Transmitter TRU Setup

To facilitate electronic submission of year-end reports, you designate a business number or Quebec identification number as the transmitter. The TRUs file their slips electronically through this transmitter.

A transmitter can file slips for itself or on behalf of other TRUs. Capture the transmitter information at the TRU level. If you designate a TRU as a transmitter, the information you enter for the TRU is used for year-end reporting to the government. Multiple TRUs with different account numbers can use the same transmitter to submit year-end information to the government.

Configure the TRUs

You must set up the transmitter information for each TRU prior to processing the end-of-year archive. Configure the transmitter information at the federal and provincial levels, as well as for each form type (T4, T4A, RL-1, RL-2). The application uses this data to generate the electronic files that you submit to the government.

As an employer you can designate multiple transmitter TRUs, but you must configure each transmitter with a unique transmitter account number. This means that you register the TRU as a transmitter with the Canada Revenue Agency (for T4 and T4A) or Revenu Québec (for RL-1and RL-2). Other TRUs get associated with the transmitter TRU by updating the Transmitter Name and Account Number fields of the transmitter information for this TRU.

The steps given here outline how you can configure the TRU as a transmitter or as a non-transmitter.

Transmitter TRU for the T4 and T4A

To configure the TRU as the transmitter for the T4 and T4A:

1. Navigate to the following:

   • Work Area: Setup and Maintenance

   • Offering: Workforce Deployment

   • Task: Define Legal Reporting Units for Human Capital Management

2. In the search area, enter Define Legal Reporting Units for Human Capital Management and click Search.

3. Click Define Legal Reporting Units for Human Capital Management to expand the entry and display a list of related tasks.

   Note:

   If the scope isn't already set for the Manage Legal Reporting Unit Registrations task, set the scope as given in the Set the Scope section.

4. Click Go to Task for the Manage Legal Reporting Unit HCM Information task.

5. Enter search criteria and select the record.

6. On the Manage Legal Reporting Unit page, select the Tax Reporting Unit tab.

7. Click Federal Tax Reporting Unit Information.

8. Click Edit-Update.

9. In the T4 Interface Rules and T4A Interface Rules sections, enter these transmitter details for both the T4 and T4A rules.

   Field Name	Field Value
   Transmitter TRU	Select Yes to designate the TRU as a transmitter. This indicates the TRU has a CRA My Business Account, which is used to file and submit returns. Note: You can designate multiple transmitter TRUs, but each transmitter must be configured with a unique Transmitter Account Number.
   Transmitter Name	Select the Transmitter Name. Note: You must select the Transmitter Name before selecting the Transmitter Account Number.
   Transmitter Account Number	Select either the 9-digit or 15-alphanumeric Payroll Account Number assigned by the CRA to report the year-end slip data electronically. Note: You can use the 15-character alphanumeric number if you use My Business Account or Web Access Code to file your information return. You can use the 9-digit number if you use My Business Account to file your information return. However, don't use the 9-digit number if you use Web Access Code to file.
   Transmitter Representative Identifier	Enter a representative identifier, if applicable. This field is optional. When provided, it grants the representative associated with this ID access to the submitted return. Note: See section Multiple Transmitter Representative Identifiers for the T4 and T4A below.
   Transmitter Type	Select the associated transmitter type from the list. Note: This is no longer used in the transmitter record. It's informational only.
   Transmitter Contact Name	Enter the contact name of the transmitter.
   Transmitter Contact Area Code	Enter the contact area code of the transmitter.
   Transmitter Contact Phone Number	Enter the contact phone number of the transmitter. Enter only the numbers, without spaces or dashes.
   Transmitter Contact Extension Number	Enter the contact extension number of the transmitter.
   Transmitter Contact Email	Enter the contact email of the transmitter.
   Transmitter Secondary Contact Email	Enter the email for a secondary contact of the transmitter.
   Language of Communication	Enter the language of communication of the transmitter.
   Transmitter Country	Select the country of the transmitter.
   Transmitter Province	Enter the province of the transmitter. Note: This is no longer used in the transmitter record. It's informational only.
   Transmitter City	Enter the city of the transmitter. Note: This is no longer used in the transmitter record. It's informational only.
   Transmitter Address Line 1	Enter the address line 1 details of the transmitter. Note: This is no longer used in the transmitter record. It's informational only.
   Transmitter Address Line 2	Enter the address line 2 details of the transmitter. Note: This is no longer used in the transmitter record. It's informational only.
   Transmitter Postal Code	Enter the postal code of the transmitter. Note: This is no longer used in the transmitter record. It's informational only.
   Contact Name for this Return	Enter the contact name of the employer.
   Contact Area Code	Enter the contact area code of the employer.
   Contact Phone Number	Enter the contact phone number of the employer. Enter only the numbers, without spaces or dashes.
   Contact Extension	Enter the contact extension number of the employer.
   Proprietor 1 Social Insurance Number	Enter the Social Insurance Number of the proprietor of the business.
   Proprietor 2 Social Insurance Number	Enter the Social Insurance Number of the second proprietor, if applicable.

