E@syFile Employer 2019 02

Enhancements• Additional supporting documents can be found on

www.sars.gov.za (search for PAYE BRS, E@syFile Release Notes, E@syFile User Guide)

• Filing Season 1st April – End of May

• Update to pop-up message when selecting a future period (reason required)

• Update to EMP601–features added to revive a cancelled range

Download, Installation and Updates

• First time users– Download the e@syFile Employer setup file from the SARS or

SARS eFiling websites– Download the AA88 user guide from the SARS website

• Existing users – stay up to date with new versions by updating your application– or downloading the full setup file (recommended) – you don’t

have to uninstall previous versions of the software before installing a new version

NB: Always ensure you have a recent backup before updating!

e@syFile Employer setup• First time users will have to complete a quick user

registration after installing the application• Existing users do not need to repeat the

registration setup after updating or installing/re-installing the application

• Your e@syFile Employer database will not be removed during un-installation or re-installation

TIP: Always ensure that you have a current backup as a precaution when you update or re-install the software

User registration/setupYou can’t change the ADMIN user name, simply provide a password and useful password hint.Select login names for second and third users, and provide passwords and password hints to finalise the setup.Password format: Use at least 8 characters, including 1 capital letter, 1 small letter, 1 number and 1 special character. Please note: a full stop or a comma are not considered special characters

Always accept E@syFile updates

If users were on version 6.8.3 you needed to update to 6.9.1. if you were on 6.9.0 and were not experiencing any issues with ETI you would have proceeded in submitting on this version (i.e. 6.9.4 is a

current version update)

Update to pop-up message when selecting a future period

Reason for submitting a future period required in order to continue

Update to EMP601–features added to revive a cancelled range

Cancelling a certificate range

Reviving cancelled certificates

Additional Economic Zones introduced

• Due to legislative changes an additional 6 SEZ (Special Economic Zones) were identified on which ETI may be claimed as from 01 August 2018. These 6 additions are:

• Coega

• Dube Trade Post

• East London

• Maluti-A-Phofung

• Saldanha Bay

• Richards Bay

• These 6 SEZ areas have been added to the E@syfile Employer application on the ‘Employer Admin’ menu

Update to SEZ-Economic zones

Director’s Remuneration source code

legislation related to Director’s remuneration changed and income can now be indicated with general income source code, 3601.

FAQS

• Resubmission of older years-always use SARS current validation rules so that recon passes pre-submission validation (Full resubmission request for all certificates)

• Correct procedure to do a full resubmission (that includes cancelled certificates)

• Making e@syFile back-ups -The importance

Always Back Up

Declaration page greyed out-Remove Flex

• Close E@syFile (Screenshot for 64Bit)

• Local Disc C-Program Files-e@syFile Folder-Flex Files-Delete

Running e@syFile update on Windows 10

• Issue: Possible loss of data when running update from E@syFile

• Recommendation: Download E@syFile installation file from www.sarsefiling.co.za

Anti-Virus Software preventing E@syFile to install

• Bitdefender anti-virus software identified to be problematic. Solution: Disable the bit defender antivirus programme and add e@syFile onto the programmes exceptions list

Forgot E@syFile Password ( Forgot Password and Secure Reminder Fields)

Secure Reminder using eFiling validation to authenticate user

Error message when entering secure eFiling login name and password

How to resolve

The issue may be related to a Windows update for Internet Explorer.

Please try the following:

• 1. Open Internet Explorer

• 2. Select Tools

• 3. Internet Options

• 4. Advance Tab at the top then click on

• 5. Restore Advanced Settings.

A system restart may be required on some PC’s. If the above does not work, follow the steps above and click on the Reset button. Then try again.

E@SYFILE EMPLOYERAA88’S

Monthly AA88 processing

• Synchronisation - retrieve new AA88 data/feedback

• Notification Centre – Select the Employer to perform a Bulk Auto-read of AA88 details

• Third Party Appointments menu:– Inform individual(s) if new penalties were received

– Submit outcomes

– Process salary deductions (when applicable)

– Payment to SARS

Tip: Encourage individuals to visit a SARS branch to resolve any outstanding matters

Agent Appointments

What are AA88’s?• The Tax Administration Act empowers SARS to appoint a third party as

Agent to withhold and pay over to SARS any amounts due by a taxpayer.

• This might be penalties for non-compliance, or amounts due from IT34’s (Assessed Tax)

• Before SARS appoints an Employer as agent to act on their behalf, multiple unsuccessful attempts were made using different methods to contact the individual(s) directly

• Such a third party may be an employer of the taxpayer or any other person who has the management, custody or control of any income, monies or property of the taxpayer

Synchronisation

• In order to Synchronise to retrieve AA88’s you need the following:

– The current version of e@syFile Employer

– An internet connection

– A valid eFiling login linked to the relevant PAYE number(s), with the necessary access rights and authorisation levels

– You must synchronise your e@syFile database with eFiling for authentication and to retrieve AA88 data and updates

eFiling setup

Synchronisation

• Click on Synchronise Application on the left, and complete your eFiling login name and password

Synchronisation

• First-time users must use the “All” option

• After the 1st sync, select the Letters and Correspondence option if you only want to retrieve AA88’s

