According to Revenue Quebec, you must file your RL slips and RL-1 Summary and distribute the slips to employees and beneficiaries by the last day of February of the year following the year covered by the slips.
If you are filing more than 50 RL slips of the same type, you must send them to Revenue Quebec in an XML file using their Transmitting RL Slips Online service. You can also file RL-1 slips using the online services in My Account for businesses.
If you are filing fewer than 51 RL slips of the same type, you can send them to Revenue Quebec using their Transmitting RL Slips Online Service or by mail (on paper). You can also file RL-1 slips using the online services in My Account for businesses.
All summaries must be sent by mail, on paper, with the exception of the RL-1 Summary (RLZ-1.S-, Summary of Source Deductions and Employer Contributions), which can be sent using the File in RL-1 Summary online service in My Account for businesses.
Step 1: Payroll Service Setup
In the “Information Return” section, complete the required fields for RL1 Settings.
|Quebec Identification Number||The Company’s identification number provided by Revenue Quebec. The identification number is composed of 10 digits, and two letters (RS) and then four digits. (e.g. 1234567890RS0001)|
|RL1 Transmitter Nos.||The number series provided by Revenue Quebec for online submissions. (NP followed by six digits)|
|RL1 Developer Nos.||The number series provided by the software provider for submissions. Numeric and 9 digits long.|
|RL1 Transmitter Number||The transmitter number provider by Revenue Quebec for online submissions. Numeric and 9 digits long.|
|RL1 Slip Version||The RL1 Slip Version currently available from the software provider.|
|RL1 Authorization Number||The authorization number provided by the software provider.|
|RL1 Certification Number||The certification number provided by the software provider. (e.g. RQ-XX-XX-XXX, RQ stands for “RevenueQuebecc”, XX = taxation year. XX = indicates the type of RL slips for which the software has been validated, XXX identifies the software developer.|
|RL1 Partner Identifier||The partner identifier provided by the software provider.|
|RL1 Product Identifier||The product identifier provided by the software provider.|
Add the Transmitter Nos and Developers Nos as per the following procedure:
Click on the “Lookup Value” to add the new number series.
The starting number and ending numbers as per the information provided by Revenue Quebec. Ensure that “Default Nos” is checked to be true.
Step 2: Payroll Account Identifiers
Navigate to the “Navigate” tab and click on the “Payroll Account Identifiers” icon.
To pay for source deductions, you must obtain an identification number from Revenue Quebec.
Enter the “RS” Program Identifier and the Reference No. as provided from Revenue Quebec and this will automatically populate the complete Business Number.
Step 3: Payroll Paycode Configuration
Ensure that all Paycodes are mapped to the correct boxes in the RL1 and are in QPP and QPIP for producing the RL1.
Step 4: Payroll Deductions, Reimbursements and other Earnings
Ensure that all codes are mapped to the correct RL1 Box and have the correct Box code added.
Once everything has been mapped correctly the following needs to take place to produce the RL1 forms.
Step 5: 365 Close
Proceed to YTD Totals.
After the last pay of the year has been processed, you now need to close the previous year.
Click on the “365 Close” icon, and you will get the following message. Complete the task and click “OK”.
Proceed to RL1 Summaries
Step 6: RL1 Summaries
When you open this page all the previous RL1 Summaries that have been produced will be listed.
Follow the process from left to right. Therefore, click on “New” to create a new RL1 Summary.
Complete all necessary fields.
Quebec Enterprise Number = The Quebec Enterprise Number (NEQ) is the business identifier for the departments and agencies of the Government of Quebec.
Use the Look Up Value to find the Quebec File ID. = The identification number is composed of 10 digits and the file type (RS) and four digits., for example, 1234567890RS0001.
Click on the “General RL1 Slips” Icon. The information produced from this task will show in the RL1 Slips Section.
Confirm that the information produced is correct and continue.
Click on the “Validate Submission” icon.
Once Validated, the following confirmation appears in the Status Section.
Click on the “Generate Web Submission” Icon.
Data files submitted online or on electronic media are identified in the same way. Use the file name AAPPPPPPSSS.xml, where the last two digits in the taxation year replace AA; the six positions in the transmitter number replace PPPPPP; 001, 002 or 003, etc., replaces SSS to indicate the chronological sequence number of your files, and .xml is the file format identifier.
Click on this Icon to acknowledge that the XML has been submitted to Revenue Quebec.
Click on this Icon to acknowledge that the XML has been accepted by Revenue Quebec.
Print RL1 Slips
Click on this Icon to print the RL1 forms. Best Practice is to save them where they can be easily retrieved when needed.