1. Canadian Payroll Year-End Processing (T4) Guide
  2. Working with Archived Information

Working with Archived Information

You cannot revise archived information if you find an error in an employee's year-end information. Instead, you use the Update function to create a new (amended) year-end form. You can then print the amended form and send it to the employee and government agency.

Note:

The Archival Relevé 1 Review program (P077261) displays the salaries of employees. You can prevent unauthorized access to this information by applying business unit security to the Employee Master table (F060116) to prevent employees in certain business units from printing the report.

Working with archived information includes the following tasks:

  • Amending archived information

  • Printing archived forms

Amending Archived Information

You cannot revise archived information if you find an error in an employee's year-end information. Instead, you use the Toggle Display/Update function in the appropriate Archival Review program to create a new (amended) year-end form. You can then print the amended form and send it to the employee and government agency.

The system maintains the serial number for the amended form separately from the serial number of the original record. When you amend information for an employee, the system creates a new record with an ID number of AMD (Amended). The employee's old record remains intact.

You cannot amend an original year-end form more than once. However, you can amend the amended year-end form.

To amend archived information, you must have authority to use Toggle Display/Update Mode (F8). Your security officer must enter your user profile in function exit security. Otherwise, you will receive an Invalid Function Key message. If you need authority to amend year-end forms, contact your security officer. Alternatively, you can consult your security officer to find out who in your organization has authority to amend archived information.

To amend archived information

The following is an example using T4 forms, to amend other forms, use the same steps but choose the appropriate menu selection.

From Canadian Year End Processing (G77247), choose Archival T4 Review

  1. On Archival T4 Review, complete the following fields and click Enter:

    • Year

    • Skip to Employee

    This image is described in the surrounding text.

  2. Access the detail area.

    This image is described in the surrounding text.

  3. Choose Toggle Display/Update Mode (F8).

  4. Make the necessary changes to the employee's record and click Enter.

Printing Archived Forms

If you create an amended year-end form, you can print the form to replace the original form that you sent to the employee or government agency. The system updates the history table with the new serial number.

These programs print information from the following tables:

  • T4 Archival File (F07730)

  • T4A Archival File (F07732)

  • Relevé 1 (Provincial) Archival File (F07731)

  • Relevé 2 Archival File (F07733)

  • NR4 Archival File (F07734)

To print archived forms

The following is an example using Relevé 1 forms, to print other forms, use the same steps but choose the appropriate menu selection. The system does not require a serial number for T4 and T4A forms.

From Canadian Year End Processing (G77247), choose Archival Relevé 1 Review

  1. On Archival Relevé 1 Review, complete the following fields and click Enter:

    • Year

    • Skip to Employee

    This image is described in the surrounding text.

  2. Enter 8 in the Option field next to the employee and workfile build that you want to print and click Enter.

  3. On the first Print Relevé 1 form, complete the Are you going to assign a new serial #? field and click Enter.

    This image is described in the surrounding text.

  4. On the second Print Relevé 1 form, complete the Have you submitted your XML file(s)? field and click Enter.

    This image is described in the surrounding text.

  5. On Print Relevé 1 form, complete the Enter New Serial Number field.

    This image is described in the surrounding text.

  6. Choose Print Form (F6).

Field

Explanation

Are you going to assign a new serial #?

The Yes or No Entry field is a common single character entry field for simple yes or no responses on prompt screens. For International purposes, No = '0' and Yes = '1'.

Screen-specific information

Enter 1 for Yes or 0 for No. If you enter 0 (No), you return to the previous screen to make your selections again before rerunning the print procedure.

Have you submitted your XML file(s)?

The Yes or No Entry field is a common single character entry field for simple yes or no responses on prompt screens. For International purposes, No = '0' and Yes = '1'.

Screen-specific information

Enter `1' for Yes or `0' for No.