How to file T4 / RL-1s electronically

• For more information preparing your Year-End, please visit our Year-End Center at Sage City
  • Sage 50 Canadian Edition Year-End Center
• CRA E-File: https://apps.cra-arc.gc.ca/ebci/leb0/upload/pub/entry-e.do

Electronic Filing T4's

1. Select File, Import/Export, Electronic Filing, then Export T4's (Internet File Transfer).
2. Select the Payroll year for which you are filing.
3. Select the Employees for whom you want to file T4 slips. To select an employee whose status is inactive, select the Include Inactive Employees check box. (Note: to select specific employees from the list, press and hold the Ctrl key on the keyboard and then left-click on the desired employees.).
4. Complete the information on all tabs in the window using publications from the Canada Revenue Agency (CRA) and the following drop-down topics:
   • Transmission Information tab
     • Report type Code: Original is selected automatically, you can choose Amended or Canceled if you wish
       • Find out more about amended returns from the CRA website: https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/payroll/completing-filing-information-returns/t4-information-employers/t4-slip/amending-cancelling-adding-replacing-t4-slips.html
     • Transmitter Number: You do not have to enter a magnetic media transmitter number
     • Submitter Reference ID: Sage 50 displays a default number, which is the count of the number of transmissions you've made. You can accept this number, or enter a unique number to identify the current file submission. For example, to identify an original file submission, enter 001. To identify a re-submission of amended slips, enter 002, and so on
     • File Sequence Number: You are required to track the sequence of filings submitted when filing electronically. This number appears at the end of the electronic file name. Sage 50 automatically displays the last number in the submission series. You can accept this number or enter another
   • Business Information tab
     • Payroll Account Number: Enter the 15-digit payroll account number required to file T4 slips
     • Business Type: Select your business type. Depending on your selection, you may have to enter the social insurance number (SIN) of one or two of the primary business owners
     • Owner/Partner 1 SIN and Owner/Partner 2 SIN: Enter the SIN numbers of the primary business owner(s) or partners
   • Contact Information tab
     • Enter the name, contact information, and communication language preference of your company's payroll contact person
5. Select OK
6. On the T4 Box Options window, assign income and deductions to the correct T4 slip box numbers. Click OK when complete
   
   Note: Sage 50 validates company and employee information before creating the file for transmission and advises you if errors are found. If the validation process is successful, then the T4 information is exported to a file. Sage 50 will use the default file name T4EFILE001.XML. This file name format is nnn.xml, where the name is any combination of numbers or letters you will use to identify the file, and nnn corresponds to the submission sequence number. For example, if this is your second submission, then modify the default file name to T4EFILE002.XML
7. Select a location on your hard drive where the file will be created.
8. Select Print in the Export Records Summary window to print the transmission details for your records.
9. Select T4 Internet Filing (refer to the additional information section for external link) in the lower-left corner of the window to access the CRA secure Web site, where you can enter your web access code and transmit the generated file. T4 Summary information is included in the transmission, so you do not need to print a copy to submit to the CRA.
10. When you've completed the transmission click OK to close the Export Records Summary window.

To file T4 slips and summary on magnetic media

1. Follow steps 1-8 in "filing T4 slips and summary electronically" above:

   Note: Below is the "Transmission Information" section from Step 4 above. Take note of the Transmission Method. report Type Code and Transmitter Number are different when sending by magnetic media.

2. Transmission Method. Select the Magnetic option to file an Original or amended slip transmission on diskette, CD-ROM, or DVD-ROM.
3. Report Type Code. Select Original to submit your original T4 slip, or Amended if you are making changes to an original or previously amended slip transmission.
4. Transmitter Number. Select the checkbox next to transmitter Number and enter the 6-digit transmitter number assigned to you by the CRA. This number begins with the letters MM.
5. Select OK to close the Export Records Summary window.
6. Copy the file to CD-ROM or other magnetic media. Consult your CD writer's software manual for instructions on finalizing the disk using ISO 9660 encoding. Refer to CRA publications for additional filing directions.

