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Year-end
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January 2010 Update
January 2010 Instructions
Basic personal amounts, EI, CPP, QPP, QPIP values as of January 1, 2010
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 |
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T4, T4A, RL-1 slips
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Print T4 slips on plain paper using Easypay Version 2
PDF versions of slips or forms
How to order tax forms
Before printing T4 slips: Check the version # of the T4
Laser T4 - Lining up the slips for printing
"The T4s seem to be from the previous taxation year"
"The Business Number is not printing on all T4 slips"
"T4 Box 24 (EI insurable earnings) is not printing" |
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T4 / T4A XML files
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Mandatory electronic filing
Do not submit paper copies if submitting an XML file
How to create an XML T4 / T4A file
Filing T4 slips by Internet |
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Relevé 1 XML files
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Relevé 1 XML file option
How to create a Relevé 1 XML file
Relevé 1 XML file "Certification number"
Relevé 1 XML file "Transmitter number"
Do not submit RL-1 copy 1 if filing an XML file |
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Miscellaneous
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Moving Easypay Payroll and your company data to a new computer
Installing Easypay Customizer Version 1 when using Easypay Version 2
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Manuals
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Year-end |
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January 2010 Update
The January 2010 Update was mailed December 10th - 11th, 2009 to all registered customers.
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January 2010 Instructions
Instructions are included with each version of the January 2010 Update. The instructions contain important information - please be sure to read them.
Copies of the instructions for each payroll version are available below:
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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.
As a handy reference, here is a document that lists the basic personal amounts, EI, CPP and QPP values as of January 1, 2010:
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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 2010, then the pay period of the cheque belongs in 2010, regardless of the number of days worked in 2009 that are included in the cheque amount. |
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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 2010 newsletter for complete details.
- BEFORE installing the January 2010 update and BEFORE closing the year, complete all of your payrolls for 2009. This means closing the last regular pay period in 2009. 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 Detailed Year-to-Date Report for all employees: Select Yearly > Year-end YTD Report.
- Install the January 2010 update.
- Only run the Year-end Close step AFTER successfully installing the January 2010 update.
- Only run the Year-end Close step ONCE for each company.
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Special mid-year closing of the payroll year
If you are closing MID-YEAR due to new ownership, etc., detailed help is provided in Easypay's on-line help:
- Version 2: From Easypay's main menu, select Help > Frequently Asked Questions > Year-end > "How do I close in the middle of the year?"
- Version 1: From Easypay's main menu, select Help > Addendum > Contents > Year-end > Close the Payroll Year. Then scroll down to the section entitled "SPECIAL MID-YEAR CLOSING OF THE PAYROLL YEAR".
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T4, T4A, RL-1 slips |
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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.
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.
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PDF versions of slips or forms
We do not recommend downloading the PDF versions of slips or summary forms from the CRA or Revenu du Québec web sites and trying to use them when printing from Easypay. If Adobe Reader's Print dialog settings are not set properly, the form that you print may not be the same size as the actual forms that you receive in the mail from the government and will not align properly with Easypay's printing options. If you decide to use the PDF versions, make sure that you set Page scaling to None in Adobe Reader's Print dialog window. Other settings may also need to be adjusted before the form prints correcly.
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How to Order Tax Forms
To order tax forms from the CRA:
Telephone 1-800-959-2221, or
Order on-line at www.cra-arc.gc.ca/formspubs/rqst-eng.html
Revenu du Québec web site: www.revenu.gouv.qc.ca
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Before printing T4 slips: Check the version # of the T4
Before printing your T4 slips, please check the version number of the slips that you will be using 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:
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Laser T4 - Lining up the slips for printing
To line up your Laser T4 slips, from the Easypay menu select Yearly > T4s > Tax Form Print. Then turn on the check box labeled "Using Laser T4 Forms" and click on the Help button for assistance.
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"The T4s seem to be from the previous taxation year"
If your T4's appear to be from the previous year, then you have not closed the year correctly.
- If you have not run any 2010 payrolls, then you may close the year now.
- If you have processed 2010 payrolls, you must call the Easypay Support for assistance: (905) 825-8020.
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"The Business Number is not 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.
Reference: Guide RC4120(E) - "Filing the T4 Slip and Summary Form"
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"T4 box 24 (EI insurable earnings) is not printing"
The CRA guidelines for box 24 are as follows:
Leave box 24 blank if:
- there are no insurable earnings;
- insurable earnings are the same as the employment income in box 14; or
- insurable earnings are over the maximum for the year
Reference: Guide RC4120(E) - "Filing the T4 Slip and Summary Form"
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T4 / T4A XML files |
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Mandatory electronic filing
Effective January 1, 2010, you must file information returns by Internet File Transfer in eXtensible mark-up language (XML) if you file more than 50 T4 information returns (slips) for a calendar year. Mandatory electronic filing relates to the date of filing, not the tax year of the returns being filed.
Reference: Guide RC4120(E) - "Filing the T4 Slip and Summary Form"
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Do not submit paper copies if submitting an XML file
When submitting your 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.
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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
- Version 1: From Easypay's main menu, select Help > Addendum > Contents > Year-end > T4 / T4A XML Files - Overview
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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.
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
- Version 1: Select Help > Addendum > Contents > Year-end > Submitting T4/T4A Returns via the Internet
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Relevé 1 XML files |
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Relevé 1 XML file option
The RL-1 XML file creation option (for the 2009 taxation year) will be available as a downloadable patch from the Downloads page of this web site in early January 2010. Instructions for obtaining this update will be posted in the News section of our web site as soon as it is available.
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How to create a Relevé 1 XML file
For details on how to create a RL-1 XML file in Easypay, use Easypay's on-line help:
- Version 2: Select Help > Frequently Asked Questions > Year-end > T4, T4A, RL-1
- Version 1: Select Help > Addendum > Contents > Year-end
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Relevé 1 XML file "Certification number"
Information about the certification number will be posted in the News section of our web site as soon as it is available. |
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Relevé 1 XML file "Transmitter number"
If you have not yet been assigned a transmitter number, you must ask the Division de l'acquisition des données électroniques to assign you a transmitter number before you submit your file.
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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. Regardless of the method you use, you must complete the Summary of Source Deductions and Employer Contributions (form RLZ-1.S-V) and file it with the Ministère.
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Miscellaneous |
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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:
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Installing Easypay Customizer Version 1 when using Easypay Version 2
For instructions on how to install the Version 1 Customizer Module when using Easypay Version 2, please print the following document:
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