Transcript

Host: Welcome to the segment called Methods of filing, part of the Preparing T4 and T4A Information Returns – Slips and Summaries video.

This segment mentions links where you can get more information. You can find these links in the Related links for this segment.

I’m Kathleen Sinclair, your host for this segment.

Joining me is Frank Stewart. Welcome Frank.

Subject matter expert: Thank you Kathleen.

Host: Can you tell me how employers should file T4 information returns?

Subject matter expert: It depends on how many slips the employer has to file.

The CRA encourages employers to file their information slips and summaries online.

Host: What are some of the online filing options?

Subject matter expert: There are two ways to file online: Web Forms and Internet File Transfer.

Host: Let’s start with Web Forms. What can you tell us about that filing option?

Subject matter expert: With the CRA’s Web Forms application, you can file original or amended T4 slips and original or amended T4A slips in one single submission.

However, there is a limit to the number of slips that you can file in a single submission with this method.

To find out how to use the Web Forms application and some of its other features, go to the CRA webpage on that topic.

To access the Web Forms application, you’ll need your CRA payroll program account number and your web access code. The access code you received for filing your 2012 information return is valid for all future year.

Host: What if I’ve lost my web access code?

Subject matter expert: If you’ve lost your access code, go to www.cra.gc.ca/webaccesscode. You’ll need to provide your account number, return type, and a financial field from your previous year’s return.

Host: What if I am a new filer and I don’t have a return from the previous year?

Subject matter expert: To get a web access code, go to www.cra.gc.ca/webaccesscode. You’ll need to provide your account number and a date of registration. You can also call the CRA’s help desk at 1-877-322-7849. Have your account number handy and be prepared to answer some questions to verify your identity.

Host: Why would I use the Web Forms application?

Subject matter expert: When you file your information slips with Web Forms, you don’t have to send a paper copy of your information return to the CRA.

You don’t even need to have software to use this service. All you do is enter the data into the fields provided. It’s complete and secure.

Host: What are some of the features of Web Forms?

Subject matter expert: Web Forms lets you file original, additional, amended, and cancelled slips directly from the CRA website. You can create an electronic information return; validate data in real time, with prompts to correct errors before filing; calculate the total for the summary; save information to your computer and import it later; print slips for recipients; and securely submit encrypted returns over the Internet.

Host: What happens after I file my return using Web Forms?

Subject matter expert: After you file your return, you’ll get a confirmation that includes your business number, submission number, name, tax year, and the date and time the CRA received your return.

For more information, go to the CRA webpage on Web Forms.

Host: Internet File Transfer…what can you tell me about that?

Subject matter expert: You can use Internet File Transfer to attach an XML file to your submission for transfer to the CRA.

Host: What are the features of Internet File Transfer?

Subject matter expert: It allows you to send files of up to 150 megabytes over the Internet. If your file is more than 150 megabytes, you can either compress your return or you can divide it so that each submission is no more than 150 megabytes. You can use this method to file various information returns, including T4 and T4A returns.

For more information, go to the CRA webpage on Internet File Transfer.

Host: To access the secure areas of the CRA’s Internet filing webpages, you mentioned that the CRA assigns a web access code. Is there a way I can file my T4 or T4A information returns electronically without a web access code?

Subject matter expert: You can file T4 and other types of information returns electronically with My Business Account. For more details go to www.cra.gc.ca/mybusinessaccount.

Host: What if, for some reason, I can’t file online?

Subject matter expert: If you can’t file online, and you only have 1 to 50 slips to file, you can fill out paper slips and summaries by hand or use our fillable forms, and send the copies to the CRA’s Ottawa Technology Centre. The address is on the CRA’s website.

Host: Where can I find more information about filing online?

Subject matter expert: Go to the CRA webpage on filing information returns electronically at www.cra.gc.ca/iref.

Host: You’ve mentioned that certain options are only available to small employers filing 1 to 50 slips.

What if I filed more than 50 slips using the paper filing method?

Subject matter expert: If you have more than 50 slips to file, you have to file online. Otherwise, a penalty may apply.

The penalty is based on the number of slips that you filed.

For more information on T4 or T4A penalties, go to the Penalties and interest segment of this video.

Host: Where can I find more details on filing information returns?

Subject matter expert: More information is available in the following publications:

• RC4120, Employers’ Guide – Filing the T4 Slip and Summary; and
• Guide RC4157, Deducting Income Tax on Pension and Other Income, and Filing the T4A Slip and Summary.

You can also go to www.cra.gc.ca/slips and select either "T4 – Information for employers" or "T4A – Information for payers."

Host: Thank you Frank.

This concludes the segment called Methods of filing, part of the CRA’s Preparing T4 and T4A Information Returns – Slips and Summaries video.

Thank you for watching.