Every firm has its own “way we do T4As.” The problem is that, in many practices, that way lives in one or two people’s heads—and disappears when they’re overloaded, on vacation, or move on.
A T4A playbook captures your firm’s approach in one place so anyone on the team can step in and deliver consistent, high‑quality work.
Here’s why you need one, and exactly what to include.
Why a T4A playbook matters
A good playbook helps you:
• Reduce dependence on individual heroes
• Train new staff faster and more confidently
• Deliver a consistent experience to clients
• Avoid errors caused by improvisation and memory
It turns T4A work from “tribal knowledge” into a documented service your firm can scale.
What to include in your T4A playbook
1. Scope and philosophy
Start with a short section that explains:
• Which types of clients and payments your firm treats as in‑scope for T4As
• Your general approach to risk (for example, “we err on the side of reporting”)
• How T4A work fits into your broader compliance and advisory services
This gives staff context for the specific procedures that follow.
2. Roles and responsibilities
Spell out who does what. For example:
• Client manager – sets expectations with client, approves final slips
• Staff accountant – imports and prepares data in T4ASlip
• Senior/manager – reviews and signs off on higher‑risk files
• Admin or filing specialist – submits slips to CRA, handles confirmations
Include escalation paths for tricky questions (who to ask first, second, etc.).
3. Client communication templates
Provide ready‑to‑use wording for:
• Initial “T4A season is coming” emails
• Data request reminders and deadline nudges
• Clarification questions about unusual contractors or payments
• Final “we’ve filed your T4As” confirmations
Store these templates where your team actually writes emails (for example, in your practice management system or canned replies).
4. Data requirements and templates
Document exactly what information you need from clients, such as:
• Contractor legal name / business name
• Address and contact details
• SIN or business number (where applicable)
• Description of services
• Total paid per contractor per tax year
Include:
• A sample contractor data template (spreadsheet or form)
• Guidance on how clients should export payment data from common accounting systems
This section becomes your go‑to reference when clients ask, “What exactly do you need from us?”
5. Step‑by‑step workflow using T4ASlip
If you use T4ASlip, walk staff through your standard workflow, for example:
• Creating or updating contractor profiles
• Importing payment data and mapping columns
• Running validation checks and resolving flags
• Generating draft slips and summaries
• Marking files as ready for review and filing
Include screenshots or short notes on common pitfalls (for example, “Always double‑check the tax year selected”).
6. Review and quality control checklists
Provide checklists for:
• Pre‑preparation (data completeness and formatting)
• Draft review (totals, contractor details, unusual items)
• Pre‑filing review (final sanity checks and sign‑offs)
These checklists help enforce consistency, especially when multiple staff are involved.
7. Handling special cases
No playbook is complete without a section on edge cases, such as:
• Non‑resident contractors and potential T4A‑NR issues
• Situations where classification as employee vs contractor is in question
• Clients who consistently provide late or incomplete data
• Corrections and amended slips
You don’t need to cover every hypothetical, but document the scenarios you actually encounter and how you typically resolve them.
8. Timelines and internal deadlines
Clearly set out:
• When you start T4A outreach each year
• The firm’s data submission deadlines for clients
• Internal cut‑off dates for preparation and review
• The final filing deadline
Putting these dates in writing makes it easier to enforce them consistently.
9. Post‑season review process
Describe how your firm will:
• Review what went well and what didn’t after T4A season
• Capture improvements or changes needed in the playbook
• Update templates and T4ASlip settings accordingly
This keeps your playbook alive instead of turning it into a static document no one reads.
How T4ASlip fits into the playbook
T4ASlip shouldn’t be an afterthought in your playbook—it should be a core component. Use the playbook to define:
• Which staff are trained and authorized to use it
• How client data flows into and out of T4ASlip
• Which reports or dashboards your reviewers should check
• How T4ASlip records are archived for future reference
When everyone uses the tool in a consistent way, error rates drop and handoffs become smoother.
Getting started
You don’t need a perfect, glossy manual on day one. Start with:
• A simple document covering your current best practices
• A few templates and checklists your team already uses informally
• A clear outline of how T4ASlip fits into the process
Then commit to updating the playbook each year based on real‑world experience.
Over time, your T4A playbook will become a key asset—one that protects your firm, supports your staff, and provides a better, more consistent experience for every client you serve.