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Year-end Process
January 2017 Update
January 2017 Instructions
Basic personal amounts, EI, CPP, QPP, QPIP values as of January 1, 2017
The cheque date determines the first pay period of the new year
Things to remember at year-end
Special MID-YEAR closing of the payroll year due to new ownership, etc.
Year-end Frequently Asked Questions
Why do the T4 amounts seem to be from the previous taxation year?
Why doesn't T4 box 14 equal YTD Gross?
Why isn't the Business Number printing on all T4 slips?
T4, T4A slips
Print T4 slips on plain paper using Easypay Version 2
PDF versions of slips or forms
How to order tax forms
Pre-printed T4 slips: Check the version number of the T4
T4 / T4A XML files
Mandatory electronic filing
T4 / T4A Transmitter Number
Do not submit paper T4/T4A summary form or slips if submitting an XML file
How to create an XML T4 / T4A file
Filing T4 slips by Internet
Quebec RL-1 slips and XML files
How to create a RL-1 XML file
RL-1 XML file - Certification number
RL-1 XML file - Transmitter number
RL-1 - Sequential numbers
Do not submit RL-1 copy 1 if filing an XML file
Summary Form RLZ-1.S-V must be submitted
Miscellaneous
Quebec employers: How to handle CSST
Moving Easypay Payroll and your company data to a new computer
Internet firewalls / filters
A possible solution if your Windows 7 font size appears too large
Manuals
Adobe PDF file Easypay Version 2 Manual Requires Adobe Acrobat Reader
Year-end
January 2017 Update
The January 2017 Update was mailed out to all registered customers on December 9, 2016.
January 2017 Instructions
Instructions are included with the January 2017 Update. The instructions contain important information - please be sure to read them. A copy is also available here:
Adobe PDF file Easypay Version 2 - January 2017 Instructions Requires Adobe Acrobat Reader
Basic personal amounts, EI, CPP, QPP, QPIP values
In Easypay, the federal and provincial basic personal amounts (or "net claim amounts") for each employee are automatically updated when the Close Year step is run. Please do not be alarmed if you notice that these amounts remain unchanged immediately after installing the Easypay Update - this is normal. Please carefully follow the update instructions to ensure that the update installation and year-end process go smoothly.

For your reference, here is a document that lists the basic personal amounts, EI, CPP and QPP values as of January 1, 2017:
Adobe PDF file Basic personal amounts, EI, CPP and QPP values - January 1, 2017 Requires Adobe Acrobat Reader
Cheque date determines first pay period of new year
The first pay period of the new year is determined by the cheque date or payment date of the direct deposit file. For example, if the cheque date has the year 2017, then the pay period of the cheque belongs in 2017, regardless of the number of days worked in 2016 that are included in the cheque amount.
Things to remember at year-end
Below are some important points regarding the year-end process when using Easypay Payroll. Please be sure to read the January 2017 Instructions for complete details.
  • BEFORE installing the January 2017 update and BEFORE closing the year, complete all of your payrolls for 2016. This means closing the last regular pay period in 2016. If you use the Quick Cheque feature, please make sure that it has been closed as well.
  • BEFORE closing the year:
    • Backup your data! Make at least two backup copies of the data files for each company.
    • Print the Year-end YTD Report by selecting Yearly > Year-end YTD Report.
    • Install the January 2017 update.
  • Only run the Year-end Close step AFTER successfully installing the January 2017 update.
  • Only run the Year-end Close step ONCE for each company.
Special MID-YEAR closing of the payroll year due to new ownership, etc.
If you are closing MID-YEAR due to new ownership, etc., detailed help is provided in Easypay's on-line help. From Easypay's main menu, select Help > Frequently Asked Questions > Year-end > How do I close in the middle of the year?
Year-end Frequently Asked Questions
Why do the T4 amounts seem to be from the previous taxation year?
If your T4 amounts appear to be from the previous year, then the payroll year has not been closed correctly.
  • If you have not run any 2017 payrolls, then you may close the year now.
  • If you have processed 2017 payrolls, you must call the Easypay Support for assistance: (905) 825-8020.
Why doesn't T4 box 14 equal YTD Gross?
T4 box 14 does not necessarily equal an employee's YTD Gross amount. T4 box 14 is equal to YTD Gross + Taxable Benefits.

