INTERIM BI-ANNUAL SUBMISSION GUIDELINE - … · which is populated by Quick Payroll will be imported into SARS e@syFile- employer, ... Download Version 1.2.43 from the following

Quick Payroll Aug 2014 Interim EMP501 Submission guideline

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INTERIM BI-ANNUAL SUBMISSION GUIDELINE

PERIOD: 201408 (March 2014- August 2014)

TAX YEAR: 2015


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INDEX

1. GETTING READY (BEFORE YOU START) 3

2. CREATING A COPY COMPANY 5

3. PREPARING COPY COMPANY 7

4. IRP 5 / IT 3 SETUP 11

5. REPORTS 19

6. EXPORTING ELECTRONIC CERTIFICATES 19

7. SARS e@syfile- employer SUPPORT 20

8. IMPORT ELECTRONIC CERTIFICATES INTO SARS e@syfile- employer 21


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Employers are required by law to complete two EMP501 submissions every tax year.

1st

submission (referred to as bi-annual, mid-year or interim) is done via SARS e@syFile- employer. This submission would comprise of all the EMP201 submissions for 6 periods: 2014.03 - 2014.08. Employers are given a window period between 1st Sep and 31

st Oct to complete this submission.

2nd submission (referred to as year-end) is also done via SARS e@syFile- employer.

This submission would comprise of all the EMP201 submissions for 12 periods: 2014.03 - 2015.02. Employers are given a window period between 1

st March and 31

st June to complete this submission.

Whilst online EMP501 submissions are done in SARS e@syFile- employer; information relating to the employees (i.e. tax certificates) which is populated by Quick Payroll will be imported into SARS e@syFile- employer, saving the employer time by not having to create certificates manually.

1. GETTING READY (BEFORE YOU START)

SARS no longer accepts manual EMP501’s. Instead employers are to make use of SARS E@syfile- employer which can be downloaded from:

http://downloads.sarsefiling.co.za/easyfilehome/easyfile.html

Please ensure Quick Payroll is updated to Version 1.2.43. To verify this, go to Help (Menu) / about Quick Payroll as seen in underneath example:

If Quick Payroll is not up to date (i.e. running Ver. 1.2.43) then please complete the following steps.

(i) Download Version 1.2.43 from the following location: https://www.dropbox.com/s/c4u8w3k1q4gwk54/VER_1_2_43_PRELIMS_AUG14.zip?dl=1

(ii) Select Open or Open with followed by OK.

(iii) Extract all files.


https://www.dropbox.com/s/c4u8w3k1q4gwk54/VER_1_2_43_PRELIMS_AUG14.zip?dl=1


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(iv) Extract files to payroll directory- c:\Quick Payroll or c:\Program Files\Quick Payroll

Ensure a backup has been made for Aug 2014. Ensure a month-end was done for Aug 2014.


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2. CREATING A COPY COMPANY

As mentioned before, the Aug 2014 bi-annual submission is not a final account of your Tax 2015.

It only represents March 2014 – 31 Aug 2014. For this reason a ‘copy’ company needs to be created.

(a) The ‘copy’ company is a ‘duplicate’ set of your ‘live’ data file with restrictions- a ‘snapshot’ if you wish.

(b) A copy company will be flagged as “copy” (seen in the company details) and will no longer affect the counting of employees as per your licensing.

(c) A copy company should be created after the August month-end, before any calculations were done for September 2014. It’s therefore important that no amounts are in the ‘This Month’ column. Accumulated amounts for March – Aug must show under ‘This Tax Year’)

(d) If any changes need to be made with reference to the below mentioned restrictions then it will have to be done in the ‘live’ data file before creating a ‘copy’ company.

(e) It’s from the ‘Copy’ Company that you will export electronic files that will be imported into SARS e@syfile- employer.

Restrictions in a copy company:

You will not be able to add, edit or delete PTT’s

You will not be able to calculate

You will not be able to capture hours

You will not be able to do any period-ends

In your ‘live’ data file go to ‘Period Ends’ on the Navigator bar- as seen below.

You will see Interim copy companies and Interim Electronic Submissions. Select Interim Copy Company.

Tick the box “Create a Year-End backup”.

You can edit the backup path by adding a date at the end of your company name.

Tick the box “Create a new Copy Company”.

The name of the copy company will default.


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You will be prompted to confirm your decision, click on OK.


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3. PREPARING COPY COMPANY

Open Copy Company from the Payroll Selection window (File name will be preceded by ‘2014 August’)

Ensure you are working in the copy company by going to confirm company details from the company navigation page.

Copy Company is ticked an grayed out.

3.1 COMPLETE EMPLOYEE FIELDS

Ver. 1.2.43 sees the addition of new employee fields.

To ensure all employee information carries over to e@syfile during the Aug’14 Bi-annual’s- these fields will have to be completed in Payroll first.


