Year-end Process January 2013 Update January 2013 Instructions Basic personal amounts, EI, CPP, QPP, QPIP values as of January 1, 2013 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 due to new ownership, etc. Year-end Frequently Asked Questions Why do the T4 amounts seem to be from the previous taxation year? Why doesn't T4 box 14 equal YTD Gross? Why isn't the Business Number printing on all T4 slips? T4, T4A slips 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 T4 / T4A XML files Mandatory electronic filing T4 / T4A Transmitter Number Do not submit paper T4/T4A summary form or slips if submitting an XML file How to create an XML T4 / T4A file Filing T4 slips by Internet Relevé 1 slips and XML files How to create a Relevé 1 XML file Relevé 1 XML file - Certification number Relevé 1 XML file - Transmitter number Relevé 1 - Sequential numbers Do not submit RL-1 copy 1 if filing an XML file Summary Form RLZ-1.S-V must be submitted Miscellaneous Quebec employers: How to handle CSST Moving Easypay Payroll and your company data to a new computer Internet firewalls / filters Manuals Easypay Version 2 Manual Requires Adobe Acrobat Reader Year-end January 2013 Update The January 2013 Update CD was mailed on December 12, 2012 to all registered customers. January 2013 Instructions Instructions are included with the January 2013 Update. The instructions contain important information - please be sure to read them. Copies of the instructions for each payroll version are available below: Easypay Version 2 - January 2013 Instructions Requires Adobe Acrobat Reader Help DOS Payroll - January 2013 Instructions Requires Adobe Acrobat Reader 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. For your reference, here is a document that lists the basic personal amounts, EI, CPP and QPP values as of January 1, 2013: Basic personal amounts, EI, CPP and QPP values - January 1, 2013 Requires Adobe Acrobat Reader 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 2013, then the pay period of the cheque belongs in 2013, regardless of the number of days worked in 2012 that are included in the cheque amount. 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 2013 Instructions for complete details. BEFORE installing the January 2013 update and BEFORE closing the year, complete all of your payrolls for 2012. This means closing the last regular pay period in 2012. 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 Year-end YTD Report by selecting Yearly > Year-end YTD Report. Install the January 2013 update. Only run the Year-end Close step AFTER successfully installing the January 2013 update. Only run the Year-end Close step ONCE for each company. Special MID-YEAR closing of the payroll year due to new ownership, etc. 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?" Year-end Frequently Asked Questions Why do the T4 amounts seem to be from the previous taxation year? If your T4 amounts appear to be from the previous year, then you have not closed the year correctly. If you have not run any 2013 payrolls, then you may close the year now. If you have processed 2013 payrolls, you must call the Easypay Support for assistance: (905) 825-8020. Why doesn't T4 box 14 equal YTD Gross? T4 box 14 does not necessarily equal an employee's YTD Gross amount. T4 box 14 is equal to YTD Gross + Taxable Benefits. Easypay automatically maps all taxable earnings and benefits to T4 box 14. Therefore, do not use the Yearly > Mapping function to map taxable earnings or benefits to box 14 - otherwise, you will double those amounts in box 14. Why isn't the Business Number 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. (Source: Guide RC4120 - Filing the T4 Slip and Summary Form) T4, T4A slips 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. The top and left margins can be adjusted by clicking the Setup button at the bottom of the dialog window. 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. PDF versions of slips or forms If you use the plain paper option for printing T4 slips, as described above, you won't need to use the T4 PDF slip that is available on the CRA website. However, if you decide to print the T4 PDF slip, be sure to set the Page Scaling to None in the printer dialog window. Otherwise, you may experience alignment issues if you attempt to print employee information on the slip. 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 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: Laser T4 - Lining up the slips for printing To line up your Laser T4 slips, on 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. T4 / T4A XML files Mandatory electronic filing You must file T4 and T4A slips electronically using XML if you file more than 50 slips for a calendar year. T4 / T4A Transmitter Number If you are filing 1 return only and do not have an existing Transmitter number please use generic transmitter number MM555555 to file the return. If you still wish to obtain a Transmitter number, please call 1-800-665-5164 to obtain one. If you will be filing more than 1 return please use the Transmitter (MM) number that the CRA assigned to you. If you do not have a transmitter number and will be filing more than 1 return, please call 1-800-665-5164 to obtain one. If you are filing 1 return and currently have an existing transmitter number (MM) use that number. Do not submit paper T4/T4A summary form or slips if submitting an XML file When submitting your T4/T4A 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. 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 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 Relevé 1 slips and XML files How to create a Relevé 1 XML file For details on how to create a RL-1 XML file using Easypay, in Easypay Version 2 select: Help > Frequently Asked Questions > Year-end > T4, T4A, RL-1 Relevé 1 XML file - Certification number The certification number currently assigned to Easypay is displayed in Easypay Version 2: Yearly > Relevé 1 > RL-1 Electronic Filing > Create File. Relevé 1 XML file - Transmitter number You must use the transmitter number assigned to you by Revenu Québec when creating your XML file. If you do not have a transmitter number, you can request one by submitting a Transmitter Registration Form (ED-430-V). Relevé 1 - Sequential numbers The RL-1 sequential numbers are printed in the box in the top right corner of the RL-1 slip. There are TWO different types of RL-1 sequential numbers: 1st Series sequential numbers are printed in the LOWER half of the box in the top right corner of the slip: If you are using PRE-PRINTED RL-1 slips, you do not need 1st series sequential numbers because numbers are pre-printed on the slips. If you are printing computer-generated RL-1 slips on PLAIN PAPER, instructions for determining the starting number are displayed when you click "Help" beside the text entry box for the 1st series RL-1 sequential numbers. You DO NOT need to contact Revenu Québec to obtain the 1st series sequential numbers. Easypay will print these numbers on the RL-1 slips when printing computer-generated slips on plain paper. 2nd Series sequential numbers are printed in the UPPER half of the box in the top right corner of the slip: If you are submitting an RL-1 XML file, you must obtain this series of numbers from the Division de l'acquisition des données électroniques at Revenu Québec (Telephone: 418 659-1020 or 1 866 814-8392 (toll-free)). Easypay will print these numbers on the RL-1 slips when printing on either pre-printed slips or computer-generated slips on plain paper. 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. Summary Form RLZ-1.S-V must be submitted Regardless of the method you use to file RL-1 slips, you must complete the Summary of Source Deductions and Employer Contributions (form RLZ-1.S-V) and file it with Revenu Québec. The summary is available on Revenu Québec's website. The summary may be completed and transmitted using Revenu Québec's online services. Miscellaneous Quebec employers: How to handle CSST CSST can now be set up as a benefit (we know, it's not really a benefit) and reported on your Remittance report. In Easypay, please select Help > FAQ > Most Commonly Asked Questions > How do I set up WCB / WSIB? The same instructions apply for setting up CSST. If the first four letters of the benefit name are "CSST", it will not print on an employee's pay advice. Calculation Code "P" is non-taxable (no affect on the employee) and is defined as a percentage of (Gross Pay + Taxable Benefits). 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: Moving Easypay Payroll and your Company Data to a New Computer Requires Adobe Acrobat Reader Internet firewalls / filters If your computer is connected to the Internet, Easypay periodically checks the Easypay website for software updates and/or news. Easypay does this by accessing the following URL: http://www.easypay.ca/check_for_updates/epwebv2.txt If you need to turn this option off in Easypay, go to: Utilities > System Settings > Automatically Check the Easypay Website.

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Payroll software for small and medium-sized businesses in Canada.