Times Pay 8.0 IRAS 2014 Year End User Manual

Transcription

1 Times Pay 8.0 IRAS 2014 Year End User Manual 10, Jalan Besar, #14-01, Sim Lim Tower, Singapore Tel: (65) Fax: (65)

2 Contents Page PART 1 Year End Setup Procedures (PAYROLL) Installation of Updates for TimesPay Processing of Bonus Run in Year CPF Excess Refund Initialize New Year for Year Processing of Previous Year Bonus (Bonus 2013 paid in 2014) PART 2 Year End Setup Procedures (IRAS) IRAS2014 Program IRAS Settings Tax Line Setup Recalculate CPF Voluntary CPF Setup IR8A Report Benefits in Kind Appendix 8A Modify IR8S IR8S Report Share Options Global Allowance Query Reports CPF Excess/Short AIS Salary File Validation and Submission Application Income Tax Format Crimson Logic Format Validation & Submission Application Quick Start Guide Annexes Annex A Carry Forward Leave Method Annex B Explanation of IRAS Parameter Setup Annex C Explanation of Bonus Method Annex D Explanation of Bonus Payment Option Annex E Sample IR8A Form with Tax Line Number Indicator Annex F Payroll / HR Enhancement / Changes List for the year Annex G Bonus / Allowance / Deduction Import using Microsoft Excel Annex H IRAS Acceptable Rates for Per Diem Allowances Page 2 of 115

3 Step 1 Updating of TimesPay 8.0 and Installation of IRAS 2014 Bonus paid out in 2013 Step 2 Processing of Bonus/AWS (Year 2013) No bonus paid out in 2013 Step 3 Backup of Database Step 4 Initialization of New Year and Brought Forward of Leave to Year 2014 Step 5 Processing of Previous Year Bonus (Year 2014) Page 3 of 115

4 Key features added to this version: IRAS2014 application for yearend income tax submission. New January 2014 CPF Updates. Updated Public Holidays table for the year Enhanced user interface for both TimesPay 8.0 and IRAS module Installation Procedures: 1. PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE PAYROLL BEFORE PROCEEDING. 2. For customers using the standard payroll TIMESPAY 8.0 (TP8), please go to the following URL to download the executable file for the update: For Windows XP Users A window similar to the one shown below will prompt while accessing the URL. Select [SAVE] and another window shown below will prompt again. Select the destination you wish to download in (we recommend to save the file to your DESKTOP) and select SAVE again. Page 4 of 115

5 For Windows 7 Users IRAS2014 A window similar to the one shown below will prompt at the bottom half of the browser. Select [SAVE AS] and another window shown below will prompt again. Select the destination you wish to download in (we recommend to save the file to your DESKTOP) and select SAVE again. For customers that are using the customize payroll versions (ie. TIMESPAY8_CLAIM, TIMESPAY8_CURRENCY), please download the updates at the following link: Alternatively you can get the links by sending an to update@timesoftsg.com.sg When the download is completed, you should see this icon on your desktop: Page 5 of 115

6 3. Double click or run this icon and the following screen will appear. If the Destination Folder is correct, click on the [INSTALL] button : IMPORTANT NOTE: PLEASE ENSURE THE CORRECT DESTINATION FOR THE PAYROLL SYSTEM IS POINTED CORRECTLY UNDER DESTINATION FOLDER BEFORE YOU CLICK THE INSTALL BUTTON. [PLEASE READ THE STEPS IN PAGE (8) FOR THE WALKTHROUGH] YOU MAY NEED TO CHANGE THE PATH IF YOUR PAYROLL IS NOT INSTALLED IN C:\. PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE TIMES SOFTWARE. 4. Upon clicking [INSTALL], the application will prompt you to enter a password. Please key in the password which was sent to you via and click on [OK] to proceed. If you did not receive the password, please send us an to update@timesoftsg.com.sg 5. The following window will prompt: Click the Yes to All button to proceed. Page 6 of 115

7 Common Errors Encountered during Updating There are 2 reasons this error might occur: a. Someone is logged into the system when the update was performed. Please ensure all users are logged off and redo the installation. b. You do not have any access rights to install the update. Please request your system administrator to assist you in updating. For Windows 7 Users This message will prompt after the installation is complete. Please select This program installed correctly to continue. Page 7 of 115

