Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-11-15
Steps: Set Up, Audit, and Print Year-End Tax Forms (CAN)

Steps: Set Up, Audit, and Print Year-End Tax Forms (CAN)

  • Review setup considerations for Canada year-end tax reporting.
  • Map earnings and deductions to T4, T4A, T4A-RCA, RL-1, and RL-2 boxes.
  • Ensure that employee contact information is accurate.
  • Complete at least 1 payroll for the reporting year.
You can create year-end data for these forms after completing at least 1 payroll for the reporting year:
  • T4
  • T4A
  • T4A-RCA
  • RL-1
  • RL-2
  • NR4
When you've completed at least 1 payroll for the reporting year, you can preview year-end data. When you've completed all payrolls (including all off-cycle payments such as manual adjustments), you can preview, create, view, and publish the actual year-end forms.
To populate year-end forms, Workday uses:
  • Worker data.
  • Pay component mapping.
Workday maps some data on the year-end forms. You're responsible for mapping the rest of the data, such as custom pay components.
  2. Access the relevant report to audit any differences in income reported in the applicable box details:
    • Year End Variance in T4 Box 14
    • Year End Variance in RL-1 Box A
    To view TD1-IN Exempt wages on the Year End Variance reports, use the
    Canada Year End Form Box Configuration
     task to map Box 71 and Box R. If you don't map the boxes, the reports are blank.
    Use these fields to report on a worker's federal and provincial exempt wages:
    • Federal Income Tax (FIT) (CAN) - Exempt Wages
    • Province Income Tax (QC-PIT) (CAN) - Exempt Wages
    Use these fields to create custom reports and report Box G-1 wages on the RL-1 tax form to capture taxable wages where no QPP or QPP2 contributions were withheld.
    • QPP Taxable Wages (no contribution)
    • QPP2 Taxable Wages (no contribution)
  3. Identify any contribution discrepancies to Canada Pension Plan (CPP), Quebec Pension Plan (QPP), Canada Pension Plan - Second Contribution (CPP2), Quebec Pension Plan - Second Contribution (QPP2), Employment Insurance (EI), and Quebec Parental Insurance Plan (QPIP).
    Resolve any exceptions before creating year-end data to avoid a PIER listing from the Canada Revenue Agency requiring you to remit any balances due.
  4. Access the
    Canada Company Year End Audit
     report.
    Returns company level exceptions, such as invalid payroll account numbers.
    Workday recommends that you resolve any exceptions before creating year-end data, as they might cause your integration file to fail.
    Security:
    Process: Year End (Reports) - CAN
     domain in the CAN Payroll functional area.
  5. Access the
    Annual Taxable Income for Bonus Calculation
     field on the applicable report to audit any bonus payments.
  6. Access the relevant report to audit employee data and correct any discrepancies before generating year-end data:
    • T4 Preview
    • T4A Preview
    • T4A-RCA Preview
    • RL-1 Preview
    • RL-2 Preview
    • NR4 Preview
    You can run the preview reports as often as needed. Correct any errors.
    You can filter the preview reports to review critical, warning, or information exceptions. Resolve any critical exceptions before creating year-end data as they might cause your integration file to fail. Workday recommends that you also resolve warning exceptions.
    Security:
    Process: Year End (Reports) - CAN
     domain in the CAN Payroll functional area.
  7. Access the relevant report to audit the
    Other Information
     and
    Additional Information
     box details by box code:
    • T4 Preview – Other Info
    • T4A Preview – Other Info
    • RL-1 Preview – Additional Info
    • RL-2 Preview – Additional Info
    • View T4 Form Data – Other Info
    • View T4A Form Data - Other Info
    • View RL-1 Form Data – Additional Info
    • View RL-2 Form Data - Additional Info
    The reports only list the boxes that have amounts for employees in them.
    You can filter the preview reports to review critical, warning, or information exceptions. Resolve any critical exceptions before creating year-end data as they might cause your integration file to fail. Workday recommends that you also resolve warning exceptions.
    Security:
    Process: Year End (Reports) - CAN
     domain in the CAN Payroll functional area.
  8. Access the relevant task to create year-end data, after you've addressed all exceptions reported in the previous reports:
    • Create T4 Data
    • Create T4A Data
    • Create T4A-RCA Data
    • Create RL-1 Data
    • Create RL-2 Data
    • Create NR4 Data
    Calculate and extract wage and tax data for a company.
    You can only run these tasks once per tax year.
    Security:
    Process: Year End (Run) - CAN
     domain in the CAN Payroll functional area.
