Sage ERP Accpac Canadian Payroll Versions, 5.5I, 5.6E, and 6.0C Tax Update for January 1, 2012

Transcription

1 Sage ERP Accpac Canadian Payroll Versions, 5.5I, 5.6E, and 6.0C Tax Update for January 1, 2012 About this Update... 1 Before You Install... 1 Installing the Update... 1 When do I install the tax update?... 1 When do I close the year?... 2 Can I produce T4s for 2011 after processing payrolls for year 2012?... 2 How do I install the tax update?... 2 How do I activate the tax update?... 3 What s New: Payroll Tax Changes... 4 Changes in Personal Tax Credits... 4 Before You Start Processing Your 2012 Payroll... 5 Preparing for 2012 Payrolls... 6 Step 1: Adjust the Employees Federal Personal Tax Credit Claims... 6 Step 2: Adjust Employees Provincial (or Territorial) Personal Tax Credit Claims... 7 Indexation Guidelines... 8 Federal Claim Subject to Indexing... 8 Provincial Claim Subject to Indexing... 8 Using the Update TD1 Claim Function... 8 Electronic Filing of T4s and Relevé 1s... 9 When filing Relevé 1s electronically: T4 Forms for What s New Form Size Summary Totals Tax Update i

2 Printing T4s for Year Relevé 1 Forms for What s New Printing Relevé 1s for Year Working with Amended and Cancelled Relevé 1 forms Common Year End Questions Where can I obtain T4 or Relevé 1 forms? Which Relevé 1 formats can I use? Which T4 formats can I use? Is there a limit to the number of times the T4s can be printed? ii Sage Accpac Canadian Payroll

3 About this Update About this Update This is your January 1, 2012 tax update for Sage Accpac Canadian Payroll. This document describes important changes that affect your payroll system. Important Notice for Customers using Sage ERP Accpac Version 5.5 with Payroll Tax Table Update Attention Customers on Version 5.5 The last PUP for Version 5.5 will be September 30, 2012, assuming there are federal or provincial requirements to provide a PUP at that time. To obtain a PUP for year end 2012 processing, customers currently running version 5.5 must upgrade to a supported version. Note: If you receive the tax update on CD, note that the CD contains versions 5.5I, 5.6E, and 6.0C. Select the version that is compatible with your version of Sage Accpac Canadian Payroll. You need the January 1, 2012 tax update to produce your T4 and Relevé 1 slips for year 2011, and to process your payroll in This update addresses federal and provincial tax schedules in effect January 1, 2012, as stated in Canada Revenue Agency s Payroll Deductions Formulas for Computer Programs, 95 rd Edition; Canada Revenue Agency s Employers Guide to Payroll Deductions; and Quebec s Guide for Employers: Source Deductions and Contributions for Before You Install Before installing the tax update: Back up your data. Make sure all users have exited the program and there are no Sage ERP Accpac instances running. Note that activation codes are no longer required. Please update your installation procedure accordingly. Installing the Update When do I install the tax update? You can install and activate the tax update immediately. Tax Update 1

4 Installing the Update Note: You must install and activate the tax update before you produce T4 and Relevé 1 slips for 2011 or process payrolls in When do I close the year? You never close the year. Simply continue processing payrolls as you do all year long, entering period-end dates in the new year as you cross the calendar year boundary. After you have completed all of the previous year s year-end processing, and made backup copies of the data, you can run Delete Inactive Records to remove terminated employees and other obsolete information from your data. Can I produce T4s for 2011 after processing payrolls for year 2012? Yes. The Payroll program allows you to start processing payrolls for a new year and later produce T4s for the previous year without any additional procedures. When you produce T4s, select 2011 as the Payment Year. How do I install the tax update? If you are downloading the tax update from the Sage website, follow the installation instructions on the site. If you need more information, see the next section, Installation Windows. If you received the tax update on CD, follow the instructions below to install: Note: Before starting the installation procedure, please back up your data, and make sure all users have exited the program and there are no Sage ERP Accpac instances running. 1. Log on to Windows. 2. Insert the tax update CD in your computer s CD drive. 3. In My Computer, right-click your CD drive s icon and select Explore. 4. Open folder for the version you want to install, and then click the.exe file whose name contains the version number. 5. Follow the instructions on your screen, as described in the next section, Installation Windows. Installation Windows After you have started the first Installation window, follow these steps. 2 Sage Accpac Canadian Payroll

