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Intuit
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T4A and T5018 forms

The T4A form is a record of what you paid to a subcontractor during the previous calendar year. They need to be filed with the Canada Revenue Agency (CRA) on or before the last day of February after the calendar year the information return applies to.You'll also need to provide copies of the T4A to your suppliers.

The T5018 form is a record of what you paid a subcontractor for construction services during the previous fiscal year. The T5018s and T5018 Summary need to be filed with the CRA on or before the date that is six months after the end of your fiscal year. You can also provide a copy of the T5018 slip to each subcontractor, but it is not mandatory. To create T5018s, you'll need the Accountant or Contractor version of QuickBooks Desktop.

If you're not sure which subcontractors should receive T4A or T5018 forms, consult your accountant or the CRA.

T4As

Verify your T4A suppliers are identified and set up correctly

  • To confirm that all your T4A suppliers are properly set up, you can check the profile of each supplier you know should receive a T4A form to see if it is set up properly.
  • You can also use QuickBooks to identify any missing T4A suppliers
    1. ​​​​From the Reports menu, click Suppliers & Payables > T4A Detail. The report shows you the suppliers you've already set up in QuickBooks to receive a T4A form.
    2. Open a second T4A Detail report (keep the first one open for comparison).
    3. From the T4A Options drop-down, click All Suppliers.
    4. Compare the two reports, looking for any suppliers you know should receive a T4A form who are missing from the "only T4A suppliers" version of the report.
  • You can turn an existing supplier into a T4A supplier at any time. The T4A report will include money paid to the supplier before you selected the T4A option for him or her.
    1. From the Suppliers menu, click Supplier Centre
    2. Double-click the supplier you want to edit
    3. From the Sales Tax Settings tab, select the Supplier is eligible for T4A checkbox and enter the supplier's Business Number or SIN
    4. Click OK.

Verify your T4A transactions are set up correctly

  1. From the Reports menu, click Suppliers & Payables > Transaction List by Supplier.
  2. Click Customize Report.
  3. From the Filters tab, under the Filter list, click Transaction Type, then choose one of the following from the Transaction Type drop-down list:
    • Bill Payment: Select to show only the transactions that you've paid.
    • Cheque: Select to show only the transactions that you've paid by cheque.
  4. From the Display tab, edit the report dates to cover the time period you need.
  5. Review the transactions for each subcontractor who will receive a T4A form to see if any are missing. Note: If the amounts paid include transactions with Provincial Sales Tax (PST), you will need to remove the PST amount from the total before issuing their T4A form
  6. Close the report.
  7. Add any missing transactions.

Create the T4A detail report to verify the information on the T4As

  1. From the Reports menu, click Suppliers & Payables T4A Detail.
  2. From the T4A Options drop-down, select to include all suppliers or show only T4A suppliers. To go directly to one of the transactions, double-click the transaction.
  3. For each supplier, the report lists the individual transactions that contribute to the supplier's T4A total.
  4. The T4A Detail report includes PST only if the PST is tracked as part of the item's cost, but excludes GST/QST/HST. You must remove the PST if it is included in the amount for subcontractor payments.

How to remove PST from the amounts in the T4A Detail report for subcontractor payments

  • If the PST is tracked as part of the item’s cost (the default)
    • the PST is included on the T4A Detail report
    • To remove the PST:
      • Export the T4A Detail report to Excel.
      • Take the Paid Amount column total and divide it by, for example, 1.08, 8 being the variable PST rate amount.
      • Complete this for each supplier.
      • Note: GST/HST/QST are not included in the T4A Detail report.
  • If PST is tracked to its own expense account
    • the PST is not included on the T4A Detail report.
    • You do not need to take any further steps.
    • Use these amounts to fill out the supplier's T4A form.