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Residential (Image 1)

Unit number

Complex name

Street number (line 1)

Street name (Line 2)

Suburb (Line 3)

City

Postal code

Country code

Postal (Image 1)

Is your postal address the same as the Residential (tick Box)

Is your Postal Address a Street address (tick Box)

Postal Address Type (select from a dropdown) o PO Box o Private Bag o C/O address o Other special postal address (Military)

Care of Intermediary

Other Special Service

Postal Agency/Sub-Unit

PO Box/Private Bag Number

Name of Post Office Branch

Postal Code

Country Code

Postal address if it has the structure of a street address (Image 1)

Unit number

Complex name

Street number

Street name

Suburb

City

Postal code

Employee UIF Employment Type (Image 1)

Necessary for U-filing purposes


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IMAGE 1

SEZ Codes for Employee and Employer (Image 2)

The Employer SIC7 code has been added in the system under the IRP5 Setup

The Employee SIC7 code will need to be added to the employee itself

The Title field (Image 2) (Mr, Mrs etc) needs to be added on the employees personal detail screen for the U-filing declaration

Bank name (Image 2) - All employees will be required to have a Bank Name added to the system.

Branch name (Image 2) - All employees will be required to have a Branch Name added to the system.


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IMAGE 2

3.2 VALIDATE EMPLOYEE FIELDS

Run an IRP 5 verification report and fix employee field format errors.

- Under Utilities menu click on IRP 5 / IT 3 Verification. - You will be required to put in your start of your Tax year, and the end of your Tax year.

- Ensure to include inactive employees also, as indicated below:


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Print or preview report (if blank then there are no employee field errors).

These errors will need to be fixed before you can do your export for SARS Easy file.

Typical errors flagged on this report would be unpopulated fields- such as ID, Bank or branch numbers.

The use of decimals, hyphens or apostrophes will also be flagged and require corrections.

4. IRP 5/ IT 3 SET UP

This is where we will be setting up the electronic certificates for all the employees.

This replaces creating manual certificates for all employees in SARS e@syfile- employer.

This step requires the mapping of Payroll PTT with corresponding SARS source codes.

For example purposes the suggested setup to follow is based on the following Payroll transaction Types set:


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You may have a different Payroll Transactions Types set – setup for your company may therefore differ.

If you’re not 100% sure of how your setup should look like we recommend you get your accountant to assist with this section.

From the Utilities menu, select “IRP5 / IT 3 Setup”.

4.1 The File Header Tab:

All the details on this page are relevant to the party that will actually create the Electronic Submission File. If this is a 3rd

Party company, (in the event that the payroll is outsourced), the details of that company must be completed in this screen. If the payroll is processed in-house (By the company themselves), you will complete the fields with your companies information.

PAYE Number:

This is where you fill in your PAYE number.

Starting Number:

This indicates the number that will be issued to the first tax certificate in this payroll, each tax certificate thereafter will have a number allocated to it in number sequence, I.E. 00000001, 00000002 etc.

No Tax certificate may have the exact same number within a tax year for a single company, so if you have more than one payroll frequency setup in separate companies, you will need to alter this number per pay frequency. For Example: Monthly Employees, the starting number should be 00000001, and the frequency is: 00000001, 00000002, 00000003 etc.


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For Weekly employees it should be 100000001 (Starting Number), 100000002, 100000003 and for Fortnightly employees your numbers should run 200000001, 200000002, 200000003 and so on.

By doing this you are making sure that each tax certificate will have its own unique number.

Monthly – Starting number: 000000001 Weekly – Starting number: 100000001 Fortnightly – Starting number: 200000001

SDL: This is where you fill in your SDL Number.

If you are not registered and your monthly VAT201 did not include this then don’t specify SDL PTT.

UIF Number: This is where you fill in your UIF Number

Activity Code (VAT403): You will need to fill in an activity code from your VAT403 Trade Classification Guide. This document is also available on our website. This code differs for each industry, so you will need to choose your code based on the VAT 403 Classification Guide.

Tip: If you’re not sure what your VAT403 code is then consult the companies EMP501 for Tax year 2014.

Employer SIC7 Code: Standard Industrial classification Version 7 code will need to be completed.

If you not sure what this is then please consult your Tax year 2014 year-end file or refer to your EMP501 for the Tax year 2014.

A PDF guide for this is also made available under your Payroll directory- also referred to as 50965_SARS_BRSPAYEReconciliation2014appendixC.

4.2 The Normal Income Tab:

Based on the above mentioned example Normal Income would be setup as follow:


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4.3 The Allowances Tab:

Based on the above mentioned example allowances would be setup as follow:


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4.4 The Fringe Benefits Tab:

Based on the above mentioned example Fringe Benefits would be setup as follow:


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4.4 The Deductions Tab:

Based on the above mentioned example Deductions would be setup as follow:


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Additional notes:

Medical Aid contribution (4005): If some employees does not contribute i.e. Company contributes full portion then be sure to include the company contribution PTT (406) in this field. This is especially true when receiving import error in SARS e@syfile- employer- “THE SUM OF SOURCE CODE 3810/3860 SHOULD EQUAL TO THAT OF 4474”.

