Disclaimer: This information is provided for general reference only. Always confirm filing requirements and deadlines with your Chartered Professional Accountant (CPA) or tax advisor before submitting forms. Cyncly does not provide tax or legal advice.
This guide explains how to complete Canadian year-end payroll and subcontractor reporting in RFMS. It covers generating, reviewing, and submitting T4 and T5018 forms through Human Resources (HR) and Accounts Payable (AP), including printing and e-filing options.
Canadian users should complete both this process and the outlined in Running the First Payroll of the New Year in RFMS.
For current filing deadlines, update information, and version requirements, refer to the article Payroll & Tax-Form Updates.
Before You Begin
- Finalize Payrolls. Complete your final payroll of the year and first payroll of the new year.
- Install the latest HR Update. Download and apply the RFMS year-end update from rfms.com if prompted. When running a payroll, click Yes if the program prompts you that federal or provincial tax tables should be updated.
- Verify data. Ensure employee and supplier records (addresses, tax IDs, and year-to-date totals) are accurate and complete.
- Back up your company data. A backup is essential before any year-end processing.
- Prepare for form submission. Confirm that your business has a CRA My Business Account or access to Internet File Transfer (XML) for electronic filing. Employers who file on paper should request blank T-slip forms from the Canada Revenue Agency in advance.
| Step | Action Items |
|---|---|
|
☐ Complete final and first payrolls of the year. ☐ Verify all employee and supplier records (addresses, tax IDs). ☐ Confirm the latest HR Update is installed. ☐ Back up your company data. ☐ (Optional) Download RFMS update and run payroll until the update prompt appears; click Yes to apply. |
| 2. Generate T4 and T5018 Information in HR |
☐ Go to Accounting > Human Resources > File > End of Year > Generate T4 & T5018 Info. ☐ Confirm the correct tax year appears. ☐ Add deductions if required and link them to the appropriate T4 box (boxes 14 or higher require inserting a new record). ☐ (Optional) Select Exclude Voids to remove voided checks. ☐ Click Process to create the data files. ☐ Do not clear completed pay history or reset year‑to‑date totals in Utilities. Those functions are for maintenance only. |
| 3. Review and Edit Year-End Information |
☐ Go to File > End of Year > Browse T4 and T5018 Information. ☐ Use the dropdown to switch between Employees (T4) and Subcontractors (T5018). ☐ Add, edit, or delete records as needed; review Box 14 and above for accuracy. ☐ Updates should be reviewed by your CPA or bookkeeper to ensure compliance. |
| 4. Generate T5018 Information in AP |
☐ Verify supplier records in Accounts Payable > Suppliers. ☐ Mark Do Not Print Tax Document for vendors that don’t require T5018s. ☐ Go to Accounting > File > Human Resources > File > End of Year > Generate AP T5018 Info. ☐ Confirm or set the Minimum Gross threshold. ☐ Run once without Has Tax ID checked to identify missing IDs; correct IDs in supplier files; then rerun with Has Tax ID checked. ☐ If only a small number of suppliers need T5018s, use the Tax ID field in the supplier file to limit records. |
| 5. Transfer AP Records to HR |
☐ Go to Human Resources > File > End of Year > Transfer AP T5018 Info to combine AP and HR data. ☐ Enter the period-ending date and click OK. ☐ Confirm the transfer completed successfully. ☐ Recheck combined data in Browse T4 and T5018 Information. |
| 6. Print Reports and Forms |
☐ Go to Human Resources > Reports > End of Year. ☐ Run the Tax Form Summary and Detail Reports for audit backup. ☐ Generate T4 and T5018 Forms – use Print Preview first to test alignment. ☐ Update company name, address, and payroll account numbers in the form setup window if necessary. ☐ Print individual forms first (T4 and T5018), then summary forms. Tip: Test print on plain paper before using official CRA forms; adjust scaling in your PDF viewer if alignment is off. |
| 7. Electronic Filing (XML Generation) |
☐ Go to Human Resources > Reports > End of Year > Canada Electronic Filing. ☐ Complete required fields (BN/Payroll Account, CRA access code) and select T4, T5018, or Both. ☐ Click Process to generate XML files. ☐ Note the location of the XML file in your RFMS directory; click File Now to transmit or exit to send later. ☐ Validate the XML file using CRA’s online validation tool before submitting. ☐ E‑filing becomes mandatory once you exceed CRA thresholds (see Payroll & Tax‑Form Updates). |
Troubleshooting
| Issue | Resolution |
|---|---|
| Incorrect tax year shown | Confirm that the HR Update is installed; restart and rerun the generation. |
| Missing supplier tax IDs | Run AP T5018 generation without Has Tax ID checked to identify gaps; update the IDs and rerun. |
| Alignment off on printed forms | Adjust scaling in your PDF viewer or printer settings. Print to screen first to test alignment. |
| AP data missing from HR | Re‑run Transfer AP T5018 Info and verify the transfer message. |
| XML file rejected | Validate using CRA’s XML validation tool and correct data; confirm BN and year match CRA records. |
| Voided checks included | Regenerate T4/T5018 data with Exclude Voids selected. |
| Supplier YTD info doesn’t match | Ensure the Minimum Gross threshold is correct and the period-end date covers all payments. |
| Company information incorrect on forms | Edit company name, address, and payroll account numbers in the print window before printing. |
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