START STEP 1 PURPOSE. - Taxation year - Form type (T4/T4A/T5018/RL-1) - Business number and RP/RS extension - Number of slips per form type

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1 Approving Tax Forms

2 PURPOSE This guide will help you navigate the Tax Form Approval process. This is a required step if you wish to use Deluxe Payroll s tax form service. Important note: Deluxe Payroll does not automatically submit/print company tax forms. You must first select your service options and submission preferences in the Tax Form Approval process. The Tax Form Approval process must be completed prior to February 15 th every year to ensure that we are able to meet government deadlines on your behalf. Performing this step after this date may lead to delays and penalties from the government. STEP 1 START The start screen will present you with an overview of the tax forms that we currently have data for in your payroll system. You will see: - Taxation year - Form type (T4/T4A/T5018/RL-1) - Business number and RP/RS extension - Number of slips per form type AVAILABLE OPTIONS From the Start screen, you can view several helpful resources: - Tutorial video - Help Site - A link to download this guide ACCESSING THE TAX FORM APPROVAL PROCESS To access the Tax Form Approval screens, you can click on the orange button in your Year End Progress bar titled Tax Form Approval. You will then be taken to the Tax Form Options screen. From there, you can click on the orange button in the progress bar again, again titled Tax Form Approval. If you agree with the Business Numbers listed on the Start screen and with the amount of slips for each, you can click on Start. 2

3 STEP 2 FILING On the filing screen, you can review certain parameters that we have for your business. The Revenu Quebec RL-1 Summary will not be automatically submitted. You must complete and submit this summary manually or by using our RL-1 Summary screen. If you choose to use our RL-1 Summary screen, you must still print, sign, and mail the pdf that is created by the system to Revenu Quebec. This form requires a signature (and a cheque addressed to Revenu Quebec, depending on your company s status) and therefore cannot be submitted directly by Deluxe. Deluxe prints, client files FILING METHOD This field allows to choose how/if Deluxe submits your tax form data to the government. This option lets you opt out of our direct filing service. Instead, you must submit all tax forms directly to the government by mail, along with any and all relevant tax form summaries. However, you would still receive copies to share with your employees. AVAILABLE OPTIONS Deluxe files directly with govt. This is the default setting for most PAYweb users. With this option, Deluxe will transmit your tax form data directly to the CRA (and Revenu Quebec if you have RL-1 forms). With this option, your CRA tax form summaries (T4 summary, T4A summary, and T5018 summary) will also be automatically generated and submitted on your behalf. Only choose this option of you are certain that you do not want Deluxe to submit your tax forms to the government for you. Mailing your information to the government late may lead to significant government penalties. No Tax Forms Created Selecting this option will mean that your business is opting out of all Deluxe tax form services, including the submission of tax form data to the government and the creation of forms for your employees. 3

4 You will need to create employee tax forms manually and submit your information to the government by mail or on a government website. From there, select Company Profile. And then select Maintain Addresses. Only choose this option if you are certain that you do not want Deluxe to handle any aspect of your tax form process. Submitting information to the government after the due date may lead to government penalties. TAX FORM CONTACT INFORMATION Here, you can update the name and phone number of the individual responsible for reviewing/receiving tax forms for your business. If we encounter any issues during the tax form process, this is the person that we will contact. STEP 3 SHIPPING You will be able to choose whether you want a Deluxe printed package for your tax forms in step 4, but we require you to review/update your shipping address in Step 3. IMPORTANT NOTE Deluxe cannot ship to a PO box. LEGAL COMPANY ADDRESS This is the legal company address that will print on all of your tax forms. It is very important that this address match exactly with the address that the CRA and/or Revenu Quebec have on file for your business. What can I do if I need to change this? If you need to update your legal address, exit the Tax Form Approval process and make your way back to the main menu. Review the shipping address displayed on this screen. If no address is displayed, we will ship to the legal address indicated in Step 2. If no address is displayed here and you do not want anything shipped to the legal address, enter a shipping address here. 4

