Sending RL Slips and Summaries Online

You can use one of the two methods below to send RL slips online.  

Transmitting RL Slips Online service

You can send RL slips using the Transmitting RL Slips Online service. You must send the RL slips as data in an XML file. In addition, the software you use must be certified by Revenu Québec for online data transmission.

Steps

Follow the steps below to send your RL-slip data files in XML. 

Registering as a transmitter and obtaining a transmitter number

You must have a transmitter number (composed of the letters NP and six digits) in order to send RL-slip data files in XML.

To obtain a transmitter number, complete and return to us a copy of the Transmitter Registration Form (ED-430-V). Once we process the form, we will confirm your registration in an email providing your transmitter number and a series of sequential numbers that you must use for each type of RL slip you send us.

Your transmitter number and the series of sequential numbers are reserved for you and must be reused each year. 

Updating your RL-slip transmitter file

Once you have registered as a transmitter, by mid-December of each year, we will send you a letter confirming your:

  • transmitter number; and
  • your series of sequential numbers for each type of RL slip. 

You must contact the Division de l'acquisition des données électroniques by email at edi@revenuquebec.ca or by telephone at 418 659-1020 or, toll-free, at 1 866 814-8392 if:

  • You need a series of sequential numbers for a type of RL slip not listed in the letter.
  • The series of sequential numbers for a given type of RL slip is insufficient.
  • There are changes to your contact information, the software you use or the resource person(s) given in the registration form. 

Be sure to have your transmitter number on hand.

Entering data

See RL slips for information on the data to be entered in the boxes of each RL slip.

Transmitter number

You must enter your transmitter number in each RL-slip data file in XML you send us using our Transmitting RL Slips Online service.

Sequential numbers

A sequential number must be entered on each RL slip in your RL-slip data file in XML. The sequential numbers have nine digits:

  • The first eight digits are assigned by Revenu Québec.
  • The ninth digit is a check digit, which is calculated by your software.

The sequential numbers identify each RL slip you send using our Transmitting RL Slips Online service. These numbers are mandatory, non-repeating and are specific to each transmitter for all types of RL slips.

Example

Once you are registered as a transmitter, we assign you a series of sequential numbers from 10145875 to 10146174 for RL-1 slips. You prepare RL-1 slips for three clients (the issuers) that have 25, 70 and 150 employees, respectively. For each of these clients, you must use the following series of sequential numbers:

  • client with 25 employees: 10145875 to 10145899;
  • client with 70 employees: 10145875 to 10145944;
  • client with 150 employees: 10145875 to 10146024.

The series of sequential numbers is reused each year, provided there are enough numbers for the number of RL slips the issuer must file and you begin with the first number in the series each fiscal year.

To obtain a series of sequential numbers, contact the Division de l'acquisition des données électroniques:

  • by email at edi@revenuquebec.ca;
  • by telephone at 418 659-1020 or, toll-free, at 1 866 814-8392.

Employer's identification and file numbers

The employer's identification and file numbers, which identify the issuer of each RL slip, must be entered in each RL-slip data file in XML you send, with the exception of the RL-8, RL-15, RL-24, RL-30 and RL-31 slips. The XML file will be rejected if the numbers are invalid or omitted. 

The employer's identification number is composed of 10 digits, and the file number contains the letters “RS,” followed by four digits. "RS" indicates the business is registered for source deductions. This number appears on the Summary of Source Deductions and Employer Contributions (RLZ-1.S-V). An employer's identification and file number looks like this: 0000000000RS0001.

Québec enterprise number of the RL slip issuer

The Québec enterprise number (NEQ) of the RL slip issuer can be entered in the RL-slip data files in XML you send, with the exception of the RL-8, RL-30 and RL-31 slips. 

The NEQ has 10 digits.

Social insurance number of the recipient

Individuals are required to provide their social insurance number to any person who must file an RL slip on their behalf. Individuals who do not have a social insurance number must apply to Service Canada to obtain one. Failure to provide this number may result in a penalty for both the individual and the person filing the RL slip on the individual's behalf.

Entering amounts

When entering amounts, never enter a space or a dollar sign ($).

You can use either a comma or a period to separate whole-dollar amounts from cents. For example $12,100.36 can be entered as 12100,36 or 12100.36.