Target Drive: This would be the location where electronic certificates will be saved.

It’s these certificates that will be imported into SARS e@syfile- employer.

The path indicated here must already exist- if it doesn’t then export errors will occurs- to prevent this it’s suggested to rather export directly to the c drive.

File Name: This is the name of the file that will be imported into SARS Easy file, the file name must consist of IRP5M.YY where YY represents the last 2 digits of the tax year the file is being created for and the M represents Monthly, W will represent weekly, and F will represent Fortnightly. For the current tax year, the filename must be IRP5M.15 for a monthly payroll.

Therefore, if you have two payroll companies, one that is weekly and one that is monthly, you will have two exports in your chosen location, namely: IRP5M.14 and IRP5W.15

4.5 The Company Contributions Tab:

Based on the above mentioned example company Contributions would be setup as follow:


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Additional notes:

Employee SDL Contribution (4142): If you are not registered and your monthly VAT201 did not include this then don’t specify SDL PTT.


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5. REPORTS

1st

Report – EMP201 for period ‘This Tax year’.

Quick Payroll does not have an EMP501 report; instead we suggest running the EMP201 report (Statutory Reports> PAYE, UIF, SD Levy report) for the period ‘This Tax year’. These amounts must correspond with the actual payments you made to SARS for the periods: 201403; 201404; 201405; 201406; 201407 & 201408.

2nd

Report- Site Report

The Site Report (Statutory Reports> Site) is a valuable allowing employer to see tax periods for employees and whether there were any over or under payments w.r.t. PAYE for the period.

6. EXPORT ELECTRONIC CERTIFICATES (with the view to import into SARS e@syfile- employer)

5.1 Go to Company>Interim Submissions>Interim Electronic Submissions:

Tax Year:

You now have to specify the Tax Year; because it’s a bi-annual submission the Start date will be 01/03/2014 & end date 31/08/2014 as illustrated above.

Test Run:

Because we are not certain whether the export file will import successfully on the first try it’s advisable to tick the box Test Run.

Should the file import without any errors (after consulting e@syfile Import file Log), then a live file can be exported again.

When you click OK, you will be prompted that the file will be saved in the destination specified. You will also be prompted to insert a disc if this is the Target drive- the location of file will be saved in the file destination specified in step 4.4.

SELECTION CRITERIA:

Select OPTION 4.

Include discharged employees as they may have contributed to EMP201 payments at a given time during Tax Year:


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Click on OK.

Minimise Quick Payroll and see if you can find the export file IRP5M.15 under c:\

It’s this file that will be imported into SARS e@syfile- employer.

Please note that the export file is not to be opened or edited.

It is exported in a format that can only be read by SARS e@syfile- employer.

7. SUPPORTING SARS e@syfile- employer

EasyBiz Pty Ltd does not support issues relating to SARS e@syfile- employer as this is managed by SARS itself.

The primary aim of the Quick Payroll support team is therefore to prepare the export file that’s to be imported into SARS e@syfile- employer.

EasyBiz support personnel and (or) onsite support consultants are not allowed to submit returns on behalf of the client.

We strongly advise that all preferences, amounts and settings are checked in SARS e@syfile before submitting.


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8. Importing Electronic certificates (csv file) into SARS e@syfile- employer

The screen shots below will guide you to import your electronic tax certificate exported from Payroll into SARS e@syfile- employer:

In SARS e@syfile click on Import/ Export Payroll File under the section IMPORT.

Browse to where the CSV file is located

Double click on the CSV file to open in Easyfile

Note: SARS may release several updates to E@syfile. The above example was taken from version 6.5.2 but might have to be updated by the time you’re importing & submitting.

If you receive any errors regarding the import you can view the errors by going through the following process:

Select Utilities under the section UTILITIES.

Click on the section ‘Import Payroll File Log’ and study log file.


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This screen will display all the errors regarding imported Payroll file.

You may have to make adjustments in the copy company file and re export electronic certificates again- up until SARS e@syfile accepts import.

Once SARS e@syfile shows no more errors on your import file you are ready to do your Declaration & Submission.

This is where you specify the payments made to SARS based on the Monthly EMP201 submissions for periods- 201403, 201404, 201405, 201406, 201407 & 201408.

Declaration screen:


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Before you submit (I.e. upload certificates to E-file) ensure all employee details is correct (i.e. all employee have Tax numbers) & your company contact details is correct by consulting both employee & employer Admin sections.

Employee Admin

You can view and edit employee certificates by clicking on View/ Edit employees under the Employee Admin section.


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Employer Admin

Ensure your company details are correct by going to View/ Edit/ Change under the Employer Admin section:

SARS Resource Centre for Bi-annual submission:




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Documents

INTERIM BI-ANNUAL SUBMISSION GUIDELINE - … · which is populated by Quick Payroll will be imported into SARS e@syFile- employer, ... Download Version 1.2.43 from the following