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Emailing Tax Slips

You can quickly, easily, and securely email employee tax slips to a particular employee, a group of employees, or all your employees. Employee tax slips are password protected using the same password as the employee’s pay statements.

Additional Information
T2200 and TP-64.3-V slips can’t be sent via email. Please use an alternative method to provide these to your employees.

Before you can email your employee’s tax slips, they must be saved. For more information, go to Save Employee Tax Slips.

Additional Information
The Email Tax Slips option is only available for clients with Email Pay Statements.

If you only email tax slips to terminated employees, go to Delivering Tax Slips to Terminated Employees for more information.

How to Set Up Employees for Email Tax Slips

To email tax slips to your employees, they must have either a Tax Slips or Primary (Default) email, and Electronic Tax Slips must be selected on the Personal tab of their profile.

Additional Information 
Tax slips are sent to the Tax Slip Email. If there isn’t a designated tax slip email, the employee’s tax slip will go to their Primary (Default) Email.

Step 1: Open the Employee Profile in the Avanti Desktop Application.
By default, this can be found in Canadian Payroll >> Employee Profile.

Step 2: Select the Employee.

Step 3: Select Electronic Tax Slips on the Personal tab if not selected.

Step 4: Ensure either the Tax Slip or Primary (default) is set.

Additional Information 
Tax slips go to the Tax Slip Email. If there isn’t a tax slip email, it’s sent to the Primary (Default) Email

Step 5: Select OK to save your changes.

How to Make Email Selections

Step 1: Open Email Tax Slip Images in the Avanti Desktop Application.
By default, this can be found in Canadian Payroll >> Tax Slip Processing >> Tax Slip Images.

Step 2: Select 2023 for the Tax Year if it’s not selected.

Step 3: Select the correct Slip Type if it’s not selected.

Step 4: Determine if you want to email the tax slips based on their created dates.

  • To email tax slips regardless of when they were created, select All if not selected.

  • To email based on the date the tax slip was created, select Created On Or After, then enter the date and time. Only tax slips saved after this are emailed.

Step 5: Select the Print Copy if emailing RL-1s or RL-2.

  • All: Email the copy for Revenu Québec and the employee.

  • Ministere du Revenu: Email the tax slip for Revenu Québec.

  • Employee: Email the employee tax slip.

Additional Information 
This is only available if RL-1 or RL-2 is selected for Slip Type.

Step 6: Select which Tax Slips Groups will have tax slips emailed.

Step 7: Determine which employees will be sent tax slips.

  • All: Email the tax slip to all employees.

  • Range: Select which employees will be sent tax slips.

Step 8: Confirm whether the correct employees will have tax slips created:

How to Restrict Tax Slips From Being Emailed

You can create data filters to prevent tax slips from being emailed to select employees. Only employees who meet the filter criteria will have their tax slips emailed.

The tax slip will be sent to an employee if:

  • They’re in one of the selected tax slip groups.

  • They’re in the range of selected employees.

  • They meet the filter criteria.

If you want to email all your employee’s tax slips, skip to the How to Populate the Email section below.

Step 1: Select the Data Filter tab.

Step 2: Select Define.

Step 3: If incorrect, select the correct tab.

  • Employee Tax Slip Document: Filter on the tax slip document information.

  • Employee Tax Slip Data: Filter on the tax slip information from Modify Employee Tax Slip Data.

  • Employee Profile: Filters on the information from the Employee Profile.

Step 4: Select Insert.

Step 5: Select the field that determines which employees will be emailed their tax slips.

Step 6: Select the limiting circumstance of the filter for the condition from the following options:

<                    Less than
>                    Greater than
=                    Equal or exactly as
<=                 Less than or equal to
>= Greater than or equal to
<>                  Not equal to
Like               Includes employees that match the value, when the value has wildcards (*)
Not Like       Excludes employees that match the value, when the value has wildcards (*)
In                    Includes any employees matching one of the values in the list
Not In            Excludes any employees matching one of the values in the list

Step 7: Select the value from the list of available options. To have their tax slips emailed, the employee must match the value based on the conditions.

Additional Information
If the condition is ‘Like’ or ‘Not Like’, characters in the value can be replaced with wild cards (*). The condition will be met if all the characters, except wild cards, match the value.

Step 8: Specify how multiple filter lines relate to the next filter line by selecting either And or Or in Conjunction.

And        Filtered results meet all criteria defined.
Or           Filtered results meet one or the other criteria defined.

Step 9: Select OK to save the filter.

Step 10: Repeat Steps 3-9 until the filters only include employees who should have their tax slips emailed.

Step 11: Select Exit.

How to Populate the Email

Step 1: Select the Email Options tab.

Step 2: Adjust the subject in Email Subject.

Step 3: Update the email contents in Message to be sent as body text with the tax slips.

Step 4: Select Save e-mail text message for the next time to retain the email contents for the next time you send tax slips.

Step 5: Select up to three documents you’d like to attach to the email in Additional optional files to be sent as attachments.

Step 6: If you’d like to save the locations of the file you selected so you can include them in the next email, select Save attachment mask for the next time.

Additional Information 
If the files are moved between now and the next time you send the email, you will need to locate the attachment in its new location.

Step 7: If you’d like to email your employees without attaching their tax slips, select Send e-mail messages without the tax slip.

Step 8: To email employees who haven’t opted to receive electronic tax slips, select Include employees without ‘Electronic Tax Slips’ enabled.

Additional Information 
This can only be selected when Send e-mail messages without the tax slips is selected.

You can select Electronic Tax Slips on the Personal tab of the Employee Profile.

How to Update The Email Settings

Step 1: Select the Email Server Settings tab.

Step 2: Confirm the From Address is correct and update if necessary.

Additional Information 
You can only change this if Allow From Address Override is selected in Email Settings. For more information on updating this setting, go to the How to Adjust the Email Settings 
section below.

Step 3: Update the email’s Sensitivity if it’s incorrect.

Additional Information 
You can only update the Sensitivity if Allow Settings Override
 is selected in Email Settings.

Step 4: Update the email’s Importance if incorrect.

Additional Information 
You can only update the Importance if Allow Settings Override is selected in Email Settings.

How to Send The Email

Step 1: Once you’re ready to send the email, select Email.

Important Information
The tax slips are immediately sent once you select Email.

Step 2: Once your tax slips finish sending, select Print Results to keep a copy for reference.

Repeat these steps for each type of tax slip you’d like to email.

Congratulations! You’re all done emailing your tax slips and the tax slip checklist. Do you need to create additional forms to submit to the CRA? Go to Generate T2200 Form.

How to Adjust the Email Settings

This will guide you through adjusting the settings that allow you to change the from importance and sensitivity.

Additional Information
Need to change anything else in Email Settings? Reach out to our Client Care
 team for assistance.

Step 1: Open the Email Settings in the Avanti Desktop Application.
By default, this can be found in System Administration >> System Parameters.

Step 2: To allow users to change the email importance and sensitivity when sending emails in Avanti, select Allow Settings Override.

Step 3: Select OK to save your changes.

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