HISTORY OF CHANGES – Pastel Payroll 2008 Update 3

Employer Filing Season 2009/2010 Guideline
How to ensure that your PAYE, SDL and UIF Reconciliations are completed
successfully before 31 May 2010
[ Tasks in 2009 ]
Tick if action is completed
Step 1
Step 2
All you need to know about the upcoming Employer
Filing Season
Upgrade to the latest software version
[Page 2]
[Page 3]
Step 3
Collect and capture required SARS information
[Page 3]
[ Tasks in 2010 ]
Step 4
Install Pastel Payroll CD
[Page 8]
Step 5
Complete year end procedures
[Page 8]
Step 6 Install Pastel Payroll 2011 Update 2
[Page 8]
Step 7
Install SARS e@syFile
[Page8]
Step 8
Import the CSV file into SARS e@syFile
[Page8]
Step 9
Complete PAYE, SDL and UIF reconciliation
[Page8]
Step 10
Issue tax certificates
[Page8]
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[ Tasks in 2009 ]
Step 1 – All you need to know about the upcoming Employer Filing Season
Take note of the following requirements for the submission of tax certificates and
employer reconciliations for PAYE, SDL and UIF, with effect from the 2009/2010 year of
assessment:
o
o
o
o
o
o
o
o
o
o
o
o
Tax certificates submitted to SARS must be in the format as required from
2009/2010.
The electronic tax certificates imported into SARS e@syFile must include an
Employer Trade Classification code.
Employer and Employee Addresses must be submitted using the following
format:
• Unit Number
• Complex Name
• Street Number
• Street/Farm Name
• Suburb/District
• City/Town
• Postal Code
Tax certificate numbers must be 30 characters long and must consist of the
following components:
• Employer’s PAYE Reference Number
• Tax Year
• Reconciliation Period
• Unique combination of 16 characters
Nature of Person codes have been amended:
• Code M – Foreign Employment Income (no longer in use)
• Code K – Personal Service Trust (no longer in use)
• Code H – Personal Service Company (renamed to Personal Service
Provider to include Personal Service Trusts)
• Code N – Pensioner (new code)
Passport Country of Issue must be supplied if a Passport Number is entered for
an employee.
Income Tax Reference Numbers are required for each employee.* Please refer to
page 9 for a full explanation.
Contact Telephone Numbers are required for each employee.
Business and Residential Address details are mandatory for each employee.
Employee Bank Account details are required for employees not paid in cash.
Tax Certificates will be limited to two pages:
• Page 1 – Employer and Employee Demographic information
• Page 2 – Employee Financial Information. Limited to 13 Income and 7
Deduction Source Codes.
Total UIF and SDL contributions must be included on each employee tax
certificate.
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Step 2 – Upgrade to the Latest Software Version
Install Pastel Partner Payroll 2011 Update 2 from www.pastelpayroll.co.za
Our latest release offers the following enhancements to assist with your preparation for
the Employers’ Filing Season 2009/2010:
TIP! Book an on-site Consultant.
To gear yourself for the upcoming submission season in 2010,
ensure that you book an on-site Consultation with your Pastel
Payroll Certified Installer, or us directly on +27 11 304 4340 or e- ‘mail
’
us at consulting@pastelpayroll.co.za
TStep 3 – Collect and Capture Required SARS Information
Collect as much information as possible from your employees before the Employer
Filing Season 2009/2010 commences on 1 April 2010.
Ensure that, where possible, you have captured the following information on each
employee’s masterfile before submitting tax certificates for 2009/2010:
I
o Employee Surname and First Two Names
o Employee ID Number
o Employee Passport Number and Country where the passport was issued.
o Employee Date of Birth
o Employee Income Tax Reference Number*
o Employee Contact Telephone Number – Home, Business, Fax or Cell
o Employee Residential Address
o Employee Bank Account details
Use our
‘Quick
Edit
Mode’
P‘
:
To make your job that much simpler, Pastel Payroll has included a
new Quick Edit Mode in our latest release that enables you to easily
collate the information required by SARS for the 2009/2010
IRP5/IT3(a) tax certificates.
It is imperative that you collect the information from your
employees as soon as possible.
’
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NEW
SARS
requirement
the
solution
[
How Pastel Payroll software can make
your job so much simpler! ]
‘
The arrows indicate all
the new fields and options that
were added to Pastel Payroll to
enable you to complete all the
required fields for the PAYE,
’
SDL & UIF Reconciliation.