8 How to Verify that the Payroll is updated? IRAS2014 a. Run the TIMESPAY8 application. b. At the login screen, ensure the version is at and the date is 07/10/2013 or later. c. In this new update, we had enhanced the login page to display the total headcount used and the total licensed headcount in which you had purchased. How to Identify your Payroll s Installed Location? a. Look for the TIMESPAY8 icon on your desktop. b. Right click on the icon and select Properties c. Click on Shortcut tab d. Look in the Start in: field: IMPORTANT NOTE: If you run the TIMES software application remotely and software application installed on the client s PC but database(s) on the server, please update both the server and client s PC. Page 8 of 115

9 This section is to equip the user with the knowledge of processing bonus in our system. Bonus Processing Procedures: 1. In the main menu, click on Process Payroll. 2. Select Bonus Record. Page 9 of 115

10 3. You will see the following screen: Lowest Priority Highest Priority IRAS Item Explanation Important Remarks 1 Bonus Code: Select the code from the Allowance/Deduction table that you wish to declare as your Bonus Code. For Bonus run, we recommend to use codes starting with BONU for example: - BONUAWS - BONU - BONUADV Please DO NOT use BONUSP as it s a reserved code for Bonus for year 2013 which are paid in the year 2013 (Please refer to ANNEX B, Page 98 for more illustration) Page 10 of 115

11 2 Bonus Method: Select the following bonus method practice by your company: - By Calendar: Based on Calendar Year (Jan 2013 to Dec 2013) - By Pay Period: Based on employee s pay group s period (21st Dec 2012 to 20th Dec 2013) - By Calendar Periodical: Based on company financial period (July 2012 to June 2013) IRAS2014 Please refer to ANNEX C, Page 99 for more details 3 Cut-off Bonus (Mth/Period): Determines the cut off period of the bonus computation. 4 Bonus Factor: This is to define the multiplying factor for bonus computation. If it s set to zero, the Bonus Factor value specified in the Update Employee record are used instead. Example: If your company s bonus follows the calendar year, your bonus cut off will be in December. Please see screenshot below: Page 11 of 115

12 5. Select your Bonus Payment By: - New Base Salary - - Base Salary New Base Salary (Last year) - Fixed amount - New Base Salary + (NWC) - - Base Salary + (NWC) Base Salary + (NWC) Last Year - New Base Salary + (Svs pt) - - Base Salary + (Svs pt) Base Salary + (Svs pt) Last Year - New Base Salary + (MVC) - Base Salary + (MVC) - Average Paid Salary IRAS2014 Most commonly used option. Please refer to ANNEX D, page 100. NWC = National Wage Council (Union Employees) Svs pt = Service Points. Only applicable to hotels still using this scheme. Only applicable if the company uses MVC as recurring allowance. Applies to Hourly/Daily Rated Staff 6. Bonus Amount Only use this field if you have Fixed Amount payment selected in Item Which Period To Pay Bonus Select which Pay Cycle you wish to pay out the bonus with: - Mid-Month Period. The bonus amount will be lumped into the mid-month cycle. - End-Month Period. The bonus amount will be lumped into the end-month cycle. - Seperately. The bonus amount will be seperated and placed into a cycle called Bonus Cycle. We strongly recommend that you use Seperately in order for our system to calculate the CPF contributions of the normal pay cycle with the bonus pay cycle. 8. Bonus Calculation By Prorate the bonus based on: - Service Month (Please refer to page 14. Item B1 for more information) - Calendar Days (Please refer to page 16. Item B2 for more information) - Working Days (Please refer to page 17. Item B3 for more information) - None (No proration) 9. Service Month Cut-Off Day This option will only appear when Service Month is selected in Item Contribute Community Funds Option to include community funds into the Bonus Cycle or exclude it and lump the amount in End Month Cycle. For more information please refer to page 15 for Service Month Cut Off Day explanation. If you had processed the End Month, this option will no longer be available. 11. Rounding Formula This option will round the bonus amount based on the following selection: - None (Default) Page 12 of 115