Review T4As

  1. From the Suppliers menu, click Supplier Forms > Process T4As
  2. Make sure the correct year is selected
  3. Select the suppliers whose T4A slips you plan to review now
  4. Click Review T4A
  5. In the Supplier T4A preview window, you will need to select whether supplier is an Individual or a Corporation or Partnership.
    • If the supplier is an individual, you will need to enter their SIN number in the Review screen directly, as there is no SIN field in the Supplier profile.
    • If the supplier is a Corporation OR Partnership, you will need to add the RP code of their Business Number. Verify the accuracy of the other displayed information. You can do so by comparing the T4A to the T4A Detail Report.
  6. In the rare event that you need to adjust information on a T4A slip, do one of the following:
    • To increase 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).
    • To correct the supplier’s name or address, click Cancel. Then open the supplier’s profile in the Supplier List and make the change.
    • To correct the employer's name, address, or Business Number, click Cancel. Then open the Company Information window (Company > My Company > edit icon at top right) and make the change.
  7. Click Next to approve the supplier's T4A slip (with changes, if any).
  8. Repeat Steps 5 and 6 to review the T4A slips for the other suppliers you marked.
  9. On the last T4A slip, click OK.
  10. QuickBooks Desktop returns to the Process End of Year Forms window and confirms that you verified all supplier T4As by placing a checkmark in the Reviewed column.

EFILE T4As

Note: If you are filing more than 50 T4A slips, the CRA requires you to file electronically. You can file electronically directly through QuickBooks Desktop or on the CRA website.

To EFile your T4A forms from QuickBooks Desktop, you must  have a Business Number and a Web Access Code.

  • You can find these at the top of your personalized T4 summary from the CRA.
  • If you didn’t receive or have misplaced your Web Access Code or Business Number, contact the Canada Revenue Agency (CRA) to obtain or replace either of them.
  • Your Business Number must be entered in the Company Information window.
  • If this is your first time electronically filing tax slips with the CRA, enter 555555 in the Transmitter Number field. Once they have processed your return, the CRA will send you documentation including the unique EFILE transmitter number you will use in the future.
  1. From the Process End of Year Forms window, select the suppliers you would like to EFILE slips for
  2. After you have reviewed each slip, click EFILE
  3. Fill in the EFILE window:
    • Enter your Transmitter Number in the Transmitter Number field.
    • If your company is a sole proprietorship or partnership, enter your and your partner's Social Insurance Numbers in the SIN fields.
  4. Click Send. QuickBooks compiles an .xml file containing your T4A data. This file has the name '_T4ASlips.xml' and, by default, is stored in your QuickBooks Desktop directory until it is sent or you close QuickBooks Desktop, when it is deleted.
  5. QuickBooks Desktop opens the CRA website for you. You will need to enter the path to the _T4ASlips.xml, your Business Number, and your Web Access Code.

Print T4As

You can now print T4A slips directly from QuickBooks Desktop 2017. You can print T4A slips on plain paper.

  1. From the Process End Of Year Forms window, make sure that the correct suppliers are selected and that the correct tax year is showing
  2. If you have not already reviewed the slips, you must review the T4A slips before you can print them
  3. Click Print
  4. In the Print T4As window, indicate which forms you are printing
  5. Distribute the printed slips
  6. Once again, QuickBooks Desktop returns to the Process End of Year Forms window and indicates that all T4As have been reviewed and are printed
  7. Click Done to close the window

Create the T4A Summary Report

If you EFILED your suppliers' T4A slips to the CRA using QuickBooks, you do not need to create a T4A Summary form.

If you have not EFILED your T4A slips, once all T4As are printed, you must prepare a T4A Summary. To complete the T4A Summary, either take the Total amount of the Paid Amount column from the T4A Detail report (remove the PST amount first) or take the aggregated amounts from all the T4A slips.

T5018s

Verify your T5018 suppliers are identified and set up correctly

  • To confirm that all your T5018 suppliers are properly set up, check the profile of each supplier you know should receive a T5018 form to see if it is set up properly.
  • You can turn an existing supplier into a T5018 supplier at any time.
    1. From the Suppliers menu, click Supplier Centre
    2. Double-click the supplier you want to edit
    3. From the Sales Tax Settings tab, select the Supplier is eligible for T5018 checkbox and enter the supplier's Business Number.
    4. Click OK.