Multiple Transmitter Representative Identifiers for the T4 and T4A

This enables the configuration and use of multiple transmitter representative identifiers for T4 and T4A year-end reporting by allowing users to override the Transmitter Representative Identifier defined for the transmitter’s Tax Reporting Unit (TRU).

Some employers require different transmitter representative identifiers based on payroll relationship groups or TRUs. Use the below two items to support this requirement:

• Extensible Common Lookup: Use the below lookup to add the transmitter representative identifiers that your business requires. Once configured, this list of transmitter representative IDs is available for selection in the End-of-Year Reports process.

  Common Lookup

  Lookup Type	Meaning
  ORA_CA_EOY_TRANS_REP_INFO	Canada Transmitter Representative Identifiers

• End-of-Year Reports Process Parameter: Use the parameter Transmitter Representative Identifier to override the default transmitter representative ID configured at the TRU. This parameter is only applicable for the T4 and T4A.

  If required, to override the default Transmitter Representative Identifier configured at the TRU, add the transmitter representative identifiers to the new lookup using these steps:

  1. Navigate to Setup and Maintenance and select the Tasks menu.

  2. Click Search, and search for Manage Common Lookups.

  3. Search for Lookup Type = ORA_CA_EOY_TRANS_REP_INFO.

  4. Under Lookup Codes, click New and add the lookup code details:

     • Lookup Code: Enter an alphanumeric representative identifier. This grants the representative associated with this ID access to the submitted T4 or T4A return.

     • Display Sequence: Enter a number to specify the order of appearance in the parameter’s list of values.

     • Enabled: Check this box to make the ID visible in the parameter’s list of values.

     • Start and End Dates: Optionally enter start and end dates.

       Note: If specified, only records active as of December 31 of the reporting year are available for selection.

     • Meaning: Enter the representative’s name or description.

  5. Click Save and Close.

Non-Transmitter TRUs for the T4 and T4A

To configure the non-transmitter TRUs for the T4 and T4A:

1. Navigate to the following:

   • Work Area: Setup and Maintenance

   • Offering: Workforce Deployment

   • Task: Define Legal Reporting Units for Human Capital Management

2. In the search area, enter Define Legal Reporting Units for Human Capital Management and click Search.

3. Click Define Legal Reporting Units for Human Capital Management to expand the entry and display a list of related tasks.

   Note:

   If the scope isn't already set for the Manage Legal Reporting Unit Registrations task, set the scope as given in the Set the Scope section.

4. Click Go to Task for the Manage Legal Reporting Unit HCM Information task.

5. Enter search criteria and select the record.

6. On the Manage Legal Reporting Unit page, select the Tax Reporting Unit tab.

7. Click Federal Tax Reporting Unit Information.

8. Click Edit-Update.

9. In the T4 Interface Rules and T4A Interface Rules sections, enter the following non-transmitter information for both the T4 and T4A rules.

   Note:

   Only the fields listed in this table are required. The other fields are optional and you should only populate them if the information is different from that of the Transmitter TRU.

Field Name	Field Value
Transmitter TRU	Select No to designate this as a non-transmitter TRU.
Transmitter Name	Search and select the transmitter name. Note: You must select the Transmitter Name before selecting the Transmitter Account Number. This list of values contains only transmitters that already exist. If the required Transmitter Name isn't yet available for selection, you must first create the transmitter TRU. Save the record, go back into the record, select the Transmitter Name, and save the record.
Transmitter Account Number	Select the transmitter account number. The transmitter account number of the TRU defined as the transmitter. This is derived from the TRU selected in the Transmitter Name field and is the 9-digit or 15-alphanumeric Payroll Account Number of the transmitter TRU.
Contact Name of this Return	Enter the contact name of the employer.
Contact Area Code	Enter the contact area code of the employer.
Contact Phone Number	Enter the contact phone number of the employer. Enter only the numbers, without spaces or dashes.
Contact Extension	Enter the contact extension number of the employer.
Proprietor 1 Social Insurance Number	Enter the Social Insurance Number of the proprietor of the business.
Proprietor 2 Social Insurance Number	Enter the Social Insurance Number of the second proprietor, if applicable.

Transmitter TRU for the RL-1 and RL-2

To configure the TRU as the transmitter for the RL-1 and RL-2:

1. Click Provincial Tax Reporting Unit Information. This data is used to generate the electronic file that's submitted to the Quebec government.

2. In the RL-1 Interface Rules and RL-2 Interface Rules sections, enter the transmitter information as given in this table for both the RL-1 and RL-2 rules.