13 - Round up to Dollar - Round down to Dollar - > 0.5 = 1 or 0.5 = 0.5 or < 0.5 = 0 - > 0.5 = 1 or <= 0.5 = 0.5 or 0 = 0 IRAS Leave Exclusion If any of the checkbox is, system will prorate the bonus amount according to the leave taken by the employees. 13. Exclude Unconfirmed Staff The system will exclude all unconfirmed staff when processing the bonus cycle. This option is turned on by default. 14. Exclude Employee Hired after and Exclude Employee Resigned After The system will exclude the staff hired after the keyed in date or resigned after a certain date. TIPS AND TRICKS: If you wish to process the payroll for a certain group of employees with specific criterias, you may use the Ad-hoc Query or Query Expert to filter the employees before proceeding with processing their Bonus. FREQUENTLY ASKED QUESTIONS Is it possible to upload the bonus information based on an excel file which I had created? YES, it is possible. Please refer to ANNEX G, page 105 for the complete step by step guide. Page 13 of 115

14 Bonus Calculation By Methods: IRAS2014 B1. By Service Month Hired date: 11/05/2013, Bonus factor: 1, Bonus method: By Calendar Basic Salary: $2,000 Which period to pay bonus: Separately Cut Off Bonus: The bonus will be computed as follows: (8/12) month X $2,000 =S$1, Page 14 of 115

15 Service Month Cut Off Day: IRAS2014 Only applicable to Service Month method only. This is to indicate the cut off day of the particular month. 15 means the staff must work more than 15 calendar days or equal in the 1 st month he / she joined the company. If more than 15 calendar days or equal to 15 calendar days, the service month is 1, else it is a zero month. Additional Example: For staff joined 16/08/2013, service month is 5 months. (It includes August month because counting calendar days from 16/08/2013 to 31/08/2013 is 16). Note that different months have different calendar days. Example -July, August has 31 calendar days but November has 30 calendar days. Page 15 of 115

16 B2. Calendar Day Method Calculation: Hired date: 11/05/2013, Bonus factor: 0, Bonus method by: Calendar IRAS2014 Basic Salary: $2,000 Which period to pay bonus: Separately Cut Off Bonus: Employee s Update record (Bonus factor = 1) NPL: 3 days (You may use the Leave Exclusion function to further prorate the staff s bonus if they are on NPL) The bonus will be computed as follows: Total calendar days = 365 days Actual calendar days: ( ) - 3= 232 days 232/365 calendar days X $ = S$ Page 16 of 115

17 B3. Working Days Method: Bonus Calculation by: Working days: Hired date: 11/05/2013, Bonus factor: 1, Bonus method by: Working Days Basic Salary: $2,000 Which period to pay bonus: Separately Cut Off Bonus: IRAS2014 NPL: 3 days (You may use the Leave Exclusion function to further prorate the staff s bonus if they are on NPL) Total working days in the year: = 261 days Actual working days less NPL days (3) = 166 days The bonus will be computed as follows: 166/261 working day X S$ = S$ Page 17 of 115

18 Process Bonus By Group IRAS2014 This section allows the users to be able to execute the Bonus Run by Groups. Processing Procedures: 1. At the Process Bonus Record, click on Group tab 2. You can group by the below 4 types of grouping: Category Code Appraisal Code Job Grade Code Classification Code 3. Select either one of the above 4 codes 4. Click on Generate Record button Page 18 of 115

19 5. Key in either combination below: 5.1 Bonus Factor and Variable Bonus 1 and Variable Bonus 2 for each group or 5.2 Fix amount and Variable Bonus 1 and Variable Bonus 2 for each group. 6. Once you are done, you may proceed to process your bonus, by returning to the Bonus Parameter tab to process the bonus IMPORTANT!!! If you are not using the group setup, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the setup on the Bonus parameter tab. Page 19 of 115

20 Process Bonus by Individual IRAS2014 This section is to allow the users to be able to enter the bonus amount/ factor by Individual Staff. Processing Procedures: 1. At the Process Bonus Record, click on the Individual tab 2. (Optional) If you wish to retrieve the Bonus Factor from Update Employee, please at the option below. 3. If you do not wish to retrieve the Bonus Factor from Update Employee, please DO NOT at the above option. 4. Click on Generate Record 5. The system will generate the employee listing: Page 20 of 115

