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Intuit

T4 and Relevé-1 forms

The T4 (Statement of Remuneration Paid) slips and Relevé-1 (RL-1) slips are used to report all income you paid to your employees over the previous calendar year to the Canada Revenue Agency (CRA) and Revenu Québec, respectively, including salaries, wages, taxable benefits (company contributions), commissions, and any other remuneration you give to your employees (such as tips) .

  • You will need to provide your employees with a T4 form for each province or territory they worked in for your company.
  • You will need to provide your employees with a RL-1 slip if they worked in Quebec.

QuickBooks Desktop can create, print & EFILE T4 and RL-1 forms for you. Review this article to maximize the functionality of these features.  If you are uncertain about how to report a specific benefit or amount on the T4 slip, consult your accountant or the CRA.

Deadline for completing T4s/RL-1s

The deadline for submitting T4/RL-1 forms to the CRA and your employees is the last day of February.

Process T4s/RL-1s

Important: Before you create T4/RL-1 forms, cheque to make sure that you have correctly entered the employees’ name, address and Social Insurance Numbers. To review this information, from the menu bar, click Reports > Employees & Payroll > Employee Contact List.

  1. In the menu bar, click Employees > Payroll Forms > Process T4s/RL-1s.
  2. Ensure the correct tax year is selected.
  3. Remember to also select any former employees who received pay cheques during the year.
  4. Check the box beside the name of the employee whose T4/RL-1 form you want to review, then click Review T4/RL-1.
  5. In the Employee T4/RL-1 screen, window, verify the accuracy of the displayed information by comparing the T4/RL-1 to the Payroll Summary report.
  6. In the rare event that you need to adjust information on a T4/RL-1 slip, do one of the following:
    • To correct an amount in a box, double-click the amount. Then enter an adjustment in the Adjustments window. Enter all dollar values with no comma separating thousands from hundreds, but with a decimal point and cents (e.g. 12500.00 not $12,500). If the adjustment is a negative amount, enter a minus sign before the amount.
      • Adjustments to a slip only affect that slip and its summary report (T4/RL-1 Summary). They do not affect PD7A reports, Québec Remittance reports, or the employee's pay cheques. If the total on a T4/RL-1 Summary form does not match the amount reported to the CRA through PD7A or TPZ-1015 forms, the CRA may ask for additional information.
      • Important: Since the adjustments that you make could have an impact on applicable payroll taxes and remittances, consult with your accountant, Certified ProAdvisor or the CRA before making any adjustments to your employees’ T4/RL-1 forms.
    • To correct the employee's name, address, or SIN, click Cancel. In the menu bar, click Employees > Employee Centre, then double-click the employee's name to open their profile and make the change, then click OK.
    • To correct the employer's name, address, or Business Number, click Cancel. In the menu bar, click Company > Company Information and make the change, then click OK.
  7. Click Next to approve the employee's T4/RL-1 form.
  8. Repeat Steps 5 through 8 to review the T4/RL-1 slips for the other employees you marked. On the last employee's T4/RL-1 slip, click OK.
  9. QuickBooks Desktop returns you to the Process End of Year Forms window and confirms that you verified all employee T4/RL-1 forms by placing a check mark in the Reviewed column.

Print T4s/RL-1s:

You can print and email T4/RL-1 slips directly from QuickBooks Desktop. You are no longer required to print on pre-printed forms.

  1. From the Process End of Year Forms window, click Print.
    • Important: QuickBooks Desktop only prints six codes per T4 slip and 4 codes per RL-1 slip. If you have an employee with more codes, you must create a second slip which shows only the extra codes.
  2. ​In the Print T4s/RL-1s screen, indicate which forms you are printing.
  3. Distribute the printed slips.
    • Usually, the employee receives two copies of the T4/RL-1
    • If you printed slips for the CRA instead of EFILING them, you must send the CRA one T4 slip per employee
    • If you printed slips for the Québec Minister of Finance instead of EFILING them, you must send the Québec Minister of Finance 1 RL-1 slip per employee
  4. QuickBooks Desktop returns to the Process End of Year Forms screen and indicates that all T4 forms have been reviewed and are printed by placing a check-mark in the Reviewed and Printed columns.
  5. Click Done to close the window.

E-mail T4s/RL-1s

  1. From the Process End of Year Forms window, click Email.
  2. You may see the following warnings:
User-added image
User-added image
  • For the PDF file, QuickBooks Desktop sends each tax slip as a password-protected PDF file. The PDF password for each employee is made up of the first 3 letters of the employee’s last name followed by the date of birth (DOB) in the MMDDYYYY format. If the last name is shorter than three characters, use the whole last name (do not append the first name to it). For more information, please see Password requirements when emailing pay stubs, T4s, and RL-1s to employees
  • For the .ATF file, original and amended tax slips are also sent as encrypted ATF files. Employees can upload the ATF file attachments to Intuit TurboTax for at-home tax filing. The password for opening the ATF file is made up of first 3 letters of the employee’s last name followed by last 3 digits of the employee’s Social Insurance number (SIN).
  1. If you do not have an email entered for your employee an Information Missing or Invalid window will open. Enter the missing information and click OK.
  2. The Select Forms to Send screen will open. This will allow you to edit, remove or select the T4/RL-1 to send.
  3. Click Send Now > OK.
  4. QuickBooks Desktop returns to the Process End of Year Forms screen and confirms that you emailed all employee T4/RL-1 forms by placing a check-mark in the Emailed column.
  5. Click Done to close the window.

