Generate T4 and T4A - Canada

Warning

To be generated by February 28, 20XX, current year.

To Verify Before you Start

1- Taxable benefits and C** PP correction**

• Make sure that your taxable benefits (ex: car) as well as the CPP correction have indeed been made before your January source deductions remittance. Otherwise, please contact customer service before proceeding.

**2-**Verify company numbers and name

• From Main menu >> Admin >> Company >> Companies.

• Click on the company Name.

• You must have the correct Business Number (BN) which consists of 9 digits followed by RP and 4 other digits (Ex: 123456789RP0001).

• You can also change the company Legal Name if necessary for printing tax slips by clicking on Actions >> Edit Company.

NOTE: The numbers can normally be found on your "Source Deductions" payroll remittance online document. If your salaries are made by another company, you must contact them to have your numbers. If you don’t make any salary but you need to send the tax slips for your agents, contact the government to retrieve your correct numbers.

3- Social Insurance Number

• All agents/employees must have a valid SIN. You should not have this message on the home page: "Agents without SIN" or "Employees without SIN".

4- Civic address

• All agents/employees must have a valid and complete address with a postal code.

NOTE: We produce T4 slips for employees, T4A slips for unincorporated agents. If you wish to print T4A slips for incorporated agents, make sure you have completed the Business Number (BN) field located in the "Agent Incorporation" section. This number is the recipient’s program account number.

5- Canadian Dental Care Plan

Warning

If you offer Dental Insurance to your employees and/or agents, go to their respective file and change the line titled Canadian Dental Care Plan and put what applies to each.

**** If you offer this insurance for Agents, please send and email to legaultn@ezmax.ca**

In the respective file of the Employee >> Action >> Edit Employee >> Canadian Dental Care Plan.

Change Not eligible to access any dental car insurance for the right type of Payee.

In the respective file of the Agent >> Action >> Edit Agent >> Canadian Dental Care Plan.

Change Not eligible to access any dental car insurance for the right type of Payee.

6- Generate T4A slips for suppliers

If you need to produce T4As slips for suppliers who don’t have a company or an amount lower than an amount prescribed by the government, you can now do so from the supplier file.

• From Main menu >> AP >> AP Configuration CAP >> Suppliers.

• Click on the desired supplier >> Actions >> Edit Supplier.

• Check Produce Tax Slips.

• Add a Social Insurance Number.

• The tax slip will be made based on the amounts paid for the year before taxes.

6- Verify commissions of agents as well as agents who incorporate during the year

Warning

It is your responsibility to verify the commissions amounts for the agent before and after incorporation. Ideally, have these amounts approved by the agent himself.

To verify the commission amounts of your agents, you can produce a complete list of commissions.

• From Main menu >> Reports >> Agent Reports >> Agent Commission Report.

Warning

The dates shown in the screenshots are not from the current year. Please use the correct dates. For example: T4/T4A must be submitted by February 28, 2026—use the 2025 dates.

• Date Interval : From : 20XX-01-01 To: 20XX-12-31.

• Report Type : Summary.

• Income Type : All.

• Include Inactive Agents/Sub-Franchisees : All.

• Transfer all Agents**/Sub-Franchisees** to the right column.

• Click on Submit.

• You can verify commissions amount of all agents but especially agents with a new incorporation. Make sure all amounts are correct.

7- Verify employee journal

• From Main menu >> Reports >> Payroll Reports >> Payroll Report.

Warning

The dates shown in the screenshots are not from the current year. Please use the correct dates.

• From Period : 20XX #1.

• To Period : 20XX # of last pay period.

• Type : Summary.

• Include Inactive Employees : To check.

• Transfer all Employees to the right column.

• Click on Submit.

• Make sure all salary balances are correct. The balance of salaries is the accumulation of Time , Other and Benefits boxes.

Generate Tax Slips

You will need 1 code for the transmission:

1. Federal : Will be provided in the explanations below.

• From Main menu >> Payroll >> Tax Slips.

• Click on Actions >> New Tax Slips.

