eFiling GUIDE FOR EMPLOYERS USER MANUAL...eFiling GUIDE 3 1. OVERVIEW Employers are required by law...

eFiling GUIDE 1

eFiling GUIDE FOR EMPLOYERS

www.sars.gov.za

eFiling GUIDE

CONTENTS

1. Overview ................................................................................................................................3

2. How to use eFiling PAYe ..........................................................................................................4

2.1 Access eFiling ................................................................................................................................................ 4

3. Managing an employer account ............................................................................................5

3.1 RegisteR employeR ................................................................................................................................... 5

3.2 UpdAte pRoFile ........................................................................................................................................... 8

4. Managing employees ............................................................................................................10

4.1 cReAte employee ...................................................................................................................................... 10

4.2 cAptURe employee FinAnciAl inFoRmAtion ...................................................................................... 11

4.3 mAnAging employee AccoUnts .......................................................................................................... 14

5. Bulk data upload ..................................................................................................................15

6. Create a Batch File ...............................................................................................................17

7. Complete and submit a reconciliation declaration ...........................................................19

8. Generate employee certificates ...........................................................................................21

9. Log off .....................................................................................................................................22

This step-by-step guide to the eFiling for Employers is not meant to delve into the precise technical and legal

detail that is often associated with tax. It should, therefore, not be used as a legal reference.

Should you require additional information concerning any aspect of taxation, you should:

• ContactyourlocalSARSoffice

• ContacttheNationalSARSCallCentreon0860121218

• VisittheSARSwebsitewww.sars.gov.za

South African Revenue Service

8July2008

eFiling GUIDE 3

1. OVERVIEWEmployersarerequiredbylawtoperformareconciliationofemployees’taxwithheldandpaidovertoSARSeachyear.This

mustbesubmittedtoSARSwithin60daysoftheendofthetaxyear(i.e.by30Aprileachyear)ordateprescribedbythe

Commissioner.Thisyearthedeadlineis29August2008.

In thepast the IRP501reconciliation formwasonlyavailablemanuallyandhadtobecompletedandsubmittedmanually.

Employers could provide tax certificates electronically andmanually.However, all tax certificates could only be amended

(if necessary) througha complicatedmanual processof cancelling and re-issuing. Thus, the electronic submissionof tax

certificateswasalmostalwaysaccompaniedbymanualcertificates.

ThisresultedinaPAYEprocessthatwasbasedonanadministrativelyintensereconciliationprocessbetweenemployersand

SARS.

This year, a new PAYE reconciliation process involving a simplified Employer Reconciliation Declaration (EMP501) and

standardisedEmployeeTaxCertificates[IRP5/IT3(a)]willalleviatemanyofthedifficultiesofthepast.

TheEMP501allowsemployerstocalculatethedifference,ifany,betweenthetotalvalueofthetaxcertificatestobeissued,

theirtotalannualdeclaredliabilityandtheirtotalpaymentstoSARS.

Employershavethreewaysofcompletingandsubmittingtheirreconciliationdeclarationandtaxcertificates:

1. Usinge@syFilePAYE,acustom-built softwarepackagewhichallowsemployers to import taxcertificates frompayroll

systems,captureanymanualcertificates,completetheEMP501alloff-lineontheirdesktop.Whenreadytosubmit,they

candosoviawww.sarsefiling.co.zaorcopyeverythingontoaCDanddropitoffattheirnearestSARSbranch.

2. UsingSARSeFiling,employerscancompletetheentireprocessonline.

3. Manually: Thosewithout access to technology can collect printed EMP501 and IRP5/IT3(a) forms from their nearest

branch, complete and submit them manually.

Thisguideexplains to employershow tomeet theirPAYE reconciliationdeclarationobligationsonlineusingSARSeFiling

(method2).

Guidestoe@syFileandthemanualprocessareavailableatanySARSbranchoronwww.sarsefiling.co.za

ForfurtherinformationorassistancepleasevisityournearestSARSbranchorcall0860121218.

eFiling GUIDE4

2. HOW TO uSE eFiling PAYE

2.1 Access eFilingThisistheprocesstofollowforemployersalreadyregisteredforPAYE.

step 1

Clickinternet explorer onyourdesktop

step 2

Sign on to www.sars.gov.za -clickonSARSeFilingyouwillcometotheloginpage

step 3

ClickLogin

step 4

Enter Login Name

Note: Enter the login name that was received upon registration for eFiling.

step 5

Enter Password.

Note: Enter the password that was captured upon registration for eFiling.

The following screen is displayed:

YouarenowloggedintoeFilingPAYE.

eFiling GUIDE 5

2.3 MAnAging An eMployer Account2.3.1 register employer

step 1

Click Organisation ontheeFilingPAYEhomepage.