Verify your T5018 transactions and create the T5018 Summary Report

For the T5018 summary in QuickBooks Desktop to be accurate, you need to ensure that all the transactions for your T5018 suppliers have been entered properly. You can do so by reviewing the T5018 Summary report, which shows a summary of each subcontractor's T5018 total, including GST/HST, and where applicable, PST or QST.

  1. From the Reports menu, click Contractor Reports > T5018 Summary by Subcontractor.
  2. Check that the dates of the report cover the period you need.
  3. Examine the summary for each subcontractor.
  4. If you want to see a Detail report showing the transactions for a subcontractor, double-click the total amount for him or her. If you want to see an individual transaction for a subcontractor, double-click it in the Detail report.
  5. If a transaction for a subcontractor is missing, add it before you complete your T5018 forms.
  6. Close the report.

Review T5018s

  1. From the Suppliers menu, click Supplier Forms > Process T5018s
  2. Make sure the correct year is selected
  3. Select the suppliers whose T5018 slips you plan to review now, then click Review T5018
  4. In the Supplier T5018 preview window, you will need to select whether supplier is an Individual or a Corporation or Partnership.
    • If the supplier is an individual, you will need to enter their SIN number in the Review screen directly, as there is no SIN field in the Supplier profile.
    • If the supplier is a Corporation OR Partnership, you will need to add the RP code of their Business Number. Verify the accuracy of the other displayed information.
  5. Click Next to approve the supplier's T5018 slip.
  6. Repeat Step 4 to review the T5018 slips for the other suppliers you marked.
  7. On the last T5018 slip, click OK.
  8. QuickBooks Desktop returns to the Process End of Year Forms window and confirms that you verified all supplier T5018s by placing a checkmark in the Reviewed column.

File T5018s with the CRA

If you are filing more than 50 T5018 slips, the CRA requires you to file electronically. You can file electronically directly through QuickBooks Desktop or on the CRA website.

Electronically file T5018s

To EFile your T5018 forms from QuickBooks Desktop, you must have a Business Number and a Web Access Code.

  • If you didn’t receive or have misplaced your Web Access Code or Business Number, contact the Canada Revenue Agency (CRA) to obtain or replace either of them.
  • Your Business Number must be entered in the Company Information window.
  • If this is your first time electronically filing tax slips with the CRA, enter 555555 in the Transmitter Number field. Once they have processed your return, the CRA will send you documentation including the unique EFILE transmitter number you will use in the future.
  1. From the Process End of Year Forms window, select the suppliers you would like to EFILE slips for.
  2. After you have reviewed each slip, click EFILE
  3. Fill in the EFILE window:
    • Enter your Transmitter Number in the Transmitter Number field.
    • If your company is a sole proprietorship or partnership, enter your and your partner's Social Insurance Numbers in the SIN fields.
  4. Click Send. QuickBooks Desktop compiles an .xml file containing your T5018 data. This file has the name '_T5018Slips.xml' and, by default, is stored in your QuickBooks Desktop directory until it is sent or you close QuickBooks Desktop, when it is deleted.
  5. QuickBooks Desktop opens the CRA website for you. You will need to enter the path to the _T45018Slips.xml file, your Business Number, and your Web Access Code.Please note, at the present time, this feature does not include the ability to print T5018 slips. You can visit the the CRA website if you wish to print out these slips.

Manually file T5018s

  1. Print the T5018 Summary by Subcontractor report
  2. Do one of the following:
    • Use the data in the report to complete the CRA's T5018 Summary of Contract Payments form. This form is available from the CRA''s website. If you don't have Internet access, contact the CRA directly for this form.
    • Hand-write your company address on the printout from QuickBooks Desktop, then sign and date the bottom of the report.
  3. Use the data in the report to complete individual T5018 slips for your subcontractors and the CRA. If you have Internet access, these slips are available from the CRA''s website. If you don't have Internet access, contact the CRA directly for the slips.
  4. Make copies of all the documentation for yourself.
  5. Make copies of the T5018 slips for each subcontractor. Although not mandatory, it ensures your records are up to date.

Print T5018s

Please note, at the present time, this feature does not include the ability to print T5018 slips. You can visit the the CRA website if you wish to print out these slips.

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