We process QESI transactions electronically only and according to our set production schedule. Once your transaction files have been processed, we'll return, in the same transit file, processing reports on the status of each transaction (accepted, error or on-hold).

Sending transaction files

You must send us your transactions electronically in a single file and you must meet the following requirements:

• Your computer system must comply with interface transaction standards so it can send all the required transactions for sound management of your QESI file;
• Your file must contain all the standard transactions, i.e., those linked to a contract event;
• All transactions for the same contract must be in the same file.

You can send more than one file in the same year and for each production cycle.

File naming

There are very specific rules for naming files and reports. Each part of the file name has a precise value and objective.

A file containing transactions must start with one of the following capital letters, based on the type of file sent:

• C: QESI history or balance request file
• P: production data file
• T: test data file
• Y: QESI history or balance request test data file

Each file must also contain the following numeric data, in a specific order:

• Mandatary's NEQ: It has ten characters.
• Date and time sent: This is the date (year, month and day) and time (hour, minutes and seconds) the mandatary sends the file. It has 14 numeric characters (YYYYMMDDHHMMSS).

Incorrect files

All files we receive must follow the naming rules, and each production file must be unique. So it's important to check that an incorrect file is not a duplicate of a file you already sent us.

Processing reports

After processing transactions (other than type 11), we produce the following three types of reports below to inform you of the status of each transaction you sent us:

• an error report (.err) (type 12);
• one of the following processing reports:
  • determination made by the Minister (.pro) (type 21/type 22)
  • new determination made by the Minister (.nou) (type 31/type 32)
  • notice of assessment (.cot) (type 41/type 42)
  • processed beneficiary replacement transactions (.rem) (type 53)
  • processed inter-plan transfer transactions (.tra) (type 54)
  • processed educational assistance transactions (.pae) (type 55)
• an on-hold transactions report (.att) (type 43).

Type 11 transactions can generate these two types of reports:

• processed QESI history or balance request transaction report (.CSV);
• rejection processing report (Rejet.CSV).

Naming processing reports

There are very specific rules for naming files and reports. Each part of the report name has a precise value and objective.

Processing reports with extensions .pro, .cot and .nou

These processing reports begin with a capital P, for a production data file. Each file must contain the following numeric data, in a specific order:

• Mandatary's NEQ: It has ten characters.
• Taxation year: This is the taxation year processed. It has four characters. (YYYY).
• Date and time of Revenu Québec processing: This is the date and time (hour, minutes and seconds) we send the file. It has 14 characters (YYYYMMDDHHMMSS).
• Extension: Based on the report produced.

Processing reports with extensions .err, .att, .rem, .tra and .pae

These processing reports begin with a capital P, for a production data file. Each file must contain the following numeric data, in a specific order:

• Mandatary's NEQ: It has ten characters.
• Date and time sent: This is the date and time the mandatary sent its initial file. It has 14 characters (YYYYMMDDHHMMSS).
• Date and time of Revenu Québec processing: This is the date and time (hour, minutes and seconds) we send the file. It has 14 characters (YYYYMMDDHHMMSS).
• Extension: Based on the report produced.

Processing reports with extensions .CSV and Rejet.CSV

These processing reports begin with a capital C, for a QESI history or balance request file. Each file must contain the following numeric data, in a specific order:

• Mandatary's NEQ: It has ten characters.
• Date and time sent: This is the date and time the mandatary sent its initial file. It has 14 characters (YYYYMMDDHHMMSS).
• Extension: Based on the report produced.

Notice of assessment (.cot)

The notice of assessment processing report (.cot) is also sent electronically. It contains all the data explaining the QESI amount claimed or repaid.

When you receive this processing report for a taxation year, you must always validate these two sections:

• RT41, the summary of assessment containing the amounts to be paid or the refunds to be received for all the contracts concerned;
• RT42, the notice of assessment containing the details by contract of the QESI amounts payable or receivable.

Analysis of several notices may be necessary for an amended transaction.

If you need to repay us a QESI amount, see the Notice of assessment processing report to correctly complete remittance slip TP-1129.66.6.S, Impôt spécial relatif à l'incitatif québécois à l'épargne-études – Solde à payer.

Reading a notice of assessment with amended transactions

If you amend a Special tax return transaction (type 06) for a contract, a Notice of assessment processing report (.cot) will be sent to you for the taxation year concerned. The notice type 2 will be entered the 042-042 position of tab RT42 for the contract.

All the Notice of assessment processing reports have the same fields in tabs RT41 and RT42. If a transaction is amended, the balance payable for the contract will be incomplete in tab RT42, as it must be added to the balances of previous notices.

To find a previous notice, see the Previous notice number line (053-062) and add the amounts to get the amount to be paid or refunded for the taxation year by doing this calculation:

Balance of current notice + Balance of all previous notices (for the same taxation year) – Amount already received (for the same taxation year) = Balance to be paid or refunded for an amended transaction

Production schedule

The QESI production schedule has ten production cycles per year. For more information refer to the IQEE – Calendrier prévisionnel – Fichiers à transmettre à Revenu Québec et versements (see courtesy translation SW-171-T).

The schedule shows the weeks when a production cycle begins, when processing reports will be available on your platform, and when QESI amounts can be paid.