KB Accounting Services Inc.’s Payroll Business Services: When to Complete TD1 Forms as an Employer

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KB Accounting Services Inc.’s Payroll Business Service will make sure your company’s payroll is meeting requirements set out by the Government of Canada by ensuring all necessary paperwork is filled out—including mandatory TD1 forms for all employees.

KB Accounting Services Inc.’s Payroll Business Services equips employers with the information and tools necessary to meet be compliant with the Government of Canada's standards.

As an employer, it is important when using KB Accounting Service’s Inc.’s Payroll Business Services, to understand there are two mandatory forms that all employees MUST fill out for payroll:

  1. TD1 Federal and
  2. TD1 Provincial

Both forms are required in all employer’s payroll files. The information provided on the forms not only gives all pertinent information required to file the annual T4 but also dictates to the payroll department the amount of federal and provincial tax to be deducted from an employee’s paycheque.

It is considered to be a legally binding document that gives payroll permission to deduct a certain amount of tax from the paycheques. All employees must fill out these forms and have five days to return them to the payroll department. If an employee does not return the forms, the payroll department should act to tax the employee as a single individual with no dependents.

The provincial form to be used is dependent on which province the employee resides in—not the province the employer is located. I.e. If the business is in Saskatchewan and has an employee who works and lives in Manitoba, then it is the Manitoba provincial TD1MB that is used.

An employee is able to requests additional tax be deducted from their paycheques. If this is the case, on the back of the form the employee would indicate (grant permission) to have a certain amount deducted. Percentages are not acceptable to Canada Revenue Agency; it must be a specific dollar amount.

Employers do not need to have employees fill out these forms on an annual basis. However, a new form must be filled out if the employee requests any changes throughout the year.

It is a good practice to advise the employees annually that if they have any changes in their circumstances:

  • Child or dependant
  • Tuition fees
  • Working another job

If any of the above applies to an employee, it is recommended that new TD1 Forms are filled out. I.e. any parents who have spilt custody of children take turns claiming the dependants, thus, new forms should be filled out every year to reflect the change in the tax deductions.

Here is the link to the fillable TD1 Federal Form.

Here is the link to the fillable TD1SK (Saskatchewan Provincial Form).

Here is a link that will take you to both the Federal TD1 and all provinces.


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