5 Installing the Update 1. Back up your data, if you have not yet done so. 2. On the Welcome window, click Next to continue to the Software License Agreement window. 3. Follow the instructions on the windows that follow. For example, you will need to specify: Where you want to install the tax update (accept the default directory, or type another path, or click the Browse button to select the path to the drive and directory where you installed Sage Accpac Canadian Payroll). The components to install. Be sure to select the tax update program files. The appropriate folder in which to install the program icons. 4. On the Start Copying Files window, click Next to continue. 5. On the Setup Complete window, select the check box to view the Readme file. 6. Click Finish to finish the installation and view the Readme file. 7. Close the Readme file. The Installation window reappears. 8. When installation is finished, exit the Installation window. 9. Activate the January 1, 2012, tax update as described in the next section, How do I activate the tax update? How do I activate the tax update? More details on the activating the Tax Update, refer to Knowledge Base article Back up your data, if you have not yet done so. 2. Start Sage ERP Accpac and open the Administrative Services folder. 3. Activate your data as follows: a. Choose Data Activation. b. Highlight Cdn PR Tax Update January 1, xx, where xx is the tax update version compatible with your Payroll version. c. Click Activate. d. If you are prompted to convert a previous Canadian Payroll tax update to the current version, click Proceed. 4. After you have completed installation and activation, and made any necessary adjustments described in this document, you can resume processing payrolls. Tax Update 3

6 What s New: Payroll Tax Changes What s New: Payroll Tax Changes The January 1, 2012, tax update contains program changes related to payroll tax calculations and 2011 T4 and Relevé 1 forms. Not all the changes will be described in this document, since many do not require any action on your part. This document describes the payroll tax changes that require your special attention, and which may require you to adjust your payroll records, such as: Changes in Personal Tax Credits. See page 4, and the section, Before You Start Processing Your 2012 Payroll on page 5. For information about the 2011 T4 forms, see page 11. For information about the 2011 Relevé 1 forms, see page 13. For complete details on all of the income tax changes for 2012, contact your tax consultant or government tax offices. To prepare your Sage Accpac Payroll system for 2012, read Before You Start Processing Your 2012 Payroll on page 5. Changes in Personal Tax Credits Effective January 1, 2012, the federal, provincial, and territorial personal tax credits that employees can claim have changed. These changes are reflected in the new 2012 federal, provincial, and territorial TD1 forms, and the Quebec TP V form. For example, the basic personal amounts have changed as follows: Basic Personal Amounts Federal 10,822 10,527 Alberta 17,282 16,977 British Columbia 11,354 11,088 Manitoba 8,634 8,634 Newfoundland and Labrador 8,237 7,989 New Brunswick 9,203 8,953 Northwest Territories 13,280 12,919 Nova Scotia 8,481 8,731 Nunavut 12,211 11,878 Ontario 9,405 9,104 Prince Edward Island 7,708 7,708 Quebec 10,925 10,640 4 Sage Accpac Canadian Payroll

