--- title: "The employee’s Canadian payroll tab: tax forms and takeover" description: "Complete the SIN, TD1, TD1X and TP-1015.3 forms, exemptions and takeover totals, and approve the forms submitted by employees." url: "http://illizeo.com/en/centre-aide/canadian-payroll-employee-tax-forms/" updated: "2026-11-11" category: Payroll / Canadian payroll --- # The employee’s Canadian payroll tab: tax forms and takeover Before calculating the pay of an employee in Canada, Illizeo needs their tax file: their social insurance number, the tax credit forms they gave you, any exemptions and their dental benefits code. All of this is kept in the **Canadian payroll** tab of their profile, contract by contract. This article explains how the payroll officer completes this tab, enters takeover totals when starting during the year, and how employees can submit their forms themselves from their profile. ## Before you start - The **Canadian payroll** module must be installed, and the employee must have a Canadian contract: a contract attached to an office in Canada, in a sub-company that has a Canadian employer record — see [Setting up a Canadian employer and the payroll settings](https://illizeo.com/en/centre-aide/canadian-payroll-canadian-employers/). - To read the tab, you need the **Employee’s Canadian payroll tab** right at the **Access** level; to enter forms, exemptions, dental code and takeover totals, at the **Execute** level. Without Execute, everything is shown as text. - Scope: the tab only opens for people your role covers. It is a management screen: there is no shortcut for yourself. - Employees use the **My tax forms** right, granted to the “All employees” role. ## Opening the Canadian payroll tab 1. Open the employee’s profile, then the **Canadian payroll** tab. 2. The tab shows the Canadian contract chosen in the profile header. If the chosen contract is not subject to Canadian payroll, a message says so and the tab shows the person’s Canadian contract. The tab reads from top to bottom, in the order in which a file is completed. ### To complete The **To complete** block lists what is missing: SIN missing or invalid, office or province of the contract, dental benefits code not chosen… It warns: “This contract’s payroll can be neither calculated nor declared while these items are missing.” The **Open the profile** link leads to the information to correct in the profile. ### Social insurance number The SIN is **Read from the profile (national identifier): it is corrected there.** It is masked: only its last three digits are shown. Its **Status** can be **Valid**, **Valid, temporary (starts with 9)**, **Wrong check digit** or **Missing**. ### Contract The **Contract** block shows the contract’s **Sub-company**, **Office**, **Province of employment** and **Period**. The province of employment, taken from the office, determines the tables applied. ## Entering the tax forms Copy the totals of the forms the employee gave you. An amount left empty means the basic amount. 1. In **TD1 — Personal Tax Credits Return**, enter the **Total claim amount (federal TD1)** and, outside Quebec, the **Total claim amount (provincial TD1)**. If needed: **Additional tax per pay**, **Northern residents deduction (annual)**, **Deductions authorized by the CRA (annual)**, other authorized credits, and in Ontario the **Dependants (Ontario)**. 2. For an employee in Quebec, fill in **TP-1015.3 — Source Deductions Return**: **Personal tax credits amount (TP-1015.3)**, deductions, **Deductions authorized by Revenu Québec**, **Credits authorized by Revenu Québec**, **Additional Quebec tax per pay**. In Quebec, only the federal TD1 applies. 3. For a commission employee, fill in **TD1X — Commission income**: **Estimated annual remuneration (TD1X)** and **Estimated annual expenses (TD1X)**. Empty: no TD1X. 4. Choose the **Tax calculation method**: **Annualize each pay (option 1)**, or **Cumulative averaging (option 2)** for pay that varies a lot (commissions, hours). Chosen during the year, cumulative averaging starts with the next pay calculated; tax already withheld is not recalculated. 5. Click **Save**. The message “Forms saved.” confirms it. ### Recurring deductions The **Recurring deductions** block holds the deductions repeated on every pay: **Registered pension plan (per pay)**, deducted from taxable income and reported on the T4 (box 20); **Union dues (per pay)** (T4, box 44); **Support payments withheld (per pay)**, on a court order. One-off deductions are entered in the pay. ### Exemptions and dental benefits - Tick, where applicable, **Exempt from CPP/QPP (box 28)**, **Exempt from employment insurance (box 28)** or **Exempt from QPIP (box 28)**. An exemption applies to the whole year: age, type of employment, form CPT30… - Choose the **Dental benefits code** (T4 box 45): **1 — Not eligible for dental coverage**, **2 — Payee only**, **3 — Payee, spouse and dependent children**, **4 — Payee and spouse** or **5 — Payee and dependent children**. Without this code, the T4 cannot be produced. ## Entering takeover totals If you start Canadian payroll during the year, Illizeo needs to know what was paid and withheld before its first pay: these amounts are added to the closed pays for the annual maximums, the T4 and the record of employment. 1. In the **Takeover totals** block, choose the **Takeover year**. 2. Enter the totals: **Regular earnings**, **Non-periodic payments**, **Pensionable earnings**, **CPP / QPP contributions**, **CPP2 / QPP2 contributions**, **Insurable earnings (EI)**, **Employment insurance premiums**, **Insurable salary (QPIP)**, **QPIP premiums**, **Federal tax withheld**, **Provincial tax withheld**, **Pension plan contributions**. 3. Click **Save the takeover**. Takeover totals freeze at the year’s first closed pay. ## Employee self-service Employees can submit their forms themselves. On their own profile, they see a reduced version of the **Canadian payroll** tab, titled **My tax forms**. ### What the employee does 1. They open their profile, **Canadian payroll** tab. They see their masked SIN and its status, and for each contract the forms payroll uses today. 2. They click **Update my forms** and copy the totals of their signed forms; a form that does not change keeps its amounts. 3. In **Signed forms (or CRA / Revenu Québec letter)**, they attach the signed form: PDF, JPG, PNG, HEIC or WebP, 10 MB and 5 files at most. 4. They click **Send for approval**. Their request appears under **My pending request**; nothing changes in their pay before the decision. They can withdraw it with **Withdraw my request**. ### What the payroll officer does - In the employee’s **Canadian payroll** tab, the **Forms submitted by the employee** block shows the request: what changes compared with the amounts **In force**, and the attachments to download. - The request is approved or rejected in the approvals inbox, by a payroll officer who holds the **Employee’s Canadian payroll tab** right at the Execute level on that employee. Once approved, it updates the contract’s forms; if rejected, the employee sees the reason. - The **Invite the employee** button asks them to submit their forms. If the employee cannot submit them in Illizeo (right or module), the screen says so: enter them yourself. ## Good to know - The SIN is never entered in the Canadian payroll tab: it is corrected in the profile, “National ID card” section. - Forms are kept per contract: a person with several Canadian contracts has one file per contract. - A form change applies to pays calculated afterwards; a closed pay does not change. - The items flagged here are also flagged in the pay, where they can block the employee’s line — see [Calculating, closing and publishing a Canadian pay](https://illizeo.com/en/centre-aide/canadian-payroll-pays-by-period/). ## Frequently asked questions ### The employee has not handed in a TD1. What should I do? Leave the amounts empty: payroll applies the basic personal amount, federal and provincial (or Quebec). ### Why doesn’t the Canadian payroll tab appear on a profile? The person has no Canadian contract, or your role does not cover them, or it does not hold the tab’s right. ### Can employees see their forms without changing them? Yes: with only the Access level of **My tax forms**, they read their forms and masked SIN, without being able to send a request. ### *Similaire*