On Posted on by Dellendo Farquharson to Accounting and Tax, Personal Taxes, Tax Planning & Management

Understanding Ontario Estate Administration Tax: A How-to Guide

Understanding the Ontario Estate Administration Tax is crucial when settling an estate in Ontario. This tax, often referred to as probate fees, has a significant impact on the value of assets passed down to beneficiaries. For estate trustees and representatives, navigating this complex process can be challenging, as it involves careful calculation, timely filing, and accurate reporting to the Ministry of Finance.

This comprehensive guide aims to shed light on the intricacies of the Ontario Estate Administration Tax. It will explore how to calculate the tax, what assets are included or excluded from the estate value, and the process of filing the Estate Information Return. Additionally, it will cover the steps to pay the tax, potential audits, and reassessments and provide insights on handling various scenarios that may arise during the estate administration process. By the end of this guide, readers will have a clearer understanding of their obligations and the steps to take when dealing with this vital aspect of estate planning and administration in Ontario.

Understanding Ontario Estate Administration Tax: A How-to Guide
Understanding Ontario Estate Administration Tax

What is Estate Administration Tax?

Definition

Estate Administration Tax (EAT), commonly known as probate fees or probate tax, is a levy imposed by the Ontario government on the total value of a deceased person’s estate. This tax is payable to the Minister of Finance when an estate is subject to probate or requires a Certificate of Appointment of Estate Trustee. It’s important to note that EAT is an asset tax, not an income tax, which sets it apart from many other Canadian taxes.

Purpose

The primary purpose of the Estate Administration Tax is to generate revenue for the government based on the value of assets passed down through an estate. This tax significantly impacts the overall value of assets that beneficiaries ultimately receive. Estate trustees and representatives must understand EAT, which plays a vital role in estate administration.

When it applies

EAT becomes applicable immediately upon the issuance of an estate certificate. However, there are specific situations where the tax may not be payable:

  1. When applying for a Certificate of Appointment of Estate Trustee during litigation
  2. When seeking a Certificate of Appointment of Succeeding Estate Trustee with or without a Will
  3. When requesting a Certificate of Appointment of Succeeding Estate Trustee limited to assets referred to in the Will

As of January 1, 2020, estates valued at CAD 69,400.01 or less are exempt from Estate Administration Tax. For estates exceeding this threshold, the tax is calculated as follows:

  • CAD 0.00 per CAD 1,388.00 for the first CAD 69,400.01 of the estate (exempt portion)
  • CAD 20.82 per CAD 1,388.00 for the remaining value that exceeds CAD 69,400.01

This tax structure replaced the previous system, which was in effect from June 7, 1992, to December 31, 2019. Under the old system, the tax was calculated differently:

  • Five dollars for each CAD 1,388.00 or part thereof of the first CAD 69,400.01 of the estate value
  • Fifteen dollars for each CAD 1,388.00 or part thereof by which the estate value exceeded CAD 69,400.01

It’s crucial to understand that EAT is assessed based on the fair market value of the deceased’s assets, subject to probate on the date of death. This value is determined net of any mortgages or other liens against real estate. The tax is paid from the estate itself and is not the personal responsibility of the trustee or executor.

For those involved in estate planning or administration, it’s essential to recognize that proper planning can often minimize the Estate Administration Tax, potentially leaving more assets available for beneficiaries. This highlights the importance of seeking professional advice when dealing with estate matters in Ontario.

Calculating Estate Administration Tax

Ontario’s Estate Administration Tax (EAT) is calculated based on the total value of the deceased person’s estate assets. This calculation process involves specific rates, exemptions, and steps that estate trustees must follow to determine the amount payable to the Minister of Finance.

Tax Rates

As of January 1, 2020, the Ontario government introduced new tax rates for Estate Administration Tax. These rates are applied to the total value of the estate assets, which is determined based on the fair market value on the date of death. The current tax rates are as follows:

  1. For the first CAD 69,400.01 of the estate value: CAD 0.00 per CAD 1,388.00
  2. For the remaining value exceeding CAD 69,400.01: CAD 20.82 per CAD 1,388.00

It’s important to note that the value is rounded to the nearest CAD 1,388.00 when performing this calculation.