7 Before You Start Processing Your 2012 Payroll Saskatchewan 14,942 14,535 Yukon 10,822 10,527 For 2012, some federal personal amounts are increased due to indexing. The 2012 federal indexing factor is Review the federal TD1 for complete information on all personal amounts for To find out which other amounts have changed, or to receive the forms for 2012, contact your tax services office, or visit these government web sites: CRA: Revenu Québec: WCB Maximum Assessable Earnings for 2012 The 2012 WCB Maximum Assessable Earnings are: Alberta 86,700 82,800 British Columbia 73,700 71,700 Manitoba 104,000 96,000 New Brunswick 58,100 56,700 Newfoundland 52,885 51,595 Northwest Territories 82,720 82,720 Nova Scotia 53,900 52,000 Nunavut 82,720 82,720 Ontario 81,700 79,600 Prince Edward Island 49,300 47,800 Quebec 66,000 64,000 Saskatchewan 55,000 55,000 Yukon 80,024 77,920 Before You Start Processing Your 2012 Payroll Review the new 2012 federal TD1 form, and the 2012 TD1 form for your province or territory (or the TP V form for Quebec), to become familiar with any changes. Provide your employees with the 2012 federal/provincial/territorial TD1 forms to make changes to their personal claims. Adjust your employee records in Sage Accpac Payroll to reflect the new tax credit amounts for To do this, read the section Preparing for Payroll in Tax Update 5

8 Preparing for 2012 Payrolls Important! After you have updated an employee s personal claim amount for 2012, you will have to adjust the employee s claim amount if you process any cheques dated for 2011 for that employee. Otherwise, the system will use the employee s 2012 claim amounts when processing 2011 cheques, resulting in incorrect tax deductions. Adjust any other records as necessary. To produce T4 or Relevé 1s on paper or electronically, read the section, Electronic Filing of T4s and Relevé 1s on page 9, and the sections describing the T4s and Relevé 1s, beginning on page 11. Preparing for 2012 Payrolls This section provides guidelines for how to adjust employees basic personal claim amounts in Sage Accpac Payroll after you finish processing all payrolls for 2011, but before you begin your payroll for 2012: Step 1: Adjust the Employees Federal Personal Tax Credit Claims, described in the next section. Step 2: Adjust Employees Provincial (or Territorial) Personal Tax Credit Claims page 7. Step 1: Adjust the Employees Federal Personal Tax Credit Claims Before beginning your payroll for 2012, update your employee records to reflect the new federal personal tax credit amounts. Do either of the following: You can use the Update TD1 Claim function (in the Payroll Employees folder) to automatically adjust the federal tax credit amounts on records. For example, you could calculate a rate that would increase the employee s basic amount of $ 10,527 to $ 10,822. Then enter that rate in the Cost of Living Factor field of the Update TD1 Claim function. You can update their records manually, as described in the next section, Adjusting Tax Credits Manually. Review your employee records after automatic adjustments. Adjusting Tax Credits Manually To adjust manually, follow these steps: Note: If the employee changes personal claim amounts for 2012, the employee must complete the new 2012 TD1 form. 1. From the Payroll Employees folder, open the Employees form and choose the employee. 6 Sage Accpac Canadian Payroll

9 Preparing for 2012 Payrolls 2. On the Taxes tab, choose the tax, then click the Tax Info button. 3. Enter the employee s tax credits in either of the following ways: In the TD1 Total Tax Credit field, enter the Total Claim Amount from the employee s 2012 TD1 form. In the TP V Line 10 field for Quebec employees, enter line 10 from the TP V. 4. If required, update the remaining fields to reflect the employee s 2012 TD1 (or TP V, if Quebec). 5. Click Save and close the form. Step 2: Adjust Employees Provincial (or Territorial) Personal Tax Credit Claims Several provinces/territories have changed their personal tax credits. The following have announced changes in the indexing factors: Indexing Factor Federal Alberta British Columbia New Brunswick Newfoundland and Labrador Northwest Territories Nunavut Ontario Quebec Saskatchewan Yukon Before beginning your payroll for 2012, adjust the tax credit fields of your employee records to reflect the provincial (or territorial) personal tax credit amounts for 2012 in one of these ways: Adjust all your records manually as described previously in Adjusting Tax Credits Manually on page 6. Use the Update TD1 Claim function in the Payroll Employees folder. For instructions, read The Update TD1 Claim Function on page 8. If you used the Update TD1 Claim function: Tax Update 7

