2019 Preparation and Printing of Federal T4 Earning Slips

2019 Preparation and Printing of Federal T4 Earning Slips

Table of Contents

  1. Introduction  

  2. Preparation of the T4 prior to printing 

  3.  Editing the T4 information for the current year

  1. Change the Year; Box 2, Description YEAR.

  2. Change the EI INS.; Box 11.; Description 24-EI INS.

  3. Change the QPIP INS.; Box 28.; Description 56-QPIP INS.

  4. Confirm update

  1. Confirmation of the values prior to printing the T4's

  1. Printing the Payroll Register

  2. Summary Report

  1. Printing Instructions for the T4 Earning Slips

  1. Printer Options

Introduction 

FEDERAL T4

The Government forms can either be printed off their web-site or ordered on-line.  They will be blank and the information from JSI is programmed to print in the various boxes.  This wiki will advise you on how to set up your system in order to print the correct information in each of the appropriate boxes on the form.

Customers in the province of Quebec will need to complete a T4 and an RL 1 for each of their employees.  A separate wiki will have the information to complete the Quebec Releve 1. As well, if your company has more than 50 employees, it is mandatory to submit your forms via XML. Paper forms will not be accepted. A separate wiki contains this information.

 

Preparation of the T4 prior to printing

1. To edit the T4, in the main menu, go to:

  • Wages

  • System Setup

  • Edit Earning Slips.

2. Using the browser, select FEDERAL T4 (QUEBEC).  This option should be used even if you are running payroll outside of Quebec.

                   

3.  Some customers will have an additional option for a T4A.  Unless a custom T4A was created for your company, you will not have need to use this option.

                    

4. The following screen will display. This is the programming section mentioned above that allows the information for JSI to print in the appropriate boxes on the T4.

The values in this screen will need to be changed for the current year's values.

The next section describes the changes needed to three of these lines for 2019


Editing the T4 information for the current year


The following screens are the defining rules for your T4.  This tells the system where to print the various information onto the form itself. There are only a few line items that need to be modified every year: deduction maximums and the year the form is being printed. 


*IMPORTANT*  Do NOT change the value (number) in the Line or Col fields. These have been previously preset for the alignment of your printer. Changing these lines and/or columns will force the information to print in the incorrect place on the form.  The screens in this document may have more information than what your screens display. Do not change your settings.  Your screens have been previously set up for your Company's requirements.

1. Changing the 'YEAR'.

2. Changing the 2019 yearly maximums for 'EI INS'urable.

3. Changing the 2019 maximums for 'QPIP INS'urable.

1. Change the Year; Box 2. Description YEAR.

Place the cursor in the CODE column and change the '2018' to '2019'.

The YEAR must be within quotes.  It doesn't matter if they are single or double quotes as long as both are the same. 

After the changes, your screen should read '2019'

  

2. Change the EI INS.; Box 11.; Description 24-EI INS.

Using the scroll bar on the side of the screen or using your arrows, move down the screen to box # 11. 

Place the cursor in the CODE column and change the maximum within your predefined equation from 51700 to 53100. 

Change ONLY the value of the maximum in this equation. 

Be careful not to erase, change or move anything else on the line and confirm the 2 brackets at the end of the line haven't been erased while you made the changes.  

 

 

Note: Your equation may not have any 'EARN' values as this has been created for YOUR company setup. 

If you don't have the 'EARN' values, nothing has to be changed on this equation except the maximum.    

 After the changes, the value on your screen should read 53100.

3. Change the QPIP INS.; Box 28.; Description 56-QPIP INS.

Using the scroll bar on the side of the screen or using your arrows, move down the screen to box # 28.

Place the cursor in the CODE column and change the maximum within your predefined equation from 74000 to76500.

NOTE: Be careful not to erase, change or move anything else on the line and confirm the 2 brackets at the end of the line haven't been erased while you made the changes.

        

After the changes, the value on your screen should read 76500.



4. Screen #2 has no changes for this year and remains the same as last  year. However, if you have had changes to your setup whereas you have added/removed Health Benefits, etc. you may require changes to your individual company setup. Contact Jonar for assistance.

After you have changed the above information, click on Update.  You will be asked to confirm the update - Click YES.

        

If you are unsure, you can click on NO and no changes will be saved.

 

Confirmation of the values prior to printing the T4's

1. Printing the Payroll Register

1. To print the Payroll Register, go to

  • Wages

  • Reports

  • Report Menu


2. Select Payroll Register.

   

3.  Select Register By Employee.

                             

4. Selection Criteria:

Sort by Department NO. If you wish to have the forms sorted by Department, select YES.

Type of Employees: select ALL. 

 Pay Period: Enter the range of pay periods for the year, e.g. 19-01 - 19-12 (monthly), 19-01 - 19-24 (twice a month), 19-01 - 19-26 (every two weeks), or 19-01 - 19-52 (weekly).  The example shown is for 26 pay periods in the year. 

Report Type:  Summarized

Sorted by:  Number

 

 

 

5. Select 'Print'.

Keep this report as the figures on the Payroll Register should match the figures on the Earnings Slips.  

2. Summary Report

1. To Print the T4, go to

  • Wages

  • Printing

  • Print Earning Slips.

2. Select FEDERAL T4 (QUEBEC)

3. The form layout has not changed therefore these values remain the same this year.


These values tell the program how many forms to print on a page and where to start printing the second stub.

4. Selection Criteria:

Enter the Range of Pay Periods; 19-01 to 19-12, 19-24, 19-26, or 19-52. If the pay periods have exceeded 12, 24, 26 or 52, enter 99 to confirm that all periods are included in the calculation.

Enter QC if all employees are in Quebec, ON if all employees are in Ontario or leave blank if you have multiple provinces. 

 

6. Select the option to print the Summary Screen.

7. The Summary Screen will display the values of the Gross Earnings, the total for each deduction, for employees and employer, and the number of earning slips that will be printed.

There is also an option to Print this page to the printer or view via Print Preview.

Printing Instructions for the T4 Earning Slips

It is recommended to first print ONE employee in order to see if all the information is printed and properly aligned in the boxes on the form.  Adjustments to lines and columns have to be made by going back to the Edit Earning Slip (as explained above). If needed, continue to re-print the same slip after each alignment change until it is perfectly aligned.  Also, check all values against the payroll register report before printing the final copies. 

NOTE: The T4 slip is the same size as last year, 8 1/2 x 11.  If you do not regularly print to a laser printer, you must change the emulation prior to printing the forms.  The code for a laser 8 1/2 x 11 sheet of paper is HPL2.  

Printer Options

1. Once you click on Print from any menu option, a range of options appear. 

The Emulation needs to be changed ONLY if you regularly print to a Dot Matrix Printer.  The default print option is Laser 8 1/2 x 11.

 

2. If you must change the Emulation, by clicking on Emulation, a series of options appear. 

Select HPL2 for printing the T4 and click the green check box to confirm.

3. The next option box is to select the laser printer you will print to from the list of printers installed on your station.  

Double click on the appropriate printer and click OK to confirm. 

4. The screen will return to the original Print options.  Press Enter or double click on the highlighted Print option.

If you have ANY error messages while printing: print screen the error message as well as two print screens of the form (from Edit Earning Slips).  Indicate on your email exactly at what stage the error occurred (i.e., if the form started to print, where did it stop, etc.), and forward the email to support@jonar.com.  Zoho, our customer service software, will advise you of your case number to confirm receipt of your request and we will follow up with you on how to fix the problem. 


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