Exemptions

The Ontario government has implemented an exemption to provide relief for smaller estates. As of January 1, 2020, estates valued at CAD 69,400.01 or less are exempt from paying Estate Administration Tax. This exemption has significantly reduced the tax burden on many smaller estates.

However, it’s crucial to understand that even if an estate falls within this exemption, the estate trustee must file an Estate Information Return within 180 calendar days after the estate certificate has been issued.

Calculation Examples

To better understand how the Estate Administration Tax is calculated, let’s look at a few examples:

Example 1: Estate valued at CAD 484,620.26

  1. Round up the value to CAD 485,800.06
  2. Subtract the exempt amount: CAD 485,800.06 – CAD 69,400.01 = CAD 416,400.05
  3. Divide by CAD 1,388.00: CAD 416,400.05 / CAD 1,388.00 = 300 (rounded down)
  4. Multiply by CAD 20.82: 300 x CAD 20.82 = CAD 6,246.00

The Estate Administration Tax payable would be CAD 6,246.00.

Example 2: Estate valued at CAD 333,120.04

  1. Subtract the exempt amount: CAD 333,120.04 – CAD 69,400.01 = CAD 263,720.03
  2. Divide by CAD 1,388.00: CAD 263,720.03 / CAD 1,388.00 = 190 (rounded down)
  3. Multiply by CAD 20.82: 190 x CAD 20.82 = CAD 3,955.80

The Estate Administration Tax payable would be CAD 3,955.80.

Example 3: Estate valued at CAD 62,460.01

No Estate Administration Tax would be payable in this case because the estate value is below the CAD 69,400.01 exemption threshold.

To assist with these calculations, the Ministry of Finance provides a worksheet that estate trustees can use. This worksheet guides them through determining the total value of estate assets and calculating the tax payable.

It’s worth noting that proper tax planning before death can substantially reduce or even eliminate Estate Administration Tax. Depending on the circumstances, it may be possible to avoid probate entirely or reduce the amount of tax if the estate can be reduced before probate.

For those seeking professional assistance with estate administration and tax calculations, BOMCAS Canada offers accounting and tax return services to support individuals and families navigating the complexities of estate administration in Ontario.

Assets Included in the Estate Value

When calculating the Estate Administration Tax (EAT) in Ontario, it’s crucial to understand which assets are included in the estate value. This determination has a significant impact on the total tax payable. The following categories of assets are typically included in the estate value for EAT purposes:

Real Estate

All property in Ontario owned by the deceased is included in the estate value. However, it’s important to note that the value of any encumbrances on the property, such as mortgages or liens, is deducted from the total value. For instance, if a property has an outstanding mortgage or a Home Equity Line of Credit (HELOC), the remaining balance is subtracted from the property’s value.

It’s worth noting that real estate owned in ‘joint tenancy with a right of survivorship’ is not included in the estate value. This type of ownership allows the property to pass directly to the surviving joint owner without going through the estate. However, if the property is owned ‘as tenants-in-common,’ the deceased’s proportionate share of the property’s value is included in the estate.

Bank Accounts

All bank accounts held solely in the deceased’s name are included in the estate value. This encompasses checking accounts, savings accounts, and any other type of bank account. However, joint bank accounts are generally not subject to estate administration tax, as they typically pass directly to the surviving joint account holder.

It’s important to note that sometimes people make certain assets joint without intending the right of survivorship to apply. This situation may arise when a parent adds an adult child’s name to their bank account for convenience, especially as they age and find it more challenging to manage their finances. In such cases, there’s a rebuttable presumption that the adult child holds the bank account in trust for the parent’s estate. If it cannot be shown that the joint asset is a ‘true’ joint asset, estate administration tax will be payable on the value of that asset.

Investments

All investments owned by the deceased at the time of death are included in the estate value, except those with named beneficiaries. This category contains stocks, bonds, mutual funds, and other securities. However, certain investment vehicles are excluded from the estate value if they have designated beneficiaries other than the estate itself. These include:

  1. Registered Retirement Savings Plans (RRSPs)
  2. Tax-Free Savings Accounts (TFSAs)
  3. Registered Retirement Income Funds (RRIFs)
  4. Pensions

It’s important to note that while these assets may be excluded from the estate value for EAT purposes, they may still have tax implications for the estate or the beneficiaries. For example, the total value of an RRSP or RRIF must be included in the deceased’s income in the year of death unless it’s ‘rolled over’ to the deceased’s spouse.

