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PayTime tm      T4s & T4 SUMMARY


After you have run the last MONTH END report of the year, make a backup of your DATA files (or two copies for safety). If the employees of the company for whom you wish to print the T4s have any taxable benefits, calculate them before running this program. You do not have to run all companies at the same time.

For information on completing the T4s, see the Employers' Guide to Payroll Deductions [T4001(E)], Chapter 6 - How to Report Income and Deductions (page 33) booklet from Revenue Canada for more information on how to complete the T4 information. Also obtain the Employers' Guide to Payroll Deductions - Taxable Benefits [T4130] booklet for specification information on each benefit. For those of you that wish to file electronically obtain the Computer Specifications for Data Filed on Magnetic Media [T4028(E)] booklet.

T4 Menu screen

PAYTIME                                                               3:06:15 pm
                     +-----------------------------------+
                     ¦ PRINTING the T4 SLIPS and SUMMARY ¦
                     +-----------------------------------+
+------------------------------------------------------------------------------+
¦    First you have to enter any  TAXABLE  BENEFITS for the employees of the   ¦
¦    company you wish to print the T4s for.  You can obtain a listing of the   ¦
¦    benefits before printing the T4 slips. You will be allowed to create      ¦
¦    the Taxable benefits from the Estimated taxable benefits in the Employee  ¦
¦    file for all Companies if you clear the Taxable Benefit file when adding  ¦
¦    the Taxable benefits.                                                     ¦
¦    Check the instructions in the "Employers Guide to Payroll Deductions"     ¦
¦    for the information you need; also see the README.TXT file.               ¦
¦------------------------------------------------------------------------------¦
¦               Press 'A' to Add Taxable Benefits and Other Information        ¦
¦               Press 'B' to Browse Taxable Benefits                           ¦
¦               Press 'P' to Print Trial Balance or Taxable Benefits lists     ¦
¦------------------------------------------------------------------------------¦
¦               Press 'Y' to access YEAR END Test check                        ¦
¦------------------------------------------------------------------------------¦
¦               Press 'T' to print the T4 slips & Summary                      ¦
+------------------------------------------------------------------------------+

       You have NOT done the DATA base Modifications for 1998, (R)eturn (R)

ACCESS:

Press <P> on Master Menu and <T> on the Report menu.

OPERATION:

You need to take one of the following actions:-

EXIT:

Press <R> to return to Master Menu.
 


Add Taxable Benefits and Other Information

Obtain the Employers' Guide to Payroll Deductions - Taxable Benefits [T4130] booklet for specification information on each benefit (see above for more information).

Press <T> on the T4 Menu, the Select a Company screen will appear. Then the following screen will appear:

Taxable Benefits Menu screen
 

PAYTIME                                                               4:25:52 pm
     The Good Profit Company

+----------------------------<TAXABLE  BENEFITS>-------------------------------+
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦   +----------------------------------------------------------------------+   ¦
¦   ¦                                                                      ¦   ¦
¦   ¦  I>   Import Taxable Benefits from Estimated Benefits                ¦   ¦
¦   ¦                                                                      ¦   ¦
¦   ¦  A>   Add/Modify Taxable Benefits for selected company               ¦   ¦
¦   ¦                                                                      ¦   ¦
¦   ¦  B>   Browse Taxable Benefits for selected company                   ¦   ¦
¦   ¦                                                                      ¦   ¦
¦   ¦  C>   Add/Change Employer Information for Magnetic Media filing      ¦   ¦
¦   ¦                                                                      ¦   ¦
¦   +----------------------------------------------------------------------+   ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+

                Enter selection, (R)eturn to menu or (Q)uit ( )

Import Taxable Benefits from Estimated Benefits

After you have run the last payroll in the year, select <I> to Import Taxable Benefits from Estimated Benefits. This information is stored in the YTB (Yearly tax benefits) fields in the Employee file (PREMPE.DBF). The information is transferred to the OTB (Other taxable allowances, benefits) in the Payroll Taxable Benefits file (PRTB.DBF). You may need to re-approriate the amount to other benefit fields.

The following screen will appear:
 

Create the Taxable benefits from the Estimated taxable benefits
in the Employee file for: (A)ll Companies or (S)elected company

Press <A> for all companies (Employers), the following prompt will appear:
 

Do you want to clear the PRTB.dbf file  (Y/N)

Press <Y> if you want to clear all the records in the Taxable Benefit file, or press <N> if you wish to leave the current records in the file. Remember this file contains all the records for all the Employers. After the importation is completed the computer will return to the Taxable Benefits Menu screen.

