Running a T4,T4A electronic file

Note: If PR241 is populated from a previous run, clear all the fields on the form.
Note: Starting in January 2015, CRA requires electronic filing of XML files by Internet file transfer or through their Web Forms application. CRA will no longer accept CDs, DVDs, USB keys, or diskettes.

You must run T4,T4A XML (PR241) to:

  • Generate a trial T4,T4As file to review for errors and correct those errors, and

  • Generate the final T4,T4As file and transfer it to magnetic media.

    Do not change the parameters on Year End Parameters (PR27.1) after you run T4 - T4A Slips (PR240) and before you run T4,T4A XML (PR241).

Run a T4,T4A electronic file

  1. Access T4-T4A XML (PR241)

  2. Select the company for which to run the report.

  3. Specify the reporting year in the Payroll Year field.

  4. On the Main tab, specify this information:

    Type of Process

    Select whether to process T4 or T4A slips. This will direct the program to use the correct topics specified on Year End Parameters (PR27).

    Payroll Account Number

    Select a Payroll Account Number for which the file is created and reported.

    Each electronic file requires one Payroll Account Number.

    Employee Group

    Specify the employee group to be processed.

    Combine T4s/T4As by SIN

    Select Yes to combine information when an employee has two employee numbers and one Social Insurance Number.

    Canadian controlled private Corp/Unicorp

    Select whether the company is a Canadian Controlled Private Corporation. If the value is 2 (Yes), then you must specify Proprietor #1. Proprietor #2 is optional.

    SIN - Proprietor #1

    Specify the SIN for Proprietor #1. This field is required if the Canadian controlled private Corp/Unicorp field is 2 (Yes).

    SIN - Proprietor #2

    Specify the SIN for Proprietor #2, if applicable.

    Submission Reference ID

    Specify a reference number to track your submission.

    Note: The rates for 2014 default into the Rates tab regardless of what year you specified in the Payroll Year field. You can manually override the fields, if necessary.

  5. On the Rates tab, define override rates, if applicable:

    EI Prem Rt Employee

    An EI Premium Rate for Employee contributions. This is the percentage rate from which the employee premiums are calculated. This amount is used in combination with other EI amounts to report errors in limits/maximums.

    Quebec EI Rt Employee

    Specify the Quebec EI Rate for Employee contributions. This is the percentage rate from which the employee premiums are calculated. The current year's rate defaults but that value may be overridden if you are processing for a previous year. This amount is used in combination with other EI amounts to report errors in limits/maximums.

    CPP Contrib Rate

    Specify the CPP contribution rate for the payroll year you are processing. This is the percentage rate that is applied toward the applicable earnings to calculate the employee's contributions.

    QPP Contrib Rate

    Specify a QPP contribution rate for the payroll year you are processing. This is the percentage rate that is applied toward the applicable earnings to calculate the employee's contributions. The current year's rate defaults but that value may be overridden if you are processing for a previous year.

    CPP Exempt Amt

    The CPP annual dollar amount which is exempt from Pensionable earnings.

    QPP Exempt Amt

    Specify the QPP annual dollar amount which is exempt from Pensionable earnings. The current year's amount defaults but that value may be overridden if you are processing for a previous year.

    QPIP Contrib Rate

    Specify the QPIP contribution rate for the payroll year you are processing. This is the percentage rate that is applied toward the applicable QPIP earnings to calculate the employee's contributions. Although the value defaults from the system, it is overridden if the job is being processed for the past years.

    EI Earnings

    The maximum insurable earnings for EI for the year. This is the amount which EI employee premiums are based. This amount is used in combination with other EI amounts to report errors in limits/maximums.

    Quebec El Earnings

    Specify the maximum insurable earnings for the Quebec Year Earnings for QPIP. This is the amount which Quebec EI employee premiums are based. The current year's amount defaults but that value may be overridden if you are processing for a previous year. This amount is used in combination with other Quebec EI amounts to report errors in limits/maximums.

    CPP Earnings

    Specify the maximum annual CPP earnings. This is the maximum earnings on which the employee's CPP contributions are based. This amount is used in combination with other CPP amounts to report errors in limits/maximums.