EFILE T4s/RL-1s

To EFILE T4s/RL-1s in QuickBooks Desktop, you have to meet all of the following conditions:

RL-1 EFILE conditions:

  • If you are filing Relevé 1 slips with Revenu Québec, you must complete and submit the Transmitter Registration Form on the Revenu Québec website. Revenu Québec will mail you a unique transmitter number to use when you electronically file your Relevé 1 slips.

EFILE

  1. From the Process End of Year Forms window, check the box beside the name(s) of the employee(s) whose T4/RL-1 form you want to EFILE, then click EFILE.
  2. Enter your transmitter number in the Transmitter Number field.
  3. Fill in the EFILE window:
    • If your company is a sole proprietorship or partnership, enter your and your partner's SIN numbers.
    • Before taking you to the CRA/Revenu Québec website, QuickBooks Desktop indicates the location of your XML file. Important: Take note of this file’s location. You will need to know it in a later step.
  4. Once on the CRA/Revenu Québec website, click Enter Internet file transfer (XML) secure Web site and click Agree to the terms and conditions
  5. Enter your account number or transmitter number then enter your Web Access Code. Click Continue to step two.
  6. Follow the on-screen prompts to complete the process. Once you’re done, the CRA/Revenu Québec website will inform you whether or not your T4s/RL-1s were successfully filed.
  7. Make note of the Confirmation ID and close the browser window to return to QuickBooks Desktop.
  8. When QuickBooks Desktop returns to the Process T4/RL-1 screen (and if you successfully e-filed the T4s/RL-1s) you will see an EFILE Submission ID. The CRA/Revenu Québec does not recognize the EFile Submission ID and QuickBooks Desktop does not record the Confirmation ID that the CRA/Revenu Québec creates. The CRA/Revenu Québec requires the Confirmation ID that is created on their website as proof of Efiling.
  9. Click Send. QuickBooks Desktop compiles an .xml file containing your T4/RL-1 data. This file by default, is stored temporarily in your Documents folder (C:\Users\(User account name you're logged in to)\Documents). Once the T4/RL-1 slips are sent or the QuickBooks Desktop program is closed, the.xml files are deleted.

Amend or cancel T4s/RL-1s

Amend T4s/RL-1s

If you notice that one or more of the T4/RL-1 slips you have filed contain an error, you can amend and re-file the slips using QuickBooks Desktop.

  1. From the Process End of Year Forms screen, ensure that the correct form and year are displayed and click Amended as the type of form you would like to generate.
  2. Select the employees whose T4/RL-1 slips you would like to amend.
  3. Click Review.
  4. Double click the box you need to correct.
  5. Enter your adjustment and the reason for the change, then click OK.
  6. When you have finished entering adjustments for the slip, click Next to move on to the next employee's slip, or OK if you do not need to make any more changes.

After you have amended your T4/RL-1 slips, you will need to provide a copy of each amended form to your employee and the CRA/Revenu Québec. You can either email the slips to your employee and EFILE with the CRA/Revenu Québec, or print the slips to send and submit manually.

Note: Do not file an amended summary form when you file amended slips.

Cancel T4s/RL-1s

  1. From the Process End of Year Forms screen, ensure that the correct form and year are displayed and click Cancelled as the type of form you would like to generate.
  2. Select the employees whose T4/RL-1 slips you would like to cancel.
  3. Click Review.
  4. When you have finished reviewing each slip, click Next to move on to the next employee's slip, or OK to return to the Process End of Year Forms screen.

You will need to provide a copy of each cancelled form to your employee and the CRA/Revenu Québec. You can either email the slips to your employee and EFILE with the CRA/Revenu Québec, or print the slips to send and submit manually.

Email amended or cancelled T4s/RL-1s

  1. From the Process End of Year Forms screen, ensure that the correct form and year are displayed
  2. Select Amended or Cancelled as the type of form you would like to email.
  3. Select the employees whose amended or cancelled slips you wish to email.
  4. Review each employee's slip and enter any necessary adjustments.
  5. Click Email.

Create the T4/RL-1 summary report

If you have EFILED your employees' T4/RL-1 slips with the CRA/Revenu Québec, you do not need to create a T4/RL-1 Summary form.

If you have not EFILED your T4/RL-1 slips, once all T4/RL-1 slips are printed, you must prepare a T4/RL-1 Summary. This summary report totals all employee earnings as recorded on the T4/RL-1 slips. It also totals the deductions and payroll taxes withheld from the employees during the calendar year. Lastly, this form is used to reconcile those amounts with the source deduction payments that you remitted to CRA/Revenu Québec.

QuickBooks Desktop calculates the amounts for the T4/RL-1 Summary report by adding up the amounts on all of the T4/RL-1 slips. Unlike the T4/RL-1 slips, you cannot edit the T4/RL-1 Summary report.

  1. To obtain an accurate T4/RL-1 Summary report, you must first review and print your T4/RL-1 slips.
  2. In the menu bar, click Reports > Employees & Payroll > T4 Summary.
  3. Change the dates to show the correct payroll reporting period.
  4. Click OK to generate the report.
  5. Use the figures on the report to fill in your T4/RL-1 Summary form. You can get the T4 Summary form from the CRA  and the RL-1 Summary form from Revenu Québec