How to Update Company Information (Canada)

This article explains how to update your company’s legal name, address, and contact information in Payroll Configuration.

These details are used across the system and are critical for T4 year-end filing, as they automatically populate on T4 slips and the T4 Summary.

When Should You Update Company Information?

Review or update your details in the following scenarios:

• Your legal business name changes.

• Your CRA-registered address changes.

• Contact details need updating.

• You are preparing for T4 year-end filing.

• The End-of-Year process is pulling a blank or missing company address.

• You manage multiple subsidiaries or CRA Payroll Accounts (RPs).

Prerequisites

• Logged in with the Payroll Administrator or Administrator role.

• Multi-Subsidiary Note: If you have multiple subsidiaries or RPs, these steps must be completed for each one individually.

Step-by-Step Instructions

Step 1: Navigate to Payroll Configuration

1. Open Global Search.

2. Search for Payroll Config.

3. Open the Payroll Configuration page.

Step 2: Identify the Correct Subsidiary

1. Locate the applicable Subsidiary.

2. Tip: If applicable, sort or filter by Is Template Pay = No.

3. If you have multiple subsidiaries or payroll accounts, repeat the following steps for each entity.

Step 3: Open Company Information

1. Click View for the selected subsidiary.

2. Scroll down to the Company Info section.

Step 4: Update Company Details

Update the following fields exactly as they are registered with the CRA:

!IMPORTANT]

Even small differences (abbreviations, spacing, or missing fields) can impact CRA validations during T4 filing.

XML Character Limits for Electronic Filing:

To prevent CRA XML rejection, ensure your data fits these limits:

• Address Line 1 & 2: Max 30 characters each (including spaces).

• City: Max 28 characters.Step 5: Save Changes

1. Click Save to apply the updates.

2. The system will store this information at the company level for all future reporting.

⚠️ Year-End Filing Note: Blank Address on T4s

If the End-of-Year process shows a blank company address, the Company Info section is likely incomplete for that subsidiary.

Before generating T4s:

1. Navigate back to Payroll Configuration for the affected subsidiary.

2. Confirm all address fields are populated.

3. Return to the T4 End-of-Year page and refresh the data.

Address issues must be resolved before filing to ensure the CRA XML file structure is valid and accepted.

Best Practices

• Verification: Always verify information against official CRA records.

• Proactive Review: Check these details before starting the T4 End-of-Year process.

• Subsidiary Management: Update each subsidiary individually when multiple RPs exist.