Easypay automatically maps all taxable earnings and benefits to T4 box 14. Therefore, do not use the Yearly > Mapping function to map taxable earnings or benefits to box 14 - otherwise, you will double those amounts in box 14.
Why isn't the Business Number printing on all T4 slips?
If you file your T4 slips on paper, the CRA guidelines are as follows:
  • Complete one copy of the T4 for each employee to send with your T4 Summary form. Enter the information for two different employees on one sheet. You can keep copies of the slips and summary for your files.
  • Complete two copies to give to each employee by the last day of February. Complete the two T4 slips that you have to give to each employee on one sheet. For security purposes, do not enter your Business Number (box 54) on these copies.
(Source: Guide RC4120 - Filing the T4 Slip and Summary Form)
T4, T4A slips
See Also:
Why do the T4 amounts seem to be from the previous taxation year?
Why doesn't T4 box 14 equal YTD Gross?
Why isn't the Business Number printing on all T4 slips?
Print T4 slips on plain paper using Easypay Version 2
If you are using Easypay Version 2, you have the option to print T4 / T4A slips and summaries on plain paper. This saves you the trouble of ordering forms from the CRA and then trying to line them up for printing.

When you are ready to print, just select the "Blank paper... exact copy" option in the Easypay T4 and T4A print windows. We suggest printing a test slip before printing all of the slips. The top and left margins can be adjusted by clicking the Setup button at the bottom of the dialog window.

All of these plain paper versions of the forms have been approved by the CRA. The approval number is printed on the bottom right of each form.
PDF versions of slips or forms
If you use the plain paper option for printing T4 slips, as described above, you won't need to use the T4 PDF slip that is available on the CRA website. However, if you decide to print the T4 PDF slip, be sure to set the Page Scaling to "None" in the printer dialog window. Otherwise, you may experience alignment issues if you attempt to print employee information on the slip.
How to Order Tax Forms
To order tax forms from the CRA:
Pre-printed T4 slips: Check the version number of the T4
If you are using pre-printed T4 slips that you received from the CRA, please check the version number of the slips and then select the corresponding T4 printing option in Easypay.

Look at the bottom left corner of the T4 slips to determine which version you received:
T4(14)
T4 / T4A XML files
Mandatory electronic filing
You must file T4 and T4A slips electronically using XML if you file more than 50 slips for a calendar year.
T4 / T4A Transmitter Number
If you are filing 1 return only and do not have an existing Transmitter number please use generic transmitter number MM555555 to file the return. If you still wish to obtain a Transmitter number, please call 1-800-665-5164 to obtain one.

If you will be filing more than 1 return please use the Transmitter (MM) number that the CRA assigned to you. If you do not have a transmitter number and will be filing more than 1 return, please call 1-800-665-5164 to obtain one.

If you are filing 1 return and currently have an existing transmitter number (MM), use that number.
Do not submit paper T4/T4A summary form or slips if submitting an XML file
When submitting your T4/T4A information returns to the CRA using an XML file, do not send any paper copies of your summary form or slips. Only attach paper copies of any slips that are not included in the XML file submission.
How to create an XML T4 / T4A file
Instructions on how to create an XML file are available in the Easypay on-line help:
  • Version 2: From Easypay's main menu, select Help > Frequently Asked Questions > Year-end > T4, T4A, RL-1
Filing T4 slips by Internet
The CRA's T4 Internet file transfer (XML) service allows you to submit an XML T4 file via the Internet. There is a link to the CRA Internet file transfer (XML) web site on Easypay's Links page.

