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This article applies to:

  • Product: ONESOURCE Fringe Benefits Tax

Generate RFBA letters

You can use ONESOURCE Fringe Benefits Tax to generate an RFBA letter as a mail-merged.pdf document, or sent directly to the employee's email.
  1. Select
    Administration
    , then
    RFBA Letters
     from the navigation bar.
  2. Select the letter to generate.
  3. Select
    Generate
     on the toolbar. The list opens, showing the employees with a reportable fringe benefits amount over the $2,000 threshold.
  4. You can use filters to narrow the search. Select a dropdown for the category to use as search criteria, then select the
    Search
     button. For example, to show only the employees whose last names begin with a specific letter, you would select the
    Last Name range from
     dropdown, then select the letter in the list.
    note
    You can select the
    Show all employees
     checkbox to show all your employees. However, if you select this option, the list will expand to all employees with any reportable benefit, regardless of the $2,000 threshold. Use the
    Show all employees
     option only if you intend to expand the list of employees to include all employees who have received a fringe benefit, even if they may not have a reportable fringe benefit amount.
  5. Once you have created the list of employees to work with, you can generate the RFBA letters. Select the
    Generate Letters
     button on the toolbar.
  6. On dialog 1 of the wizard, select the
    Next
     button.
  7. Use the dropdowns to select a sorting method, then select the
    Next
     button.
  8. On dialog 3 of the wizard, use the
    Include
     and
    Exclude
     columns to specify columns from the table that will appear in the letter.
    • To add a field to the Table of Benefits: Select a field in the
      Available Fields
       box, then select the single arrow icon to add that field to the fields to include in the letter
    • To add all the fields in the Available Fields box to Table of Benefits: Select the icon with the two arrows.
  9. If you want to summarise benefit types into 1 row, select the
    Summarise by Benefit Type
     checkbox.
  10. Select the
    Next
     button.
  11. On dialog 4 of the wizard, select the method for creating the letter.
    • If you select
      Export
      , PDF files are generated and sent to your computer's Downloads folder.
    • If you select
      Email
      , PDF files are created and emailed directly to the employee.
  12. Specify the file name for the PDF.
  13. Select
    Next
     to review the actions to be completed.
  14. On dialog 6, select the
    Generate
     button.

Create a Custom file name

When saving to the PDF format, you have the option to construct a file name that best suits your needs. In the following example, files will be saved using the convention EmployeeID-LastName.pdf.
You can use any combination of options from the
Available Fields
 box and
Delimiters
 box to construct the file names.
note
If multiple PDFs are being generated, the files will be saved in one ZIP file.

Email RFBA letters

To use the email function, a valid email address must be associated with every employee ID, and you must use a valid 'reply-to' address to receive bounce-back confirmations.
Be sure to send a test email to yourself or a work colleague before sending to employees.
If you choose the email option you must complete the following:
  • Email subject
  • Email body
    note
    The body text can be styled but you cannot use images.
  • Email reply-to address
Sending emails
If you intend to generate more than 2,500 letters as PDFs or as emails at once, you should consider creating the RFBA letters in smaller batches of up to 2,500.
ONESOURCE Fringe Benefits Tax uses an email server for sending emails from a Thomson Reuters mail account. The 'Reply-to' address you enter is used for bounce backs and for employees to reply directly to your 'Reply-to' address.
ONESOURCE Fringe Benefits Tax will create a log of those employees you attempted to send the letter via e-mail and will send this list to the 'Reply-to' mailing address, as well as a list of those it was unable to e-mail (for example, if the
Email Address
 column in the Employee workpaper was blank, or the email address was invalid).
If an email fails, a message will be generated and sent to the Reply-to mailing address.
note
We can't always confirm whether the email address has worked, but we do check that is it not blank or invalid.

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