Warning

The dates shown in the screenshots are not from the current year. Please use the correct dates.

• Taxation Year : 20XX.

• Click on Submit.

• The table is divided by group according to your company: Agents, Agencies, Incorporated Agents, Employees, Suppliers.

"Agents" Section

• The Unprocessed column should normally be zero.

Warning

If you have amounts in the Unprocessed column, you should analyze them. It may be a previous year correction that should appear on the 20XX tax slip. If you need to add it, just check it.

• The Adjustment column is used to modify an income.

Warning

If the income is incorrect, it is best to go back and do a calculation to get proof of the modification.

If you have a Negative amount in the **Total **column, you need to uncheck the box.

• The Total column reflects the slip amount. You can verify this column using the commission report that we generated at the beginning in the section "6- Verify commission of agents as well as agents who incorporate during the year". If you have an amount in the column without a check mark, it is because the agent does not have a social insurance number so you cannot continue.

"Incorporations" Section

• This section is rarely used, so it is normal to have amounts in the Unprocessed column as no slips have been produced.

• If you want to produce slips, you must check the last column.

"Employees" and "Suppliers" Section

• The Unprocessed column should normally be zero. If an amount appears in this employee column, it will automatically be included in the Total column.

• The Total column reflects the slip amount. You can verify this column using the payroll report that we generated at the beginning in the section "7- Verify employee journal".

• After complete verification, click on Submit.

• Your slips are now produced.

Send Tax Slips to Government

1- Save Canada file on your computer

Warning

If you have Agents AND Employees, there are now 2 files to download and submit for Canada. One file for employees and one file for agents.

20XX001-T4 = Employees

20XX001-T4A = Agents

• Click on the file to the right of Canada flag in ** Files for Electronic Transfer** and save it on your desktop.

Warning

Do not rename the file.

2- Send file to Canada

Warning

If you have Agents AND Employees. You must submit two files for Canada.

• Click on Canada in ** Government Links**.

• If the site does not open automatically, click on Copy. Open your web browser and paste the address at the top of the page.

• Once on the Government of Canada website, click on English at the top right and on I accept at the bottom of the page.

• Enter the requested numbers and click on Sign in.

WARNING

Change of procedure for CANADA. You must enter the codes shown below.

• * **Account number** : 854048634RP0001
  

  • Web access code : 1E3K97

• Click on Next.
• Click on Select file and select one of the file for Canada (File format 20XX001-T4.xml or 20XX001-T4A.xml) and click on Next.

WARNING

After you click on Next, there is a short delay. DO NOT click on Next a second time.

• The Form T619 Verification page appears.

• All information will be filled in automatically. You must enter the Extension number: 301.

• Tick: I certify that the attached return is complete and accurate.

• Click on Submit.

Warning

The dates shown in the screenshots are not from the current year. Please use the correct dates.

• Print or save the proof by clicking on Print/Save in the top right-hand corner.

Repeat the transmission procedure a second time (if you have two files for Canada)

• Click on Produce another declaration.
• Click on Select file and select one of the file for Canada (File format 20XX001-T4.xml or 20XX001-T4A.xml) and click on Next.

WARNING

After you click on Next, there is a short delay. DO NOT click on Next a second time.

• Print or save the proof by clicking on Print/Save in the top right-hand corner.
• Click on Log Out.

4- E-mail confirmation codes

Email us your confirmation code that appear on your printed proof.

• E-mail: support@ezmax.ca
• E-mail title: (Your client code) – Confirmation code of tax slips remittance
• Canada code:

5- Print or e-mail tax slips

• Click on Actions >> Print Federal Slips.

NOTE: You can also print the federal summary but you have nothing to do with the federal summary since it is sent directly to the government with your tax slips.

• To e-mail tax slips, select all agents/employees in each section. Click on Send by E-mail at the bottom of the page.

Warning

The e-mail will be protected by a password that is the person’s SIN.

• The agent can retrieve his slips himself in his eZmax profile. To do so, he must go to the Finance tab >> List of Tax Slips.