For help on filing by Internet, please refer to Easypay's on-line help:
  • Version 2: Select Help > Frequently Asked Questions > Year-end > T4, T4A, RL-1
Quebec RL-1 slips and XML files
How to create a RL-1 XML file
For details on how to create a RL-1 XML file using Easypay, in Easypay Version 2 select: Help > Frequently Asked Questions > Year-end > T4, T4A, RL-1
RL-1 XML file - Certification number
The certification number currently assigned to Easypay is displayed in Easypay Version 2: Yearly > Relevé 1 > RL-1 Electronic Filing > Create File.
RL-1 XML file - Transmitter number
You must use the transmitter number assigned to you by Revenu Québec when creating your XML file. If you do not have a transmitter number, you can request one by submitting a Transmitter Registration Form (ED-430-V).
RL-1 - Sequential numbers
The RL-1 sequential numbers are printed in the box in the top right corner of the RL-1 slip.
RL-1 sequential numbers
There are TWO different types of RL-1 sequential numbers:
  • 1st Series sequential numbers are printed in the LOWER half of the box in the top right corner of the slip:
    • If you are using PRE-PRINTED RL-1 slips, you do not need 1st series sequential numbers because numbers are pre-printed on the slips.
    • If you are printing computer-generated RL-1 slips on PLAIN PAPER, instructions for determining the starting number are displayed when you click "Help" beside the text entry box for the 1st series RL-1 sequential numbers. You DO NOT need to contact Revenu Québec to obtain the 1st series sequential numbers.
    • Easypay will print these numbers on the RL-1 slips when printing computer-generated slips on plain paper.

  • 2nd Series sequential numbers are printed in the UPPER half of the box in the top right corner of the slip:
    • If you are submitting an RL-1 XML file, you must obtain this series of numbers from the Division de l'acquisition des données électroniques at Revenu Québec (Telephone: 418 659-1020 or 1 866 814-8392 (toll-free)).
    • Easypay will print these numbers on the RL-1 slips when printing on either pre-printed slips or computer-generated slips on plain paper.
Do not submit RL-1 copy 1 if filing an XML file
If you are filing RL-1 slips using an XML file, do not submit copy 1 of the RL-1 slips.
Summary Form RLZ-1.S-V must be submitted
Regardless of the method you use to file RL-1 slips, you must complete the Summary of Source Deductions and Employer Contributions (form RLZ-1.S-V) and file it with Revenu Québec. The summary is available on Revenu Québec's website. The summary may be completed and transmitted using Revenu Québec's online services.
Miscellaneous
Quebec employers: How to handle CSST
CSST can now be set up as a benefit (we know, it's not really a benefit) and reported on your Remittance report. In Easypay, please select Help > FAQ > Most Commonly Asked Questions > How do I set up WCB / WSIB? The same instructions apply for setting up CSST. If the first four letters of the benefit name are "CSST", it will not print on an employee's pay advice. Calculation Code "P" is non-taxable (no affect on the employee) and is defined as a percentage of (Gross Pay + Taxable Benefits).
Moving Easypay Payroll and your company data to a new computer
For instructions on how to move Easypay Payroll software and your company data to a new computer, please print the following document:
Adobe PDF file Moving Easypay Payroll and your Company Data to a New Computer Requires Adobe Acrobat Reader
Internet firewalls / filters
If your computer is connected to the Internet, Easypay periodically checks the Easypay website for software updates and/or news. Easypay does this by accessing the following URL:
http://www.easypay.ca/check_for_updates/epwebv2.txt

If you need to turn this option off in Easypay, go to: Utilities > System Settings > Automatically Check the Easypay Website.
A possible solution if your Windows 7 font size appears too large
There is a rare issue with Windows 7 that sometimes causes the font size to be displayed larger than it should be. This causes the text in check boxes, option buttons, etc., to be distorted and cut off.

We found an article that explains a possible cause of this problem and provides a solution.1 In summary, the DPI settings for a few older fonts might be set to 125% instead of 100%, even if the DPI for the system is set to 100%.

You can use the steps below to attempt to fix the issue. This solution involves downloading and using a ".REG" file which will automatically edit the Windows registry to set the DPI for these older fonts to 100%.

Warning! This solution involves editing the Windows registry. Please use at your own risk.

Steps to fix the problem:
  1. To download the file, RIGHT-CLICK this link win7fontfix.rgg (4 kb) and select "Save target as" or "Save link as".
  2. Open the folder into which you downloaded the file and RENAME the file extension to ".reg" so that file name is "win7fontfix.reg".
  3. Run the file by double clicking it. You'll get a few warning messages asking you if you really want to run the file and edit the registry.
  4. REBOOT the system for the changes to take effect.
1Reference: here is a link to the original article:
https://community.dynamics.com/gp/b/developingforgp/archive/2009/11/24/windows-7-bitmap-fonts-and-microsoft-dynamics-gp.aspx
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Payroll software for small and medium-sized businesses in Canada.