Resubmission of EMP501 and Tax Certificates which reflect Solidarity Fund donations, by 9 July 2021

As part of our continued effort to always keep you compliant and signal potential issues which may affect your business, we noted a recent issue which warrants this blog post.

The information in this post is aimed at employers who may have facilitated donations by employees to the Solidarity Fund, between 1 April and 30 September 2020, via their payroll

SARS Notice

Last week SARS released updated software to enable the filing season of individuals and trusts that commenced on 1 July 2021.

As part of the testing cycle during the release, it was discovered that [email protected] incorrectly processed EMP501 source code 4055 data, which relates to employee donations to the Solidarity Fund through their respective payroll systems.

SARS has apologised for the error and will be taking steps to have the issue resolved and the errors corrected.

Resubmission of EMP501 data

To address the issue, it will be required that affected employers resubmit their EMP501 data to SARS. Resubmitting the data is the only way that SARS will be able to recognise the donations by  employees for tax purposes during the upcoming filing season. It is essential that donations to the Solidarity Fund are reported on the tax certificate against code 4055.

SARS has urged all affected employers to resubmit by Friday 9 July 2021 to enable them to process the data successfully.

If you have any queries about this or are unsure if you are affected, please call the SARS Contact Centre on 0800 00 7277. 

Should you have any questions regarding SimplePay or any of our services, please feel free to contact [email protected] for assistance.

Team SimplePay

EMP501 Reconciliation to Reflect 2020 SDL Holiday

Background

As part of the government’s efforts to assist the cash flow of employers during the initial 2020 Covid-19 lockdown months, provisions were added to the Disaster Management Tax Act to relax payment of SDL to SARS for the period of 1 May 2020 to 31 August 2020 (the “affected months”).

SimplePay followed the guidelines from government, which stated that the correct way to record this payment holiday would be by replacing the 1% percentage in the SDL calculation by 0% on the monthly EMP201’s as a temporary change for the 4-month period. We also followed this change through to our bi-annual filing documents (EMP501 and tax certificates).

UPDATE 18/05/2020: PAYE “Not Assessed” Validation Error

On submission of their IRP5 / IT3(a)s, some clients have received a validation error from SARS, flagging up some or all of their employees as “not assessed”.

Without going into the details, this does not relate to whether your employees’ tax certificates will be pre-populated or not. Any certificate that can be matched to an employee will be pre-populated and will allow your employee to complete their ITR-12.

If you receive a “not assessed”, you should check that the information to which the error corresponds is correct. If it is, then you can proceed to give the certificates to your employees to allow them to file their ITR12 returns.
If you discover an error, you need to correct it and resubmit. The problem with this scenario is that your employee may have already been assessed from your initial submission. This will also result in the error code “not assessed”, as duplicate submissions trigger this validation error. If this error recurs after you resubmit, you will need to direct your affected employees to do a Request For Correction (RFC) on their ITR12s. More information on RFCs can be found on this SARS webpage.

Declaration to Reflect SDL Holiday

With filing season open, SARS have identified that some employers are submitting EMP501’s and tax certificates with SDL recorded for the relief period, when it should be nil. As a result, the reconciliation process automatically flags SDL as payable for those months and thus overdue, which then results in interest and late payment penalties being incorrectly levied against the employer.

Last week, we notified you that SARS has flagged this issue and has requested that employers double check their SDL figures when completing the reconciliation. Although we were confident that this would not be an issue for most of our customers, we chose to pass the notice on, to cater for any customers who do not make use of the filing documents generated by SimplePay (e.g. those who outsource submissions).

We apologise for any concern that this notification may have caused. Our development team have run additional tests on customer data and we would like to assure you that the SDL is recorded correctly on the EMP501 and tax certificates generated by SimplePay.

You can confirm this by opening the PDF version of your EMP501, where you’ll see the SDL values for May to August as zero under the SDL heading.

Credit for Payments Made

If, despite the correct declaration of 0%, you in fact paid the SDL to SARS for the affected months, the SDL amount paid will be indicated as an unallocated credit on your statement of account. The SDL for this period will again be declared as 0% on your 2021 EMP501 reconciliation as well as the IRP5/IT3(a) certificates.


If you have any questions on any of the information provided in this blog and how it further relates to SimplePay, you can contact us at [email protected] 

Keep well and stay safe.