21 6. You can key in the fixed amount or change the bonus factor for each individual staff. 7. Once done, you may go back to Bonus Parameter tab to process your bonus. COMMONLY MADE MISTAKES If you are not using the individual setup, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the standard setup on the Bonus parameter tab and the Group tab. 8. If you wish to update your entry back to Update Employee Bonus Factor field, you can do so by checking on the Update Bonus Factor to Update Employee? check box. 9. Click on Generate Record button to update the Bonus Factor. Updated from Individual Tab Page 21 of 115

22 Update Bonus Factor This section is for the user to update the employee s bonus factor. You can update all the bonus factor update in one single window. Once this list is updated, the system will process the bonus based on the updated bonus factor Update Procedures: 1. At the Process Bonus Record, click on Update Bonus Factor tab. Click on Generate Record button to generate your employee listing. 2. The system will display all of the employee s bonus factor in a list 3. Once you have updated the Bonus Factor, you can go back to Bonus Parameter tab to process your bonus. COMMONLY MADE MISTAKES If you are not using the option Update Bonus Factor, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the standard setup on the Bonus parameter tabs. Page 22 of 115

23 FREQUENTLY ASK QUESTION Why does the system not calculate the CPF Excess? According to the CPF Board, payroll vendors do not have the right to adjust any CPF Excess automatically from the system. Hence, we can only notify our users via report. Upon closing the December payroll, it is important for the payroll officer to view the CPF Variance Report located in Payroll Reports > Internal Reports. By viewing this report, you will know which employees have excess contributions in their CPF: If there is a value in the Employee/Employer variance, it means that you have CPF Excess in for the employee. 1. If the employee has CPF excess and you have not submitted the CPF Submission to the CPF Board, you can go to Modify Pay Record to reduce the EECPF and ERCPF manually to recover the overpaid CPF. By doing so, you can save all the hassle of submitting the CPF Refund form to the CPF Board and the IR8S Form to IRAS. Page 23 of 115

24 2. However, if the CPF Excess figure is too much to be recovered from the CPF of December, you will still need to submit the CPF Refund form and the IR8S form. 3. In order to manually adjust the CPF value for the affected employee(s), first go to the Update Employee Record > Other tab. Tick the option Change CPF/FWL/SDF? and click on Save button. 4. Next, go to Modify Pay Record and click on Recalculate button. The Employee CPF and Employer CPF will be highlighted in blue. Amend the CPF rates accordingly. HOW TO AMEND THE CPF? Based on the example given above, the Employee Variance is $ and the Employee CPF contribution of is -$ Hence, the Employee CPF should be manually adjusted to: -$ $ = -$ The Employer Variance is $ and the Employer CPF contribution of is $ Hence, the Employer CPF should be manually adjusted to: $ $ = $ This is what should be reflected in the Modify Pay Record: Page 24 of 115

25 Initialize New Year is a compulsory step to take during the year end period. The objective of this is feature is to: - Create the employees working calendar for the year Creating a public holiday table for the year Bring forward leave balances of year 2013 to year IMPORTANT NOTE!!! Initialization of New Year must be done before employees can apply leaves on the year This is an important step if you have the e-leave system and your employees would like to plan their 2014 leaves in advance Backing Up of Database(s) Before the initialization of New Year, it is highly recommended to users to backup their database(s)/company. Backing up Procedures: 1. Before backing up the database, there are FOUR STEPS the user MUST ensure before proceeding further. They are: PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE TIMES APPLICATION (INCLUDING E-MODULES) FOR CUSTOMERS WHO HAVE E-LEAVE, PLEASE ENSURE ALL THE PENDING LEAVE(S) IN THE LEAVE RECORD ARE CLEARED BEFORE YOU INITIALIZE THE NEW YEAR. ENSURE DECEMBER NEW HIRE(S) RECORD(S) ARE UPDATED. ENSURE DECEMBER 2013 RESIGNEES ARE UPDATED ACCORDINGLY. Page 25 of 115

26 2. Once you had ensured that the 4 steps mentioned are complied, you can proceed in backing up your database(s). 3. In the login screen of TimesPay 8.0, select the company you wish to backup and click on the Diagnostic button: 4. Click on the Backup button. 5. You may select the drive to backup your database by clicking on the Folder button. The default location is in your TP8 folder. Click on START when ready. 6. If you have more than 1 databases, repeat steps 3 to 5 for each database. Page 26 of 115

