In February, T4 tax slips for 2018 and subsequent years will be provided to active Western employees by electronic delivery through My Human Resources.
Electronic delivery is fast, secure, and allows employees to print tax slips at their convenience.
Recent amendments to the Income Tax Act now allow employers to use electronic distribution of T4 tax slips as their default method. Canada Revenue Agency recognizes electronic delivery as a valid means of providing tax slips to individuals. Each year Western issues about 25,000 T4 and T4A tax slips. Approximately 13,500 of these are produced for active employees.
It is important to note that some T4s and T4As will continue to be delivered by mail. Please read the information below to understand how you will receive your tax slip(s):
Please note: Human Resources does not distribute a T4A for scholarships and bursaries, and we do not distribute T2202A receipts (Tuition and Education Amounts Certificates). These are issued by the Office of the Registrar.
Tips:
If you require additional information regarding the electronic delivery of tax slips, please contact Human Resources at 519-661-2194 or email hrhelp@uwo.ca.
HR handles T4s for employment income earned at Western. HR also distributes T4As for non-employment income including: income to Graduate Research Assistants, 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 tax slips for 2018 and subsequent years will now be provided by electronic delivery through an on-line secured portal via My Human Resources. Login to the system to view and print your T4 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.
CRA rules specific to T4As stipulate that you must provide consent to receive electronic delivery of T4A tax slips. If you are receiving a T4A slip and did not provide consent by February 15th, you will not be able to view your T4A slip online. Your T4A slip will be sent in paper format by mail.
If you are receiving both a T4 and T4A, and you did not provide consent by February 15th, only the T4 slip will display online. Both tax slips (T4 and T4A) will be sent to you in paper format by mail.
For all active Western employees, T4 tax slips will be defaulted to electronic delivery. You do not have to take any action. T4A tax slips, however, cannot be defaulted to electronic delivery. To provide consent for electronic delivery of your T4 or T4A tax slips, please login to My Human Resources:
This request must be submitted in My Human Resources no later than February 15th. 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 15th.
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 28th. T4 tax slips* for 2018 and subsequent years will remain accessible on-line for an indefinite period, provided the employee is still actively employed at Western.
* also applicable to T4A slips if consent is provided.
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 T4/T4A tile, then select View T4/T4A Slips. Click the View Slip button. You may be required to provide the last 4-digits of your SIN to access your tax slip.
Tips:
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 contact Human Resources at 519-661-2111 x82194 or hrhelp@uwo.ca, 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 call Human Resources at 519-661-2194 or email hrhelp@uwo.ca.
