempt if Box 18 or Box 24 are not zero.
All of the boxes referred to in this message indicate that the Employee has earnings or contributions related to
EI; therefore, the EI is not exempt for this Employee. Enter and click Refresh. If the Employee is exempt,
remove the information from Box 18 and or Box 24.
IMPORTANT: only remove the amounts if you are sure they were not to have EI deducted for the year. An
adjustment will be required for the Employee as well. You will need to return the EI deduction to the Employee
if you remove the amounts.
E.I. code must be an "X","1" or "3".
An invalid character has been entered in the EI code. Enter a ‘1’, 3 or an ‘X’. If you have only one EI rate (one
Business Number for the CRA), your options will be ‘1’ or ‘X’. If you have two EI rates (two Business Numbers
for the CRA), your options will be ‘1’, ‘3’, or ‘X’. The last four digits of your Business Number are displayed on
the screen beside this code to assist in determining what code is required. ‘X’ will indicate that there will be no
T4 for this Employee. The only time ‘X’ should be used is if BOX 14 is less than $500.00 and there are no other
amounts entered in any other box. If you are trying to remove or delete this T4, simply select the Delete tab
and follow the instructions. This T4 will be removed.
Box14<min. tax, Box16/17-0, Box18-0 & Box22-0, EI code must be ‘X’.
‘X’ will indicate that there will be no T4 for this Employee. The only time ‘X’ should be used is if Box 14 is less
than $500.00 and there are no other amounts entered in any other box. If you are trying to remove or delete
this T4, simply select the Delete tab and follow the instructions. This T4 will be removed.
Province of employment is not 'QC', Box 17 cannot be entered
Box 17 is the QPP contribution box. The province of employment must be ‘QC’. Change the province of
employment or enter the amount in the CPP box 16.
Province of employment is 'QC', Box 16 cannot be entered.
Box 16 is the CPP contribution box. The province of employment must be other than ‘QC’ Change the province
of employment or enter the amount in the QPP box 17.
S.I.N. is invalid
The SIN number must be valid. Enter the proper SIN number. If you do not know the proper SIN number, you
must remove it. Remember that there may be fines from the CRA for filing a T4 without a SIN number.
Adjust or Replace must be specified with an amount.
Select Adjust if you would like to adjust the amount displayed by the amount entered. Select Replace if you
would like to replace the amount displayed with the amount entered. To make the amount displayed BLANK,
simply enter Replace without any amount entered.
Province can't be changed - A T4 exists with this province already.
The Employee already has a T4 for this province. Go back to the select Employee screen, and make changes to
the current T4 for that province.
EI code can't be changed - A T4 exists with this E.I. code already.
The Employee already has a T4 for this Business Number (EI code). Go back to the select Employee screen, and
make changes to the current T4 for that Business Number (EI code).
Province of employment is not Quebec. Boxes 55 and 56 may not be used
Box 55 is for Parental Insurance Plan (QPIP) deductions and Box 56 is for QPIP insurable earnings. These boxes
affect Quebec Employees only; therefore, if the Province of Employment is not QC then you cannot update
these fields.
Tax Form Options
Page 34 of 35
Revision 2015
RL-1 Messages and What They Mean
Home Province is a required field. Select a valid Province
Select the Employee’s Residential Province from the drop down list
If Box H has amount, then Box I must have amount
Enter the eligible earnings under the QPIP in box I
If Box B has amt AND (Box A,Q,R,or U), then Box G must have amt.
Enter the Pensionable Earnings amount into Box G
Box O is zero. Box O footnote code must be blank
If a footnote code is used you must type an amount in Box O
A footnote code must be entered if an amount is in Box O
Enter a footnote code in the footnote code field beside Box O
If a footnote code is entered, footnote amount must be entered
Enter an amount in the field next to the footnote code
Footnote code keyed does not exist
Enter a valid footnote code. Use the prompt for valid selections
Footnote code cannot be entered more than once.
Footnote code already exists. Remove one of the codes from the footnote box
Employee Profile Social Insurance number is invalid
The SIN must be valid. Enter the proper SIN. If you do not know the proper SIN, you must remove it.
Remember that there may be fines from the CRA for filing a T4 without a SIN. You should be able to show that
you made a reasonable effort to get the SIN from the recipient.
Tax Form Options
Page 35 of 35
Revision 2015