27 1.4.2 Initialize of New Year What does this message mean? FREQUENTLY ASKED QUESTION You will only see this message when you had not initialize new year and are login to period Once the backing up process is complete, you may continue to initialize the New Year for the year Login into the Timespay8 program and select in the period field 2. Click on Utility button and select Initialize New Year Please ensure you are in the year Page 27 of 115

28 3. You will see the following screen: IRAS Please ensure that the database year is Please select your rounding method of the B/F leave (Rounding formula depend on the method selected in the Leave Setup > Leave Administration > Current Leave) - If you want to round leave that will be carried forward, select Round. - If you do not want to round carry forward leave, select Not Round. - Rounding method used Half (>0.5:=1 or <0.5:=0 or 0.5:=0.5) Please refer to the following for the examples on the differences of the two options. Case #1 Case #2 Case #3 Carry Forward Leave: Round: Not Round: Carry Forward Leave: Round: Not Round: Carry Forward Leave: Round: Not Round: Carry forward leave methods: (Please refer to Annex A, page 95) 7. Initialize Employee s Calendar in New Year: to initialize your employee s working calendar in year Initialize Employee s Cost Centre Allocation Table: Check to copy the Cost Centre Allocation in year 2013 to year This option should be if you have never run Initialize New Year before. 9. Click on OK button to start the Initialize New Year function. Page 28 of 115

29 10. You should see the Holiday Table screen next. IRAS Please ensure the Public Holiday table is correct by referring to the MOM Website: Ensure Annual Code is at Public Holiday Table 12. Click on Proceed to Initialize to continue. 13. The initialization process will take a while especially to users with a huge database. Please do not End Task or force shut down during this period as it might corrupt the data. 14. Once the Initialize New Year process is completed, a message box will appear. Click on OK button to proceed. 15. An Annual Leave Carried Forward/Forfeit Report will be generated and be prompted on the screen. This report will display the total leave Carried Forward or Forfeited to Year Page 29 of 115

30 16. You may print this report now or print it later by going back to the Initialize New Year function and click on the B/F Leave Report button. 17. Once this process is completed, your staff can now apply leave for the calendar year of 2014 and you can proceed with your Year 2014 payroll. Page 30 of 115

31 This section covers bonuses that are paid in year 2014 but are intended for 2013 tax assessment. Processing Procedures: 1. To process a bonus, click on Process Payroll button and select Bonus Record Please ensure you are in the year Your BONUSP must be selected as the Bonus Code in this case. BONUSP is a reserved code for Bonus paid in 2014, but to be declared as 2013 income (According to IRAS only Contractual bonus 2013 paid in 2014 can put back to 2013, Noncontractual bonus 2013 paid in 2014 must treat as 2014 income) 4. For the Cut Off Bonus (Mth/Period), please enter as 12/ The rest of the setting should follow chapter 1.2. Page 31 of 115

32 Ensure Bonus Code = BONUSP Ensure cut off is 12/2013 IMPORTANT!!! Clients are advised not to process BONUSP after 1 st March 2014, (or before February 2014 s CPF cut off deadline by 14 th March 2014). Clients are advised to use Bonus Codes that are NOT BONUSP for the bonus after 1 st March These bonuses will NOT be included for the tax assessment of the year Page 32 of 115

33 Upon first login, the system will bring you to this option. You must complete this setup before proceeding. Link existing allowance / deduction codes with their respective Tax Line Setup Voluntary CPF contributions to Singaporeans and PRs YES Does your company have employees with Voluntary CPF? NO Input all taxable benefits such as Accomodation, Car benefits and Pension YES Do any of your employees have benefits which are taxable? Fill up the IR8S form to declare the CPF refund caused by Excess contribution. Print NO YES Print Displays Appendix form the 8A Do any of your employees have Excess CPF? NO Displays IR8S form the Input the Share Options for Appendix 8B YES Do any of your employees have Share Options? Displays Appendix form the 8B Print NO Submits electronic files to IRAS via IRAS website or CRIMSON LOGIC Page 33 of 115

