As we approach the end of the calendar year, please note that Financial Services will require specific information as it relates to the annual issuance of tax slips (e.g., T4A, T4A-NR, T5, NR4) .
We are required to issue a tax slip in the following situations:
- Fees for Service (box 048) – payments of $500 (before GST/HST) or more during the tax year to an independent contractor (e.g., consultant, self-employed individuals).
- Scholarships, Bursaries, Fellowships, Research Grants, Prizes (box 105) – payments of $500 or more.
- Other Income (box 028) – payments of $500 (before GST/HST) or more during the tax year to individuals that do not fall within the other categories.
- Annuities (T5 box 19; NR4 box 26/17)
- Payments covered under Indian Act (exempt income) – Other Income (box 144)
- Payments that included withholding – payments with withholding income tax (no threshold).
There are other situations where a T4A is required, please visit T4A slip – Information for payers - Canada.ca for more information. Also, at this time T4As will only be issued to unincorporated businesses, corporations will not be issued a T4A tax slip.
Obtaining the payee’s SIN is essential for issuing tax slips. If one cannot be obtained, then we need to be able to provide proof to CRA that reasonable means were used to obtain the SIN. Failure to document properly could result in fines from CRA. More information on how we use this information can be found: Collection of Social Insurance Number for T4A Issuance-FINAL.docx
Initial reports will be pulled by General Accounting starting the end of December. Privacy and security are a critical component of this process. In service of that, if there is missing information a secure private Teams Group will be setup with specific individuals within each of your departments to coordinate the collection of the missing information. DO NOT include SIN information in email correspondence.
It is the responsibility of the department to obtain this information, and it should be collected before payment is made (including a complete home mailing address and SIN). If you have questions about secure collection processes please contact finance@queensu.ca.
All slips will be sent via letter mail; electronic copies of issued tax slips will not be provided. Slips will also be filed with CRA and can be accessed using their CRA online account.
Financial Services will require this information by January 14, 2026, this allows time for staff to review and prepare the tax slips to meet the CRA deadlines.