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myHRinfo – Employee Self Service Work Instructions HRMS-WI-002
Last Updated: 07/31/2017
Accessing myHRinfo MyHRinfo is accessed using your WatIAM userid and password. If you have not already done so, you can activate your WatIAM account by accessing the link below and clicking on “Need to reactivate your account? Click HERE”. https://watiam.uwaterloo.ca/idm/user/login.jsp You will be asked for your:
Last Name/Family Name,
Waterloo ID Number or Employee ID number, and
Date of birth (MM/DD/YYYY). If you require your Employee ID number please contact the HR Administration team at [email protected] to request it.
Getting Help If you are having problems with WatIAm itself, you can email the IST Help Desk at [email protected] or contact your faculty help desk. If your WatIAM userID and password work correctly (you are able to log into WatIAM) but you are having issues accessing myHRinfo, you can email [email protected] or call extension 35935 for support.
Technical Requirements In order to view PDF versions of your pay statements and year-end slips (T4/T4A) you must have a PDF reader on your computer (e.g. Adobe Reader) and allow “pop-ups” for the myHRinfo website (turn off your pop-up blocker). At this time myHRinfo is certified for use with the following web browsers:
Internet Explorer (IE) 7, 8, 9 and 10
Firefox – myHRinfo supports the “Release” version and the “Extended Support Release” version of Firefox currently maintained by the Mozilla organization
Safari 3, 4, 5
Chrome
Usability Tips
Do not use the back or forward buttons in your browser to navigate through myHRinfo. Always use the menu items.
Do not share your password with anyone under any circumstances. Sharing your password will allow that person to access your personal information within myHRinfo. Any changes made by that person under your user ID and password will be recorded as being made by you and you will be held responsible for those changes. If another user does not have the appropriate access to myHRinfo, please email [email protected].
myHRinfo – Employee Self Service
Work Instructions
HRMS-WI-002
Table of Contents
Self Service – Personal Information ........................................................................................1
Viewing your Personal Information Summary .....................................................................1
Updating your Home/Mailing Addresses .............................................................................3
Updating your Phone Numbers ...........................................................................................4
Updating your Emergency Contacts ....................................................................................5
Self Service – Payroll and Compensation .................................................................................9
Adding/Updating your Direct Deposit .................................................................................9
eTD1 ................................................................................................................................ 12
Submit your TD1/TD1ON forms on-line using eTD1 ............................................................................. 12
View your previously submitted TD1/TD1ON forms using eTD1 .......................................................... 19
View your Income Tax Data .................................................................................................................. 21
Viewing and printing your pay statement.......................................................................... 23
Understanding your pay statement ................................................................................... 25
Checking/giving consent to access T4/T4A slips on-line ..................................................... 27
Viewing/printing T4/T4A slip(s) ........................................................................................ 29
myHRinfo – Employee Self Service
Work Instructions
HRMS-WI-002
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Self Service – Personal Information
Viewing your Personal Information Summary
Employee Self-Service allows you to access a summary of your personal information in order to review
and/or update your address, phone number(s), and emergency contact(s). Other personal details are
available for review, but must be updated by administrative staff in HR. Instructions on how to access
your Personal Information Summary are provided below.
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Personal Information.
5. Click on Personal Information Summary.
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Work Instructions
HRMS-WI-002
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Work Instructions
HRMS-WI-002
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Step Action
6. The Personal Information Summary page will appear allowing you to review your
address information, contact phone number(s), emergency contact(s), on-file email
address(s), marital status, gender, date of birth, and social insurance number (SIN).
Please note that those individuals who will be receiving employment earnings through
Payroll must provide a valid SIN in order for their pay to be processed. For privacy
reasons, all but the last three digits of the SIN are masked on myHRinfo. If the last three
digits of your SIN show “999” HR has no SIN information on file for you.
Instructions on how to update your address, phone number(s), and emergency contacts
are provided below. If any of the remaining details require updating (including your
SIN), please complete a Personal Information Form and submit to HR in EC1.
Updating your Home/Mailing Addresses
Step Action
1. From the Personal Information Summary page, click on the Change home/mailing
addresses button
2. Click on the Edit icon.
3. Edit your address details.
Please note that the Change as of date has to be equal to or greater than the current
date (if you are moving in the future, you can enter your new address with your actual
move in date).
To change the country, click the Change Country button.
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Step Action
4. Once you have updated your address details and reviewed for accuracy, click Save.
5. Click on Return to Personal Information to go back to the summary page.
Updating your Phone Numbers
Step Action
1. From the Personal Information Summary page, click on the Change phone numbers
button.