• A pop-up message will display when completed successfully

Notification Centre

• Click on Notification Centre on the left to view a summary of Synchronised data per Employer/PAYE number

• New letters will be listed by type and count

Notification Centre

• Click on an Employer from the list to view details, and to perform an Auto-Bulk Read of all AA88 data receivedThis will transfer new data to Third Party Appointments

Third Party Appointments

• Click on Third Party Appointments on the left to view the AA88 summary and AA88 detail tabs

• Third Party Transaction and Monetary Information– The top window on the AA88 summary screen will display

consolidated information of all penalties issued against that PAYE reference number, listing AA88’s by status (not-yet-due, overdue, finalised, cancelled)

• Third Party Appointments/Cancellations– The bottom window displays the changes since the previous

synchronisation, again listing sub-totals by AA88 status• The Out-of Sync status on this page is related to differences between

Cancelled and Finalised AA88’s. Please continue to process the penalties you did receive

Third Party Transaction and Monetary Information

Third Party Appointments/Cancellations

• To access AA88 details for an employer, select the “Third Party Appointments/ Cancellations“ tab

• This page will display a list of all taxpayers with AA88‘s • A status column reflects whether a taxpayer has active

AA88's or if penalties have been completed/finalised• Various search and filter options enable users to locate

specific transactions using ID number, outcome, status etc.

• You can view details of AA88’s, select outcomes to submit and view/save/print individual AA88 letters on this page

Third Party Appointments/Cancellations

Third Party Appointments/Cancellations: Outcomes

Manage new AA88’s by indicating an outcome for each transaction:

• Employment Confirmed (do not submit this outcome to SARS) – this indicates that the full amount will be deducted and paid to SARS in one instalment. Select this option when you are ready to proceed with payment

• Not employed – Cancels AA88 against employer

• Deceased – Cancels AA88 against employer

• Insolvent – Cancels AA88 against employer

• Request affordability – split penalty amount over 3-6 months if individual can’t afford one single deduction and payment. Please refer individual to SARS to request alternative terms if required

Third Party Appointments/Cancellations: Outcomes

• Review AA88’s after synchronisation, and determine outcomes for all new penalty transactions.

• Select the relevant outcome from the drop-down list for each individual or

• Select all transactions for export using the tick box on the left, and click on “Export to payroll file” to generate a CSV file to import in your payroll system for automatic processing. Generate a file from your payroll to re-import in e@syFile to set outcomes in bulk

• The import or manual selection will also enter a tick on the left hand side next to the relevant individuals, click on Submit to send the selected outcomes to SARS

• Select all relevant transactions to include for “Bulk Print” if you want to distribute individual AA88 letters to employees

Third Party Appointments/Cancellations: Outcomes

Submitting Outcomes:

e@syFile will display a summary of the

selected/imported outcomes to submit to

SARS, click on “Continue” to send the cancellation outcomes to SARS. Follow the on-

screen prompts to finalise the process

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

• Once all outcomes are updated, the relevant deductions must be added to the payroll

• You can do this manually or by exporting a file from e@syFile to import into your payroll software

• Select the relevant employee records on the left and click on “Export to payroll file”

• Follow the on-screen prompts to save the file to your chosen destination and then import into your payroll product for processing

Tip: You should be able to generate a similar file from your payroll to update e@syFile again with Bulk Payment details

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

• Users can prepare a bulk payment in e@syFile Employer using the eFiling ad hoc payment option

• This allows an employer to make a single payment while updating AA88 details and status for each employee

• The PRN number included for each AA88 transaction enables SARS to allocate the appropriate amount to each employee's Income Tax account

• Set the outcome for the relevant employees to “Employment confirmed” and ensure that the tick is entered on the left hand side. Click on Manage Payments to continue

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

• Use the arrows next to each employee record to display or hide all AA88 transactions for that individual

• Select the relevant transaction(s)/deductions to include in payment using the PRN or the dates/amounts displayed

• Click on Pay via e@syFile to proceed

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

• A summary of total AA88 count and amount to be paid will be displayed, click on Submit to proceed, or close to return to the previous page

Third Party Appointments/Cancellations:

Deductions and Payment to SARS

• Complete your eFiling login name and password for authentication (ensure that the user rights are set up correctly to allow access to AA88s and payments)

• Once the eFiling Payment screen appears, select Unpaid Batches to process the Bulk Payment for the selected AA88's

• Follow the on-screen instructions to finalise the eFiling payment of the Unpaid batch created by e@syFile

• The details of your Bulk payment can be viewed/printed under Payment History in eFiling

Monthly AA88 processing

• This process must be repeated monthly until all Penalties against the PAYE number are finalised or cancelled– Retrieve new AA88 data (Synchronisation)– Perform Bulk read from Notification Centre– Determine and submit Outcomes to SARS– Process deductions from salaries – Payment to SARS

• Encourage individuals with AA88 penalties to visit a SARS branch to resolve any outstanding matters. This should also reduce the admin burden on the employer

IONIZE Technology SARS Support Consultants

• National Support Manager, Developers, E@syFile Platform Manager and Service Delivery Manager

• 9 Specialists Nationwide

• Plan to increase team

• Branch schedule communicated to SARS weekly

Thank You

www.sarsefiling.co.za

Any Questions ?

Thank You