TFSA funds that pass to a named beneficiary (who is not a spouse named as a successor annuitant) pass outside the estate directly to the beneficiary and are tax-free. However, they do not retain their character as TFSA funds, meaning any future income they generate will be taxable.

Understanding which assets are included in the estate value is crucial for accurately calculating the Estate Administration Tax. For those seeking professional assistance with estate administration and tax calculations, BOMCAS Canada offers accounting and tax return services to support individuals and families navigating the complexities of estate administration in Ontario.

Assets Excluded from the Estate Value

When calculating the Estate Administration Tax in Ontario, certain assets are excluded from the estate value. Understanding these exclusions is crucial for accurate tax assessment and effective estate planning. The following categories of assets are typically not included in the estate value for Estate Administration Tax purposes:

Joint Assets

Generally, joint assets are not subject to estate administration tax. These assets are owned by two or more persons with a right of survivorship, meaning that upon the death of one owner, the asset automatically passes to the surviving owner(s). This transfer occurs outside of the estate, thereby avoiding estate administration tax. Joint assets can include:

  1. Land
  2. Bank accounts
  3. Investments
  4. Vehicles

However, it’s important to note that not all jointly held assets are automatically excluded from estate administration tax. In some cases, people create joint assets without intending the right of survivorship to apply. For example, a parent might add an adult child’s name to a bank account for convenience as they age. In such situations, there’s a rebuttable presumption that the adult child holds the bank account in trust for the parent’s estate. If it cannot be proven that the joint asset is a “true” joint asset, estate administration tax may be payable on its value.

Assets with Named Beneficiaries

Certain registered accounts and insurance policies allow for the designation of beneficiaries. When a beneficiary is named, the assets in these accounts are transferred directly to the designated individual upon the account holder’s passing, bypassing probate entirely. Assets that fall into this category include:

  1. Registered Retirement Savings Plans (RRSPs)
  2. Registered Retirement Income Funds (RRIFs)
  3. Tax-Free Savings Accounts (TFSAs)
  4. Life insurance policies
  5. Pensions

Individuals can designate beneficiaries for these accounts to ensure that the assets are transferred efficiently and without incurring estate administration tax.

Foreign Property

Real estate outside of Ontario is generally excluded from the estate value for Estate Administration Tax purposes. However, it’s crucial to understand that owning foreign property comes with its own set of tax implications and reporting requirements:

  1. Canadian residents owning properties abroad must comply with Canadian tax filing obligations, including reporting worldwide income and any capital gains from property sales.
  2. Canadian taxpayers may be required to complete a T1135 Foreign Income Verification Statement if the cost of foreign property exceeds CAD 138,800.02.
  3. Income generated by foreign rental properties must be converted into Canadian currency and reported annually when filing a tax return.
  4. The sale of foreign property, such as U.S. residential properties, must be reported to the Canada Revenue Agency (CRA).
  5. In some cases, Canadians may claim the principal residence exemption on a home outside Canada, subject to specific conditions.

It’s worth noting that while foreign property may be excluded from Ontario’s Estate Administration Tax, it may still be subject to estate taxes in the country where it’s located. For example, the U.S. imposes federal and state-level estate taxes on certain assets owned by non-U.S. persons, including Canadian residents.

Understanding which assets are excluded from the estate value is essential for accurate tax planning and estate administration. For those seeking professional assistance with these complex matters, BOMCAS Canada offers accounting and tax return services to support individuals and families navigating the intricacies of estate administration in Ontario and dealing with foreign property ownership.

Filing the Estate Information Return

Deadline

Estate representatives must file an Estate Information Return with the Ministry of Finance within 180 calendar days after the estate certificate has been issued. This requirement came into effect on January 1, 2020. It’s crucial to adhere to this timeline to ensure compliance with the Estate Administration Tax Act of 1998.

Required Information

The Estate Information Return should contain comprehensive details about the deceased person’s estate. Estate representatives must provide accurate information regarding the assets, their fair market value, and other relevant details. If the initial application for the Estate Certificate included estimated values, the estate representative must file at least two Information Returns. The first return should contain the calculated values, while the subsequent return must provide the actual values once they are determined.