2. To edit the existing information, click in the field and update as required.
To delete the existing information, click on the delete icon next to the appropriate row
(in order to delete a phone number you must have more than one number listed, and
the number being deleted cannot be marked as Preferred).
To add a new phone number, click on the Add Phone Number button select the Phone
Type, and enter the phone number.
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Work Instructions
HRMS-WI-002
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Step Action
3. Once you have updated your phone number details and reviewed for accuracy, click
Save.
4. Click OK.
5. Click on Return to Personal Information to go back to the summary page.
Updating your Emergency Contacts
Step Action
1. From the Personal Information Summary page, click on the Change emergency contacts
button.
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Work Instructions
HRMS-WI-002
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Step Action
2. Click on the Edit icon to update information for an existing contact (see Steps 3 - 6).
Click on the Add Emergency Contact button to add a new contact (see Steps 3 – 6).
Click on the Delete icon to remove an existing contact (this can only be done if you have
more than one contact and the contact you wish to delete is not the Primary Contact)
(see Steps 7 - 14).
3. If you are editing information for an existing contact or adding a new contact:
Edit/Enter the contact’s name if required.
Edit/Enter the contact’s relationship to you if required.
Click the Contact has the same address as the employee box to indicate that your
contact resides at the same address as you.
If the contact does not reside at the same address as you, click the Edit Address
button to enter their address details, then click Ok (to change the country, click the
Change Country link).
If the contact has the same telephone number as you, click Contact has the same
telephone number as the employee and select the Phone Type to have your phone
number default.
If the contact does not have the same phone number as you add the number in the
Telephone field, or if you would like to add an additional contact number, click the
Add Phone Number button, select the Phone Type, and enter the contact’s phone
number.
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Work Instructions
HRMS-WI-002
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Step Action
4. Once you have updated your contact’s details and reviewed for accuracy, click Save.
5. Click OK.
6. Click on Return to Personal Information to go back to the summary page.
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Work Instructions
HRMS-WI-002
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Step Action
7. If you wish to delete an existing contact, you must have at least two contacts listed, and
the contact you wish to delete must not be the Primary Contact. To change your
Primary Contact click on the box next to the new Primary Contact, and click off the box
next to the old Primary Contact.
8. Click on the Delete icon next to the contact you wish to delete.
9. To delete the contact click Yes-Delete. To go back without deleting the contact, click
No-Do Not Delete
10. You will be returned to the Emergency Contacts page, click Save to confirm the removal
of your contact.
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Work Instructions
HRMS-WI-002
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Step Action
11. Click OK.
12. Click on Return to Personal Information to go back to the summary page.
Self Service – Payroll and Compensation
Adding/Updating your Direct Deposit
As an employee you are responsible for ensuring your direct deposit information is up-to-date. This
ensures that your net pay is deposited to the correct bank account.
Providing Direct Deposit information means
You do not need to come to HR to pick up your pay cheque
You do not have to worry about lost or stale dated cheques
You will receive your pay in your bank account on the payment date
You will be able to view your pay statement on-line through myHRinfo as early as Wednesday
afternoon prior to the payment date
In order to update your direct deposit information you must access myHRinfo from a University network
connection (wired or wireless). If this is not possible, you can complete a Personal Information Form
and submit to HR in EC1 for processing. Please note that you cannot update your direct deposit
information through a VPN connection.
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
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Work Instructions
HRMS-WI-002
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2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on Direct Deposit.
6. Click on Add Account if you are setting up your Direct Deposit information for the first
time,
Or, Edit if you want to update the information that currently exists.
7. Enter or update your 5 digit Branch ID (also known as the Transit number), 3 digit Bank
ID (also known as the Institution Number), and Account Number without any spaces or
dashes (this number must be 7 to 12 digits).
Do not enter the number on your debit card or credit card. This is not your direct
deposit information. Your direct deposit information can be obtained from your cheque
(see example below), from your bank statement, through on-line banking, or by
requesting a print out of your account information directly from your bank branch.
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HRMS-WI-002
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8. Select or update the Account Type (Checking or Savings).
9. Review the data you have entered for accuracy. Once the information is correct, click
Submit.
IMPORTANT: Entering incorrect direct deposit information can result in a delay in
receipt of your payment. The University of Waterloo is not liable for any misdirected
funds where payment was deposited based on inaccurate or incomplete information
provided by an employee.
