Payroll – Employees (Canada)

Complete the payroll activities for Canada listed below.

Year-End Preparation

The following items can be done before year-end processing.

  • Update Tax Tables:

    Tax table records are controlled by an effective date. You can enter updates for new rates at any time; however, make sure the effective date matches the date when the tax rate takes effect, not the date you make the entry. Use the following screens to verify the information.

    • Federal Retirement & Unemployment Insurance – Make sure that rates and limits for CPP and EI are set correctly. Go to Employees > Setup > Taxes & Insurance > Federal Retirement & Unemployment Insurance (Rates tab).
    • Income Tax Table – Make sure that federal, provincial, and local income tax rates are correct. Go to Employees > Setup > Taxes & Insurance > Income Tax Table (all tabs).
      Opmerking: Tax table information is available on the Viewpoint Customer Portal. Tax tables are updated as information becomes available from each tax authority. Viewpoint recommends that you subscribe to the tax tables for the provinces relevant to your organization so that you are notified when the information changes.
  • Print Forms T4 Summary Report:
    The report provides information on the number of T4 slips needed. You can run this report at any time to assist in determining number of T4 slips that you need.
    1. Go to Employees > Quarter and Year End > Print Forms T4 Summary Report.
    2. Run the report in ProContractor, or select Print/eFile with Aatrix. Refer to the Paper and Electronic Filing Options section of the Year-End Checklist (Canada) for details.
  • Order T4 Slips:

    Contact the Canada Revenue Agency to order.

  • Review Payroll Setup:
    Make sure the information necessary for processing T4 slips is accurate. Use the following screens to verify the information.
    • Employee – Verify name, address, Social Insurance Number, and federal and provincial withholding information for all employees. Go to Employees > Setup > View Employee Setups and run the Employees view. You can customize this view and save it for use next year. If you need to modify an employee, double-click on the employee in the view to open the Employee screen.
    • Deductions – If a deduction needs to appear on the T4 slip, make sure that the fields in the T4 section are set correctly. Go to Employees > Setup > Deductions & Fringes > Deductions (T4 and Tax Control tab).
    • Fringe Benefits – If a fringe needs to appear on the T4 slip, make sure the fields in the T4 section are set correctly. Go to Employees > Setup > Deductions & Fringes > Fringe Benefits (T4 and Tax Control tab).
      Tip: You can use other views to review additional payroll setup information, such as the All Deduction - Fringe - Additional Pay Setup view, which shows where deductions, fringe benefits, and additional pay are applied. To generate other views, go to Employees > Setup > View Employee Setups and Employees > Reports > View Payroll Activity.

At Year-End

  • Run the final payroll cycle for the year, including bonus checks, layoffs, and taxable fringe benefits.
  • Enter any necessary tax table updates, if not yet completed.
  • Enter any necessary employee changes such as taxes, exemptions, fringes, deductions, and so on.

At this point, you are ready to begin processing payroll for the next year.

Process T4 Slips

Process forms within ProContractor, or use an electronic filing option. Refer to the Paper and Electronic Filing Options section of the Year-End Checklist (Canada) for details.

  • Print Forms T4 Summary Report:
    The report provides totals of T4 information.
    1. Go to Employees > Quarter and Year End > Print Forms T4 Summary Report.
    2. Run the report in ProContractor, or select Print/eFile with Aatrix.
  • Print Reports:
    Various reports can assist in verifying and reconciling your T4 slip information. Print the following reports as needed.
    • Historical Earnings Statement – This report provides total employee wages, taxes, and deductions for the year. Go to Employees > Reports > Historical Earnings Statement.
    • Federal Earnings and Tax Report – This report provides federal information for each employee, including total wages, taxable wages, federal tax withheld, pension plan earnings, amounts withheld, and employer amounts. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > Federal Earnings and Tax Report.
    • State/Province Earnings and Tax Report by Quarter – This report provides state information for each employee, including total wages, taxable wages, and provincial tax withheld. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > State/Province Earnings and Tax Report by Quarter.
    • Local Earnings and Tax Report by Quarter – This report provides local information for each employee, including total wages, taxable wages and local tax withheld. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > Local Earnings and Tax Report by Quarter.
    • Deduction Report – This report provides deduction and payroll tax information for each employee. Go to Employees > Reports > Deduction Report.
    • Fringes Report – This report provides fringe benefit information, including fringe benefits, prevailing wage fringes, and payroll taxes for each employee. Go to Employees > Reports > Fringes Report.
    • 401(k) Fringes and Deductions Report – This report provides deduction and fringe information for selected deductions and fringes. Go to Employees > Reports > 401(k) Fringes and Deductions Report.
    • View Employee Setups – Use this screen to review employee setup data, including Employees, All Deduction - Fringe - Additional Pay Amounts, and Employee Payroll Check. Go to Employees > Setup > View Employee Setups.
  • Print Draft T4 Slips:
    1. Go to Employees > Quarter and Year End > Print Forms T4 to print your draft slips on plain paper for review.
    2. Run paper versions of forms for review, or select Print/eFile with Aatrix to generate test versions of electronic forms.
  • Revise T4 Slips:
    1. Go to Employees > Quarter and Year End > Edit Forms T4.
    2. Revise your forms as required.
    Belangrijk: If you use Aatrix T4 report filing, Aatrix provides the option to review and edit information before filing reports.

    If edits to Form T4 information are required, use Aatrix. Changes made on the Edit Forms T4 screen in ProContractor are not reflected on T4 slips.

    Viewpoint recommends that you verify the accuracy of the information on your forms and make changes, as needed, before printing or saving them. There are several reasons you might want to modify this information, including:
    • You don't have complete payroll data entered for the year because it was your first year using ProContractor and you didn't load initial balances.
    • You haven't set up all of the needed payroll fringes and deductions in ProContractor.
    • Some of the data is based on the Employee record from the last payroll you ran for that employee in the year, so it's possible some of the information could be incorrect; for example, the employee address.
    • Additional earnings need to be added for tax reporting purposes.
  • Print Final T4 Slips :
    1. Go to Employees > Quarter and Year End > Print Forms T4.
    2. Print final forms in ProContractor, or select an e-filing option.
    Opmerking: Viewpoint strongly recommends that you export your Forms T4 to a PDF file and/or keep printed copies on file in case you need additional copies in the future.
  • Submit T4 Slips Electronically (if required):
    • If you are using Aatrix, select Employees > Quarter and Year End > Aatrix Report Filing
    • If you are generating an XML file to submit electronically, select Employees > Quarter and Year End > Export Forms T4.
      Opmerking: Use the Export Forms T4 screen to create an XML file of the T4 slip data that you can electronically submit to the Canada Revenue Agency. The XML file includes information on individual T4 slips and the T4 summary information necessary for submission. Because ProContractor outputs this report to the XML file format specified by the Canada Revenue Agency, it cannot be modified or printed from within ProContractor.

Complete the T4 Summary

  • Reprint Forms T4 Summary Report:

    Re-run the report to view the totals of T4 information after you have finished making edits to T4 slips.

    • Go to Employees > Quarter and Year End > Print Forms T4 Summary Report.
  • Manually Complete T4 Summary:

    Use the information from the Forms T4 Summary Report to manually complete your T4 Summary.