UFile overview

The software used to prepare tax returns for the CVITP is a customized version of UFile (UFile CVITP) that has been tailored specifically for use by volunteers.

Each year, when the most current version of UFile CVITP is available (typically in late January), approved organizations will be sent an email containing activation keys and instructions for installing the software.

To help you install the UFile CVITP software, watch the tutorial How to install the UFile CVITP software or follow the step-by-step instructions on the Tax software and EFILE for the CVITP page.

Please note: This is a YouTube video, and will only appear for those with unrestricted Internet access.

How to install the UFile CVITP Software

Important note

Using the UFile software for the CVITP only.

  • Do not copy or allow copies to be made of the UFile software
  • Only use UFile to complete returns for eligible individuals
  • Do not use the UFile software for monetary gain

Disclaimer

This training uses screenshots taken from prior versions of the UFile CVITP software and consequently, the images may differ slightly from the current version of UFile CVITP. The content is accurate and generally, the only difference will be the tax year being referenced. Should the current year’s software contain any significant changes, a new screenshot will be published as soon as possible.



UFile CVITP software overview

If you are using your own computer to prepare returns for the CVITP, your organization’s coordinator will email you an activation key.

If you are asked to prepare a prior year tax return and the UFile CVITP software for that year has not been installed on the computer that you are using, visit the UFile website ufile.ca/products/cvitp to download the appropriate version of the software.

Note

Please note that you will need an activation key for each year that you are installing. These can be obtained from the contact person at your community organization or from your CRA coordinator.

For volunteers and/or organizations who may not have internet access and are unable to install the software from the UFile website, a limited number of installation CDs are available. Contact your CRA coordinator for more information.

Text version

UFile CVITP (Community Volunteer Income Tax Program) screen

Previous versions: 2017, 2016, 2015, 2014, 2013, 2012, 2011, 2010, 2009, 2008, 2007, 2006, 2005, 2004, 2003, (versions prior to 2006 work only with Windows XP) is highlighted

UFile CVITP system requirements:

  • Operating system: Windows® 10
    • Macintosh (Apple) operating systems are not compatible with the UFile CVITP software
  • Hard disk space: 250mb available
  • Display: Video card and monitor capable of 1024x768 resolution at 256 colours (16-bit colour recommended)
  • Internet access is required in order to use EFILE and obtain the latest software updates

Important note

As of January 14, 2020, Microsoft will no longer provide support for their Windows 7 operating system (OS). This means that patches or updates will no longer be available, leaving the Windows 7 OS exposed to vulnerabilities. To protect taxpayer information, any computer or laptop to be used in the CVITP program requires an upgrade to the Windows 10 OS.

The UFile CVITP software will display the following logo:

Text version

Logo of UFile software: half of a white maple leaf on red background and text UFile CVITP.

If the logo displayed is not the CVITP version, follow these steps:

  • Complete the activation
  • Start UFile
  • Click settings (above the logo)
  • Click EFILE-NetFile setup
  • In the field In what capacity are you preparing tax returns?
    • select Volunteer with the CVITP
  • Click Save, at the bottom
    • pop-up windows appears
  • Select Restart
UFile welcome screen

Once you open UFile, you will see the welcome screen.

Text version

UFile 2018 screen

Start tab is highlighted

To move from one section to another, use the tabs along the top menu bar: Start, Interview, Review, Tax Return, and EFILE.  

Note

You will not be able to navigate to the Review, Tax Return, or EFILE tabs until all mandatory fields have been entered in the Interview.

The search feature (magnifying glass icon), help menu (question mark), and settings menu (gear icon) are located in the top-right corner of the software.

The search feature allows you to find information about a specific topic. For example, if you type spousal amount into the search box, a pop-up window opens listing all topics that include references to the spousal amount.

The help menu opens the main page of the onscreen help system. This main page provides links to the most common topics, as well as an alphabetical index of all topics. You may also access the help menu by clicking on New Tutorial.

The settings menu allows you to Check for updates, Register the software, and complete the EFILE-NetFile setup.

Start on a new tax file is where you would click to begin a new tax return.

EFILE-NetFile setup

In order to electronically file (EFILE) tax returns, you must complete the EFILE-NetFile setup. The EFILE-NetFile setup is made available during the installation process, or you may access it by selecting the settings menu (gear icon).