10. A message will pop up asking you to confirm your banking information. If the
information is correct, click OK, if the information is not correct, click Cancel, make any
required updates then continue at step 9.
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11. Click Ok.
eTD1
The TD1 (Federal) and TD1ON (Provincial) Personal Tax Credits Return forms are used to determine the
correct amount of income tax to be deducted from your employment income. eTD1 allows you to
submit your TD1/TD1ON forms online and replaces the need to submit the paper forms to Human
Resources. It also allows you to view the status of your current submission and any previous
submissions.
You should complete a TD1 and TD1ON form if:
you have a new employer (are starting a new job) and will receive salary, wages, commissions, or any other remuneration;
you want to change amounts you previously claimed (for example, you are no longer eligible to claim the tuition amount, or your number of eligible dependants has changed);
you want to increase the amount of tax deducted from your pay.
If you do not complete the TD1/TD1ON forms your taxes will be calculated using the basic personal amounts only.
This section of the work instructions provides details on how to:
Submit your TD1/TD1ON forms on-line using eTD1
View your previously submitted TD1/TD1ON forms using eTD1
View your Income Tax Data
Submit your TD1/TD1ON forms on-line using eTD1
Everyone is entitled to the Basic Personal Amount and students can claim the Federal tuition and
Provincial tuition and education amounts (line 5 on the Federal TD1 and line 4 on the Provincial TD1ON),
but there may be other tax credits to which you are entitled. Review the details of each section
carefully (click on the Explain link beside any line item for more details regarding the tax credit) and
complete those that apply to you.
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For students who will be claiming the tuition and education amounts an example of how to calculate
this tax credit is included below:
Effective January 1, 2017 the following amounts apply:
Education Amount Per Month Enrolled
Full-time
Education Amount Per Month
Enrolled Part-time
Provincial TD1ON $547 per month $164 per month
Please Note: When calculating the tuition amount to include on your Federal TD1, include tuition
amounts that will be paid for the calendar year (January to December). When calculating the tuition
amount to include on your Provincial TD1ON, only include tuition that has been/will be paid for periods
before September 5th (Winter and Spring terms). When calculating the Provincial education amount,
base the calculation on your status for the months prior to September. For calculation purposes, the
Tuition Fee Schedules can be found on the Finance website. If you do not know the amount of the
tuition you will pay for an upcoming term, use your best estimate. The $12,000 used below is for
demonstration purposes only.
Example: 12 months (three terms) as a full-time student with $12,000 tuition for the year ($4,000 each
term).
Tuition Amount Education Amount Total Tuition and Education
Amounts
Federal TD1 $12,000 N/A $12,000 (enter on line 5)
Provincial TD1ON $8,000 (Winter and
Spring terms only)
$4,376 = $547 x 8
(January – August)
$12,376 (enter on line 4)
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
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Work Instructions
HRMS-WI-002
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Step Action
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on eTD1.
Image: Federal eTD1 submission panel
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Step Action
6. The first form to complete is the Federal TD1. Complete the necessary fields for each
category of claim to which you are entitled.
Calculate the dollar value of the tax credits to which you are entitled and enter the
amount(s) on the appropriate row(s).
If you will have more than one employer or payer at the same time, or your total
income for the calendar year will be less than your total claim amount, or if you are
a non-resident of Canada, in the Claim Controls section click the appropriate box.
For an explanation of each item, click on the “Explain” link to read more.
If you would like to view a PDF copy of the form for reference purposes, click on the
attachment icon next to “Form (PDF)”.
7. If needed, use the scroll bar on the right side of the screen to view the full form.
8. Once you have completed all of the applicable fields, click the Calculate button to
update the TOTAL CLAIM AMOUNT.
9. Click the Continue button to display the TD1ON form.
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Image: Provincial eTD1 submission panel
Step Action
10. The second form to complete is the Provincial TD1ON. Complete the necessary fields
for each category of claim to which you are entitled.
Calculate the dollar value of the tax credits to which you are entitled and enter the
amount(s) on the appropriate row(s).
If you will have more than one employer or payer at the same time, or if your total
income for the calendar year will be less than your total claim amount, in the Claim
Controls section click the appropriate box.
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Step Action
For an explanation of each item, click on the “Explain” link to read more.
If you would like to view a PDF copy of the form for reference purposes, click on the
attachment icon next to “Form (PDF)”.
11. If needed, use the scroll bar on the right side of the screen to view the full form.
12. Once you have completed all of the applicable fields, click the Calculate button to
update the TOTAL CLAIM AMOUNT.
