1. Administering Payroll for Canada End-of-Year Processing
  2. Archive End-of-Year Payroll Results Report

Archive End-of-Year Payroll Results Report

Oracle Fusion Human Capital Management for Canada delivers the Archive End-of-Year Payroll Results report to retrieve and archive employee and employer information for year-end reporting. The year-end reports also include employee balances in a given year.

Payroll managers or payroll administrators can use the Archive End-of-Year Payroll Results task from the Regulatory and Tax Reporting area under Payroll on the Home page to generate the Archive End-of-Year Payroll Results output. You can also run this report using the Submit a Flow task under Payroll in My Client Groups on the Home page.

Parameters

Flow Pattern

Select Archive End-of-Year Payroll Results.

Payroll Flow

Enter a payroll flow name.

Note: It’s best practice to name the flow so that you can easily identify the process later. This is helpful while searching so you can determine what you have already run or if you must roll back any process.

Year

Specify the 4-digit tax year.

Payroll Statutory Unit

Select the PSU. The process archives the year-end data of employees belonging to this PSU only.

Tax Reporting Unit

Select the TRU. If a value is selected, the process archives the year-end data of employees belonging to this TRU only. If left blank, all TRUs belonging to the selected PSU are processed.

Payroll Relationship Group

Select the payroll relationship group name, if you have defined one. For example, you can create a group to process all employees within a specific province.

Note: Use the Objects Group task under Payroll in My Client Groups on the Home page to define the payroll relationship group before you can select it here.

Process Configuration Group

Select the process configuration group name, if you have defined one. This is an optional parameter. It is used for logging and reporting purposes.

Note: Use the Payroll Process Configuration task under Payroll in My Client Groups on the Home page to define the process configuration group before you can select it here.

Reason for Amendment

Enter the amendment reason, if you’re amending the T4 or T4A. This is an optional parameter and applies only to the amended T4 and T4A report types. It’s reported in the electronic interface files.

Results

Viewing the Report Output

Use the View Person Process Results task to open and view the archived data for each payroll relationship in the selected PSU or TRU. The archived results include T4, T4A, RL-1, and RL-2 data.

Post-Archive Tasks

You can view the archived data for each payroll relationship in the selected PSU or TRU. Use the following processes to roll back and rerun the archive process.

Process Rerun

There may be cases when employees are excluded from an original archive run, such as a missed vacation payout. The last payroll run for the tax year is also successfully completed. You must rerun the process to include the excluded employees.

Note: You can rerun the process for an individual employee or a group of employees. Create a configuration group for the individual employee or group of employees and use the object group to rerun the process.

You can identify these employees and rerun the archive again. The rerun archive process captures data for the employees excluded in the previous archive process. This process doesn’t archive data that was already archived by a previous run.

To archive all data once again, you must first roll back the archive.

Process Retry

Use the retry process to archive changed, new, or otherwise not archived data for selected employees.

Roll Back Process

Use the Roll Back process to remove the archived data. Sometimes rerun or retry isn’t possible. For example, if you ran the Archive End-of-Year Payroll Results process before completion of all the payroll processes. In this case, the data in the archive is not valid. To resolve this you must roll back the archive process.

When you roll back the Archive End-of-Year Payroll Results, the process removes the archived data from the Oracle Fusion database. Rolling back and rerunning the Archive End-of-Year Payroll Results process reruns the process and recreates the archive completely.

Use the Roll Back Process from the Checklists page.

Data Locks

After you archive the payroll run results and run any subsequent process, such as the T4, T4A, RL-1, or RL-2 Electronic Interfaces or PDFs, the archived data gets locked. Once locked, you can’t change the data through either retry or roll back of the archive. You must first roll back the Electronic Interfaces or PDF process, to try the retry or roll back archive process.

Note: Take care when rolling back the locking processes. If you have distributed the tax forms to the employee or submitted the electronic files to the government authorities, additional steps are required to resubmit the files.

Special Characters

If special characters (< > ’ ” &) exist in any of the year-end electronic interface files, the government may reject the files. Therefore, all special characters entered in the application are removed during the archive process, before they’re submitted to the government. This includes the interface files for the T4, T4A, RL-1, RL-2. This change is reflected in all year-end reports (End-of-Year Exception Report, End-of-Year Register, employee slips, and electronic interface files). The fields given here are scrubbed for special characters. All special characters are replaced with a space, with an exception of ‘&’, which is replaced with the word ‘and’.

  • Employee first name

  • Employee last name

  • Employee address line 1 and 2

  • Transmitter name

  • Transmitter contact name

  • Contact name for this return

  • Transmitter address line 1 and 2

  • Transmitter computer resource person name

  • Transmitter accounting resource person name