Team SimplePay

Submission Channel Consistency Requested for 2021 Employers Filing Season

In a previous blog post, we discussed the opening of the 2021 employers filing season which runs from 1 April to 31 May 2021 and many employers should now have submitted or be in the process of finalising their filing for 2021.

An important point to note concerning your filing is that SARS requires that employers be consistent in the submission channel used to submit their EMP501 reconciliation and tax certificates for a particular filing period. For example, where an employer submitted their EMP501 reconciliation through SARS eFiling for the August 2020 interim submissions, the employer must not revise their first submission through SARS [email protected], or vice versa. 

Error Reports

As part of the filing process, SARS will recalculate the PAYE and SDL payable for each employee from the amounts which are reported on the submitted tax certificate. 

SARS will then compare the amounts they calculated against the PAYE and SDL amounts that are stated on that tax certificate where there are any significant differences between the two amounts, SARS will issue an error report with details of the tax certificates that have differences.

These error reports will be sent via the same channel that the employer used to submit the EMP501 and the tax certificates. For example, where an employer has submitted their EMP501 reconciliation through SARS eFiling, the error report will be sent to them via the SARS eFiling portal only and will not be accessible via other means.

Re-submission of Tax Certificates

In line with the above principle, corrections to the certificates must only be resubmitted using the same channel that was used for the initial filing.

Changing Submission Channels

You will have the option to use a different submission channel for the next filing period but must again be consistent during that filing period in making use of the same channel for any resubmissions.


If you have any questions on how the information provided in this blog relates to SimplePay, you can contact us at [email protected] 

Keep well and stay safe.

Team SimplePay

2021 Employer Annual Reconciliation Filing Season

The 2021 Employer Annual Reconciliation filing season will soon be opening on 1 April 2021. You have until 31 May 2021 to submit your Annual Reconciliation Declaration (EMP501) for the period 1 March 2020 – 28 February 2021 to SARS.

SARS has warned that late submissions will result in a penalty of 1% of total annual PAYE being levied each month after May 2021 until the EMP501 is submitted (up to a maximum of 10%). This principle will no doubt be a permanent feature for the future and we can expect it to be applied to the August 2021 mid-year tax certificate submissions too. In addition, please remember that any employer who wilfully or negligently fails to submit a return to SARS is guilty of an offence and is liable, upon conviction, to a fine or to imprisonment for a period of up to two years. This applies to EMP201’s as well as EMP501’s.

SimplePay automatically generates the IRP5s / IT3(a)s and EMP501 needed for year-end filing with SARS. These are available under the Filing section of the sidebar menu. Submissions of your EMP501 can be done via eFiling (for less than 50 employees) or the [email protected] application. You may need to update your [email protected] application to the latest version, 7.1.0. This can be done here. Please remember to back up your current information on your computer before installing a new version of [email protected]

For more information about the bi-annual filing process, refer to this help page. We also have a useful guide to take you through it step by step. The guide contains an important checklist which will help you eliminate unnecessary validation errors when trying to upload files to [email protected]

Please always check the status of submissions to ensure their EMP501 has been successfully filed at SARS.

As always, please feel free to contact us at [email protected] if you have any questions.

Team SimplePay

ETI Refresher and Employer Reconciliation Recap

The calendar’s page has been turned over to November, which means that for the vast majority of you, the interim filing season is done and dusted! Our blog post today contains a refresher on ETI balances and the effect of tax periods on them, in addition to a polite reminder for any clients still to complete their filing.

Carrying Forward Unutilised ETI 

You may remember that as part of the Government’s response to COVID-19, ETI was adapted to increase both the number of eligible employees and the amount claimable per employee. Due to the scheme’s increased uptake, we thought it would be helpful to give you a brief refresher of some important points.

Under the rules that govern ETI, if your total ETI for a certain month is greater than your overall PAYE liability, you can have the balance rolled over to the following month(s). This roll-over is only allowed within any one six (6) month tax period – March to August and September to February, after which any unutilised ETI which you haven’t claimed as a payout from SARS is forfeited. As the extended COVID-19 ETI ran for the months of April to July 2020, these all fell within the last bi-annual filing period of March to August. Therefore, from August the usual roll over rules applied, meaning that any unutilised ETI is not rolled over, but should rather be claimed as a refund from SARS.

SARS has stated that despite the challenging circumstances brought about by the pandemic, these rules stand and that any ETI balance that you may have held will not be extended beyond the 31 August cut-off point. Despite this support measure no longer being available, we hope that the lesser restrictions means your business continues to regain a sure footing.