10 Indexation Guidelines 1. For any employee who changes federal, provincial/ territorial personal claim amounts for 2012 beyond the normal indexing, you need to further adjust that employee s provincial claim fields manually. Follow the steps in Adjusting Tax Credits Manually on page Review your employee records to ensure that the fields accurately reflect your employees provincial TD1 claims for Indexation Guidelines The following provides a general overview of indexation. Federal Claim Subject to Indexing The personal tax credit amounts on the 2012 federal TD1 form that are not subject to indexing are: Pension Income Amount Tuition and Education Amount (full-time) Tuition and Education Amount (part-time) Pension Income, Tuition, and Education Amounts Transferred from Spouse or Dependant Provincial Claim Subject to Indexing For provincial claims, some provincial and territorial governments have set their own indexation requirements. For example, in Alberta and Ontario, all personal tax credit amounts are subject to indexing. Important! Because indexation requirements vary from jurisdiction to jurisdiction and are subject to change, you should review the most recent indexation requirements set by the federal, provincial or territorial governments before updating the tax credit claim fields (such as the TD1 Total Tax Credit field) of employee records. Using the Update TD1 Claim Function You can use the Update TD1 Claim function to adjust employee s TD1 claims automatically by a specified percentage or amount. Before you use this function, ensure that the following fields on your employee records reflect the correct values for last year (2011): TD1 Eligible Pension TD1 Tuition and Education 8 Sage Accpac Canadian Payroll

11 Electronic Filing of T4s and Relevé 1s TD1 Total Tax Credit Then, follow these steps: Note: Be aware that Canada Revenue Agency may increase tax credit claim amounts by both an indexing factor and an additional flat amount. Check the CRA publications. 1. Back up your data. 2. From the Payroll Employees folder, select Update TD1 Claim. 3. Specify the employee numbers that you wish to update. 4. In the Tax field, select the tax code. For example, to update the personal tax credit claims of all Ontario employees, choose ONITAX. 5. Enter the cost of living factor or an amount. 6. To proceed, click the Update button. The Payroll program then automatically updates the TD1 Total Tax Credit field (or TP V Line 10 field, if Quebec) of employee records for the company 7. If the employee changes personal claim amounts for 2012, you need to further manually adjust the claim fields. 8. Review the TD1 Total Tax Credit field of your employee records to ensure that the fields accurately reflect your employees TD1 claims for For Quebec employees, review the TP V Line 10 field. To do this, on the Taxes tab of the Employees form, choose the tax, and then click the Tax Info button. Or, from the Payroll Employee Reports folder, print the Employee Information report (choosing the Taxes option when you do so). Electronic Filing of T4s and Relevé 1s This tax update contains modifications that enable Payroll 5.5, 5.6, and 6.0 to produce T4 and Relevé 1 submission files that comply with the latest governmental requirements. After you install this tax update, you will find the T4 and Relevé 1 Electronic Filing forms in the Payroll Government Reports folder. Use these forms to file T4s or Relevé 1s electronically. For instructions on how to use them, press F1 on the opened form to display the Help system. For details on filing amended and cancelled Relevé 1 forms, see page 14. Tax Update 9

12 Electronic Filing of T4s and Relevé 1s Note: On both the T4s Electronic Filing and Relevé 1s Electronic Filing forms, use the boxes for Rate 1 to Rate 5, and EI Exempt, for both the federal EIRx and Quebec QEIRx codes. When filing Relevé 1s electronically: The authorization (certification) number must be embedded in the Relevé 1 data files. Step 2 below describes how to enter it in Payroll. On the ED-400-V form (called Description of the RL-Slip Data File ) that you submit with your data to Revenu Québec, you must also enter the authorization number on the line Revenu Québec certification number in the Software section of the form. Note: For 2011 filing, the authorization number (assigned by Revenu Québec) is RQ When you use the Relevé 1s Electronic Filing form (located in the Payroll Government Reports folder), be sure that you complete the following fields: 1. At the bottom of the form: Local File Path. Specify a location where your file will be produced. Starting Slip Number. Enter the starting slip number to be used. This number should be the same as the efile Starting Number that you enter on the Payroll Relevé 1s form that you use to print the paper Relevé 1 slips. File Type. From the list, choose one of the options that have been defined by the Revenu Québec. File Sequence No. Enter the sequence number of the file, as described in Revenu Québec s publication, Guide for Programming and Transmitting RL-Slip Data for This number will be used as the last 3 characters of the file name. File Name. The Payroll program automatically assigns a name to the file, based on the information you enter in these fields: Payment Year (at the top of the form) Transmitter Number (on the Transmitter Info II tab) File Sequence No. (at the bottom of the form) 2. On the Transmitter Info II tab: 10 Sage Accpac Canadian Payroll

