PAYE Annual Return

Tags: PAYE Annual Return

The Return of Emoluments Paid and PAYE Deducted, otherwise referred to as the PAYE Annual Return or the TD4 Summary Return, is filed yearly by employers. Employers declare all emoluments paid to their employees and taxes deducted and remitted to the Board of Inland Revenue (BIR). The PAYE Annual Return is due no later than February 28th of every year and covers the income and taxes paid in the preceding calendar year. The return makes provisions for employers whose fiscal year differs from the calendar year.

Employer's Responsibilities

The employer has to fulfil responsibilities to

  1. Employees
  2. The Board of Inland Revenue (BIR)

Employer's Responsibilities to Employees

  • Issue PAYE Annual Return Supplementary Forms, otherwise known as TD4 Forms or TD4 Certificates no later than the last day of February of the year following when taxes were deducted;
  • Retain a copy of each PAYE Annual Return Supplementary Form (TD4 certificate) issued for their records;
  • Complete the IT76 form for Directors or employees in receipt of expenses, payments, or benefits;
  • File the PAYE Annual Return including a copy of each PAYE Annual Return Supplementary Form (TD4 certificate) and IT76 form issued;
  • Distribute two copies to each employee of their PAYE Annual Return Supplementary Forms (TD4 Certificate).

Generating PAYE Annual Return Supplementary Forms (TD4 Certificates)

Employers may now generate and print their employee's TD4 Certificates using an IRD pre-approved template.

The following templates are available

Templates for previous years are available on the IRD Forms page.

A step by step guide on how to fill out and print TD-4 Certificates using either template is available here.

Please note that absolutely no modifications or alterations to the header of the template are allowed.

Printing PAYE Annual Return Supplementary Forms (TD4 Certificates)

PAYE Annual Return Supplementary Forms (TD4 Certificates) must be printed

  • On plain white paper;
  • 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.

Expenses, Payments made and Benefits etc., provided by Employer (IT-76 Form)

A fillable version of the IT-76 form is available below

Employer's Responsibilities to the BIR

  • Submit a PAYE Annual Return on or before the last working day of February each year;
  • Attach one copy of each PAYE Annual Return Supplementary Form issued;
  • Attach one copy of each of the IT76 forms issued.

How to file the PAYE Annual Return

Effective February 2021, the Inland Revenue Division (IRD), will be introducing a new service that allows employers to prepare and submit their PAYE Annual Return & PAYE Annual Return Supplementary Forms electronically on its e-Tax platform. The service will be available for both Logged-In users, for Filing Year 2018 to present, and Non-Logged-In users for Filing Year 2019 to present.

Users of the Non-Logged-In service will be required to print, sign and submit the Declaration Form to any Board of Inland Revenue office. The return will be considered filed ONLY when the taxpayer drops off the signed Declaration Form. Failure to drop off the Declaration Form before the due date may result in penalties being assessed to the employer.

Logged-in users will be able to file the PAYE Annual Return electronically. The return is considered received by the IRD once submitted and the user is not required to drop off any forms or documentation when the return is submitted via the Logged-in service.

IRD will no longer be accepting paper PAYE Annual Return & PAYE Annual Return Supplementary Forms from employers for the years 2019 and onwards after February 2021. Employers will no longer be required to submit signed and stamped printed copies of the PAYE Annual Return Supplementary Forms/TD4 Supplementary Forms. 

 


How to file via e-Tax logged-in service

How to file via e-Tax non logged-in service

Guides

FAQs

PAYE Annual Return

Q: Is the PAYE Annual Return the same as the TD4 Summary Return?

A: Yes.

Q: Is the PAYE Annual Return Supplementary Form the same as the TD4 Certificate?

A: Yes.

Q: What do I need to submit the PAYE Annual Return (TD4 Summary Return) & PAYE Annual Return Supplementary Forms (TD4 Certificates) online?

