Understanding the Year-End Print Programs
You must print Relevé 1 and Relevé 2 forms before you can create magnetic media tables for those forms so that you can include the numbers from the printed forms in the magnetic media tables.
Before you can archive year-end information, you must print the year-end forms that correspond to each workfile build you have run.
The system provides these print programs:
Print T4 Forms - Employee Copy (R77410).
To print instructions for T4 forms by using BI Publisher, use R77410C.
Print Relevé 1 Forms (R77420).
Print T4A Forms (R77430).
To print instructions for T4 A forms by using BI Publisher, use R77430C.
Print Relevé 2 Forms (R77440).
Print NR4 Forms (R77450).
To print instructions for NR4 forms by using BI Publisher, use R77450C.
The system calls these programs if necessary:
Print Employer's Copy of T4 Forms (R77410B).
Print Employer's Copy of Relevé 1 Forms (R77420B).
Print T4A Forms: Employer's Copy (R77430B).
- Note: Relevé 2 forms for laser printers do not include an employer copy. The Ministere du Revenu du Québec recommends that you photocopy or microfilm copy 1 of the form for the files.
The system also calls the Negative Amount Report (R77100A), which lists all the employees for whom forms were not printed because their records contain negative amounts. You can access these records by selecting the option on the Work With Documents by Form and Work With Documents by Employee forms.
The year-end print programs retrieve information from the Canadian Employee Year-End Form Header table (F77200), the Canadian Employee Year-End Form Detail table (F77210), and the Employee Special Handling Detail table (F77220).
Additionally, printing year-end forms produces these reports:
Summary Report For Print T4s (R77410A).
Summary Report For Print Relevé 1s (R77420A).
Summary Report For T4As (R77430A).
Summary Report For Print Relevé 2s (R77440A).
Summary Report For Print NR4s (R77450A).
To comply with government regulations, when you print employer copies of forms, system parameters are preset to calculate subtotals after a specified number of forms is printed:
T4 - 200 forms (100 sheets)
T4A - 200 forms (100 sheets)
NR4 - 300 forms (100 sheets)
The system also calculates subtotals for any forms that remain beyond an even 100. For example, if you print 846 forms, the system will calculate a subtotal for the last 46 forms also.
The system does not generate subtotals for Relevé 1 forms when you print employer copies of forms.
When you print employee copies of forms, the system calculates a subtotal when the company or tax ID changes, and also after every 200 forms. The subtotals and grand totals appear on the summary reports.
The program prints as many as six special handling codes in the Other Information boxes on the first T4 form. The program prints the remaining special handling codes in the Other Information boxes on the additional T4 forms.
The program prints as many as twelve other information boxes on each T4A form and if the number of Other Information boxes exceeds twelve, it prints those on the subsequent T4A forms. The first T4A form includes the employee information, fixed box amounts, and the first twelve other information box amounts. However, the subsequent T4A forms will print only the additional Other Information box amounts along with the employee information.
For each employee, the program prints as many as six Case Code O codes on Relevé 1 forms. The first Relevé 1 form includes the first three Case Code O codes, box amounts, and employee information. A second Relevé 1 form includes as many as three remaining Case Code O codes and the employee information, but no box amounts.
Batch Print of Amended and Canceled Releve 1 forms use F77200A to store Form Print and Mag Media status. These Form Print and Mag Media status fields are available on document form inquiry and document employee inquiry forms. Releve 1 form print UBE R77420 when submitted to print Amend/Cancel records update Form Print status field to 1. Releve1 form print UBE also check these records to make sure that once printed Amend/Cancel records are not picked up again during next print. Releve1 Mag Media when submitted to generate Amend/Cancel records update Mag Media status field to 1. Releve 1 Mag Media also check these records to make sure that once generated Amend/Cancel records are not picked up again during next Mag Media generation.
If you want to re-submit Amend/Cancel employee records using Releve 1 form print UBE, reset employee records using row exit "Reset Form Print" before submitting the batch print of Amend/Cancel records. If you want to re-submit Amend/Cancel employee records using Releve1 Mag Media, reset employee records using row exit "Reset Mag Media" before submitting the Mag Media.
You can also reset individual form print and mag media for Amend/Cancel records through the row exits available on document form inquiry and document employee inquiry forms.