In what capacity are you preparing tax returns? should be defaulted to Volunteer with the CVITP, and the Electronic filing method should have EFILE pre-selected. If these fields are not automatically filled in with those options, you are not using the CVITP version of UFile and will have to follow the instructions provided in the UFile CVITP software overview.

Be sure to complete all mandatory fields in the EFILE registration information section as well as the information about your organization. Enter the same information that you used when applying for your CVITP EFILE number.

Note

New this year, your organization is responsible for sharing their CVITP Organization Identification Number (COIN) with volunteers and ensuring it is entered into UFile CVITP.

In the EFILE-NetFile setup, Yes is selected automatically for the question, Do you have a COIN?

  • If your organization provided you with their COIN, enter the number.
  • If you do not have a COIN, select No and proceed as normal. You will still be able to prepare and transmit a tax return if you do not include a COIN.

Make sure you verify the COIN entered. An invalid COIN will generate an error message that will prevent you from saving your settings.

For more information on the COIN see Preparing income tax returns: before, during and after, under EFILE NetFile setup in settings.

Text version

EFILE-NetFile setup screen

Volunteer with the CVITP is highlighted

EFILE is for professionals and CVITP tax preparers only is highlighted

Part A – Identification Information section is highlighted

Part B – Information about your business or organization is highlighted

Yes is selected for Do you have a COIN?

Clear All button is highlighted

Clear Part A button is highlighted

Save button is highlighted

If you are working on a computer that is also used by other volunteers with the same community organization, you must open the EFILE-NetFile setup and ensure that your EFILE number, password and COIN (if available) are entered correctly before completing any tax returns.

Note

When you are finished using the computer, remember to remove your identification information from Part A of the EFILE-NetFile setup page by clicking on Clear Part A, and then Save. The information for the business/organisation will still remain in Part B. If you need to delete all information, including the business/organisation, click Clear All.

Screen sizing options and help functions
Text version

UFile screen

Under Interview tab

Family Head sub-tab

Zoom option is highlighted

Chevrons (left and bottom of the page) are highlighted

Question mark beside Designation (e.g. Mr., Mrs., Dr., etc.) is highlighted

If you want to resize the software window, a zoom scaling option is available on the top-right of the screen. The default setting is 100%.

Also, the 2 chevrons allow you to adjust the sizing of the main window, the left side menu, and the Errors, Warnings, and Information section at the bottom of the screen.

If you need further details or tips about what to type into an entry field, click the question mark beside that field and the UFile help window will open, providing you with further information.

Identification
Text version

UFile screen

Under Interview tab

Family Head sub-tab is selected

Identification topic is highlighted

Errors button is highlighted

Next button is highlighted

Once you open UFile CVITP and select Start on a new tax file, the Identification section from the Interview tab will display. This is where an individual’s identification information is entered.

Family Head is the term used by the tax software to indicate the first individual entered into UFile. The second individual entered will be referred to as spouse or dependant, whichever is applicable. Entering an individual’s details may generate additional sections in the left side menu, or provide you with tax saving ideas (under the Review tab). For example, when the date of birth is entered for a dependant under 18 years old, UFile will automatically generate a section for Child care in the left side menu.

Mandatory fields will have a red asterisk (*) appearing to the right of the field description.

Note

At the top of each page, UFile provides you with important instructions on how to complete that section. It is always recommended that you review the information provided before filling in any fields.

Clicking Next at the bottom-right of the screen will save the data entered and bring you to the next page under the Interview tab. If any mandatory information is missing, the software will alert you, under Errors, to fill in the required fields.

Spouse interview type
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UFile screen

Under Interview tab

Family Head sub-tab

Add spouse sub-tab is highlighted

Spouse interview type topic is highlighted

Type of information you wish to provide about your spouse page

What information will you provide for your spouse? is highlighted with the following drop-down options:

Complete information (recommended)

Net income only

If the individual’s marital status is selected as married or common-law spouse in the Identification section, UFile will generate the Spouse interview type page.

On the Spouse interview type page, you will be asked the question What information will you provide for your spouse? If Net income only is selected, UFile will generate the Spouse – basic information section in the left side menu.

Note

If Complete information (recommended) is selected in response to the question What information will you provide for your spouse?, you will need to complete tax returns for both spouses. For more information, see Individuals with a partner.

To add a spouse, click add spouse found next to the Family Head sub-tab or next to the family head’s name.

