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Note: This article outlines the instructions on how to create, edit, print, and email T4s in Clarity. The same instructions can be followed for T4A's.

Table of Contents:

Creating T4s

  1. Select Forms > T4 > Create T4 records.
  2. Select the EI group. If you have multiple EI groups, you have to create T4s separately for each of those EI groups.
  3. Select the appropriate options in the "Employees to include" section. Click "Next". 
  4. Click Finished. Your T4s have been created.
  5. Go to Forms > T4 > Edit T4 Supplementary, to verify Employee data. You can update Employee’s information under the tabs provided.
  6. Go to Forms > T4 > Edit T4 summary, to verify and update Employer’s information.

N.B. It is YOUR responsibility to enter the amount of the company remittances into box 82, this value should be obtained from your accounting software!  

Printing T4's

Steps:

  1. Go to Forms > T4 > Print
  2. Select Supplementary for employees, Summary or Audit Report.
  3. Under parameters, select first and last employee to print. You can select the same employee in both of the boxes to print only one T4 slip.
  4. Under Form Type, you can select either Blank paper or Pre-Printed Laser.
  5. Under Alignment, you can move the margin from Top or right.

E-Filing is a two step process:

Creating the E-file:

  1. Click on Forms >T4 > Magnetic Media Transmittal
  2. Fill out all the information.
  3. Click Save to accept the changes. 
  4. For Transmitter number type in MM 999999.  This number was used by CRA to identify companies and it is not used anymore.

Sending the E-File:

The CRA requires companies with more than 50 employees to file T4s online. The CRA has sent Account number and Web access code to all companies required to file online. If you haven’t received your access information, please contact The CRA. Paymate will not have this information.

Create XML file using Magnetic Media file, (details listed above) and upload the file on CRA’s website.

 Steps:

  • Click on: Enter Internet file transfer (XML) secure Web site
  • Read the Disclaimer and click on ‘ I Agree’ at the bottom of the page.
  • Type in Account number and Web access code provided to you by CRA (Please refer to letter sent to you by CRA).  Do not enter anything under Transmittal number if you have keyed in an Account number.
  • Click on ‘Continue to Step two’
  • Click on Browse and select file created from Paymate.
  • Click on Submit
  • Print confirmation page for your reference.

You have to repeat this process for every business or Companies you do payroll for.  Each company will have their own unique Account number and Web Access code.

Please contact CRA for any issues regarding E-filing.
www.cra.gc.ca

How to Email T4s in Clarity

Pre-requisites:

Please confirm that employees who will be receiving the T4s have their email address setup.

  1. This can be verified by going to Employees > General Information.
  2. Select an employee.
  3. Go to the Organization tab.
  4. Look beside Email, if there is no email address enter the respective email address beside the corresponding field.
  5. Go to the Payroll tab
  6. Ensure both ‘Receive paystubs by email’ and ‘Receive tax slips by email’ are checked off

Note: Employees receiving T4s by email must also be receiving paystubs by email. The password that is set up for the paystubs will be the same for T4s.
 

 

Confirm that the T4s have been successfully generated.

  1. Go to Forms > T4 > Edit Supplementaries 
  2. Browse through the Employee basic, Slip – Part 1 and Slip – Part 2 tabs confirm information and amounts

Follow these steps to email T4s to employees:

  1. Go to Forms > T4 > Email
  2. On the Form tab do the following:
    1. Set the correct business number and submission number under Group to Include
    2. Select the form to be printed (either Supplementary, Summary or Audit Report)
    3. Ensure that the Email recipients copy with instructions is selected under Copy to be printed *This part is essential in order to create the T4 slip package file
    4. Select the range of employees you wish to email the slips to under Slips to be printed.
       
  3. Go to the Paper tab and click the button beside File Name to set a destination and title for the T4 slip package.
  4. Click Create and confirm that you receive the ‘File successfully exported!’ Message.
  5. Go to Utilities > eDelivery.
  6. Select your preferred delivery method (either Microsoft Outlook or Direct) and click Next.
  7. Enter the Subject and Body of the outgoing email for the T4s and click Next.
  8. Click the downward facing arrow button within the text box under Delivery file name (will be on the far right side).
  9. Browse to the location of where you saved the file and click Open.
  10. Click Next and check the box under ‘Selected’ for the employees you wish to email.
       
  11. Click Next and then click on ‘Send Emails’.
  12. You will receive a confirmation message on the amount of emails that have been sent as well as a preview of the eDelivery.


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