We’d also like to take this opportunity to remind you of the importance of correct and timely ETI submissions and claims, as the penalties for non-compliance can be severe. For more details, check out our ETI help pages.

Filing Reminder

Having gotten through another interim filing period, we hope that our continued endeavours to make payroll a breeze has made this filing season the smoothest yet for you! If you have not yet filed your EMP501 and IRP5 / IT3(a)s, the deadline was the end of October. We urge you to complete your filing as soon as possible, as the sooner you do this, the lesser the prospective penalty for late submission. If your EMP501 remains outstanding for several months, you could face a maximum penalty of 10% of the total amount of your employee’s tax deducted for the 2021 tax year.

If we can assist at all, please reach out to our support team who will assist you as best they can in resolving any issues you are facing with submission.

We hope that this information has proved useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Equally, if you are not yet a client of SimplePay but would like to be, why not check out our website? Or, better yet, try out our service for free with our 30-day trial, get acquainted with our user-friendly service by reading our getting started page, or take our free online course

Keep well and stay safe.

Team SimplePay

Filing Reminder and TERS Update

In the blog today we are writing to remind you about both the interim employer reconciliation and the individual income tax return deadlines, in addition to an update on COVID-19 TERS. Both of the filing submission periods are now open and we recommend that you complete your submissions in good time to avoid any complications.

Employer Interim Filing Season

This year the employer interim reconciliation submission period will run between 14 September and 31 October 2020. Within this period you will need to submit your EMP501 return and your employees’ IRP5 / IT3(a)s to consolidate the period between 1 March and 31 August.

As mentioned in our previous blog post, SimplePay automatically generates these forms from your previous submissions, with all the latest legislative changes taken account of. All you need to do is log onto [email protected] or eFiling and submit the required forms. It really is that easy!

Manual Individual Income Tax Return 

If you have already completed SARS new auto assessment process in August, as covered in this blog post, then you have already met your obligations and don’t need to do anything further. This reminder applies to you if you rejected or did not receive an auto assessment from SARS, but need to complete an individual income tax return.

If this is you, the submission period for individual income tax returns is between 1 September and 16 November 2020 if you are filing online. You can log into eFiling or the SARS Mobi App to complete your manual return.

COVID-19 TERS Update

The past few weeks have been challenging for the UIF with respect to COVID-19 TERS. The audit carried out showed a number of shortcomings in the validation steps for applications, which led to various misallocations of funds. As a result payments were halted on 11 September and access to the TERS portal was down over the past weekend to maintain and improve the process’s safeguards. The resumption of the payouts is yet to be announced, but we shall endeavour to let you know when this happens.

An additional point of note is that for those that meet the application requirements, TERS benefits have been extended to 15 September. The application deadline for this period is 30 October, after which no new applications will be accepted.

For all other application periods i.e. March to 15 August, the deadline for new applications is 17 September.

Update 16 September: The closing dates for new have been changed  as follows:

 New applications for March to end of May the deadline is now 25 September 2020. 

New applications for June the deadline is now 15 October 2020.

New Applications for July to 15 September the deadline is now 30 October 2020.

The media statements on the audit findings can be found here and the announcement of an extension to COVID-19 TERS can be found here.

We hope that this information has proved useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Equally, If you are not yet a client of SimplePay but would like to be, why not try out our service on the house? You can sign up for your free 30-day trial here. Get to grips with our user-friendly service by reading our getting started page, or trying our free online course. Concerned about cost? Don’t be; we’ve simplified that too – check out our pricing page. Alternatively, you can request a formal quote if you need one here.

Keep well and stay safe.

Team SimplePay

Huge ETI Update and Improvements

Managing Employment Tax Incentive (ETI) claims can be difficult and time-consuming. However, it can also be highly beneficial for many employers and is well worth taking advantage of where you can.

Over the years we’ve taken note of the difficulties faced by our clients and have used this feedback to improve our system and your experience. Our team has been hard at work to deliver a massive ETI update, which will greatly improve and simplify your ability to correctly claim ETI and includes the following changes:

Backdating: You can now set an effective date for an employee’s ETI that’s in the past. You can also do the same for other ETI settings, like minimum wage. This allows you to update your ETI setup so that your ETI on SimplePay matches your records ensuring that your current claims are correct. In some cases, it may even result in further claims for ETI.

