File T4 Slips and Summary Electronically

Before you can perform this task

There are two ways to file T4 slips and summary electronically:

To file T4 slips and summary over the Internet:

  1. In the Home window, on the File menu, choose Import/Export, Electronic Filing, and then Export T4s (Internet File Transfer).
  2. Select the payroll year for which you are filing.
  3. Select the employees for whom you want to file T4 slips. To select an employee whose status is inactive, select the Include Inactive Employees check box.
  4. Verify or complete the information on all tabs in the window using publications from the Canada Revenue Agency (CRA) and the following drop-down topics:

    5. Transmission Information tab

    • Transmission Method. Select the Internet File Transfer option.
    • Report Type Code. Select one of the following:
    • Original, if this is the first time you are submitting this file.
    • Amended, if you are submitting an amended file that corrects any errors that were included in a previous return.
    • Cancelled, if you are submitting a cancelled file.
    • Transmitter Number. You do not have to enter a magnetic media transmitter number.
    • Submitter Reference ID. Sage Simply Accounting displays a default number, which is the count of the number of transmissions you've made. You can accept this number, or enter a unique number to identify the current file submission. For example, to identify an original file submission, enter 001. To identify a re-submission of amended slips, enter 002, and so on.
    • File Sequence Number. You are required to track the sequence of filings submitted when filing electronically. This number appears at the end of the electronic file name. Sage Simply Accounting automatically displays the last number in the submission series. You can accept this number or enter another.

    Business Information tab

    • Payroll Account Number. Enter the 15-digit payroll account number required to file T4 slips.
    • Type of Business. Select your business type. Depending on your selection, you may have to enter the social insurance number (SIN) of one or two of the primary business owners.
    • Owner/Partner 1 SIN and Owner/Partner 2 SIN. Enter the SINs of the primary business owner(s) or partners.

    Contact Information tab

    Enter the name, contact information, and communication language preference of your company's payroll contact person.

  5. Click OK.
  6. On the T4 Box Options window, assign income and deductions to the correct T4 slip box numbers. Click OK when you have finished entering the information.

    7. Note: Sage Simply Accounting validates company and employee information before creating the file for transmission and advises you if errors are found. If the validation process is successful, then the T4 information is exported to a file.

    Sage Simply Accountingwill use the default file name T4EFILE001.XML. This file name format is <name>nnn.xml, where name is any combination of number or letters that you’ll use to identify the file, and nnn corresponds to the submission sequence number. For example, if this is your second submission, then modify the default file name to T4EFILE002.XML.

  7. Select a location on your hard drive where the file will be created.
  8. Click Print In the Export Records Summary window to print the transmission details for your records.
  9. Click T4 Internet Filing in the lower left corner of the window to access the CRA secure Web site, where you can enter your web access code and transmit the generated file. T4 Summary information is included in the transmission, so you do not need to print a copy to submit to the CRA.
  10. When you’ve completed the transmission click OK to close the Export Records Summary window.

To file T4 slips and summary on electronic media:

  1. In the Home window, on the File menu, choose Import/Export, Electronic Filing, and then Export T4s (Internet File Transfer).
  2. Select the payroll year for which you are filing.
  3. Select the employees for whom you want to file T4 slips. To select an employee whose status is inactive, select the Include Inactive Employees check box.
  4. Verify or complete the information on all tabs in the window using publications from the Canada Revenue Agency (CRA) and the following drop-down topics:

    5. Transmission Information tab

    • Transmission Method. Select the Magnetic Media option to file an original, amended, or cancelled slip transmission on DVD, CD, or diskette.
    • Report Type Code. Select Original to submit your original T4 slips, Amended if you are making changes to an original or previously amended slip transmission, or Cancelled if you are submitting cancelled slips.
    • Transmitter Number. Select the check box next to Transmitter Number and enter the six-digit transmitter number assigned to you by the CRA. This number begins with the letters "MM".
    • Submitter Reference ID.  Sage Simply Accounting displays a default number, which is the count of the number of transmissions you've made. You can accept this number, or enter a unique number to identify the current file submission. For example, to identify an original file submission, enter 001. To identify a re-submission of amended slips, enter 002, and so on.
    • File Sequence Number. You are required to track the sequence of filings submitted when filing electronically. This number appears at the end of the electronic file name. Sage Simply Accounting automatically displays the last number in the submission series. You can accept this number or enter another.

    Business Information tab

    • Payroll Account Number. Enter the 15-digit payroll account number required to file T4 slips.
    • Type of Business. Select your business type. Depending on your selection, you may have to enter the social insurance number (SIN) of one or two of the primary business owners.
    • Owner/Partner 1 SIN and Owner/Partner 2 SIN. Enter the SIN numbers of the primary business owner(s) or partners.

    Contact Information tab

    Enter the name, contact information, and communication language preference of your company's payroll contact person.

  5. Click OK.
  6. On the T4 Box Options window, assign income and deductions to the correct T4 slip box numbers. Click OK when complete.

    7. Note: Sage Simply Accounting validates company and employee information before creating the file for transmission and advises you if errors are found. If the validation process is successful, then the T4 information is exported to a file.

    Sage Simply Accounting will use the default file name T4EFILE001.XML. This file name format is <name>nnn.xml, where name is any combination of number or letters that you’ll use to identify the file, and nnn corresponds to the submission sequence number. For example, if this is your second submission, then modify the default file name to T4EFILE002.XML.

  7. Select a location on your hard drive where the file will be created.
  8. Click Print in the Export Records Summary window to print the transmission details for your records.
  9. Click OK to close the Export Records Summary window.
  10. Copy the file to DVD, CD, or diskette. Consult your DVD or CD writer’s software manual for instructions on finalizing the disk using ISO 9660 encoding. Refer to CRA publications for additional filing directions.

What do you want to do?

File T4 slips on paper

Print T4 slips