1. Canadian Payroll Year-End Processing Guide
  2. Understanding Year-End Workfiles

Understanding Year-End Workfiles

You build year-end workfiles to retrieve the information that you use to print year-end reports and forms. You can build the year-end workfiles for each year-end form separately, or you can build several year-end workfiles together.

After you build the workfiles, you can review the year-end information by employee or by form.

Just as payroll processing is based on a payroll ID, year-end processing is based on a year-end ID. You use a year-end ID to build the year-end workfiles for a group of employees.

When you create a year-end ID, you must assign a version of the Canadian Year-End Work File Build program (R77100) to it. You use the data selection on this version to specify which employees will be included in the year-end ID. You can include all of the employees in a single year-end ID or divide them into groups and create a separate year-end ID for each group. Processing Option is available on R77100 to specify the version name of R77130. You need to specify the R77130 version only in some circumstances.

Note: For employees who do not have tax history records for the corresponding employee pension maintenance records, enter the data selection for the Canadian Year-End Work File Build - T4A program (R77130) version, the same as the Year-End Workfile Build program (R77100) version. The R77130 now provides data selection on the Employee Pension Maintenance table (F77230) and Employee Master Information table (F060116). Enter the R77130 version name in the R77100 processing option. If you have no employees belonging to the mentioned criteria, then you do not need to select any data from the R77130 version. Leave the processing option blank on the R77100 version. R77130 will use the default version ZJDE0001 to generate the T4A form. This functionality supports the releases 9.0 and 9.1.
Note: For employees who have no tax history and employee pension maintenance records, but have PDBA records (F06148), add records for the T4A boxes 016 and 028 that show no amounts. To add these amounts, use the Pension Maintenance program (P77235). The T4A build (R77130) uses the amounts from F06148 based on the special handling for these boxes, and will create a T4A record at year-end. Enter the R77130 version name in the R77100 processing option. If you have no employees who belong to the mentioned criteria, thenyou do not need to select any data on the R77130 version. Leave the processing option blank on Year-End Workfile Build program (R77100). The R77130 uses the default version ZJDE0001 to generate the T4A form. This functionality supports the releases 9.0 and 9.1.
Note: The system does not generate year-end forms for employees who have all zero amounts.

You build year-end forms by submitting the year-end ID. You can set up the year-end ID to build workfiles for all types of year-end forms, a single type of year-end form, or any combination of year-end forms. When you submit the year-end ID, the Canadian Year-End Work File Build program calls one or more of these programs:

  • Canadian Year-End Work File Build - T4 (R77101)

  • Canadian Year-End Work File Build - Relevé 1 (R77120)

  • Canadian Year-End Work File Build - T4A (R77130)

  • Canadian Year End Work File Build - Relevé 2 (R77140)

  • Canadian Year End Work File Build - NR4 (R77150)

The Canadian Year-End Work File Build program calls version ZJDE0001 for each of the workfile build programs (R77101, R77120, R77130, R77140, and R77150). You do not need to create additional versions of these programs. The data selection that you set up for the Canadian Year-End Work File Build program applies to all of the workfile build programs.

From the year 2021 Source of income is mandatory for Relevé 2 XML.

Use the new processing option Enter the source of amounts you are reporting for RL-2 to enter the source of amounts for RL-2 at the employer level. Changes to the specific employee should be updated in Display Releve2 information.

To enter the source of the amounts you are reporting, Use one of the codes below. If none of them apply, the following is displayed in the RL-2 XML with the user entered code.

  • Autre for the Provenance box;

  • 201 as an Additional information code and, as the value, the type of plan that is the source of the amounts.

Codes

  • FERR-A - for an insured registered retirement income fund ("fonds enregistré de revenu de retraite assuré")

  • FERR-D - for a depositary registered retirement income fund ("fonds enregistré de revenu de retraite dépositaire")

  • FERR-F - for a trusteed registered retirement income fund ("fonds enregistré de revenu de retraite fiduciaire")

  • RAP - for a home buyer's plan ("régime d'accession à la propriété")

  • RE - for an income-averaging annuity ("rente d'étalement/contrat de rente à versements invariables")

  • REEP - for a lifelong learning plan ("régime d'encouragement à l'éducation permanente")

  • REER-A - for an insured registered retirement savings plan ("régime enregistré d'épargne-retraite assuré")

  • REER-D - for a depositary registered retirement savings plan ("régime enregistré d'épargne-retraite dépositaire")

  • REER-F - for a trusteed registered retirement savings plan ("régime enregistré d'épargne-retraite fiduciaire")

  • REPA - for an income-averaging annuity for artists ("rente d'étalement pour artiste")

  • RO - for an ordinary annuity ("rente ordinaire")

  • RPA - for a registered pension plan ("régime de pension agréé")

  • RPAC - for a pooled registered pension plan ("régime de pension agréé collectif")

  • RPC - for the Canada pension plan ("régime de pensions du Canada")

  • RPDB - for a deferred profit-sharing plan ("régime de participation différée aux bénéfices")

  • RPNA - for an unregistered pension plan ("régime de pension non agréé")

  • RRQ - for the Québec pension plan ("régime de rentes du Québec")

  • RVER - for a voluntary retirement savings plan ("régime volontaire d'épargne-retraite")

The workfile build programs are based on these tables:

  • Canadian Year-End Control (F77100)

  • Pay Check History Tax Ledger - Canadian DB (F0716)

  • Tax History (F0713)

  • Tax Area Transaction History (F06148)

  • Year End Limits Setup (F77105)

  • Employee Pension Maintenance (F77230)

The workfile build programs save year-end information in these tables:

  • Canadian Employee Year-End Form Header (F77200)

  • Canadian Employee Year-End Form Detail (F77210)

  • Employee Special Handling Detail (F77220)

After you build the year-end tables, you can review the information in the tables. If necessary, you can revise the information before you print the year-end forms to ensure that the system prints the correct information on the forms.