Press <S> to import the records of your selected company,  the following prompt will appear:
 

Do you want to clear the records for selected company (Y/N)

Press <Y> if you want to clear all the records of your selected company in the Taxable Benefit file, or press <N> if you wish to leave the current records in the file. Remember this file contains all the records for all the Employers. After the importation is completed the computer will return to the Taxable Benefits Menu screen.

Add/Modify Taxable Benefits for selected company

Press <A> to add/modify Taxable Benefits of the Employees for your selected company. The following screen will appear:
 
PAYTIME                                                               4:30:04 pm
     The Good Profit Company              Enter Employee No. :         :

+----------------------------<TAXABLE  BENEFITS>-------------------------------+
¦                                                                              ¦
¦[30] Housing Board and Lodging                                                ¦
¦                                                                              ¦
¦[32] Travel in a prescribed Area                                              ¦
¦                                                                              ¦
¦[34] Personal Use of employer's Auto                                          ¦
¦                                                                              ¦
¦[36] Interest free & low interest Loans                                       ¦
¦                                                                              ¦
¦[38] Stock option benefits                                                    ¦
¦                                                                              ¦
¦[40] Other taxable allow. & benefits                                          ¦
¦                                                                              ¦
¦[46] Charitable donations                                                     ¦
¦                                                                              ¦
¦[50] Pension Plan/DPSP registration No.                                       ¦
¦                                                                              ¦
¦[52] Pension adjustment                                                       ¦
+------------------------------------------------------------------------------+
      Press 'ENTER' to end entry of taxable benefits and return to menu

Check the Revenue Canada instructions (see above) for more details on these entries. If there are no entries for the company press <ENTER> to proceed to the next step or enter the taxable benefits.

If you pressed <ENTER>, the following message will appear:
 

Do you want to End entries (Y/N)?: :

If you enter an invalid employee number, the following message will appear:
 

EMPLOYEE NOT FOUND!

Either enter a correct number or BLANK the field to end the entries. After entering the employee's information, the following message will appear:
 

(P)roceed, (M)ore Information, (C)orrect, or (E)nd entries ( )

When you have ended the entries the computer will return to the Taxable Benefits Menu screen.

If you press <M>, you can enter additional information, such as the Past-Service pension contributions and any additional information needed for Magnetic Media filing. See the Computer Specifications for Data Filed on Magnetic Media [see above] booklet for more information.
 

PAYTIME                                                              11:21:07 am
     The Good Profit Company              Enter Employee No. :BC       :
                                          Bee   Cee
+----------------------------<TAXABLE  BENEFITS>-------------------------------+
¦                                                                              ¦
¦ Past-Service contributions        :    0.00:                                 ¦
¦ Registered pension plan indicator :0:                                        ¦
¦ Placement Agency - SE indicator   :0:                                        ¦
¦ Non-taxable earnings -  Status Indian :      0.00:                           ¦
¦ Non-taxable earnings -  Status Indian (elected CPP indicator) :0:            ¦
¦ Employment  outside Canada    :       0.00:                                  ¦
¦ Number of days outside Canada :  0:                                          ¦
¦ Power Saw employee indicator  :0:                                            ¦
¦ Home Loan                     :    0.00:                                     ¦
¦ Stock option benefits footnote  :      0.00:                                 ¦
¦ Stock option benefits indicator :0:                                          ¦
¦ Charitable organization registration number :           :                    ¦
¦ Medical travel                         :      0.00:                          ¦
¦ Board and lodging at special work site :    0.00:                            ¦
¦ Municipal office's expense allowance   :      0.00:                          ¦
¦ Automobile per kilometer allowance     :      0.00:                          ¦
¦ Occupation of individuals who are not employees :                    :       ¦
+------------------------------------------------------------------------------+
            Enter additional Information for Magnetic Media filing

After entering the additional information the computer will return to the Add/Modify Taxable Benefits for selected company screen.

Browse Taxable Benefits for selected company

See the Browse Taxable Benefits below for operating instructions.

Add/Change Employer Information for Magnetic Media filing

Press <C> to Add/Change Employer Information for Magnetic Media filing additional information. You need to supply the computer with the following information:
 
PAYTIME                                                               3:12:16 pm
     The Good Profit Company

+----------------------------<TAXABLE  BENEFITS>-------------------------------+
¦                                                                              ¦
¦         Enter the following additional company information                   ¦
¦                                                                              ¦
¦         Accounting contact name :                      :                     ¦
¦                                                                              ¦
¦                Telephone number (:   :):       :                             ¦
¦                                                                              ¦
¦               Proprietor #1 SIN :        0:                                  ¦
¦                                                                              ¦
¦               Proprietor #2 SIN :        0:                                  ¦
¦                                                                              ¦
¦            Data Type Code (1-3) : :        Enter '1' or see 'T4028' booklet  ¦
¦                                                                              ¦
¦              Transmitter number :        : Assigned by Revenue Canada        ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+

                Enter selection, (R)eturn to menu or (Q)uit (C)

See the Computer Specifications for Data Filed on Magnetic Media [see above] booklet for more information on these fields.