Add a dependant
Text version

PCBMI screen

Under Interview tab

Family Head sub-tab

Add dependant sub-tab is highlighted

To add a dependant, click add dependant found next to add spouse or next to the spouse’s name.

For more information, see Individuals with a dependant.

CRA questions
Text version

UFile screen

Under Interview tab

Family Head sub-tab

CRA questions topic is highlighted

Select English or French to determine the language in which the tax return will be transmitted or printed. This selection will also determine which language the CRA will use when sending correspondence to the individual. Note that the language that you select here does not have to be the same language you are using to complete the return in UFile.

Some fields are defaulted to No. Ensure that you go over these questions with the individual and adjust the answers as required.

Note

If an individual answers Yes to the question, Did you own foreign property in 2020 with a total cost over CAN$100,000? please refer to Newcomers for more details.

If an individual answers Yes to the question, Did you sell a principal residence in 2020?, please refer to Individual reporting the sale of a principal residence for more details.

Under the Elections Canada section, if you have selected Yes for the question Do you have Canadian citizenship?, an additional question will populate asking if the individual authorizes the CRA to share their information to Elections Canada.

Based on the information entered in the Identification section, the individual may have to complete additional questions.

For individuals from:

  • British Columbia, Newfoundland and Labrador, Northwest Territories, or Yukon, questions related to residency information will be generated. For more information, see Indigenous Peoples

  • Alberta, Ontario, Manitoba, or Saskatchewan, questions related to the climate action incentive will be generated. For more information, see Individuals eligible for the Climate Action Incentive
EFILE
Text version

UFile screen

Under Interview tab

Family Head sub-tab

EFILE topic is highlighted

The Electronic filing – EFILE section is where you indicate if you will be using the CRA Auto-fill my return (AFR) service and if you will be using EFILE to transmit the tax return.

Selecting Yes when answering the question about CRA Auto-fill my return will generate an Authorization request-signature page in the Tax Return tab. For more information on the Authorization request – signature page, see Using Auto-fill my return service for 2018 2019, and 2020 returns or Using Auto-fill my return service for 2017 returns.

Interview setup
Text version

UFile screen

Under Interview tab

Family Head sub-tab

Interview setup topic is highlighted

The Interview setup section is where you indicate any Specific situations that may apply to the individual, and also where you select the types of income, deductions and/or credits that you will be entering on their tax return. When you check all applicable boxes and click Next, the corresponding topics will be generated in the left side menu, ready for you to complete.

If you forget to select an item from this screen, you can always go back to the Interview setup section and select the appropriate box.

Entering the information slips
Text version

UFile screen

Under Interview tab

Family Head sub-tab

T4 and employment income topic is highlighted

Plus sign beside T4 income (earned in any province except Quebec) is highlighted

Each topic can be accessed from the left side menu. Once you have clicked on the topic, applicable income slips, deductions, and/or credits can be selected by clicking on the plus (+) sign next to each item. This will generate the pages where income amounts or other required information is entered.

Text version

UFile screen

Under Interview tab

Family Head sub-tab

T4 – Statement of Remuneration Paid page

T4 income is highlighted

Box 14 is highlighted

T4 – Statement of Remuneration Paid slip

Box 14: Employment income – line 10100: 11,000.00 is highlighted

In this example, if T4 income (earned in any province except Quebec) was selected, T4 income will appear as a sub-topic under T4 and employment income in the left side menu.

If you select the T4 income sub-topic, the T4 – Statement of Remuneration Paid page will open, displaying fields that correspond with the boxes found on the T4 information slip. Each slip is entered separately. UFile automatically calculates the total amounts from all slips based on the amounts entered in each field. For example, if an individual has several T4 slips, UFile will add up the employment income amounts entered for each slip, and the sum is reported on the tax return.

If the individual’s information slip has a box that is not accounted for in UFile, scroll down to Other information to select additional options.

As you add the issuer’s or employer’s names, they will populate on the left side menu, making it easy to identify and review the information from a particular slip.

Enter any remaining slips that you may have and click Next to bring you to the next section.

Text version

UFile screen

Under Interview tab

Family Head sub-tab

Minus sign beside T4 income topic is highlighted

If you need to correct any information for a particular slip, you can return to the page by clicking on the slip’s name from left side menu.

To delete a slip, click the minus (-) sign to the right of that specific slip.