13. Click the Continue button.
14. Review the statement. Check the box to confirm that you have reviewed the
information you are submitting, then check the box to confirm that the information you
are submitting is correct and complete, then click the Submit button.
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Step Action
15. The system will prompt you to verify your identity. Enter your password and click
Continue.
16. After successful submission, you will receive the confirmation message below.
17. Once your updates have been processed in the system, you will receive an email
acknowledgement (generally this will be within 24 hours of submission).
NOTE: If more than one TD1/TD1ON submission is made on the same day using eTD1,
only the last request submitted will be processed.
19. If you would like to print of copy of your TD1/TD1ON submission, see the section titled
“View your previously submitted TD1/TD1ON forms using eTD1”.
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View your previously submitted TD1/TD1ON forms using eTD1
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on eTD1.
6. Click on View TD1/TD1ON Info.
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Step Action
7. The View TD1/TD1ON Info page provides you with a summary of all of your online
submissions.
Depending on how many TD1/TD1ON forms you have submitted over time, you may see
different Process Statuses to indicate:
Pending: Your submission has not yet been processed
Processed: Your submission has been processed into the system
Cancelled: Your submission has been cancelled by the system (this will occur
when more than one submission has been made on the same day)
Click on the View link beside any submission to view the details.
Image: Submitted Federal eTD1
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Step Action
8. The TD1 form provides details of each claim amount submitted on the Federal TD1
form.
9. If needed, use the scroll bar on the right side of the screen to view the full form.
10. For an explanation of each item, click on the “Explain” link to read more.
11. If you would like to print a copy of the submitted form, right click and select Print
preview.
Adjust the formatting as required and click the print icon.
Select the printer you wish to print to and click the Print button.
12. Click on the TD1ON link at the bottom of the screen to review the Provincial TD1ON
details for the same submission.
To print a copy of the submitted form, see step 11.
13. Click on Return to Summary at the bottom of the screen to select and view a different
submission.
View your Income Tax Data
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
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Work Instructions
HRMS-WI-002
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Step Action
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on eTD1.
6. Click on View Income Tax Data.
Step Action
7. Your income tax information since the last processing date will be displayed.
The Effective Date is the date the change took effect in the system.
The Net Claim Amount is the Total Claim Amount from your Federal TD1 submission.
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Step Action
The Special CIT Status will show Exempt (not subject to CIT) if you indicated that your
total income will be less than your total claim amount, otherwise this status will show
None.
If, on your Federal TD1 submission, you indicated that you wanted additional tax to be
deducted, this amount will show in the Additional Withholding section.
The Special Letters section will display any additional Federal tax credits not allowed for
on the TD1 form that the CRA has permitted through the completion and approval of
the T1213 – Request to Reduce Tax Deductions at Source.
The Province will always be “ON” Ontario, as this is where the employer is located (The
University of Waterloo).
The Prov Tax Credit Amount (TCP) is the Total Claim Amount from your Provincial TD1
Submission.
The Other Provincial Credits (K3P) section will display any additional Provincial tax
credits not allowed for on the TD1ON form that the CRA has permitted through the
completion and approval of the T1213 – Request to Reduce Tax Deductions at Source.
Viewing and printing your pay statement
You can view your current and past pay statements on-line in myHRinfo. Pay statements for your most
recent pay are generally viewable two days prior to the pay date (Wednesday afternoon of the pay
week), but may not be visible until the Thursday before the pay date in high volume months. Your pay
statements are available in Adobe PDF format and can be downloaded and printed at any time.
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
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Work Instructions
HRMS-WI-002
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Step Action
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on View Paycheck.
Step Action
6. Click on the View Paycheck link next to the pay statement you wish to view.
Click on the Cheque Date header to change the sort order of your pay statements from
newest first to oldest first.
Click View All or (View 100) at the top of the list to view more pay statements.
Click the arrow button or click Last to move through the list of pay statements.
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Step Action
7. Where the PDF File box is checked on, the pay statement will pop up in PDF format.
Make sure your pop-up blocker is disabled for this website and that you have a PDF
reader on your computer.
8. If desired, you can print a copy of your pay statement from the PDF file. If your pay
statement did not pop up in PDF format, right click and select “Print” to print a copy.
Understanding your pay statement
1 2
3
4
5
6
7
8
9
10
11
12
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Item Description
1. Pay Begin
and End
Dates
The pay begin and end dates show the start and end of the current pay period. If pay
information was submitted late and missed being processed in a prior period, this
may not reflect the period for which you are being paid.