After you have completed the entries the computer will return to the Taxable Benefits Menu  screen.


Browse Taxable Benefits

Press <B> on the T4 Menu, the Select a Company screen will appear. Then the following screen will appear:
 
 Records   Organize   Fields   Go To   Exit                          10:19:10 am
+------------------------------------------------------------------------------+
¦EMPLOYEE ¦FR      ¦MT       ¦PUA     ¦IFL      ¦SOB      ¦OTB     ¦CH      ¦DP¦
¦---------+--------+---------+--------+---------+---------+--------+--------+--¦
¦BC       ¦     .  ¦      .  ¦     .  ¦      .  ¦      .  ¦     .  ¦     .  ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
¦         ¦        ¦         ¦        ¦         ¦         ¦        ¦        ¦  ¦
+------------------------------------------------------------------------------+
Browse  ¦C:\pt\PRTB              ¦Rec 1/1          ¦File ¦ExclLock¦   Num

This screen allows you to browse the Payroll Taxable Benefits file (PRTB.DBF). A list of field definitions can be found in the DATABASE CONTENTS appendix. See the appendix to see HOW to USE the dBASE BROWSE COMMAND. Move to the Employee you wish to make changes to and press <F2> to see all the fields in the records. Press <F2> again to resume the browse mode. Press <F10> to access the Menu at the top of the screen.
 


Print Trial Balance or Taxable Benefits lists

Press <Y> on the T4 Menu, and the following message will appear:
 
(P)rint Taxable Benefits listing or (E)mployee Trial Balance listing ( )

Taxable Benefits listing

Press <P> for a Taxable Benefits listing,  the Select a Company screen will appear. Then the listing will print. This prints all the current benefits in the Taxable Benefits file (PRTB.DBF).

Once the Report has printed the computer will return to the T4 Menu.

Employee Trail Balance Listing

Press <E> to print an Employee Trail Balance Listing, which will show all the information needed for the T4 Slips, and the outstanding Holiday Pay (H.P. BANK) due to the Employees. The following screen will appear:
 

PAYTIME                                                              11:08:35 am
          +---------------------------------------------------------+
          ¦ P R I N T I N G  E M P L O Y E E  I N F O R M A T I O N ¦
          +---------------------------------------------------------+
  +--------------------------------------------------------------------------+
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                         TRIAL BALANCE LISTING                            ¦
  ¦                                                                          ¦
  ¦         Press 'A' for a listing of all EMPLOYEES on the FILE             ¦
  ¦                                                                          ¦
  ¦         Press 'C' for a listing of all EMPLOYEES of one COMPANY          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  ¦                                                                          ¦
  +--------------------------------------------------------------------------+

               Enter your selection or (R)eturn to master menu ( )

Make your selection as indicated above. If you press <C>, the Select a Company screen will appear. You are then given the choice of the following:
 

(I)nclude any Year end Adjustments, (A)djustments only or (P)lain ( )

Press <I> to include any Year end Adjustments generated below and any Taxable Benefits.
Press <A> to report only the Adjustments, or
Press <P> to just give a report with the information from the Employee file (PREMPE.DBF) including any accumulated Taxable Benefits (Estimated) and the outstanding H.P.Bank.

Once the Report has printed the computer will return to the T4 Menu.


YEAR END Test check

Press 'Y' on the T4 Menu, the Select a Company screen will appear. Then the following message will appear:
 
(U)se 1999's rates or (L)ast year's rates (L)

Use the current year if you have not closed the year yet. This will use the data in the Employee file (PREMPE.DBF). Or, use Last year's rate for the closed year. This data is in the Closed Employee file (P98EMP.DBF).
 

