T4 & T4A Slips

HR handles T4s for employment income earned at Western. HR also distributes T4As for non-employment income including: income to Graduate Fellowships, Post Doctoral Fellows, fellowships, professional services, honorariums, awards (non-student), guest lecturers, physician fees, reviewer/examiner fees, royalties, living allowances and taxable life insurance for retirees.

Tax forms are distributed at the end of February. All former employees or anyone on extended leave will receive their T4 or T4A tax slip in paper format by mail. It is important to ensure that your home address is up-to-date in our system. An address update can be made in My Human Resources directly if access is available or by completing a Personal Data Form.

Active employees: T4 and T4A tax slips are provided by electronic delivery through an online secured portal via My Human Resources. Login to the system to view and print your T4 and T4A tax slips.

Past employees: If you have moved and not updated your address with Western Human Resources, your T4/T4A forms may have been mailed to the wrong address. Please update your address right away on My Human Resources. If you are not able to access My HR, complete the appropriate sections of the Personal Data Form and submit to Human Resources. Then, if Canada Post returns your form to our office we will be able to forward your T4/T4A to your new address. If you do not receive your T4/T4A by March 15th, you may request that a new form to be sent to you. To do so, submit a Request for Copy of T4/T4A Form.

For all active Western employees who have not otherwise withdrawn consent, T4 and T4A tax slips will be defaulted to electronic delivery. You do not have to take any action. If you previously withdrew consent and now wish to provide consent for electronic delivery of your T4 or T4A tax slips, please login to My Human Resources:

• Select the "Tax Slips" tile
• Select "T4/T4A Consent"
• Select the check box "Check here to consent to electronic delivery of T4/T4As. Slips will be available online."

This request must be submitted in My Human Resources no later than February 12, 2024.An email notification will be sent to each employee informing them when their tax slip is available to access.

An active employee may withdraw consent to receive electronic tax slips. This request must be submitted in My Human Resources no later than February 12, 2024.

• Select the "Tax Slips" tile
• Select "T4/T4A Consent"
• Select the check box "Check here to withdraw consent."
• Alternatively, if you are unable to login to My Human Resources to withdraw your consent you may submit a Request to Withdraw Consent for Electronic T4/T4A form to request tax slips in paper format by mail.

Once consent is withdrawn, the employee will continue to receive tax slips in paper format by mail until such time they may choose to provide consent for electronic delivery.

In accordance with tax regulations, tax slips will be available no later than February 28. T4 and T4A tax slips will remain accessible on-line for an indefinite period, provided the employee is still actively employed at Western.

Western can issue a replacement. If you would like a replacement slip issued, please complete and submit a T4/T4A request form. We will endeavour to have a copy mailed or ready to pick up within five business days.

If you are an active employee who consented to online delivery of tax slips, you may view your T4/T4A electronically in My Human Resources and print duplicate copies.

To print your tax slip, login to My Human Resources. Select the "Tax Slip" tile, then select "View T4/T4A Slips". Click the "View Slip" button.

Tips:

• You may need to adjust your pop-up blocker settings to view the pay slip. For more information read the document "Having Trouble with Working at Western or My Human Resources?"
• You will need Adobe Acrobat Reader for Windows or Mac to view the PDF tax slip. Download a free copy if it's not currently installed on your computer.
• Print the tax slip using a secured printer.

T2202A tax receipts are issued by Western's Office of the Registrar.

Box 14 includes your total income (before deductions) plus it includes any taxable benefits that have been paid for you by Western. The total of taxable benefits is also listed in Box 40 on your T4. The most common taxable benefit is employer paid life insurance premiums.

If your Social Insurance Number is incorrect, or if the financial information on your tax receipt is incorrect, please use ASK HR to contact Human Resources, as we may have to reissue a new tax receipt. If your address is incorrect, simply enter the correct information on your tax return.

Please use ASK HR to contact Human Resources if you have any questions. 

These boxes applied to the 2020 tax year only. You do not need to report amounts from these boxes on your 2020 tax return. These boxes are for Canada Revenue Agency (CRA) use only. For the 2020 tax year, CRA introduced these codes to report employment income during COVID-19 pay periods related to government programs including the Canada Emergency Response Benefit (CERB) and the Canada Emergency Student Benefit (CESB).

• Code 57: Employment income – March 15 to May 9, 2020
• Code 58: Employment income – May 10 to July 4, 2020
• Code 59: Employment income – July 5 to August 29, 2020
• Code 60: Employment income – August 30 to September 26, 2020*

The income amount is reported based on the Western pay date(s) which fall within the time-period. You can view the pay date referred to as “Cheque Date” or “Advice Date” on My Human Resources. Select "Pay" then select "View Earnings Statements".

• Monthly-paid employees have a blank value for Code 60 because the pay date for the September monthly pay (Sept. 29, 2020) falls outside of the time-period reported for Code 60.

This box, Employer-offered Dental Benefits, is mandatory beginning with tax year 2023. This information will be used by the government when determining eligibility for a new Canadian Dental Care Plan (CDCP) available to individuals who do not have access to dental coverage and meet other criteria.

Access to dental coverage is determined as of December 31st in the tax year as follows:

• Code 1 - Not eligible to access any dental care insurance, or coverage of dental service of any kind.
• Code 3 - Payee, spouse and dependent children.*

*Access is determined by the coverage (includes health care spending accounts) available to the individual based on their group plan; not whether they chose to enroll or not. 

This box, Payer-offered Dental Benefits, is mandatory beginning with tax year 2023. This information will be used by the government when determining eligibility for a new Canadian Dental Care Plan (CDCP) available to individuals who do not have access to dental coverage and meet other criteria.

Access to dental coverage is determined as of December 31^st in the tax year as follows:

• Code 1 - Not eligible to access any dental care insurance, or coverage of dental service of any kind.
• Code 3 - Payee, spouse and dependent children.*

*Access is determined by the coverage (includes health care spending accounts) available to the individual based on their group plan; not whether they chose to enroll or not.