If the amount to enter in an RL-slip box is greater than $9,999,999.99, break it down into smaller figures that do not exceed the character limit. File a separate RL slip for each of the figures. In this case, make sure the RL slips have different sequential numbers.

Entering additional information

Boxes for additional information can contain the following:

  • the additional information code;
  • the amount or information corresponding to the additional information code.
Note

You must prepare another RL slip if you have more than four pieces of additional information to enter (or more than 28 for RL-15 slips). Each RL slip must have a different sequential number.

Preparing RL-slip data files

The RL-slip data files in XML you prepare using your software must meet our requirements for online data transmission and be certified by Revenu Québec for that purpose. You must obtain a new certification number for each taxation year (for example, RQ-99-99-999).

Name of RL-slip data files in XML

The name of the RL-slip data file in XML you send using our Transmitting RL Slips Online service must have fewer than 30 characters. You can select a name of your choice. A file name looks like this: 2016NP123456RL01Original001.xml.

Size of RL-slip data files in XML

RL-slip data files in XML must not contain more than 1,000 RL-slip groups, each composed of one or more RL slips of the same type and an RL-slip totals record (tag T). There should be one group per issuer. In addition, the file size must not exceed 300 MB. However, you can send your data in a compressed ZIP file. We recommend you compress all files over 10 MB.

A compressed  ZIP file can reduce the size of an XML file by 92% to 96%. For example, a 300-MB compressed file would contain the equivalent of 3.6 GB of data.

Note

Compressed files cannot be password protected. In addition, our Transmitting RL Slips Online service will not accept encrypted RL-slip data files in XML. Our data transmission network is already secure.

When sending files less than 300 MB in size, you may still encounter problems if the equipment you use performs poorly, if you have a low-capacity Internet connection or if you try to submit the data shortly before the deadline. These problems are in no way related to our systems.

Sending RL-slip data files in XML

To send us RL-slip data files in XML, you must use our Transmitting RL Slips Online service. If you can access the service using your software, follow the instructions provided by the service. Make sure that you have selected the right file before sending it. 

When sending your file, be sure that the package type, the type of RL slip, the taxation year and the transmitter number displayed on screen match those in your RL-slip data file in XML. Any difference will render the file invalid. The table below provides information on the types of packages possible.

Type of package Code entered in the RL-slip data file Code in the "Code du relevé" box on the RL slip Description
Original file 1 R Original RL-slip records must be used to transmit official information.
Amended file 4 A Amended RL-slip records must be used to replace previously sent valid RL slips that contain incorrect information.
Cancelled file 6 D Cancelled RL-slip records must be used where valid RL slips were sent in error.

Receipt of RL-slip data files by Revenu Québec

Once your RL-slip data file has been sent using our Transmitting RL Slips Online service, a page providing a reference number will display. This number confirms that we have received your file.

You must keep this number as we will use it as a reference when informing you of the status of your files (valid, invalid or rejected).

Validation of RL-slip data files sent to Revenu Québec

Once your RL-slip data file has been processed, you will receive an email informing you of its status (valid, invalid or rejected) provided that: 

  • you entered a valid email address in your RL-slip data file; or
  • your transmitter file contains a valid email address. 

If you do not receive an email informing you of the status of your file within 4 hours of sending it, contact the Division de l'acquisition des données électroniques at edi@revenuquebec.ca. Make sure to include your transmitter number and reference number in your email.

Printing RL slips for distribution to recipients

If you have received confirmation that the RL-slip data file you sent is valid, you may print the RL slips to be distributed to the recipients

Validation report for RL-slip data files

We will mail you an RL-Slip Data File Validation Report for each RL-slip data file that you sent us only if a file contains errors (valid in part, invalid or rejected). The report will list the error messages (S) and warning messages (A). 

The files for which the letter S (error message) appears in the first column (Record-seriousness) of the validation report must be corrected and resent. You must resend the entire RL-slip data file that contains the corrected RL slips, not just the individual corrected RL slips.

The letter A (warning message) in the first column indicates that corrections may have to be made in the future.

Note

We do not send a RL-Slip Data File Validation Report for an error-free, valid XML file.

Filing function in authorized software

If you use authorized software to complete RL slips, the software may also let you file them with us. Contact the developer to find out if this is the case.

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