    QPP Earnings

    The maximum annual QPP earnings. This is the maximum earnings on which the employee's QPP contributions are based. The current year's amount is calculated by the program but that value may be overridden if you are processing for a previous year. This amount is used in combination with other QPP amounts to report errors in limits/maximums.

    QPIP Earnings

    Specify the QPIP Earnings. This is the maximum annual QPIP earnings where the employee QPIP contributions are based on. Although the value defaults from the system, it is overridden if the job is being processed for the past years.

  6. On the Output Options tab, specify this information:

    Date Type Code

    Select the type of Electronic File you are sending. Original, Test, or Replacement data.

    Report Type Code

    Select whether this is an original, amended, or cancelled filing.

    Language Indicator

    Select the official language the transmitter prefers.

    Report Option

    Select a value to produce a report that is used for balancing purposes.

    Transmitter No

    Specify the number assigned by CRA which is the magnetic media transmitter number.

    Trans Type Indicator

    Select the type of transmitter.

    Transmitter Name

    Specify the transmitter's name.

    Transmitter Address

    Specify the transmitter's address.

    XML File Character Set

    Select the file format for your xml file.

    Starting in 2005, T4 electronic files must be stored in XML format.

    Note: To test your file, download a schema from this url: http://www.cra-arc.gc.ca/esrvc-srvce/rf/mgmd/dnwldschm-eng.html
    File Name

    Specify a CSV file name. This specifies that you want to have the slip information saved into a file. The PR241 CSV file is used for balancing purposes only.

    If you specify a path name in this field, then the file is saved in that directory. If you only specify a file name, then the file is saved to $LAWDIR/print/username/jobname/stepnbr/. Jobname must be lower case.

  7. On the Contacts tab, specify this information:

    Technical Contact

    Specify the Employee Number of the Technical Contact. If this field is filled, Technical Name field is not required.

    Specify the contact name for technical questions. First name followed by last name; do not include titles (Mr. Mrs. Dr.). If this field is filled, the Technical Employee Number is not required.

    Tech E-Mail

    Specify the technical contact's e-mail address.

    Account Contact

    Specify the Employee Number of the accounting contact. If this field is filled, than the name of the accounting contact is not required.

    Specify the name of the accounting contact. First name followed by surname; do not include titles (Mr., Mrs., Dr.). If this field is filled, then the employee number of the accounting contact is not required.

  8. Run the report. The print file for magnetic media is created in this location:

    Machine Slip File
    Unix T4s $LAWDIR/print/usr name/job name/job step/t4xml
    Unix T4As $LAWDIR/print/usr name/job name/job step/t4axml

  9. Use Internet File Transfer to send the returns contained in the XML file to CRA.

  10. Make a backup copy of the file and place it on the appropriate storage device.

Options for Resubmitting a T4,T4A File

If the CRA requests replacement data, then select Replacement Data in the Data Type Code field on the Output Options tab.

Options for Amending a T4, T4A File

To produce an amended XML file, process the employee corrections before proceeding. Next, select (A) Amend in the Report Type Code field. If the Report Type Code value (A) Amend is selected on PR241, the Payroll Account Number field must be populated on the parameters. If not, the PR241 will not be able to determine which T4/T4A slip to amend if an employee receives more than one slip.

Create an Employee Group containing only the employees who should be included in the PR241 amended run. Populate the amended 'Employee Group' on the job parameters.

If Employee Group is not populated on the PR241 job parameters, then all employees in the Payroll Account Number is displayed in the amended XML file.

See KB article #1209057 for instructions for creating an amended T4 or T4A XML file.

Options for Cancelling a T4, T4A File

To produce a cancelled XML file, select (C) Cancel in the Report Type Code field. If the Report Type Code value (C) Cancel is selected on PR241, then the Payroll Account Number field must be populated on the parameters. If not, the PR241 cannot determine which T4/T4A slip to cancel if an employee receives more than one slip.

Create an Employee Group containing only the employees who should be part of the PR241 cancelled run. Populate the cancelled 'Employee Group' on the job parameters.

If Employee Group is not populated on the PR241 job parameters, all employees in the Payroll Account Number is displayed in the cancelled XML file.

See KB article #1209057 for instructions for creating a cancelled T4 or T4A XML file.