(D)iscpenacy report, (Y)ear End Adjustments, (J)ournal Entry or (R)eturn ( )
Discrepancy Report

If you press <D> above, the computer will prompt you as follows:
 

(P)rint or (D)isplay the DISCREPANCY Listing ( )

Make the appropriate choice, and the following report with appear or be printed:
 

                   CPP/QPP and EI DISCREPANCY LISTING on 07/20/99
                   ==============================================

          Company 001 The Good Profit Company

          No.       Employee Name          Discrepancies
          -----------------------------------------------------------------

          BC        B   Cee                S.I.N. of    -   -  0 is invalid

          ONT       O N Tario              CPP is over by      2.14
                                           UI  is short by    -1.00
                                           S.I.N. of    -   -  0 is invalid



                   (P)roceed, (G)o back or (R)eturn to menu (P)

Year End Adjustments

If you press <Y> above, the following screen will appear:
 
PAYTIME                                                              10:58:39 am
     The Good Profit Company              Enter Employee No. :         :

+---------------------------<YEAR END TEST CHECK>------------------------------+
¦                                                                              ¦
¦     Enter the number of Employment weeks this employee is                    ¦
¦                          subject to CPP and/or QPP earnings                  ¦
¦                                                                              ¦
¦     Employment income before deductions (Box 14)                             ¦
¦                                                                              ¦
¦     Earning NOT subject to CPP/QPP, for age, retirement etc.                 ¦
¦                                                                              ¦
¦     Pensionable earnings subject to CPP/QPP (Box 26)                         ¦
¦------------------------------------------------------------------------------¦
¦                      Number of Insurable weeks subject to EI                 ¦
¦                                                                              ¦
¦                              Insurable earnings for the year                 ¦
¦------------------------------------------------------------------------------¦
¦     CPP/QPP: Actual          Adjustment          Discrepancy                 ¦
¦                                                                              ¦
¦          EI: Actual          Adjustment          Discrepancy                 ¦
+------------------------------------------------------------------------------+

       Press 'ENTER' to end entry of Year End adjustments and return to menu

Enter the Employee you wish to make Adjustments for.
 

(N)ext employee, (C)orrect, (Z)ero discrepancies (E)nd entries ( )

If the Discrepancy is a negative amount the CPP/QPP or UI is short deducted, or if the Discrepancy is a positive amount the CPP/QPP or UI is over deducted.

Press <Z> to make the adjustment to the Employee's T4 record. If the Discrepancy was negative the Adjustment will be a positive amount because this will be added to the Employee's deductions, or if the Discrepancy was positive the Adjustment will be a negative amount because this will be subtracted from the Employee's deductions.

To obtain a listing of the Adjustments being made to each Employee, press <P> on the T4 Menu, <E> for the Employee Trail Balance listing, select the Company, choose the Sort order of the report and press <A> to print the EMPLOYEE TRAIL BALANCE (Taxable Benefits and Adjustments ONLY) listing.

Make sure you run the Journal Entry report below.

Enter the rest of the employees, then press <E> to return to the Year End Test Check menu.

Journal Entry Report

If you press <J>, you will generate a Journal Entry of the Adjustment you made on the Year end adjustments procedure. Enter these entries in your accounting system, and adjust any difference on your next remittance to Revenue Canada, or if you have sent the last remittance for the year the adjustment will show up on your T4 Summary.

Exit

Press <R> to return to the T4 Menu.


Print the T4 slips & Summary

If needed, be sure you have already made entries to the Taxable Benefit file and run the YEAR END Test check. Press <T> on the T4 Menu, the Select a Company screen will appear. Then the following screen will appear:
 

Press:  <Y> if you wish to use these entries.
           <N> to clear the file.
 
 

PAYTIME______________________________________________________________ 1:59:38 pm
________________________+------------------------------+________________________
________________________¦ PRINTING the T4s and SUMMARY ¦________________________
________________________+------------------------------+________________________
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦                Load the printer with the appropriate T4 forms                ¦
¦                                                                              ¦
¦            The computer will stop after printing the T4s to allow            ¦
¦            you to change the paper to the "T4 - Summary" or let              ¦
¦            you use plain paper to print the summary information              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦            You are printing the T4s from the C:P98EMP file for 1998          ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
________________________________________________________________________________
____(C)ontinuous T4s, (L)aser, (I)nkjet, (S)elf-mailer T4s or (N)ext year ( )___
________________________________________________________________________________

NOTE:

You will need: to print the T4s. If you do not have any obtain them from your District Taxation Office of Revenue Canada (see above). Be sure to ask for extras in case the printing goes wrong.