Electronic Filing RL-1's

1. In Sage 50, go to File, Import/Export, Electronic Filing, Export RL-1s.
2. Select the payroll year you’re filing for.
3. Select the employees you want to file RL-1 slips for. To select an employee whose status is inactive, select the Include Inactive Employees check box.
4. Verify or complete the information on all tabs in the window using publications from the Ministère du Revenu du Québec and the following topics below:
   • Transmission Information Tab:
     • Transmission Method. The method is shown as Internet File Transfer. Revenu du Québec limits the size of the RL-1 file you can submit so make sure you visit their web site for the most up-to-date information about file specifications. If your file is too large, you must compress it
   • Package Type. Select one of the following:

• Original File Submission, if you are submitting an original file
• Original File Test, if you are sending a test file or a file in replacement of a test file
• Amended File Submission, if you are submitting an amended file
• Amended File Test, if you are sending an amended test file or a file in replacement of an amended test file
• Cancelled File Submission, if you are submitting a cancelled file
• Cancelled File Test, if you are sending a cancelled test file or a file in replacement of a cancelled test file

1. • Transmitter Type. Select the option that describes for whom you are filing RL-1 slips
   • Transmitter No.. Enter the transmitter number (NP followed by six digits) assigned to you by the Groupe de promotion de l'EDI et d'acquisition de données électroniques. If you do not have a transmitter number, you must complete the Transmitter Registration Form (ED-430-V), and submit it online
     
   • File Sequence Number. You are required to track the sequence of filings submitted when filing electronically. The number in this box increases by one every time you prepare a filing through Sage 50. If you do not use Sage 50 for a filing (for example, RL-2), you must change this number manually in order to keep your filing count accurate for your next electronic submission
   • RL-1 Slip Number. Enter the eight-digit number that you received from the Ministère du Revenu du Québec for electronic filing
     
   • Business Information Tab:
     • Quebec Enterprise Number. Enter the ten-digit Québec Enterprise (NEQ) assigned to you by the Inspector General of Financial Institutions, the clerk of the Superior Court, or the Ministère du Revenu. If you do not have a number, then leave the box blank.
     • Employer ID Number. Enter the ten-digit employer identification number assigned to you by the Ministère du Revenu
     • Employer File Number. Enter the four-digit employer file number assigned to you by the Ministère du Revenu
   • Contact Information Tab:
     • Enter the name and contact information of your company's payroll and technical resource contact persons the government can contact for additional information
2. Click OK.
3. In the RL-1 Box Options window, assign income and deductions to the correct RL-1 slip box numbers. Click OK when complete.
4. Select a location to save the file on your hard drive. Sage 50 automatically creates and names the file AAPPPPPPSSS where AA represents the last two digits of the taxation year, PPPPPP is the transmitter number, and SSS is the file sequence number.
5. To print the transmission details for your records, click Print in the Export Records Summary window.
6. Click RL-1 Internet Filing on the bottom left of the window to access the Québec government’s secure Web site, where you can transmit the generated file. (Due to frequent changes to the Revenu Québec web site, the URL included in the program may become outdated. The current website link, as of this writing, is https://www.services.mrq.gouv.qc.ca/AccesEntrpr/s3/s303/S303A01_01A_PIU_TransmRelev_PC/PageDeGarde.aspx?CLNG=F
7. When you have finished click OK in the Export Records Summary window to close the window.

Notes:

• Sage 50 updates the E-file RL-1 Slip Number and the Date of Transmission boxes on the T4 and RL-1 Reporting tab of all employee records for which an RL-1 slip was generated
• You are required to distribute copies of the RL-1 slips to your employees. If you want the employee E-file slip numbers to appear on your printed RL-1 slips, you must file the RL-1 slips electronically before you print them
• Sage 50 does not submit a Summary of Source Deductions and Employer Contributions form with your RL-1 slips. You can fill in a summary form on the Revenu Québec web site or print it out and mail it in
• Revenu Québec no longer accepts Relevé 1 slips on electronic media (CD-ROM or DVD) - Please use the internet method (explained above)

• Transmitter Registration Form:

  • https://www.revenuquebec.ca/fr/services-en-ligne/formulaires-et-publications/details-courant/ed-430/

  • https://www.revenuquebec.ca/en/online-services/forms-and-publications/current-details/ed-430-v/