The following screen will be displayed:

step 2

Clickonthe register New linktoregisteranemployer.


step 3

Select the type of taxpayer you are adding

step 4

Enter an Organisation Name

eFiling GUIDE6

step 5

Enter a Trading Name

step 6

Enter a registration Number

step 7

Enter a Financial Year end

step 8

Select an option for How did you hear about SArS eFiling?

step 9

Select the Tax Practitioner tickboxifyouareataxpractitioner

step 10

Enter Optional Detailsi.e.contactdetails.ClicktheContinue button


step 11

ClickContinue

The following screen will be displayed. TaxReturnTypeInformationmustbecompleted.

eFiling GUIDE 7

step 12

Select the return Typesthatareapplicable–forPAYE,theseReturnsincludetheEMP201andtheEMP501

step 13

ForeachselectedReturn,entertheemployer’sPAYEreference Number.

step 14

ForeachselectedReturn,enterthe Tax Office that you are registered with

step 15

Clickregister


eFiling GUIDE8

2.3.2 update profile

This option can be used to enquire on or update the employer’s information. If the information is incorrect or has changed, this

option is used.

step 1

Click ServicesontheeFilingPAYEhomepage.

step 2

Click irP5 under the “Other Services” section on the left side of the screen

step 3

AlistofEmployersisdisplayed–clickSelect fortherelevantemployerinordertoupdatetheprofile

Note: The tabs on the left side of the screen are updated and the following screen will be displayed:

eFiling GUIDE 9

step 4

ClickUpdate Profile

Note: The employer information screen will be displayed – you can now update employer details as required.

step 5

ClickSubmit.Amessagewillbedisplayedindicatingthattherecordhasbeensuccessfullysaved.

eFiling GUIDE10

3. MANAgINg EMPlOYEES

3.1 creAte eMployeeEveryemployeewhoneedsanIRP5orIT3(a)certificatemustbeaddedtotheemployeraccount.

step 1

ClickServicesontheeFilingPAYEhomepage.

step 2

Click irP5 inthe“OtherServices”sectionontheleftsideofthescreen.AlistofEmployerswillbedisplayed–clickSelectfor

the relevant employer in order to create an employee

step 3

ClickAddNewEmployeeonthelefthandside


Note: Employee Personal Information marked with an * are mandatory and information must be captured within these

fields.

step 4

Enter the Surname

step 5

Enter the First Two names

step 6

Enter the Main income Source Code

step 7

Enter the initials

step 8

Enter the Date of Birth which can be selected from the drop down calendar

step 9

Enter the identity number or Passport number

eFiling GUIDE 11

step 10

Enterthe10digit income Tax number

step 11

ClickonSubmit. Employee Information is now captured.

3.2 cApture eMployee FinAnciAl inForMAtionThisoptionisusedtoaddandupdatethefinancialdetailsforanemployee.

step 1

ClickServicesontheeFilingPAYEhomepage

step 2

Click irP5 under the “Other Services” section on the left side of the screen.

AlistofEmployerswillbedisplayed-clickSelecttoselecttheemployerforwhichemployeefinancial informationistobe

added

step 3

ClickList all employees. The following screen will be displayed:

step 4

Clickontheemployeeforwhichfinancialinformationistobeupdated

eFiling GUIDE12

step 5

ClickAdd/edit Financial DetailnexttoDelete

Thefollowingscreenwillbedisplayed.Allfieldsmarkedwithan(*)aremandatoryandvaluesmustbecapturedwithinthese

fields.

step 5

step 6

Select Tax Year forwhichfinancialinformationwillbecaptured

eFiling GUIDE 13

step 7

Enter Periods in Year

step 8

Enter Periods worked

step 9

• EnterIncome

• SelectIncomeType

• SelectIncomeSource

• EnterAmount

step 10

ClickAdd

Note: This step must be repeated for each income to be added

step 11

Enter Gross remuneration Amounts.

3696GrossTaxableAnnualPayments

3696GrossNonTaxableIncome

3697GrossRetirementFundingIncome

3698GrossNonRetirementFundingIncome

3699GrossRemuneration

step 12

Enter Deductions

• SelectDeductionSource

• EnterAmount

• ClickAdd

Note: This step must be repeated for each deduction to be added

step 13

Enter employees Tax Deductions.

4101StandardIncomeTaxonEmployeeSITE

4102PayAsYouEarn

4103TotalEmployeesTax

4115PAYEonRetirementLumpSum

SelectReasonforNonDeduction

step 14

ClickSubmit

Note: A message will be displayed indicating the information has been successfully saved.

eFiling GUIDE14

3.3 MAnAging eMployee AccountsTo update employee details, you follow this process.

step 1

ClickServices ontheeFilingPAYEhomepage

step 2


step 3

AlistofEmployerswillbedisplayed-click Select to select the employer for which employee accounts is to be managed

step 4

Click List all employees.

step 5

Select the employee for which information is to be updated or deleted.


