While we automate all mandatory fields, we provide granular control over the boxes that impact your reconciliation most.

• Box 24 & 26 (Insurable/Pensionable Earnings): The system reconciles them against your year-to-date (YTD) totals to ensure CPP and EI thresholds are perfectly capped.
• Dental Reporting (Box 45): We provide Hierarchical Customization:
  • Company Level: Set default dental codes at the company level to save time.
  • Employee Level: Override or edit codes for specific employees who may have unique coverage, ensuring Box 45 is accurate for every individual.

While the CRA receives your data via the T619 XML, we continue to provide the T4 Summary PDF.

Why it’s a win: Most systems skip this because it’s not strictly "required" for electronic filers, but our customers love it. It serves as your internal "Source of Truth," allowing you to verify totals at a glance before the data ever touches a CRA server.

For businesses with more than 5 employees, digital filing is mandatory. Our system generates a T619 XML file pre-validated against the CRA’s technical schema to ensure a "first-time right" upload through the My Business Account portal.

1. Complete the Year-End Checklist: Validate that all company and employee information is accurate and YTD values are reconciled.
2. Navigate to Tax Returns: Go to the Payroll tab and select Tax Returns.
3. Select the Tax Year: Use the dropdown to select the current tax year and click Generate T4s.
4. PDF Review: Download the PDF draft of the T4s. Review employee data, T4 boxes, and addresses.
5. Dental Code Audit: This is your final chance to review Box 45. Ensure the codes (inherited from the company level or edited at the employee level) are correct.
6. Finalize & Agree: Review your contact information, agree to the filing terms, and click Finalize to generate the package.

7. The Package Download: Once finalized, the system generates a ZIP File containing:

   - Individual T4 PDFs (for your employees).

   - The T4 Summary PDF (for your records).

   - The T619 XML file (for CRA upload).

8. CRA Submission: Upload the XML to the CRA. Once you receive your confirmation number, return to the system and enter it on your year-end file to officially close the year.

Reporting employer-offered dental benefits is mandatory. Our system uses a hierarchical approach to ensure accuracy:

• Company Level: Set a default dental code for the entire organization to save time during bulk generation. (Settings > Dental Benefits > Edit > Assign Employees)
• Employee Level: Override the default code for specific employees who have unique coverage or exemptions. (People > Employee List > Select the employee > Scroll to Pay & Compensation > Click the Taxes, credits & exemptions tab > Click the pencil icon to edit the Federal Dental Benefit Code)

Note: Box 45 must reflect the coverage offered as of December 31, regardless of whether the employee opted into the plan.

Once finalized, the system generates a ZIP file containing three critical components:

1. Individual T4 PDFs: For distribution to your employees.
2. T4 Summary PDF: Your internal "Source of Truth" for reconciliation.
3. T619 XML File: The data file required for electronic submission to the CRA.

When emailing T4s to employees, inform them that the PDF files are password-protected for security. Use the following logic:

Password Format: [First 20 characters of legal last name in lowercase] + [Last 3 digits of SIN]

Example: For employee Jane Smith-Mac Donald with SIN 123-456-789, the password is: smith-mac donald789 (include spaces or dashes if they are within the first 20 characters).

To officially close the reporting year:

1. Upload the T619 XML file to the CRA via the My Business Account portal.
2. Once the CRA provides a confirmation number, return to the Payroll module.
3. Enter the confirmation number on your year-end file record to mark the process as complete.

1. Verify all payroll runs (Jan 1 – Dec 31, including off-cycles) are finalized and settled.
2. Reconcile total YTD source deductions (CPP, EI, Tax) Remittance Report against CRA PD7A statements.
3. Run the PIER & Audit Report and resolve any CPP/EI deficiencies. (Coming Soon)
4. Balance insurable earnings against provincial WCB/WSIB.

1. Box 45 - Dental Benefits: Use Company Settings to assign codes (1-5). 
   Codes: 1: None; 2: Payee only; 3: Payee, spouse, & dependents; 4: Payee & spouse; 5: Payee & children.
2. Enter final taxable non-cash benefits (gifts, awards, parking).
3. Verify Box 52 Pension Adjustment amounts for RPP or DPSP plans if applicable.

1. Confirm every earning code is mapped to the correct T4 Box.
2. Verify that CPP and EI contributions stopped at the 2025 maximums.
3. Audit employee exempt status (age or status) for CRA compliance.
4. Run a report to identify and resolve any negative YTD balances.

1. Confirm all employee addresses are complete, and Postal Codes are valid.
2. Audit for expiring SIN numbers (specifically those starting with '9').
3. Ensure legal business name and company address match CRA portal records.
4. Update authorized Payroll and Tax contact personnel for CRA inquiries.

1. CRA Link Personal income tax: What's new for 2025 - Canada.ca

2. Workflow video: https://www.loom.com/share/f86af2a03e9143428230c96282802c99

3. You Are Ready!