Open navigation

Tax Slip Import File Format

This is last year's information, but your 2021 tax slips will follow a similar process. Check back in January for more info!

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.

The following import formats are available:

  • Employee T4 Layout

  • Employee T4A Layout

  • Employee RL-1 Layout

  • Employee RL-2 Layout

  • Employee NR4 Layout

  • Employee T4A-RCA Layout

  • External Employee Layout

  • Valid Provinces for Import Files

The box amounts in the import must be entered as they will appear on the form. Related boxes will NOT be adjusted (i.e. Imported T4 box 40 data will NOT adjust box 14). 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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

3

Record type

A

Yes

T4

9

Employee number

B

Yes

2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.

2

T4 box number

D

Yes

11

T4 box amount

E

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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

3

Record type

A

Yes

T4A

9

Employee number

B

Yes

2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.

2

T4A box number

D

Yes

11

T4A box amount

E

Yes

2

T4A Footnote code

F

No

Refer to CCRA guide RC4157 (E).

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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

3

Record type

A

Yes

RL1

9

Employee number

B

Yes

2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.

1

RL-1 box letter

D

Yes

As appears on RL-1 form, use “Z” to import Box O code.

11

RL-1 box amount

E

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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

3

Record type

A

Yes

RL2

9

Employee number

B

Yes

2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.


Income Source

D

Yes

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

1

RL-2 box letter

E

Yes

As appears on RL-2 form.

11

RL-2 box amount

F

Yes

The amount to be shown in 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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

Line 1 Values

3

Record type

A

Yes

NR4

9

Employee number

B

Yes


2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.

3

Country Code (Box 12)

D

Yes

Must be valid country code.

2

Income Code (Box 14)

E

Yes

3

Currency Code (Box 15)

F

No

Refer to CRA guide T4061 for valid codes.

11

Gross Income (Box 16)

G

No


11

NR Tax Withheld (Box 17)

H

No


1

Exemption Code (Box 18)

I

No

Refer to CRA guide T4061 for valid codes.

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

3

Record type

A

Yes

NR4

9

Employee number

B

Yes

Same as Line 1 record.

2

Province of Employment

C

Yes

Same as Line 1 record.

3

Country Code (Box 12)

D

Yes

Same as Line 1 record.

2

Income Code (Box 24)

E

Yes

Refer to CRA guide T4061 for valid codes.

3

Currency Code (Box 25)

F

No


11

Gross Income (Box 26)

G

No


11

NR Tax Withheld (Box 27)

H

No


1

Exemption Code (Box 28)

I

No

Refer to CRA guide T4061 for valid codes.

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.

Character Limit

Field Description

Excel Column

Data Required

Data Description

3

Record type

A

Yes

T4ARCA

9

Employee number

B

Yes

2

Province of Employment

C

Yes

See the Valid Provinces for Import Files section below.

2

Box Code

D

Yes

11

Box Amount

E

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.

Field Description

Size

Excel Column

Data Required

Data Description

Record type

3

A

Yes

EMP

Employee number

9

B

Yes

Must match the format in Avanti.

Province of Employment

2

C

Yes

See the Valid Provinces for Import Files section below.

SIN

9

D

Yes

Surname

30

E

Yes

Given Name

30

F

No

Initial

1

G

No

Address1

30

H

No

Address2

30

I

No

City

30

J

No

Province/State

2

K

Yes

See the Valid Provinces for Import Files section below.

Postal Code

10

L

No

Language

1

M

No

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

Location

4

N

No

Valid Provinces for Import Files

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

  • NLNewfoundland & Labrador

  • NSNova Scotia

  • PEPrince Edward Island

  • NBNew Brunswick

  • QCQuebec

  • ONOntario

  • MBManitoba

  • SKSaskatchewan

  • ABAlberta

  • BCBritish Columbia

  • NTNorthwest Territories

  • YTYukon Territory

  • NUNunavut

E
Elizabeth is the author of this solution article.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.