More effective handling of under-claims: SARS has specific rules for how ETI under-claims should be handled. More info can be found on our help site, but in short, you are only allowed to claim for ETI that you under-claimed in the current bi-annual filing period. For example, we are currently in the 1 March to 31 August bi-annual filing period, therefore under-claims for periods before 1 March will be forfeited. Any under-claims for the current bi-annual filing period have to be claimed in the current month if the ETI is for a month whose EMP201 deadline has already passed. The system will now assist you in remaining compliant with this and with making these claims.

Better auditing: Seeing ETI values change on your EMP201s has often been a cause of confusion for our clients. Going forward, the system will allow you to track the source of such changes, providing a clearer audit trail and helping remove some of the stress and confusion around ETI.

Stay in sync with employee information: When correcting a setup error which impacts ETI, (such as changing an employee’s date of birth), you now have the ability to recalculate historic ETI immediately. This functionality gives you the ability to claim historic errors immediately, rather than having to wait until bi-annual filing. As always, we advise clients to be very cautious when entering information used for calculating ETI.

The following help articles provide more information on ETI and how it works (including the changes mentioned above):

Reminder:

It’s important to note that the August EMP201 is the last time you’ll be able to claim ETI under-claimed for the period March 2020 to July 2020. Any ETI for the current bi-annual filing period that was not claimed will have to be forfeited after the August EMP201.

Want to claim ETI but don’t have the right payroll software to help you? 

SimplePay clients love having a hassle-free payroll experience that keeps them compliant and keeps up to date with changes in the payroll landscape. Not convinced? We offer a 30 day free trial that lets you see just how easy payroll can be. You can find out more and sign up here.

Team SimplePay

2019 Employer Annual Reconciliation Filing Season

The 2019 Employer Annual Reconciliation filing season will soon be opening on 17 April 2019 (it is usually 1 April but has been delayed due to system upgrades at SARS). You have until 31 May 2019 to submit your Annual Reconciliation Declaration (EMP501) for the period 1 March 2018 – 28 February 2019 to SARS.

SimplePay automatically generates the IRP5s / IT3(a)s and EMP501 needed for year-end filing with SARS and these are available under the Filing section of the menu. Submissions of your EMP501 can be done via eFiling or the [email protected] application. You may need to update your [email protected] application to the latest version, 6.9.4. This can be done here. Please remember to back up your current information on your computer before installing a new version of [email protected]

For more information about the bi-annual filing process, refer to this help page. We also have a useful guide to take you through it step by step. The guide contains an important checklist which will help you eliminate unnecessary validation errors when trying to upload files to [email protected]

As always, please feel free to contact us at [email protected] if you have any questions.

Team SimplePay

2018 Employer Annual Reconciliation Filing Season

The 2018 Employer Annual Reconciliation filing season is now open. SimplePay automatically generates the IRP5s / IT3(a)s and EMP501 needed for year-end filing with SARS and these are now available for the 2018 filing season.

You will have until 31 May 2018 to submit your Annual Reconciliation Declaration (EMP501) for 1 March 2017 – 28 February 2018 to SARS. This can be done via eFiling or the [email protected] application. You may need to update your [email protected] application to the latest version, 6.8.3. This can be done here. Please remember to back up your current information on your computer before installing a new version of [email protected]

For more information about the bi-annual filing process, refer to this help page. We also have a useful guide to take you through it step by step. The guide contains an important checklist which will help you eliminate unnecessary validation errors when trying to upload files to [email protected]

In preparation for this filing season, we have done some system updates to further simplify the process for you:

  • Pre-validation updates:

We have added additional pre-validation measures to identify data errors are before filing with SARS.

  • Consolidated IRP5s / IT3(a)s

After liaising with SARS, we have updated the way we generate tax certificates for employees who are terminated – any information on once-off payslips created after their termination date are added to the tax certificate generated for their service period if the once-off payslip date falls in the same tax year.

As always, please feel free to contact us at [email protected] if you have any questions.

Team SimplePay

Interim PAYE Reconciliation Closes in One Week!

Just a reminder that the current bi-annual recon season closes in a week, on Monday 31 October. You should submit all your tax certificates to SARS by then. SimplePay has an [email protected] export function that makes this easy.

You also need to do an EMP501 recon. SimplePay also has a report to help you with this.

If you haven’t completed your recon yet, start now to avoid the deadline rush.