34 Before proceeding further, users MUST ensure that they have the latest IRAS2014 application installed. The IRAS2014 is a separate application from the payroll. The function of this application is to enable the user(s) to yearend income tax documents (IR8A, IR8S, Appendix 8A and Appendix 8B) as well as E-Submission files for both Crimson Logic e-submission and Income Tax Department Submission. How to run the application? 1. On your desktop, look for the IRAS2014.exe shortcut icon. If you cannot find the shortcut icon, please go to \\TP8 folder and look for the IRAS2014.exe icon. Simply select the icon and do a right hand click, select the option Send To, Desktop (create shortcut). 2. Double click the icon to launch the program. 3. The main login screen will be display on your screen. NOTE: The date must be later than 03/10/2013 Page 34 of 115

35 4. Select the company to login by doing a single left mouse click on the company code. Click on OK button to proceed. Please key in your payroll User ID and Password onto the Login screen. IRAS2014 IMPORTANT NOTE!!! Only User(s) with full access of the payroll can login to the IRAS 2014 application. 5. Print Date is the date that will appear at the bottom of the IR8A form. 6. Click on Login button to login into the program. 7. If this is your first time logging in, you will be brought to the IRAS Settings screen. Please refer to the next page on how to proceed from the screen. Page 35 of 115

36 1. Upon your first login into the IRAS 2014 application, the system will automatically link any employees with more than 1 profile for the year 2013 based on their FIN or NRIC No 2. Once the linkage is completed, a prompt similar to the diagram to the right will appear on the screen. Click OK to continue. 3. The following screen will next, be displayed on the screen. 4. In order to proceed further, the correct information must be keyed into the above highlighted fields. Page 36 of 115

37 IMPORTANT NOTE!!! The system will prompt the following message if you fail to provide the relevant information in IRAS Settings: By clicking on Yes, the system will bring you back to the settings screen. If you click No, the IRAS 2014 application will close. You will be unable to proceed further if you did not provide the relevant information for the settings. Please refer to the following table for the description and definition of each and every field located in the Parameter Setup. Types Of Organization : - Private Sector - Statutory Board - MINDEF - Govt Department - Others UEN-LOCAL COMPANY (ROC) Company registration ID with the following format yyyynnnnnx. E.g A. Payer s ID Type : (Format yyyy = year, n = numbers, P, Q, X = alphabet) UEN-BUSINESS (ROB) Company registration ID with the following format nnnnnnnnx. E.g A ASGD - Tax Reference number assigned by IRAS ITR - Income Tax Reference number assigned by IRAS UEN-OTHERS Company registration ID with the following format TyyPQnnnnX. E.g T08FC1234A Director fee approval date Do you have 2012 bonus that are paid in 2013 (Y/N) : (Excluding BONUSP) It is default to 31 st Dec You may change the date to the actual date that you know This is the non/contractual bonus declared payable in 2012 but paid in to enable this option. Note: The bonus amount will appear in a separate IR8A form (Supplementary Form). Page 37 of 115

38 Do you wish to include 2012 bonus s CPF contribution in the supplementary form? It will be defaulted as Yes. This option will include 2012 bonus CPF contribution into Supplementary Form. For 2012 Bonus paid in 2013 up to? Do you have 2013 bonus that are paid in 2014 (Y/N): (For BONUSP Only) NSP Code 1 / Code 2 Is your Database converted from other payroll software in 2013? (Y/N) Employee s Income tax Borne by employer? Authorized person making the declaration Designation Contact Person s Address Select the cut off period where this bonus will apply. Defines the bonus that are declared in 2013 service year and paid in the following year (2014). to enable this option Important Note: When paying out this bonus in 2014, use the code: BONUSP before 1 st March 2014 Select the relevant National Service Pay code used in your existing database. The default code is NSP. if your database is converted from other software. If you do not do so, the OT figures may not be captured into the form IR8A. Press [F10] key to enable and view this function. Check this box if your employee s income tax is borne by employer. If only selected staff s income tax is borne by employer, use a query. This is applicable only for hard copies of IR8A. NOTE: Refer to page 66 to key in the partial/full amount for employees. Enter the name of the person who has the authority to confirm the information. Designation of the Authorized Person making the declaration. Address of the Authorized Person making the declaration. Important if you are using auto-inclusion scheme. TIPS AND TRICKS In the event that you wish to make changes to the settings, you can always revisit it by clicking on the IRAS Settings button in the main menu. Page 38 of 115

39 This function enables the user to setup the correct tax line for the allowance and deduction codes which are used in the payroll system for the year 2013, so that the amounts reflect correctly on the employees IR8A form. Mapping Procedures: 1. