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Tax Slip Import File Format

In this article, you’ll find the file formats for importing employee tax slips into Avanti and the format to import employees for tax slip creation. Once you’ve created the files, you can import them using Import External Tax Slip Data. You can do this using files on your computer, or OneDrive.

The following import formats are available:

The box amounts imported will populate the employee’s tax slip data and adjust the related boxes on the tax slip. For example, if you’re importing box 40 for a T4, box 14 is also adjusted.

Prior to importing, the intended Avanti Tax Slip Group must be created to receive the imported data. Are you looking for a step-by-step guide to create your tax slip files and external employee tax slip files for import? Go to Importing Your Employee Tax Slip Information.

Employee T4 Layout

T4 box numbers and amounts can be repeated across the spreadsheet (e.g.: D and E, F and G, H and I, etc.) by adding additional columns or including the employee on multiple rows.

If a T4 box is repeated for an employee, the amounts will be added together. Do not enter T4 boxes 54, 12, 10, 28, or 29; these populate from employee basic or T4 group information.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

Enter T4.

B

Employee number

9

Yes

C

Province of Employment

2

Yes

See the Province Codes section below.

D

T4 box number

2

Yes

Refer to CRA guide RC4120.

E

T4 box amount

11

Yes

Repeat columns D and E as many times as needed

Employee T4A Layout

T4A box numbers, amounts, and footnotes can be repeated across the spreadsheet (e.g.: D and E, F and G, H and I; J and K, etc.) by adding additional columns or including the employee on multiple rows.

Many T4A boxes have footnotes and footnote codes associated with them, the footnote will only appear on the T4A form if the code is entered with the T4A box and amount.

If a T4A box is repeated for an employee, the amounts will be added together. Do not enter T4A boxes 12, 13, 14, or 61 – they will be populated based on employee basic or T4A group information.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

Enter T4A.

B

Employee number

9

Yes

C

Province of Employment

2

Yes

See the Province Codes section below.

D

T4A box number

2

Yes

Refer to CRA guide RC4157.

E

T4A box amount

11

Yes

F

T4A Footnote code

2

No

Refer to CRA guide RC4157.

Repeat columns D, E and F as many times as required

Employee RL-1 Layout

RL-1 boxes and amounts can be repeated across the spreadsheet (e.g.: D and E, F and G, H and I, etc.) by adding additional columns or including the employee on multiple rows.

If an RL-1 box is repeated for an employee, the amounts will be added together.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

Enter RL1.

B

Employee number

9

Yes

C

Province of Employment

2

Yes

See the Province Codes section below.

D

RL-1 box letter

1

Yes

Refer to RL-1.G-V. Use “Z” to import Box O code.

E

RL-1 box amount

11

Yes

The amount to be shown in the RL-1 box, if “Z” in RL-1 box letter then enter Box O code.

Repeat columns D and E as many times as required

Employee RL-2 Layout

RL-2 boxes and amounts can be repeated across the spreadsheet (e.g.: D and E, F and G, H and I, etc.) by adding additional columns or including the employee on multiple rows.

If the same RL-2 box is repeated for an employee, the amounts will be added together.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

Enter RL2.

B

Employee number

9

Yes

C

Province of Employment

2

Yes

See the Province Codes section below.

D

Income Source


Yes

Abbreviations to be used in the “Provenance des revenues” box.

E

RL-2 box letter

1

Yes

Refer to RL-2.G-V.

F

RL-2 box amount

11

Yes

The amount for the RL-2 box.

Repeat columns D, E and F as many times as required

Employee NR4 Layout

If an employee has two rows, the second row will become Line 2 of the tax slip.

Excel Column

Field Description

Size

Required

Data Description

Line 1 Values

A

Record type

3

Yes

Enter NR4.

B

Employee number

9

Yes


C

Province of Employment

2

Yes

See the Province Codes section below.

D

Country Code (Box 12)

3

Yes

Must be valid country code.

E

Income Code (Box 14)

2

Yes

F

Currency Code (Box 15)

3

No

Refer to CRA guide T4061.

G

Gross Income (Box 16)

11

No


H

NR Tax Withheld (Box 17)

11

No


I

Exemption Code (Box 18)

1

No

Refer to CRA guide T4061.

Line 2 Values (only if required for the same employee)

A

Record type

3

Yes

Enter NR4.

B

Employee number

9

Yes

Same as Line 1 record.

C

Province of Employment

2

Yes

Same as Line 1 record.

D

Country Code (Box 12)

3

Yes

Same as Line 1 record.

E

Income Code (Box 24)

2

Yes

Refer to CRA guide T4061.

F

Currency Code (Box 25)

3

No

Refer to CRA guide T4061.

G

Gross Income (Box 26)

11

No

Refer to CRA guide T4061.

H

NR Tax Withheld (Box 27)

11

No

Refer to CRA guide T4061.

I

Exemption Code (Box 28)

1

No

Refer to CRA guide T4061.

Employee T4A-RCA Layout

T4A-RCA boxes and amounts can be repeated across the spreadsheet (e.g.: D and E, F and G, H and I, etc.) by adding additional columns or including the employee on multiple rows.

If the same T4A-RCA box is repeated for an employee with the same province of employment, the amounts will be added together.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

Enter T4ARCA.

B

Employee number

9

Yes

C

Province of Employment

2

Yes

See the Province Codes section below.

D

Box Code

2

Yes

Refer to CRA guide T4041.

E

Box Amount

11

Yes

Repeat columns D, E as many times as needed

External Employee Layout

The following describes the procedure to import employee data from an Excel file for tax slips. Where the Tax Slip Group is for imported employees, you can import the employee data and data for the tax slips.

The employee data will not create an Employee Profile in Avanti; it only adds the employee to Modify Employee Tax Slip Data.

External employees must be imported before any other data files. In the case of one consolidated import file for all record types, the employee records (EMP) must appear in the file before the employee tax slip records.

Column

Field Description

Size

Required

Data Description

A

Record type

3

Yes

EMP

B

Employee number

9

Yes

Must match the format in Avanti.

C

Province of Employment

2

Yes

See the Province Codes section below.

D

SIN

9

Yes

E

Surname

30

Yes

F

Given Name

30

No

G

Initial

1

No

H

Address1

30

No

I

Address2

30

No

J

City

30

No

K

Province/State

2

Yes

See the Province Codes section below.

L

Postal Code

10

No

M

Language

1

No

Enter E for English or F for French. If blank, defaults to English.

N

Location

4

No

Provinces Codes

A list of the Canadian Provinces you can use to import employee and tax slip information

  • AB Alberta

  • BC British Columbia

  • MB Manitoba

  • NB New Brunswick

  • NL Newfoundland & Labrador

  • NS Nova Scotia

  • NT Northwest Territories

  • NU Nunavut

  • ON Ontario

  • PE Prince Edward Island

  • QC Quebec

  • SK Saskatchewan

  • YT Yukon Territory

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