  9. Access the relevant report to review form data for each worker:
    • View T4 Form Data
    • View T4A Form Data
    • View T4A-RCA Form Data
    • View RL-1 Form Data
    • View RL-2 Form Data
    • View NR4 Data
    Example: Review the dental benefits configured using the
    Maintain Dental Benefits Recipient Code Configuration
     task in Box 045 and Box 015 on the T4 and T4A forms.
    For 2022 onwards, Workday displays the status of the year-end tax form as
    In-Progress
     or
    Approved
    .
    You can filter the form data reports to review critical, warning, or information exceptions. Resolve any critical exceptions before creating year-end data as they might cause your integration file to fail. Workday recommends that you also resolve warning exceptions.
    Security:
    Process: Year End (Reports) - CAN
     domain in the CAN Payroll functional area.
  10. For 2022 and beyond, approving year-end data is required. For years prior to 2022, approving year-end data isn't required.
  11. Access the relevant report to review the data in each box for each payroll account and identification number:
    • View T4 Summary
    • View T4A Summary
    • View T4A-RCA Summary
    • View RL-1 Summary
    • View RL-2 Summary
    • View NR4 Summary
    Select companies with approved year-end data.
    You can use the data in this report to prepare the summary for Canada Revenue Agency or Revenu Québec.
    Security:
    Process: Year End (Run) - CAN
     domain in the CAN Payroll functional area.
  12. (Optional) If the year-end data has any errors or critical exceptions, you can cancel the data and correct any errors.
    Access the relevant task:
    • Cancel T4 Data
    • Cancel T4A Data
    • Cancel T4A-RCA Data
    • Cancel RL-1 Data
    • Cancel RL-2 Data
    • Cancel NR4 Data
    Select companies with approved year-end data.
    Compare the
    Process Entry Moment
     of the relevant
    Cancel
     task to the
    Creation Date Time
     on the relevant
    View Form Data
     report. Verify that you're canceling the correct data.
    Workday recommends that you use the audit reports to preview year-end data before creating it. Cancel data only when necessary.
    Don't cancel data that you've submitted to a government agency.
    Security:
    Process: Year End (Run) - CAN
     domain in the CAN Payroll functional area.
    Workday cancels the most recent form data that you created for the
    Tax Year
     and
    Company
     selected.
  14. After confirming that the government agency accepted the tax filing, access the relevant task:
    • Create T4 Forms
    • Create T4A Forms
    • Create T4A-RCA Forms
    • Create RL-1 Forms
    • Create RL-2 Forms
    • Create NR4 Forms
    Select companies with approved year-end data.
    Generate PDFs of the forms and save them for printing and future reference.
    In the
    Type
     field, Workday displays:
    • Original
       if all the forms in the batch are original.
    • Corrected
       if any of the forms in the batch are corrections.
    For T4A-RCA, you can create:
    • Employee Forms
       to distribute to employees.
    • Employer Forms
       to print and submit to Canada Revenue Agency. Workday includes the
      Payroll Account Number
      , Box 61, on these forms.
    For NR4, Workday creates additional NR4 forms when the worker has more than:
    • 1 country code to report.
    • 1 Non-Resident Tax Account.
    • 2 lines to report for a worker because of more than 2 income codes or an exemption. Workday creates an
      Original-Overflow
       form type when a worker has more than 2 income codes.
    Security:
    Process: Year End (Reports) - CAN
     domain in the CAN Payroll functional area.
  15. (Optional) For original year-end forms, access the
    Schedule Year End Form Pre-Print
     task. Select companies with approved year-end data.
    Create a PDF file of year-end tax forms for all workers. You can schedule the task to run now or later.
    Workday displays the precreated PDF for employees after you publish the tax documents.
  16. Access the
    Publish Employee Canada Year End Tax Documents
     task for the company. Select companies with approved year-end data.
    Specify a date from which workers can access their year-end tax documents on the
    My Tax Documents
     task in employee self-service (ESS). By accessing this task again, you can update the availability date or remove it if the availability date is in the future.
    The
    Created Date/Time
     displays the last date and time that you extracted the year-end data using the relevant create data task.
    Workday recommends that you set the
    Availability Date
     after Canada Revenue Agency and Revenu Québec have accepted the forms by integration.
    To unpublish the forms from self-service once the availability date has passed, access the
    Override Employee Self Service Year End Tax Documents Availability Date
     task. You can only run this task for companies, not individual workers. Workday recommends that you create correction forms instead of unpublishing forms as employees might have already accessed their forms.
    You can also use the
    Get Payroll CAN Year End Forms
     web service to collect employee year-end data. You or your third-party vendor can use the data for year-end form processing. Example: You pass the year-end form data on to the vendor so they can print and send the forms to your employees.
    Security:
    Process: Year End (Run) - CAN
     domain in the CAN Payroll functional area.