2019 T4 XML Format - Preparation and Creation

2019 T4 XML Format - Preparation and Creation

Introduction

If you have over 50 employees, it is mandatory to submit your forms in XML format. Paper forms are no longer accepted by the government.
 This wiki will explain the steps from the initial setup to submitting the file to the government. This option is to be run AFTER you have printed
 the copies for your employees using the "Preparation and Printing of Federal T4 Earning Slips" wiki (for 2019).

Downloading of the Software

1. ALTOVA XMLSPY Evaluating Program:

This is the program that the Government recommended for evaluating the
 XML earning slip files. Each year a free trial version is available for download
 for 30 days. After that period, it expires and the following year needs to be
 downloaded again.




*IMPORTANT NOTE*: The previous version must be deleted first, before downloading this year's. To download, search for "ALTOVA XMLSpy Download",
or go to http://www.altova.com/download, and follow the instructions.

2. After downloading, an email will be returned (after about 30 minutes or less) with the new key code. The key code is necessary to unlock and install
 the actual program.

T4 Schemas
Since the schemas for T4's and RELEVE-1's are different, a separate folder should be created for each. The year that you began submitting the XML format,
2 folders were created on your system: FEDT4 and PROVRL1, with the schema for each stored in the respective folders. If you have submitted in this format
before, this year’s XML file will be added into the appropriate folder for the year being submitted. If this is the first time submitting by XML, these two folders
need to be created in Windows Explorer, or ask your system administrator to create them for you. If you are running your payroll in a Province outside of
Quebec, then PROVRL1 is not required. 


1. Schemas are the specifications of the XML files, against which your XML

 files are evaluated. The zip files you download for the schema should be
  
installed and unzipped in the same folder where your XML file will be

 generated from JSI.

This is a must because the ALTOVA program needs both files to be in the

 same place.
The Federal Schema can be downloaded from here

Preparing the XML File

  1. In the JSI menu, go to

  • Wages

  • System Setup

  • XML Media Setup


2. Select Federal Returns (T4), and fill out all the information. If this is not
  
the first time you are submitting in this format, simply review the
  
information for its accuracy and change it if necessary. If it is the first time,
  
all required fields must be filled in.


There are 4 tabs in this section and there may be changes required to the

 third and fourth tabs.

  • Header Record

  • Summary Record

  • Detail Specifications -1

  • Detail Specifications -2




Header Record

Each field is defined at the end of the line as to what is required. 

Fill in the required fields or confirm that what was previously filled in is 

correct.

If this is the first time you are submitting by XML and do not have an "MM"

number (Transmitter number), you can enter 6 zeros (000000) or email the

 Government and request one. 



Summary Record

Each field is defined as to what is required.

Fill in the required fields or confirm that what was previously filled in
is correct



Detail Specifications -1

Fill in the required fields or confirm that what was previously filled in is still
correct.

These changes are identical to the ones you were instructed to make with the
regular T4 forms. 

The insurable values will need to be updated each year.  Change the value in

 line 7 and line 13 as per the instructions you received for the 2019 T4
changes. As with the regular forms, do not change the "Code" to match this

 sample. Use your company setup (as it has already been set up for your
company's requirements).


Detail Specifications -2

Fill in the required fields or confirm that what was previously filled in is still
correct.


If you are using these fields for other information in your regular T4’s, you
must fill these in accordingly. 


Click Modify to access the screen and then Update to save the changes.


The preparation is now complete. The creation of the XML file is next.
Creation of the XML T4 file

1. In the JSI menu, go to
 - Wages - Printing - Create XML Media File


2. Select Federal Returns (T4)

3. Every year these fields need to be changed to reflect the current year of process. 
Taxation Year: This should reflect the current year being processed. Change '2018' to '2019'.


Territory: ON, QC, BC or NS depending on where you are processing the payroll.

No. of Summary Records: You are submitting 1 flat file that will contain the information for ALL employees.