5 STEP 4 DELIVERY PAPERLESS OPTIONS Self-print Choosing this option will give you PDF versions of your employees tax forms that you can download and print for your employees. In this step, you must choose which type of tax form service you wish to use for this account. You will be able to choose from 4 available service types. Self-print & self-print & printed forms & complete package If you choose a service type that includes e- mails, you will then be taken to Step 5 ( options) in order to customize who will receive s. If you choose Self-print, you will skip Step 5. You will also receive PDF versions of your employer forms and CRA summaries. When choosing self-print, we will not provide tax forms directly to your employees. You will need to distribute them yourself using the PDF versions that we provide to you. IMPORTANT NOTE When choosing this option, you will skip Step 5 ( options). If you require s for your employees, make sure to choose a service in this step that includes s. & self-print If you remit to Revenu Quebec, you will not automatically receive an RL-1 Summary during this step. You will need to either manually create an RL-1 Summary or use our RL-1 Summary menu after this process is completed. Choosing this option will give you PDF versions of your employees tax forms that you can download and print. 5

6 You will also receive PDF versions of your employer forms and CRA summaries. You will then be taken to the options screen. IMPORTANT NOTE When choosing this option, you will need to download and print forms for any employee not receiving an form. You will be able to explore options in Step 5. What if I don t want s at all? You will be able to opt out of the service in Step 5. For more information on this, consult Step 5 in this manual. & complete package DELUXE PRINTING OPTIONS & printed forms Choosing this option will give you PDF versions of your employees tax forms. You will receive Deluxe-printed versions of your employer forms and CRA summaries, as well as PDF versions. Choosing this option will give you PDF versions of your employees tax forms. You will also receive PDF versions of your employer forms and CRA summaries. Deluxe will print and ship self-sealed tax forms for any employee not receiving an form. This package will be shipped to your shipping address (see Step 3.) You will then be taken to the options screen (Step 5) in order to choose which of your employees will receive s. Deluxe will print and ship self-sealed tax forms for any employee not receiving an form and package them with your printed employer documents. This package will be shipped to your shipping address (see Step 3.) You will then be taken to the options screen (Step 5) in order to choose which of your employees will receive s. What if I don t want s at all? You will be able to opt out of the service in Step 5. For more information on this, consult Step 5 in this manual. 6

7 What is the difference between Option 3 and Option 4? Although both options included printed, selfsealed forms for any employee not receiving an , only Option 4 includes printed employer copies and CRA summaries. Users who choose Option 3 would need to use the PDF versions of the employer forms and CRA summaries. No s Deluxe will not send any s to your employees. If you chose an option that includes Deluxe printed package, you will receive printed, self-sealed forms for everyone. STEP 5 OPTIONS only employees with consent in profile You will only be able to choose this option if you have activated the Tax Form Consent flag in one or more employee profile. To activate this, head to the Calculation tab of the employee profile. If you have chosen a service type that includes s, you will be taken to this screen. Here, you can select from 3 possible options: No s employees w/ consent in profile everyone If you selected Self-print in Step 4, you will skip this step. Then select a magnifying glass. Then select E Tax Form Consent and switch the Yes/No field to Yes. If you select the only employees with consent in profile option, Deluxe will send tax forms to the employees that have this setting in their profile. If you selected the & self-print service, you will need to print and distribute forms for everyone else. 7

8 If you selected a Deluxe printed package, you will receive printed, self-sealed forms for everyone else. How do I know which employees received an ? STEP 6 FINISHING Now that you have selected your filing method and your delivery method(s), you will be provided with your tax forms in pdf format. Once the Tax Form Approval process is complete, you will have access to a PDF report showing which employees received an and which ones require a printed form. everyone You will have access to the following things: If you select this option, we will tax forms to any employee that is currently configured for e-stubs. If your employee regularly receives their paystub by , they will receive their tax forms in the same way. IMPORTANT NOTE The government of Canada requires that employees give their consent prior to receiving tax forms by . Tax forms in PDF format Instructions on how to download them and when to distribute them to your employees A list detailing who received forms by e- mail and who requires a printed form (if you selected a paperless option) For more information on these reports, click here. Congratulations, you have completed the Tax Form Approval process! If you choose this option, make sure to collect consent from all of your employees. Click here to learn more about tax form consent. 8