13 T4 Forms for 2011 Authorization Number. The authorization (certification) number is assigned by Revenu Québec, and it identifies the developer of the software that is used to produce the Relevé 1 data file. In the field, enter only the last three numbers of the authorization number. For example, for the number RQ , enter 029. The Payroll program automatically supplies the rest of the number. T4 Forms for 2011 Before you print the T4 forms for 2011, read the following sections about form changes, form sizes, and summary totals. What s New The following changes have been made on the T4 form for tax year 2011: Box 26 was updated to comply with the federal guidelines. Refer to the website for more information. Box 24 was updated to comply with the federal guidelines. Refer to the website for more information. Box 56 was updated to comply with the federal guidelines. Refer to the website for more information. The T4 forms (plain paper reports and laser reports) have been updated to the new layout for tax year Form Size The T4 forms for 2011 for laser or inkjet printers are single-sheet, pre-printed 8.5 x 11 forms, with two T4 slips on each form. Text that identifies the slips as Copy 1, Copy 2, Copy 3, or Copy 4, is not required by Canada Revenue Agency (CRA), and will not print on the T4 slips. When you print T4 slips in Sage ERP Accpac Payroll, you can choose to print: Copies for CRA Copies for employees (two copies per employee) Copies for employer (same as copies for CRA) The following diagram illustrates how T4s would be produced for four employees, for each option: Tax Update 11

14 T4 Forms for 2011 CRA Copies Employee Copies Employer Copies Employee 1 Employee 2 Employee 1 ee 1 Employee 1 Employee 1 Employee 2 Employee 3 Employee 4 Employee 2 Employee 2 Employee 3 Employee 3 Employee 3 Employee 4 Employee 4 Employee 4 Summary Totals After the program prints the T4s, it prints summary totals in the appropriate boxes on a T4 slip. Do not send this slip to CRA. Instead, use the totals on this slip to fill out your 2011 T4 Summary form. Printing T4s for Year Process and post your last payroll for Select the print destination. 3. From the Payroll Government Reports folder, choose T4s. This opens the Payroll T4s form. 4. Complete the fields, such as: a. Payment Year for which to process the T4s. b. EI Rates: To print all employees except those who are EI exempt, select Rate 1 through Rate 5. If you are printing T4s for the employee, you can select all rates together. If you are printing T4s for CRA or the employer, you can select all rates together if there are no employees that used more than one EI rate during the year. If you have such employees, you must select and print each EI Rate separately. 12 Sage Accpac Canadian Payroll

15 Relevé 1 Forms for 2011 To print employees who are EI exempt, select EI Exempt. c. Form Field: The Form field allows you to select from the following Laser options which print the data on preprinted T4 forms. Be sure to load the preprinted T4 forms in your printer. Laser for Employees. Select this form to print the two employee copies of T4s on laser forms. Laser for CRA. Select this form to print the copy of T4s to be submitted to CRA on laser forms. Laser for Employer. Select this form to print the copy of T4s for the employer on laser forms. You can also choose one of the Plain Paper options (for CRA, Employees, or Employer). These options print your T4 data on CRA-approved customized T4 forms. Instead of loading your printer s paper tray with the preprinted forms from CRA, load plain blank paper. 5. Click Print to print T4s. For more detailed information on printing T4s, refer to the online Help. Relevé 1 Forms for 2011 What s New The following changes were made to the Relevé 1 form for 2011: The Relevé 1 forms (plain paper report) has been updated to the new layout for tax year 2011 and prints on 8.5 x 11 forms. The Relevé 1 forms (laser report) has been updated to the new layout for tax year 2011 and prints on 8.5 x 14 preprinted Relevé 1 forms. Report type Dot Matrix has been removed from the drop-down list of the Relevé 1. A warning message appears if you have deducted QPP from your employee when the employee has earnings in Box A, Q, R, or U but no QPP earnings. Please refer to the Revenu Québec website for more information. Printing Relevé 1s for Year Process and post your last payroll for Tax Update 13