A: The same information used for the submission of monthly PAYE returns is required.

Logged-in Service

  1. A valid ttConnectID
  2. e-Tax access and password

Non Logged-in Service

  1. BIR Number
  2. PAYE Account Number
  3. Valid Letter ID

Q: if my business has multiple branches, can I submit one PAYE Annual Return for all my branches?

A: If each branch has a separate PAYE Account number, then a PAYE Annual Return is required for each branch.

Q: What happens if an employee does not have a BIR number?

A: You can apply for a BIR Number either by using https://etax.ird.gov.tt or by visiting any of IRD’s Regional Offices.

Q: Is there a limit to the size of the file I can attach?

A: Yes, 10 MB.

Q: Can I attach more than one file?

A: No.

Q: Can I submit the paper PAYE Annual Return Forms?

A: No, effective February 2021, PAYE Annual Returns for income years 2018 and onward for Logged-In Users, and income years 2019 and onwards for Non-Logged-In Users must be filed electronically.

Q: How do I create a TD Supplementary file?

A: The most common way to create a .csv file is by using Microsoft Excel®

  1. Open or create your file in Microsoft Excel (version 2010 or later);
  2. Remove or replace all commas in any fields
    Important! - if there are commas in the field data, the file will not be imported properly. Do not enclose the field in double quotation marks;
  3. Click on 'FILE' in the main menu;
  4. Click on 'Save As';
  5. Choose a location to save the file;
  6. Save as window will be opened. Under 'Save as type:' select CSV (Comma delimited) (*.csv) for a PC or CSV UTF-8 (Comma delimited) for a Mac;
  7. Click on the 'Save' button.

Q: What can I do if I cannot create a file in the required format?

A: You can manually enter the PAYE Annual Return Supplementary Form details directly into the system.

Q: Can I amend a file after it is submitted?

A: No, you will be required to send an email to compliance@ird.gov.tt indicating the changes required.

Q: If I used the non-logged in version of e-Tax to prepare the PAYE Annual Return, do I need to still drop off the Declaration Form?

A: Yes, you are required to drop off the Declaration Form at any IRD office. Taxpayers who use the logged-in service (with their ttConnectID) do not need to submit a Declaration Form.

Q: What happens if I do not submit the PAYE Annual Return & PAYE Annual Return Supplementary Form information?

A: You may be fined a sum of $3,000 on summary conviction.

Q: How do I submit the IT76 Forms?

A: Employers can attach copies of the IT76 during the return process. The IT76 form is available here.

PAYE Annual Return Supplementary Form (TD4 Supplementary Form or TD4 Certificate) & IT76 Form (Benefits in Kind) for employees

Q: Is the PAYE Annual Return Supplementary Form the same as the TD4 Supplementary Form or the TD4 Certificate?

A: Yes.

Q: Are employers required to request PAYE Annual Return Supplementary Forms from IRD?

A: No, employers can either use the PAYE Annual Return Supplementary Form template available at the 'Generating PAYE Annual Return Supplementary Forms (TD4 Certificates)' section above or follow instructions to generate PAYE Annual Return Supplementary Forms for employees.

Q: Are employers required to send in hard copies of the PAYE Annual Return Supplementary Forms to IRD?

A: Employers are required to submit the PAYE Annual Return Supplementary Form details on the PAYE Annual Return. Employers will no longer be required to submit signed and stamped printed copies of the PAYE Annual Return Supplementary Forms/TD4 Supplementary Forms.

Q: Will employees be required to submit their PAYE Annual Return Supplementary Form (TD4 Certificate) when completing their individual income tax returns?

A: Yes, the PAYE Annual Return Supplementary Form should be attached.

Q: Are there specific requirements for the printing of PAYE Annual Return Supplementary Forms (TD4 Certificates) for employees?

A: Yes, see the 'Generating PAYE Annual Return Supplementary Forms (TD4 Certificates)' section above.