Other income and information slips
Text version

UFile screen

Under Interview tab

Family Head sub-tab

Other income topic is highlighted

Other information slips topic is highlighted

Situations that are not found in the Interview setup may be found under Other income or Other information slips in the left side menu.

Other deductions and credits
Text version

UFile screen

Under Interview tab

Family Head sub-tab

Other deductions and credits topic is highlighted

The Other deductions and credits section will only appear in the left side menu if it is selected in the Interview setup, under Other topics. This section is where topics such as the Northern residents deduction are located. For more information, see Northern residents.

Provincial tax and credits
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UFile screen

Under Interview tab

Family Head sub-tab

Ontario tax credits topic is highlighted

Additional sections, such as provincial or territorial tax and credits, will populate in the left side menu based on the information provided when completing the Identification section. In this example, Ontario was the province of residence and, therefore, the Ontario tax credits section was generated.

For information on Provincial and territorial benefits and credits, see Resources.

Controls - MaxBack
Text version

UFile screen

Under Interview tab

Family Head sub-tab

Controls topic is highlighted

UFile's MaxBack controls examine your entries for possible credits, deductions, or transfers to help minimize the individual’s balance or maximize their refund.

MaxBack also checks that the data is complete and logical. It generates an easy-to-understand warning and reviews notes for possible discrepancies or tax savings that may have been missed. 

This allows UFile to consider all opportunities for minimizing the tax payable and to assign transferable amounts wherever possible. MaxBack will automatically make decisions that are beneficial to the family. All applicable tax rules are built into the software.

The options that you select on this screen will determine how MaxBack will work. However, you are not required to make any changes to the settings on this page.

Review of results and calculations
Text version

UFile screen

Under Review tab

Family Head sub-tab

Calculation Finished page is highlighted

Summary, Messages, Federal, and Tax saving ideas topics are highlighted

Tax calculations completed successfully is highlighted

The Review tab, found on the ribbon, allows you to review a summary of the information entered.

On the Calculation Finished page, UFile will display the family’s total result, followed by a breakdown of each family member’s individual results.

The left side menu will display a number of options:

  • Summary (the screen shown now) will display either the total refund (highlighted in green) or the total amount owed (highlighted in orange)

  • Messages (Errors, Warnings, and Tips are found here, but can also be found on the bottom of every screen)

  • Federal (summary of the income tax return)

    • Clicking on a line number of the tax return will open the UFile help window and provide you with more details

  • Tax saving ideas (suggests potential areas to look at)

If errors are detected, a balance will not be calculated and an error message will appear. Review any errors identified and select Click here to fix. You will be automatically redirected to the page in the Interview section where you can make the necessary corrections.

Finalizing the tax return
Text version

UFile screen

Tax Return tab is highlighted

Family Head sub-tab

Pages specific to the tax return are displayed in the left side menu

Select the Tax Return tab to generate the complete tax return, including all of the required schedules and forms, if applicable. You can view any of the pages by either scrolling down the main page or selecting a specific page from the left side menu.

UFile software will automatically generate all applicable schedules and forms, including form TIS60, Taxpayer Authorization, which can be printed. For more information on how to print, see Providing the tax return and forms.

Note

To review the tax returns generated for other family members, you must select the profile tab for the individual whose tax return you would like to view, then click the Tax Return tab.

Providing the tax return and forms

The CRA encourages electronic filing; however, it also recognizes that you may need to provide specific pages or a copy of the tax return to an individual. You can either save them as a PDF or print them for the individual.

Text version

UFile screen

Save tax return as PDF pop-up window is displayed

Enter the file path and name of the PDF file you wish to create box is highlighted

Protect the file with a password is chosen and highlighted

Save to PDF is highlighted

To save specific pages or a copy of the tax return as a PDF:

  • select the Save PDF button, found at the bottom of the Tax Return page
  • a pop-up window, Save tax return as PDF, will appear
  • enter the file path and the name of the PDF file you wish to create
  • unselect the box Open this file in a PDF reader when created
  • select the box Protect the file with a password
  • select either, All pages (including diagnostics), Federal tax return only, or Selected pages, depending on what you need to provide to the individual
  • click Save to PDF
Text version

UFile screen

Enter password for PDF pop-up window is displayed

  • a pop-up window, Enter password for PDF, will appear
  • enter the password you and the individual decided on in both fields
  • select OK
Text version

UFile screen

Print tax return pop-up window is displayed

Federal tax return only option is highlighted

Selected pages option is chosen and highlighted

To print the specific pages or copy of a tax return:

  • select the Print button, found at the bottom of the Tax Return page
  • a pop-up window, Print tax return, will appear
  • select either, All pages (including diagnostics), Federal tax return only or Selected pages, depending on what you need to print for the individual

When All pages or Federal tax return only is selected, there is no further action required. Simply click on Start printing.

