Employers must use latest version of SARS e@syFile Employer system

To ensure they meet all the requirements, employers should download the latest version of the e@syFile Employer system from the SARS website www.sarsefiling.co.za.

"It's critical that companies download and install this software before conducting their PAYE, SDL and UIF reconciliations to ensure accuracy and compliance with SARS requirements," says Madelein van der Watt, Development Manager at Sage Pastel Payroll & HR. "Should you use a previous version of the e@syFile Employer system, your submission will not be accepted by SARS."
Back up information

The installation may delete the current information, so make sure you back up your current information before installing the new version of e@syFile Employer.

SARS requires that tax certificates include the individual's personal income tax reference numbers. The e@syFile Employer system will generate warnings for each tax certificate without the required income tax reference number specified, indicating that potentially penalties will be raised if this information is omitted from the final submission data.

If your company is claiming Employee Tax Incentive (ETI), remember to include SIC codes and the value of the ETI you have claimed for the first two months of the ETI year. Also, you will need to include a new deduction source code and comply with new validations specific to ETI.

If you are using an automated payroll solution, it will generate tax certificates with the new ETI source code already consolidated and included in the CSV export for e@syFile.

Automated solutions

During the year-end procedures, the electronic tax certificates are generated automatically in the IRP5.14 file format if you make use of automated payroll solutions. This file can be imported directly into the e@syFile Employer system and the payroll EMP501 Reconciliation Report to complete the PAYE, SDL and UIF reconciliations. Van der Watt emphasises that this saves you considerable time and cost compared to manual calculation and capturing to complete the PAYE reconciliation submission twice a year.

You also need to submit your 2013/14 return of earnings to the Compensation Commissioner at roe.labour.gov.za. Online submissions are now accepted from 1 April 2014 and must be completed before the end of May 2014 to prevent unnecessary penalties and interest from being raised on your account.

Employers who require a letter of good standing to be issued by the Department of Labour should compile and submit the ROE as soon as possible. Keep in mind that you first need to calculate each employee's earnings up to the annual limit and separate your directors' details before completing the COID return.