In cases where additional property is discovered after receiving the Estate Certificate, the estate representative must file a statement disclosing the newly discovered property with the court within six months of its discovery. Furthermore, the Ministry of Finance must receive an amended Information Return detailing the subsequently discovered property and its fair market value within 60 calendar days after the statement is delivered to the court.

Online vs. Paper Filing

Estate representatives have the option to file the Estate Information Return either online or on paper. Each method has its advantages and considerations:

  1. Online Filing:
    • Provides immediate email confirmation of submission
    • Allows saving a copy of the return for records
    • Automatically performs calculations, reducing the risk of errors
    • Available through the Ministry of Finance website
  2. Paper Filing:
    • Can be submitted by mail, courier, in person, or by fax
    • Mail or courier submissions should be sent to:
      Ministry of Finance, Compliance Branch
      33 King Street West, PO Box 625
      Oshawa, ON L1H 8H9
    • In-person submissions can be made at select ServiceOntario locations
    • Fax submissions are also accepted

It’s important to note that confirmation of receipt is only provided for online or in-person submissions. When filing on paper, estate representatives should keep a copy for their records.

Regardless of the filing method, the estate representative must sign the return. In cases where there are multiple estate representatives, each must sign the certification section, attesting to the information’s truthfulness, correctness, and completeness.

Supporting documents should only be included where expressly indicated on the Estate Information Return. However, estate representatives must maintain records and books of account supporting all entries on the return at their principal place of business or residence for four years.

For those seeking professional assistance with filing Estate Information Returns and navigating the complexities of estate administration in Ontario, BOMCAS Canada offers comprehensive accounting and tax return services. Their expertise can prove invaluable in ensuring compliance with the Estate Administration Tax Act and managing the financial aspects of estate administration effectively.

Paying the Estate Administration Tax

Paying Estate Administration Tax (EAT) in Ontario involves several important considerations for estate trustees. This tax, also known as probate fees, is payable to the Minister of Finance when an estate is subject to probate or requires a Certificate of Appointment of Estate Trustee.

Payment Methods

Estate Administration Tax must typically be paid in full when filing the probate application. The accepted payment methods are:

  1. Certified cheque
  2. Money order

It’s important to note that uncertified personal cheques are unacceptable for EAT payment. In some cases, estate trustees or beneficiaries may advance the tax amount as a loan to the estate, which is then repaid from the estate’s assets after probate has been granted.

For estates with substantial EAT obligations and insufficient funds among trustees or beneficiaries, there are alternative options:

  1. Requesting a bank draft from the deceased’s financial institution, payable to the Ministry of Finance.
  2. Applying for a deferral of EAT payment through a particular application to the Court.

Deferrals are not automatically granted and require careful consideration. They are generally approved when the estate lacks liquid assets but possesses real estate in Ontario. These deferrals often come with time limitations, typically around 90 days, and necessitate a personal undertaking from the estate trustee to pay the EAT after a reasonable period to sell the real estate.

Deadlines

The timing of EAT payment is crucial in the estate administration process. Generally, the tax must be paid when the probate application is filed. However, in cases where additional property is discovered after receiving the Estate Certificate, the estate representative has specific obligations:

  1. File a statement disclosing the newly discovered property with the court within six months of its discovery.
  2. Submit an amended Information Return to the Ministry of Finance within 60 calendar days after delivering the statement to the court.

When additional EAT is due, it must be submitted to the Courthouse where the certificate of appointment of the estate trustee was initially issued. This payment can be made using cash, debit, or a certified cheque payable to the Minister of Finance.

Consequences of Late Payment

Failing to pay Estate Administration Tax on time or providing false information can have serious consequences. It’s considered an offense to make false or misleading statements in the Information Return about any information required under the Act and its regulation. Upon conviction, a person who makes such a statement may face:

  1. A fine equal to at least CAD 1,388.00 but not exceeding twice the amount of tax payable by the estate if that amount is more significant than CAD 1,388.00
  2. Imprisonment for a term of up to two years
  3. Both a fine and imprisonment

To ensure compliance and avoid penalties, estate trustees should maintain accurate records and books of account supporting all entries on the return at their principal place of business or residence for four years.

