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Electronic Filing of T4s

Problem Description: 

How to file T4s electronically

 

Solution:  Step by Step EFILE guidelines for Sage 300

 

Efiling might sound scary, but it’s really a quick and painless process… well, mostly painless!  Here are some step by step guidelines to take some of the fear out of this annual event.  Note that efiling is available for all, and is is MANDATORY to efile if you are submitting more than 50 T4s.

 

1) Reconcile your T4’s so that the employee information is correct and complete on each slip and your T4 summary totals are accurate. The efile program will report the information exactly as you see it on your printed T4 slips.

2) Gather together the following information:

 

  • A Web Access Code.
    • You can (and should) use your WAC from last year, so you don’t need to wait for your letter from CRA
    • If you need to obtain a web access code, you can do that online: Need a web access code? or call the CRA Helpdesk at 1-877-322-7849
  • Your company’s business number. (example:  123456789RP1234)
  • Your 6-digit magnetic media transmitter number, that starts with MM. (This number may not be in use anymore and you may be able to enter MM000000 or MM555555, however, it is recommended that you confirm this with CRA)

3) Generate the efile:

 

  • Go to Canadian Payroll / Payroll Government Reports / T4s Electronic Filing.
  • Enter the year of the T4s you are filing.
  • Choose a range of employees for whom T4s will be processed and define using the selection lists or a specific employee number range. (if you are submitting one file for all employees – leave the selection list field blank and use the employee range ‘blank’ to ‘zzzzzz’)
  • Choose how to sort the employees and if the file this is an Original submission or an Amended file.
  • If you use more than one EI rate in your Payroll system, select all the EI rates that apply and you are reporting on in this file. (You can create separate files for each rate if necessary, or include all rates in one file).
  • Complete the information on each of the tabs
    • Tips for the Transmitter Info II tab:
      • Transmitter Type - select the option ‘Submitting returns on your own behalf using a purchased software package’
      • Transmitter Number – Enter your magnetic media transmitter number assigned to you by the CRA (as mentioned above, this number may not be in use anymore and you may be able to enter MM000000 or MM555555, however it is recommended that you confirm this with CRA)
      • Submission Reference ID Enter a unique number that the transmitter creates to identify each submission they file with CRA. – This is a number you create as a reference for your submission.  
  • In the Local File Path field, enter the location where the file will be created. You will need to browse to this location when you upload the file to CRA.
  • Name the file by entering these fields:
    • File Name Prefix – Enter any combination of numbers or alphabetical letters. By default this is set to T4EFILE, but you can change this if you like.
    • File Creation Number - The program displays a default number. You can accept this number, or enter a number that identifies the submission. For example, 001 if submitting the file for the first time; 002 if resubmitting it for the second time, and so on. The program automatically appends the File Creation Number to the end of the File Name Prefix, as required by the CRA’s file-naming convention.
  • Click Process to start the file generation.
  • The system will verify your data.
  • If it finds invalid data, it will inform you and stop processing. Edit your data, and then restart the file generation.
  • If no errors are found, the program will create an XML file at the location that you specified in the Local File Path field.

Click Close.

4) Before submitting the file, CRA recommends that you verify it with an XML validating parser.

 

Download CRA Schema from here

http://www.cra-arc.gc.ca/esrvc-srvce/rf/dnwldschm-eng.html

Validating your file: Some info from CRA:

http://www.cra-arc.gc.ca/esrvc-srvce/rf/xml/vldtng-fl-eng.html

Unfortunately, CRA no longer provides a list of recommended validating parsers, and you will need to download one from the internet and co-ordinate with your IT dept for assistance.

5) Upload the XML file to CRA using your web access code.

 

 

 

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