When Selected pages is selected, you can choose individual forms, schedules and other pages, by holding down the Ctrl or Shift key on your keyboard and using your mouse to click on the pages you wish to print. Once you have selected all of the pages you require, click on Start printing.

Note

To minimize the number of pages you are printing, you can choose Federal tax return only or Selected pages rather than All pages.

If you are printing the tax return to send to the CRA for processing, choose Federal tax return only which will include only the main pages of the tax return.

EFILING the tax return
Text version

UFile screen

EFILE tab is highlighted

Family Head sub-tab

Family Head – Ready for filing section is highlighted

There are a number of steps that the software will take you through in order to successfully transmit a tax return using EFILE.

After you click on the EFILE tab in the ribbon, the screen above will appear.

The filing status is displayed to the right of the individual’s name.

If the filing status is Ready for filing, click on the link or select Next.

Text version

UFile screen

EFILE tab

Family Head sub-tab

File my return now! button is highlighted

Federal submission is the next screen.

If you are ready to file the tax return, click File my return now!

Once you click File my return now!, UFile will connect directly to the CRA and transmit the tax return. Transmission may take a few minutes, as an initial review is conducted on each tax return transmitted.

Text version

Federal EFILE Report window

Document Control Number: TG XXXX-XXXXXX is highlighted

Once the review is completed, a Federal EFILE Report will be displayed, providing you with a Document Control Number.

If a tax return passes the error detection in the EFILE system, an Accepted message will appear in green, a Confirmation Number will be generated, and code 180 or 182 will be displayed along with an explanation that the tax return has been received by the CRA.

For more information on transmitting the return at free tax clinics, see Transmitting the return.

Rejected tax return
Text version

Federal EFILE Report window

Rejected – Please review the error(s) below – message in red font colour

Error Code(s) section is highlighted

If there are issues that prevent the transmission and the tax return was not accepted by the CRA, you will see the message Rejected – Please review the error(s) below in red at the top of the Federal EFILE report.

Depending on the reason for the rejected transmission, an explanation may show in either the Result or Error Code(s) section indicating which fields have to be corrected.

Note

An EFILE transmission can be rejected multiple times with different error codes.

For more information on EFILE error codes, see Verifying EFILE transmission errors.

Save a tax return
Text version

UFile screen

Tax Return tab

Under Password Protected File pop-up window

Set user password button is highlighted

A personal computer screen is displayed on the left

Save button is highlighted

UFile CVITP software has enforced password protection to encrypt information when saved. When saving a file using Save as, a pop-up window will appear. Select the location where the file will be saved (should always be on a USB flash drive, never on a hard drive). If the default location is not correct, click the file-folder icon and select the location that you will save the tax return to and click Save.

Once you have encrypted and saved the tax return, a Password Protect File pop-up window will open. It is recommended that you use the same password for all of the tax returns you complete. Once you have entered a password, click Set user password.

Note

You do not have to save the tax return in order to print it, or to transmit it using EFILE. This step is only necessary in instances where you are unable to transmit a return immediately upon completion. For more information, see the important note under Transmitting the return.

Open a saved tax return
Text version

UFile screen

Start tab 

Under Password Protected File pop-up window

Please enter current password for this file is highlighted

A personal computer screen is displayed on the left

Open button is highlighted

To open a file that you have previously encrypted and saved, click Open an existing file on the start screen.

A pop-up window will ask you to find the location of the file that you want to open. Click the folder icon to select the location. Then click Open.

A new pop-up window will ask for the password to the encryption. Enter the password, click OK, and the file will open.

Getting help with UFile

Go to UFile CVITP to get answers to frequently asked questions and other helpful information for volunteers.

If you have an error message with no suggested fix, try the following:

  • Go to the UFile Forums page and copy the error message into the search bar

  • Go to the UFile virtual support agent page and request assistance

  • Call the dedicated help line for volunteers at 1-866-398-3488

Report a problem or mistake on this page
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