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T4s

Generating the Electronic File for Relevé 1s

You can create Relevé 1 information to a file that you can submit to Revenu Québec, by diskette, CD, or electronically.

For the year you select, the payroll program generates the Relevé 1 information to a file in the format required by Revenu Québec.

Note: Sage HRMS Payroll uses Sage Payroll Tax Forms and eFiling by Aatrix services for printing and filing most government reports and forms. To learn more about this functionality, read About Sage Payroll Tax Forms and eFiling by Aatrix.

Before you start

Before you begin using Sage HRMS Relevé 1 electronic filing feature:

  1. Contact your local Quebec government representatives to advise them that you are going to use electronic filing software to file Relevé 1 data, and to obtain publications outlining their requirements for electronic filing. The information needed includes:
    • Your Revenu Quebec account number for the Quebec provincial government, consisting of:
    • A 10-digit employer ID number
    • The file type (always RS)
    • A 4-digit employer file number (for example: 1234567890RS1234 )
    • Your 10-digit Quebec Enterprise Number (NEQ)
    • A 6-digit transmitter number assigned by the Groupe de promotion de l’EDI et d’acquisition des données électroniques
  2. Confirm your employee information is correct and up-to-date. For example, each employee should have a unique, valid social insurance number.
  3. Confirm all earning/deduction codes in Sage HRMS are assigned to the correct Relevé 1 box numbers.

    Note: Sage HRMS does not format or change deduction codes. If your Sage HRMS data is incorrect or outdated, your electronic filing for the Relevé 1 will include the errors. 

To generate the Relevé 1 electronic file

  1. From Government Reports, select R1s Electronic Filing.
  2. In the Payment Year field, enter the year of the Relevé 1s you are filing.
  3. In the Selection List field, you can choose a selection list to include the employees in that list.
  4. Choose a range of employees for whom Relevé 1s will be processed (in addition to or instead of a selection list).  
  5. Choose how to sort the employees.
  6. Optionally select employees who are assigned a particular EI rate. For example, if you use two EI rates in your Payroll system, and you want to select only the employees who are assigned to the second rate, then select the Rate 2 check box. Similarly, to select employees who are exempt from EI premiums, select the EI Exempt check box.

    7. Note: The Rate 1 to Rate 5 check boxes and the EI Exempt check box apply to both the federal EI and Quebec EI.  

  7. Complete the information on all tabs of the window, using publications from Revenu Québec to guide you. You must complete the information on the Employer and Transmitter tabs, even if the employer is also the transmitter.

    The Employer Info tab includes the fields:

    • Employer ID. Enter the 10-digit number assigned to you by the Revenu Québec.
    • Employer File No. Enter the 4-digit number assigned to you by the Revenu Québec. This must be preceded by the file type code, which is always RS.
    • N.E.Q. Enter the Quebec enterprise number assigned to you by the Inspector General of Financial Institutions or the clerk of the Superior Court. If you do not have a number, leave the field blank.

    The Transmitter tab includes the fields:

    • Transmitter Type. From the list, choose one of the options that describe for whom you are filing this submission.
    • Slip Source. From the list, choose one of the options defined by the Revenu Québec.
    • Transmitter Number. Enter the 6-digit transmitter number assigned to you by the Groupe de promotion de l’EDI et d’acquisition des données électroniques. The transmitter number must be prefixed by the code NP.
    • Authorization Number. Enter only the last three numbers of the authorization number. For example, if the number is RQ-05-01-007, enter 007. The Payroll program automatically supplies the rest of the number.
      The authorization number is assigned by Revenu Québec, and it identifies the developer of the software that is used to produce the Relevé 1 data file. This number changes every year.
  8. Complete the following fields at the bottom of the window:
    • Local File Path. Enter the location on your hard drive where the file will be created. Do not include the file name.
    • 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 window used 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.
      • Original file if generating an original file for submission.
      • Amended file if generating an amended file.
      • Cancelled file if generating a cancelled file.
      • Test file for original if generating a test file for the original file. You should submit a test file to the Revenu Québec before submitting the “live” original file.
      • Test file for amended if generating a test file for an amended file.
      • Test file for cancelled if generating a test file for a cancelled file. (click here for more information)
    • File Sequence No. Enter the sequence number of the file, as described in Revenu Québec’s publication, Guide for Transmitting RL Slip Data (General and Technical Information). This number is used as the last 3 characters of the file name.
  9. The payroll program automatically assigns a name to the file, based on these fields that you enter:
    • Payment Year (at the top of the window)
    • Transmitter Number (on the Transmitter Info II tab)
    • File Sequence No. (at the bottom of the window)
    • File Name
  10. Click Process to start the file generation.
  11. The system verifies your data.
  12. If the system finds invalid data, it informs you and stops processing. Edit your data, and then restart the file generation.
  13. If no errors are found, the program creates an XML file at the location specified in the Local File Path field.
  14. Click Close.

Submitting the File

Contact your local Revenu Québec representatives or refer to the government publications to determine proper submission procedures.