T
New Address Fields on the Setup…Company Parameters…Company screen
Pastel
Payroll
Solution
I
P
:
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NEW
SARS
requirement
New Reference Numbers and Trade Classification fields on the Setup…Company
Parameters…Statutory screen
Pastel
Payroll
Solution
[
NEW: Quick Edit Mode ]
New Quick Edit Mode on the Edit…Employee Masterfile screen to enable rapid
edit/capture of required employee details
NEW
SARS
requirement
The Country of Issue field can be found on the Personal Details tab on Edit…Employee
Masterfile
Pastel
Payroll
Solution
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NEW
SARS
requirement
The address fields are in the new format as required by SARS on the Personal
Addresses tab on Edit…Employee Masterfile
Pastel
Payroll
Solution
NEW
SARS
requirement
At least one contact number per employee is required and can be entered on the
Personal Contacts tab on Edit…Employee Masterfile
Pastel
Payroll
Solution
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NEW
SARS
requirement
Banking details are required for all employees who are not paid in cash and can be
completed on the Payment tab on Edit…Employee Mastefile
Pastel
Payroll
Solution
NEW
SARS
requirement
The employee’s Tax Number and up to 3 Tax Directives can be completed on the Tax tab
on the Employee Masterfile
Pastel
Payroll
Solution
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[ Tasks in 2010 ]
Step 4 – Install your Pastel Payroll CD
Install the Pastel Payroll CD that you have received in January 2010.
Do not attempt to complete your February 2010 Payroll Run, unless you have installed
this CD first.
Step 5 – Complete Year End Procedures
Download our 2009/2010 Year End Guide from www.pastelpayroll.co.za and follow the
detailed instructions to successfully complete your February 2010 Payroll Run and Year
End Update into March 2010.
Step 6 – Install Pastel Payroll 2011 Update 2
Download Pastel Payroll 2011 Update 2 from www.pastelpayroll.co.za.
Step 7 – Install SARS e@syFile
Download and install the latest version of SARS e@syFile from www.sars.gov.za
The upgrade will be available to download from 1 April 2010.
Step 8 – Import the CSV file into SARS e@syFile
Export the electronic tax certificates from Pastel Payroll (file IRP5.10 will be created) and
print the EMP501 Reconciliation Declaration Report.
Import the IRP5.10 file into SARS e@syFile and use the EMP501 Reconciliation
Declaration to complete the PAYE, SDL and UIF Reconciliation.
Step 9 – Complete PAYE, SDL and UIF Reconciliation
Submit your tax certificates and Reconciliation Declaration using SARS e@syFile before
31 May 2010 to prevent unnecessary penalties.
Step 10 – Print and issue tax certificates
Print and issue the tax certificates to your employees.
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* MUST READ: Explanation of the Income Tax reference number legislation
IRP5/IT3(a) certificates for the 2009/2010 tax year must contain a mandatory Income Tax Reference Number value.
Employees earning above R60 000 per annum are required by legislation to register for an IT Reference Number.
These employees can go to their local SARS office to obtain an IT reference Number by completing the IT77 form with
the required supporting documentation.
IMPORTANT NOTE: Employees earning below R60 000 per annum are NOT required by
legislation to register for an IT Reference Number. The SARS offices are only registering
employees that earn above R60 000 per Annum presently.
During your August 2010 submission these employees will be registered by SARS for IT reference numbers. This
means that Employers do not have to get their employees that earn under R60 000 per annum to register with SARS
before the end of Tax Year 2011 but the information that is submitted to SARS via e@syFile will be used to generate
IT reference numbers.
[ Additional Support ]
Pastel
Payroll
Solution
Book an On-site Consultant
To gear yourself for the upcoming submission season in 2010, ensure that you book an on-site
Consultation with your Pastel Payroll Certified Installer, or us directly on +27 11 304 4340 or e-mail us
at consulting@pastelpayroll.co.za
Telephonic Support
For additional telephonic support contact your Pastel Payroll Certified Installer, alternatively contact us
1directly on:
Pastel MicrOpay & Pastel Partner Payroll:
T: +27 11 304 4300
E: support@pastelpayroll.co.za
Pastel Evolution Payroll & HR:
T: +27 11 304 4360
E: support@evolutionpayroll.co.za
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