Printing T4 forms

 
PAYTIME______________________________________________________________ 1:46:27 pm
________________________+------------------------------+________________________
________________________¦ PRINTING the T4s and SUMMARY ¦________________________
________________________+------------------------------+________________________
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦                 Load the printer with Laser/Inkjet T4 forms                  ¦
¦          +---------------------------------------------------------+         ¦
¦          ¦ The computer will stop after printing the T4s to allow  ¦         ¦
¦          ¦ you to change the paper to the "T4 - Summary" or let    ¦         ¦
¦          ¦ you use plain paper to print the summary information    ¦         ¦
¦          +---------------------------------------------------------+         ¦
¦                                                                              ¦
¦          +---------------------------------------------------------+         ¦
¦          ¦ If you wish to (S)tart printing the T4 FORMS part way   ¦         ¦
¦          ¦ in the run, select (S).                                 ¦         ¦
¦          +---------------------------------------------------------+         ¦
¦                Printer head position is 4 starting on line 6                 ¦
¦                                                                              ¦
¦            You are printing the T4s from the C:P98EMP file for 1998          ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
________________________________________________________________________________
_____(T)est printing, (P)rint T4 slips, (S)tart at or (R)eturn to menu  (P)_____
________________________________________________________________________________

Load the appropriate T4 forms in the printer.

Press <T> and the first line on the form will be printed. If this is not lined up, physically adjust the printer (as in using a Dot Matrix printer) or change the Printer head position and/or the starting line number (this means how many lines down on the page does the printing start) and do the test again. Once the printer is aligned, press <P> and the T4s will be printed. While they are printing the following message will appear:

You will the be prompted with the following:
 

Are you filing the T4s by Magnetic Media (Y/N) (N)

If you are filing your T4s by Magnetic Media, press <Y>; otherwise press <N>. See above for more information, if you are electronically filing.
 

(T)est printing, (P)rint T4 slips, (S)tart at or (R)eturn to menu  (P)

Here you are given the option of Testing the alignment of the T4 printing on your type of printer. The computer will ask you:
 

Enter the first line to print on the printer (1-6) (5)

This means, which physical line on the form does the printer print on. If you enter two small a number you will get lines printed on a second page. Increase the line number to correct this, until you get no extra pages. I got that in the test T4 when I had the wrong number of lines in my
selection, but once I got the lines right it cleared up. On the test printing the 1st printed line starts with an '*' then the number of lines in '[ ]'.
 

Enter the first starting position of the printer (1-9) (5)

This will allow you to move the printing to the right on the form. (e.g. '5' will indent to position 5 on the form. Make sure that the following lines are printed (about half way down the page) next to each other, and that the '=*' is at the end of the line.
 

123456789-last line will be blank================================Col:5=Line:5=*
123456789-this will be a blank line 

When you print the real T4s, the first T4 there should be a '+' sign in the top left hand corner, then the 2nd T4 has a '.' on the top left had side of the second T4, and repeating the process an the next page. If  you getting a '.' on the top of the 2nd page, you have chosen the wrong type of printer.

Press <P>, if you want start printing the T4s part way through the run.
 

Please enter EMPLOYEE NUMBER of last T4 FORM printed  :         :
   +---------------------------------------------------------+
   ¦ *** You will need to count the number of T4s being  *** ¦
   ¦ *** filed. Answer will be prompt at end of printing *** ¦
   +---------------------------------------------------------+

Enter the Employee Id of the last correct T4 printed. Note you will have to count the number of T4s printed for the T4 Summary.

While the printing takes place the following message will appear:
 

PLEASE WAIT while the Forms are PRINTED
PRESS 'Esc' to abort printing

Note that the following messages, can appear on your screen, long before the last T4 is printed.
 

Do you want to print the T4 SUMMARY on the (F)orm or (P)lain paper ( )

After all the T4s are printed, you will be prompted to print the T4 Summary. You can either change to plain paper or put in the T4 Summary form.
 

Please enter the number of T4s being filed for xxx (    )

If you started the run part way through, you will be prompted to enter the number of T4 you are filing for your selected company.
 

 

When the printing is completed the following message appears:
 

Do you want to print the T4s for another COMPANY (Y/N) ( )

Press <Y> if you wish to print T4's for another Company.

EXIT:

Press <N> to return to Master Menu.



Selecting a Company

When a Company selection is required, the following message will appear:
 

PAYTIME                                                               3:36:08 pm
                     +-----------------------------------+
                     ¦ PRINTING the T4 SLIPS and SUMMARY ¦
                     +-----------------------------------+
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦         Enter the COMPANY No :   :                                           ¦
¦                                                                              ¦
¦         Blank Company to return to menu, or enter COMPANY NO.                ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+

Enter the COMPANY No. (or Blank Company field to return to the T4 Menu) you wish to work on.

If the Company is not found the following message will appear:
 

EMPLOYER NOT FOUND!

Correct this situation by entering the correct number.

If the Company is found it's name will be displayed and the following message will appear:
 

(Company Name)
Is this the correct COMPANY (Y/N) : :

Press: <Y> if the company is correct.

The computer will return to the next or previous screen.

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