File Location: During the initial installation of the programs, a new directory was created by
Jonar on your system for the output of these files. This location will automatically default to the
correct location. 


Submission Ref. ID: This is the file name you choose to indicate what the file is. An example you could use is XMLFED19. 


Each year the file name will change accordingly. The field is 8 characters long so you can change
 the last two characters to represent the appropriate year.  


Report Type: Original/Amended/Cancelled



4. If this is the first time you are running this procedure and the File Location doesn't currently exist,
 a message will appear advising you. You can create this folder in Windows Explorer or ask your
 system administrator to create it for you. This folder should have been created prior to
 downloading the new version of the ALTOVA software. Begin the procedure again once created.


5. Click Update to save the changes, Cancel to escape and save nothing.

6. Select the employees: 


Click on the browser by either clicking the check mark on the top right hand corner of the table
OR clicking on "Select All". 


The range of employees selected will turn red.
(Note: ALL employees should be selected)

Click Proceed.





7. Confirmation of employees:


The system will confirm that ALL employees are included and indicate the number of employees
 selected.
NOTE: Each time you are in this screen, you will need to select (or re-select) employees.

Click "Create XML File" or "Exit" to quit and save nothing. 



8. A message will appear confirming that the file was successfully created.

9. If there are any errors or omission in the file created the following message will appear:


10. When creating the XML file(s), the program will generate an error log, listing the employees
 whose data in the files did not pass the validations in the program. Go back and fix the data or the
 earning slip layout as required. You will need to re-do step 2 above to recreate the XML file.


11. If there are no errors or omissions a message appears reminding you to copy the file. The file
 created will be automatically saved in the file location indicated above. If submitting the file online,
 you do not have to make an additional copy of the file.


Validation of the file using the Government Schema


1. From your Start Menu, click on Explorer and go into the File Location folder on
your system where the Federal T4 schema and XML files were installed. Double-
click on the '.XML' file created, and allow the Altova program to validate it. There is
 a program in that directory which will verify the content of your data and indicate if
 there are any errors in your XML file.

By pressing the keys "CTRL" + "End", you will drop to the bottom of the file. The last
 three lines will read as shown below.

</T4>
</Return>
</Submission>
2. The last line of the file should read </Submission>. If the file has more
information after the line </Submission>, please report these errors to Jonar
immediately. If the file created above is correct, the file can then be forwarded to
 the government.
*IMPORTANT*  When you submit your file to the government, you will receive a
 'receipt' number.  Keep this receipt as it is time and date stamped and is your
proof that your file was submitted and received.

Go to the government website, read the information and select the option for 51 information slips or more. Click on "File Now" and follow the prompts on their website

Website: https://www.canada.ca/en/revenue-agency/services/e-services/filing-information-returns-electronically-t4-t5-other-types-returns-overview/filing-information-returns-electronically-t4-t5-other-types-returns-file.html

If you file 1 to 50 slips, we encourage you to file your computer generated returns through the secure Internet file transfer (XML) service. You will receive electronic
confirmation of receipt, save on mailing costs, and benefit from faster processing. Alternatively, you can file on electronic media (DVD, CD, or diskette) or on paper. 

If you file 51 information slips or more you MUST file by Internet file transfer (XML) in Extensible Markup Language (XML).  Paper forms are no longer accepted for 50 +
employees.

Submitting an Amended or Canceled File
If you are required to submit an amended file or send a Canceled file after submitting the original file, once the corrections have been made, you will need to create a new XML
file. Go back into printing, create XML media, Quebec Returns RL-1. Click on modify and change the selection to Amended File. You will also need to change the File name. By
changing the file name, the original file remains intact. The starting RL-1 No. must be the next number from the last number issued the first time. Each time you submit a file the
numbers must not repeat. Select the employees and create the XML file as in the instructions above. You will need to go back onto their website and resubmit the file

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