PAYE ANNUAL RETURN - PRINTING GUIDE - TD4

SUPPLEMENTARY FORMS
 TAGS: PAYE ANNUAL RETURN, PRINTING GUIDE, TD-4, TD4 CERTIFICATE

Employers may now print their employee's TD-4 Certi cates using an IRD pre-approved template.

The following templates are available

Portable Document Format (.pdf) le

Microsoft Word® Document Template (.dotx) le

A step by step guide on how to ll out and print TD-4 Certi cates using either template is below.

PORTABLE DOCUMENT FORMAT (.PDF) FILE

Suited for employers who submitted their TD4 Supplementary Form information manually or employers who only have
a small number of forms to print.

1. Download the .pdf le (F-TD4_Supplementary--2020.pdf);

2. Enter relevant information

Fillable areas are usually highlighed in light blue;

Click in the area where you want to enter information;

Type the relevant information into the eld;
Repeat until all relevant information is entered into the template;
3. 'Save As' or 'Print' the lled .pdf as necessary.

4. If the TD-4 is for severance pay, the employer may stamp the words "Severance Pay" below the Income Year in
the top right corner, or they may download and use this .pdf le with the words already added (F-
TD4_Supplementary_Severance--2020.pdf).

Please do not forget to stamp and intial the form.

MICROSOFT WORD DOCUMENT TEMPLATE (.DOTX) FILE

This process uses Microsoft Word's Mail Merge functionality to generate the TD-4 Certi cates, as such pro cency
with Microsoft Of ce® (2013 or later) is required. Suited for employers who submitted their TD4 Spplementary Form
information via .csv le upload or employers whose TD4 Spplementary Form information can be imported into
Microsoft Word e.g. from an Microsoft Excel®  le, or a database.

1. Download the .dotx le (F-TD4_Supplementary--2020.dotx);

2. Copy the le to the templates folder of Microsoft Word on your local machine;

Windows 10: /Documents/Custom Of ce Templates/

macOS (10.8 or greater): /Users/username/Library/Group Containers/UBF8T346G9.Of ce/User
Content/Templates/
3. Launch Microsoft Word and start a new le based on the template by clicking File > New > Custom;

Note: For users of Of ce 2013, this button may say Personal instead of Custom.

4. Prepare the input data (TD-4 Supplementary infrormation) for a Mail Merge. If using a Microsoft Excel
spreadsheet or a .csv le

All data to be merged must be in the rst sheet of the spreadsheet;

Add column headings if not present. This will help match the eld name to be inserted in the mail merge
with the correct location in the template;
Correctly format data entries with percentages, currencies, and postal codes in the spreadsheet so that
Word can properly read their values;
The Excel spreadsheet to be used in the mail merge is stored on your local machine or a network le
share;
Changes or additions to the le must be completed and saved before the le is connected to the mail
merge document in Word. The le will not be available to be edited during the mail merge.
5. Connect to the data source.

Microsoft Excel spreadsheet or a .csv le

1. Go to Mailings > Select Recipients > Use an Existing List
2. Browse to the location of the imput data le
3. Click 'Open'
Access database
1. Open the Access database that contains the information;
2. If the Navigation Pane if not open, Press F11 to open it;
3. Select the table or querry that contains the information;
4. On the External Data tab, in the Export group, clic Word Merge;
5. Follow the steps of the Microsoft Word Mail Merge Wizard to complete the connection;
Other database les
1. Go to Mailings > Select Recipients > Use an Existing List then choose New Source to open the
Data Connection Wizard;

2. Follow the steps of the Data Connection Wizard to choose and connect to the data source;
6. Edit the mailing list

Choose Mailings > Edit Recepient List

 In Mail Merge Recipients, clear the check box next to the name of any person who you don't want to print
a TD-4 Certi cate for

7. Insert a merge eld linking to the relevant information.

Fillable areas are highlighed in light grey

Click in the grey area where you want a merge eld
Go to Mailings > Insert Merge Field
A list of available data elds will be shown. Select the eld name to be inserted.

Repeat, adding other merge elds, until all elds in the template are lled;
8. Preview and nish the mail merge

After you insert the merge elds you want, preview the results to con rm that the content is okay. and
then you're ready to complete the merge process by clicking Mailings > Preview Results;

Choose Next or Previous to move through records in the data source and view how they appear in
the document.
Go to Mailings > Finish & Merge > Print Documents or Send E-mail Messages

9. If the TD-4 is for severance pay, the employer may stamp the words "Severance Pay" below the Income Year in
the top right corner.

Please do not forget to stamp and intial the form.

RESOLVE ANabsolutely
Please note that ISSUE no modi cations or alterations to the header of the template is allowed.
PRINTING PAYE ANNUAL RETURN SUPPLEMENTARY FORMS (TD4 CERTIFICATES)
Objecting to an Assessment

PAYE Annual Return Supplementary Forms (TD4 Certi cates) must be printed
LEARNOn plain
MORE white paper;
News On US letter (8.5" x 11", 215.9 mm x 297.4 mm) or A4 (8.27" x 11.69", 210 mm x 297 mm) paper;
On 20 lb or greater weight paper.

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