Generating T4 and T4A slip and report

  1. As Payroll Administrator, select Payroll > Administration > Reports > Canadian Regulatory > Year End.
  2. In the Processing pane, click Generate T4 or Generate T4A.
  3. Specify this information.
    Payroll Year
    Specify the reporting year.
    Run Option
    Select Report All, Legal Entity, or Legal Establishment.

    Depending on the selected value, specify the legal entity and legal establishment.

    Eligibility Group
    Optionally, select an eligibility group.
    • If the run option is Report All, the systems looks through all the employees in the Organization and process employees who meet the conditions made in the selected Eligibility Group.
    • If the run option is Legal Entity, the system looks through all the employees within the selected Legal Entity only and process employees who meet the condition made in the selected Eligibility Group.
    • If the run option is Legal Establishment, the system looks through all the employees that match the selected Legal Entity and Legal Establishment then only process employees who meet the conditions made in the selected Eligibility Group.
    Generate Negative Wages Report
    Select this check box to process and create a report for all employees that have negative wage accumulated in any of the Codes or Boxes and are not included in the T4 CSV or XML file.
    Include Box 40 Code Detail
    Select this check box to print T4 Other Information codes and amounts under Box 40.
    File Generation
    Select Generate CSV file, Generate XML file, or both.
  4. In the File Generation section, when you select the Generate CSV check box, specify the slip option.
    • Government Copy: Select this option to display information related to the Organization.
    • Employee Copy: Select this option to hide information related to the Organization.
  5. In the File Generation section, when you select the Generate XML check box, specify the XML options.
    Canadian Controlled Private Corp / Unicorp
    Select this check box to determine whether the company is a Canadian-controlled private corporation. If you select this check box, then you are required to specify the SIN Proprietor 1. SIN Proprietor 2 is optional.
    SIN Proprietor 1
    Specify the SIN of the proprietor 1 or principal owner.
    SIN Proprietor 2
    Specify the SIN of the proprietor 2 or second principal owner.
    Submission Reference Number
    Specify the reference number to track your submission.
    Data Type Code
    This field contains the nature of the submission you are making. These codes help the Canada Revenue Agency (CRA) systems understand whether you are sending real data, testing your setup, or correcting previously submitted information. This is currently not part of the XML file but is included in the generated Tape Field for T4.

    Select one of these options:

    • Original Data: A first-time submission of actual production data for the reporting year.
    • Test Data: A test submission used to validate your XML file format and structure. CRA does not process this data. This data is only used for testing.
    • Replacement Data: A corrected version of a previously submitted file. This data completely replaces the original submission.
    Report Type Code
    These codes help the CRA identify whether the file is a new submission, a cancellation, or a correction.

    Select one of these options:

    • Original: First-time submission of actual data for the reporting year.
    • Amend: A full replacement of a previously submitted file.
    • Cancel: Cancellation of a previously submitted file.
    Language Indicator
    Select the preferred language for communication and slip generation.
    Transmitter Account Type
    Specify the type of CRA account number used by the entity submitting the XML file. The format and corresponding XML tag vary depending on the selected account type:
    • BN9: A 9-digit Business Number
      • Format: 000000000
      • XML Tag: <bn9></bn9>
    • BN15: A 15-character alphanumeric Business Number
      • Format: First 9 characters are numeric, followed by 2 alphabetic characters, and ending with 4 numeric characters.
      • Examples: 000000000RP0000, 000000000RZ0000
      • XML Tag: <bn15></bn15>
    • Trust: A 9-character alphanumeric Trust Account Number
      • Format: Starts with one alphabetic character, followed by 8 numeric characters.
      • Example: T00000000
      • XML Tag: <trust></trust>
    • NR4: A 9-character alphanumeric account number for NR4 filings.
      • Format: Begins with 3 alphabetic characters, followed by 6 numeric characters
      • Example: AAA000000
      • XML Tag: <nr4></nr4>
    Transmitter Account Number
    Specify a CRA-issued identifier that varies depending on the type of account used to submit the file. This identifier ensures CRA knows who is sending the data and how to associate it with the correct business or trust.
    Transmitter Representative Number
    Specify the representative ID of the person or organization authorized to file on behalf of the business or trust. This RepID is a unique identifier assigned by the CRA to representatives who use the Represent a Client (RAC) portal. This identifier is required when the transmitter is filing through RAC rather than through a Business Number (BN) or Web Access Code (WAC).
    Transmitter Employer Number
    Select an employee number. The selected Employee is used for the Transmitter details.
    Transmitter Name
    Specify the name of the transmitter manually, or this value defaults to the name associated with the selected Transmitter Employer Number.
    Technical Contact
    Specify the individual responsible for managing the technical aspects of the electronic submission. This person is the go-to contact for CRA if there are issues with the file format, structure, or transmission.

    In the XML file, the Technical Contact section includes this information:

    • Name
    • Phone Number (Area Code, Phone Number, and Extension Code), which includes the hyphens when entering the value 999-9999 in the Phone Number field.
    • Email Address
    Account Contact Employee Number
    Select an employee number. The selected Employee is used for the Account Contact details.
    Account Contact
    Specify the name of the account contact manually, or this value defaults to the name associated with the selected Account Contact Employee Number.

    In the XML file, the Account Contact section includes this information:

    Technical Contact
    Specify the individual responsible for managing the technical aspects of the electronic submission. This person is the go-to contact for CRA if there are issues with the file format, structure, or transmission.

    In the XML file, the Technical Contact section includes this information:

    • Name
    • Phone Number (Area Code, Phone Number, and Extension Code), which includes the hyphens when entering the value 999-9999 in the Phone Number field.
    • Email Address
  6. Click Submit.
  7. Select and download the generated T4.xml and T4A.xml files.
    To download the files, as Payroll Administrator, select Payroll > Administration > Reports > Canadian Regulatory > Year End. In the Reports pane, click T4 Reporting or T4A Reporting. Double-click the most recently processed record in the list.