16 Working with Amended and Cancelled Relevé 1 forms 2. Select the print destination. 3. From the Payroll Government Reports folder, choose Relevé 1s. This opens the Payroll Relevé 1s form. 4. Complete the fields, such as: a. Payment Year for which to process Relevé 1s. b. EI Rates: To print all employees except those who are EI exempt, select Rate 1 through Rate 5. To print employees who are EI exempt, select EI Exempt. c. Form Field: The Form field allows you to select from these form types. Be sure to load the proper Relevé 1 forms in your printer. Plain Paper. Select this form to print your Relevé 1 data on government-approved customized Relevé 1 forms. Instead of loading your printer paper tray with the preprinted forms from Revenu Québec, load plain blank paper. Laser Printer. Select this form to print the two employee copies and the copy of Relevé 1s to be submitted to the Revenu Québec. Load the printer with preprinted forms from Revenu Québec. 5. Click Print to print Relevé 1s. For more detailed information on printing Relevé 1s, refer to the online Help. Working with Amended and Cancelled Relevé 1 forms You can process amended and cancelled forms for electronic filing via XML, and print amended and cancelled forms on plain paper. To do so, you must access a log file that resides in your Company\<Company ID>\ folder. If using Payroll version 5.5, 5.6, or 6.0, you will find the file in your Company\<Company ID>\Payroll folder. Log file names will have the following format: _RL1-yyyy.txt where yyyy is the year. Review the log files and find the one that matches the form you are amending or cancelling. Find the header that contains the most current details by looking for Header. This log file appends details to the bottom of the file each time you process plain paper forms or generate an XML file. To process the amended or cancelled details, find the proper header detail, then find the proper file name listed for that header detail (look for File Name ). The format of the file name is _RL1-yyyy-nnnn.txt, where yyyy is for year and nnnn is for number. 14 Sage Accpac Canadian Payroll

17 Working with Amended and Cancelled Relevé 1 forms Note: The text file may contain more employee numbers and slip numbers than needed, but it will only use the employee numbers and slip numbers requested to be amended or cancelled and will ignore the others. You will be asked to provide a file when you process amended and cancelled forms for electronic filing, or process amended or cancelled forms for plain paper. You can create your own text file to provide employee numbers and slip numbers. Each line in this file should contain the employee number, followed by a comma, and lastly followed by the slip number that you are amending or cancelling. Note that there should not be any spaces between these fields. Tax Update 15

18 Common Year End Questions Common Year End Questions Where can I obtain T4 or Relevé 1 forms? Order T4 forms from Canada Revenue Agency (CRA). Order Relevé 1 forms from Revenu Québec. Which Relevé 1 formats can I use? The Payroll program prints Relevé 1s in: Laser printer format, which prints the Relevé 1 data only (you must load preprinted Relevé x 14 forms in the printer). Plain paper format, which prints both the Relevé 1 data and the Relevé 1 form (load 8.5 x 11 blank paper in the printer). See the section, Printing Relevé 1s for Year Which T4 formats can I use? The Payroll program prints T4s in: Laser format, which prints the T4 data only (you must load preprinted T4 forms in the printer). Plain paper format, which prints both the T4 data and the T4 form (load blank paper in the printer). See the section, Printing T4s for Year Is there a limit to the number of times the T4s can be printed? You can print the T4 slips as many times as you need to. 16 Sage Accpac Canadian Payroll