   Field Name	Field Value
   Transmitter TRU	Select Yes to designate the TRU as a transmitter. This indicates the Quebec Identification Number is registered as a transmitter with Revenu Québec. Note: You can designate multiple transmitter TRUs, but each transmitter must be configured with a unique transmitter number.
   Transmitter Name	Search and select the name registered with the Revenu Québec. Note: This list of values contains only transmitters that already exist. If the required Transmitter Name isn't yet available for selection, you must first create the transmitter TRU. Save the record, go back into the record, then select the Transmitter Name, and save the record.
   Transmitter Number	Enter the number assigned by Revenu Québec to report the year-end slip data electronically. The format is NPXXXXXX, where X is a number.
   Transmitter Type	Select the associated transmitter type from the list.
   Source of RL Slips Used	Select the source of the RL-1 or RL-2 slip used.
   RL-2 Source of Income	Select the RL-2 source of income. Note: This is only applicable for the RL-2 transmitter interface rules.
   Computer Resource Person Name	Enter the contact name of the transmitter.
   Computer Resource Person Area Code	Enter the contact area code of the transmitter.
   Computer Resource Person Phone Number	Enter the contact phone number of the transmitter. Enter only the numbers, without spaces or dashes.
   Computer Resource Person Extension Number	Enter the contact extension number of the transmitter.
   Computer Resource Person Language	Select the language of communication of the computer resource person.
   Accounting Resource Person Name	Enter the name of the accounting resource person.
   Accounting Resource Person Area Code	Enter the area code of the accounting resource person.
   Accounting Resource Person Phone Number	Enter the phone number of the accounting resource person. Enter only the numbers, without spaces or dashes.
   Accounting Resource Person Extension Number	Enter the extension number of the accounting resource person.
   Accounting Resource Person Language	Enter the language of communication of the accounting resource person.
   Email of the Person Responsible for the File	Enter the contact email of the person responsible for the file.
   Desired Language of Communication by Email	Enter the preferred language of communication by email.
   Transmitter Country	Select the country of the transmitter.
   Transmitter Province	Enter the province of the transmitter.
   Transmitter City	Enter the city of the transmitter.
   Transmitter Address Line 1	Enter the address line 1 details of the transmitter.
   Transmitter Address Line 2	Enter the address line 2 details of the transmitter.
   Transmitter Postal Code	Enter the postal code of the transmitter.
   Starting RL Slip Number	Enter the starting RL slip number as provided by Revenu Québec. This is required prior to processing the year-end documents.
   Ending RL Slip Number	Enter the ending RL slip number as provided by Revenu Québec. This is required prior to processing the year-end documents.

Non-Transmitter TRUs for the RL-1 and RL-2

To configure the non-transmitter TRUs for the RL-1 and RL-2:

1. Navigate to the following:

   • Work Area: Setup and Maintenance

   • Offering: Workforce Deployment

   • Task: Define Legal Reporting Units for Human Capital Management

2. In the search area, enter Define Legal Reporting Units for Human Capital Management and click Search.

3. Click Define Legal Reporting Units for Human Capital Management to expand the entry and display a list of related tasks.

   Note:

   If the scope isn't already set for the Manage Legal Reporting Unit Registrations task, set the scope as given in the Set the Scope section.

4. Click Go to Task for the Manage Legal Reporting Unit HCM Information task.

5. Enter search criteria and select the record.

6. On the Manage Legal Reporting Unit page, select the Tax Reporting Unit tab.

7. Click Provincial Tax Reporting Unit Information. This data is used to generate the electronic file that's submitted to the Quebec government.

8. Click Edit-Update.

9. On the Update Legal Reporting Unit form, select an Action Reason. Click OK.

10. In the RL-1 Interface Rules and RL-2 Interface Rules sections, enter the following non-transmitter information for both the RL-1 and RL-2 rules.

    Note:

    Only the fields listed in this table are required. The other fields are optional and you should only populate them if the information is different from that of the Transmitter TRU. The only exception to this are the Starting and Ending Slip Numbers, which you must populate on the Transmitter TRU.

    Field Name	Field Value
    Transmitter TRU	Select No to designate this as a non-transmitter TRU.
    Transmitter Name	Search and select the name registered with Revenu Québec . Note: This list of values contain only transmitters that already exist. If the required Transmitter Name isn't yet available for selection, you must first create the transmitter TRU. Save the record, go back into the record, select the Transmitter Name, and save the record.
    Transmitter Number	The transmitter number of the TRU defined as the transmitter. This is derived from the TRU selected in the Transmitter Name field. Note: Don't enter this value for a non-transmitter TRU, as it must be derived from the transmitter TRU. The value is derived when the record is saved and can be viewed in the UI after the record is saved.

11. Click Submit, Yes, OK and, then click Done.