step 6

ClickDelete if you want to delete an employee

step 7

ClickAdd/edit Financial Detail to update the employee details

eFiling GUIDE 15

3.4 Bulk dAtA uploAdThis is usedwhen an employer has a CSV file containing financial information for all employees. This can be uploaded

automatically without having to manually capture information

step 1


step 2

Click irP5 within the “Other Services” section on the left side of the screen

AlistofEmployersisdisplayed-clickSelecttoselecttheemployerforwhichafileistobeuploaded

step 3

ClickBulkUploadonthelefthandside.Thefollowingscreenwillbedisplayed:

step 4

Click Browse

step 5

Navigatetothelocationwherethefilehasbeensaved

step 6

ClickOpen. Selectthefiletobeuploadedthenclickopentoselectthefiletobeuploaded


eFiling GUIDE16

step 7

Click Submit

Note: The file has been uploaded and the following screen will be displayed:

step 8

Ifanerroroccurred,theuserwillhavetoselectthe“showerrors”link,understandwhattheerrorswiththefileareandfixthe

errors in preparation to reload.

eFiling GUIDE 17

3.5 creAte A BAtch FileThisisdonetocreateafilethatwillbesubmittedtoSARS.Thefilewillcontainallemployerandemployeeinformationthatwill

beusedtoprocessthePAYEinformationfortheemployer.

step 1

ClickServices on the eFiling home page

step 2

Click irP5 under the “Other Services” section on the left side of the screen

step 3

AlistofEmployersisdisplayed-clickSelect toselecttheemployerforwhichafileistobeuploaded

step 4

ClickCreate New Batch on the left. The following screen will be displayed:

step 5

Enter Search employees

step 6

ClickGo

Note: The employee will be added in the table on this page. This step must be repeated for all employees to be added

to the table on this page.

step 7

Enter Batch Name

step 8

Enter Batch Description

step 9

Select Tax Year

step 10

SelectthetickboxCreate a Batch with All records to include all employees’ records for the employer in the batch

eFiling GUIDE18

step 11

SelectthetickboxSelect all records on Page toincludeallemployeesspecifiedinthetable(i.e.onlyemployeerecordsas

perthetableandnotallemployeesfortheemployer)intothebatch

step 12

ClickCreate Batch. The following screen will be displayed:

step 13

Click Submit Certificates / Submissions for validation

Note: Your certificates are now submitted to SARS.

eFiling GUIDE 19

3.6 coMplete And suBMit A reconciliAtion declArAtionThisistheprocessofmatchingemployerfinancialdeclarationswithemployeefinancialinformationandactualamountspaid

toSARS.

step 1

ClickServicesontheeFilingPAYEhomepage.

step 2

ClickirP5 under the “Other Services” section on the left side of the screen

step 3

AlistofEmployersisdisplayed-clickSelect toselecttheemployerforwhichafileistobeuploaded

step 4

ClickComplete and Submit eMP501 on the left


step 5

CaptureliabilityfiguresforPAYE

step 6

CaptureliabilityfiguresforSDL

eFiling GUIDE20

step 7

CaptureliabilityfiguresforUIF

step 8

Capture Total Value of Tax Certificates for SDL and UIF. Note: The total value of certificates for PAYE is calculated

automatically.

step 9

Click Save tosavetheEMP501forlatersubmission

step 10

ClickCancel to cancel the reconciliation declaration

step 11

ClickSubmit reconciliation Declaration to SArS to submit the reconciliation declaration

to cancel employee certificates the following must be performed:

step 1

Click Cancel / revive Certificates ontheReconciliationDeclarationscreen


step 2

Enter From Number and To Number tocancelarangeofCertificates

Note: The certificates to be cancelled will be displayed in the table on this screen

step 3

Select Other Number tocancelanindividualcertificate.

step 4

Enter the number of the certificate tobecancelled.Thecertificatetobecancelledwillbedisplayedinthetableonthis

screen.

eFiling GUIDE 21

3.7 generAte eMployee certiFicAtesThisisdonetogeneratethephysicalcertificatesthatwillbehandedtoemployees.

step 1


step 2


AlistofEmployerswillbedisplayed-clickSelect toselecttheemployerforwhichafileistobeuploaded

step 3

Click irP5/iT3(a) Certificates on the left


step 4

ClickDownload

step 5

AFileDownload-SecurityWarningmessagewillbedisplayed.

eFiling GUIDE22

step 6

ClickOpen or Save tosaveandviewthecertificate

Thecertificateisdisplayed,asperbelow:

step 7

Click Print

3.8 log oFFstep 1

ClickLog Out

Note: A log out can be initiated from any page within eFiling PAYE. Please ensure that all current tasks are completed

before initiating a log out to avoid the loss of any completed work.

eFiling GUIDE 23

LehaelaSARS•299BronkhorstStreet•NieuwMuckleneuk•0181

PrivateBagX923•Pretoria•0001

www.sars.gov.za

eFiling GUIDE FOR EMPLOYERS USER MANUAL...eFiling GUIDE 3 1. OVERVIEW Employers are required by law...

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