The Federal and Provincial Year End Preprocesss archive employee and employer data for a specific year by GRE or PRE. Once archived, this data is available for end of year reporting. The system archives data from the Year End Preprocess, so you can regenerate year end reports as required.
The Federal Year End Preprocess archives data for the T4 ("Statement of Remuneration Paid") and the T4A ("Statement of Pension, Retirement, Annuity and Other Income"). The Provincial Year End Preprocess archives data for the RL-1 (the Quebec slip for Employment and Other Income) and the RL-2 (the Quebec slip for Retirement and Annuity Income).
It archives any employee records with non-zero values for any of the following balances for the selected year:
Gross Earnings
T4 Non Taxable Earnings
T4 No Gross Earnings
T4A No Gross Earnings
RL1 Non Taxable Earnings
RL1 No Gross Earnings
RL2 No Gross Earnings
See: T4A Register Reporting, T4 Register Reporting, RL-1 Register Reporting, and RL-2 Register Reporting
For information on employment codes, see: Person Extra Information Types
Employers must report income and source deductions to the recipient and the federal government each calendar year. The federal reports on income and deductions are:
T4 slip: Statement of Remuneration Paid
T4A slip: Statement of Pension, Retirement, Annuity and Other Income
These slips must be provided to the recipients, and the information submitted to the Canada Revenue Agency (CRA) by the last day of February of the year following the year indicated on the slips.
Employers in the province of Quebec must report income and source deductions to the recipient and the provincial government each calendar year. The provincial reports on income and deductions are:
Releve1 (RL-1) slip - Employment and Other Income
Releve2 (RL-2) slip - Retirement and Annuity Income
These slips must be provided to the recipients and the information submitted to the Revenu Quebec, by the last day of February of the year following the year indicated on the slips.
Use the View Archive window to view any employee or assignment data archived by the Year End Preprocess. However, you cannot query for employer-level data that you have archived or stored against the payroll action. This window also displays any associated context code (such as Jurisdiction Code).
This information is read-only. You cannot modify or update it from this window. For instructions on how to run, retry, view, and rollback this information, refer to:
Managing the Year End Preprocess
Adjusting and Retrying the Year End Preprocess
Retrying the Year End Preprocess
Identifying Missing Employees to Add to the Year End Preprocess
Rolling Back the Year End Preprocess
If an employee's record has changed after running the Year End Preprocess, you can retry the Year End Preprocess for that employee. It is not necessary to re-run the entire process. In instances where multiple employees' balances are changed, it may be easier to rollback the Year End Preprocess and rerun it to include the balance updates. Individual assignments can be marked for retry in the Employee Assignment Process window.
Employer data can be re-archived by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting Retry Payroll Process from the Submit Requests window. If a GRE does not have any employees in it, then its employer data will be archived when the Year End Preprocess is run for that GRE. In this case, you cannot re-archive this data through the Retry Payroll Process. You must rollback the process and then rerun the Year End Preprocess.