2. Advice
number and
Advice Date
The advice number is a sequential identifier assigned to all payments processed
through the payroll system. The advice date is the pay date.
3. Name and
Address
Your name and address. If you move it is important that you provide Human
Resources with your new address.
4. Employee
ID
Your employee ID number is the unique identifier that is assigned to you for HR and
payroll purposes. When calling with an inquiry you will generally be asked to provide
your name and employee ID number.
5. Tax Data Tax data lists the Federal and Provincial net claim amounts from your TD1 (tax credit)
forms; any additional tax reductions authorized by the CRA (special letters), and any
additional income tax amounts you have requested to have deducted from your pay.
It is important to review this information on an annual basis and submit updated TD1
information if required.
6. Hours and
Earnings
Hours and earnings includes regular and additional earnings (such as stipends, shift
premiums or overtime) paid in the current pay period as well as the total for the
current calendar year. Base earnings for employees paid on a monthly basis are
based on 1/12th of annual salary. Earnings for employees paid on a bi-weekly basis
will show hours and an hourly rate where applicable.
7. Taxes Taxes shows the mandatory government Income Tax (CIT), Canada Pension Plan
(CPP), and Employment Insurance (EI) deductions from your current pay as well as the
total for the current calendar year.
8. Before-Tax
Deductions
Before-tax deductions are deductions from your pay that are made before your
income tax obligation for the current pay is calculated. This includes deductions for
the University provided pension plan (for those who are members), and Union Dues.
9. After-Tax
Deductions
After-tax deductions are deductions from your pay that are made after your income
tax obligation for the current pay is calculated. This includes such things as parking,
athletics facility membership fees, and your share of any applicable benefit
premiums.
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Item Description
10. Employer
Paid Benefits
Employer Paid Benefits are paid for by the University and are not deductions from
your pay. This includes Workplace Safety Insurance Board premiums and the
University’s share of premiums for any applicable benefits such as extended health,
dental and life insurance.
11. Totals This section summarizes the details shown above on your pay statement and includes
totals for the current pay as well as for the current calendar year (YTD).
12. Net Pay
Distribution
This section shows your net pay (Total Gross for the current pay, less Total Taxes and
Total Deductions). This is the amount that is deposited to your bank account on the
pay date. The bank account number to which your net pay is deposited is also listed,
but the Bank ID and Branch number are not for privacy reasons.
Checking/giving consent to access T4/T4A slips on-line
Canada’s tax year runs January 1 to December 31. Year-end slips (T4/T4A forms) are distributed no later
than February 28 each year for the prior tax year. In order to view year year-end slip(s) on-line through
myHRinfo you must first give consent. Employees who have not given consent will have their slip(s)
mailed to the address on file with Human Resources.
Please note: If you are an individual whose status in myHRinfo is inactive or a new employee who has
not yet received your first pay, you will not be able to elect to receive your year-end slip(s)
electronically. You will see a message that reads “Your employer has not enabled electronic year end
forms”. New employees can log on and update their status once they have received their first pay.
Inactive employees will have their year-end slip(s) mailed.
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
2. Click on Main Menu.
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Step Action
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on Year End Slips Consent.
6. If Your Current Status shows Consent received, then you can view your year-end slips
on-line, see the section on Viewing/printing T4/T4A slips for instructions.
7. If Your Current Status shows No consent received or Consent reset by employer, click
on the box indicating you give consent and click Submit.
8. When prompted, enter your password and click Continue.
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Viewing/printing T4/T4A slip(s)
In order to access your T4/T4A slip(s) on-line you must:
have a PDF reader on your computer (e.g., Adobe Reader), and
set the security settings in your web browser to allow/trust all pop ups from this site (turn off
your pop-up blocker).
Step Action
1. Log in to myHRinfo using your WatIAM username and password.
Please note: If your myHRinfo session is inactive for 10 minutes you will be
automatically logged out.
2. Click on Main Menu.
3. Click on Self Service.
4. Click on Payroll and Compensation.
5. Click on View T4/T4A Slips.
6. Click on the Year End Slip link next to the slip you want to print. To print the back of the
form, which gives a description of each box number, click on Filing Instructions. The
form(s) will open in PDF format.
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Step Action
7. If you wish to view a prior year T4/T4A slip, click on View a Different Tax Year, then click
on the year you wish to view and follow the directions in step 6 to view or print your
year-end slip(s).