For those seeking professional assistance with Estate Administration Tax calculations, payment, and overall estate administration in Ontario, BOMCAS Canada offers comprehensive accounting and tax return services. Their expertise can prove invaluable in navigating the complexities of EAT payment and ensuring compliance with all relevant regulations.

Audits and Reassessments

The Ontario Ministry of Finance ensures compliance with the Estate Administration Tax Act and its regulations. This process involves audits, assessments, and potential appeals. Understanding these procedures is essential for estate representatives to navigate the complexities of estate administration effectively.

Ministry of Finance Audit Process

The Ministry of Finance has the authority to conduct audits to verify compliance with the Act and its regulations. These audits can occur within four years after the tax is due, typically when the estate certificate is issued. Estate representatives should be prepared for potential audits by maintaining accurate records and documentation.

The Ministry may review the Estate Information Return and supporting documents during an audit. If discrepancies are found or the Ministry determines that the estate value is higher than initially declared, they may issue a Notice of Assessment against the estate. This assessment can result in additional Estate Administration Tax (EAT) due.

It’s important to note that if the Estate Information Return is not filed by the deadline, there is no time limit on when the estate may be audited. This underscores the importance of timely and accurate filing to avoid prolonged uncertainty.

Responding to Assessments

If the Ministry of Finance issues a Notice of Assessment, the estate representative has several options for response:

  1. Payment: If additional EAT is due, payment is required immediately, even if the estate representative disagrees with the assessment and intends to file an objection. The payment should be made by certified cheque or bank draft and payable to the Minister of Finance.
  2. Submission of Revised Information: The estate representative must deliver the payment and an affidavit attesting to the revised estate values to the Court where the Certificate of Appointment of Estate Trustee was granted. It’s crucial to note that payments of additional EAT are not submitted with the Estate Information Return or directly to the Ministry of Finance.
  3. Objection: If the estate representative disagrees with the Notice of Assessment, they have the right to file a Notice of Objection with the Ministry’s Objections, Appeals, and Services Branch. This initiates an independent, informal review of the assessment.

Appeal Procedures

The appeal process allows estate representatives to challenge assessments they believe are incorrect. Here’s an overview of the appeal procedures:

  1. Notice of Objection: Estate representatives must file a Notice of Objection within 180 days from the day the Notice of Assessment was mailed. This form can be obtained from any Ministry of Finance Tax Office or downloaded from the ministry website at ontario.ca/taxappeals.
  2. Informal Resolution: Before filing a formal objection, estate representatives may contact the Senior Manager of the Advisory, Objections, Appeals, and Services Branch of the Ministry of Finance to discuss concerns and potentially resolve issues at that level.
  3. Independent Review: Once a Notice of Objection is filed, the Ministry conducts an independent, informal assessment review. This process allows for a thorough examination of the estate’s valuation and tax calculation.
  4. Further Appeal: If the estate representative remains unsatisfied with the outcome of the objection process, they may have the option to file an appeal with the Superior Court of Justice within 90 days of receiving the Ministry’s decision.

Throughout these processes, estate representatives must maintain detailed records and documentation to support their position. The complexity of estate administration and tax regulations often necessitates professional assistance. BOMCAS Canada offers comprehensive accounting and tax return services to help individuals and families navigate the intricacies of Ontario’s estate administration, including audit and appeal procedures.

By understanding these audit and reassessment processes, estate representatives can better prepare for potential challenges and ensure compliance with Ontario’s Estate Administration Tax regulations.

Conclusion

To wrap up, navigating the complexities of Ontario’s Estate Administration Tax requires a comprehensive understanding of various aspects, from calculation methods to asset inclusion and exclusion. The process involves careful consideration of deadlines, accurate filing of the Estate Information Return, and proper payment procedures. Estate representatives must be prepared for potential audits and reassessments, maintaining detailed records to support their positions throughout the administration process.

Given the intricate nature of estate administration and tax regulations, seeking professional guidance can be invaluable. BOMCAS Canada is your accounting firm when you need support with accounting and tax return services. Their expertise can help ensure compliance with the Estate Administration Tax Act, manage financial aspects effectively, and provide peace of mind during a challenging time for families dealing with losing a loved one.

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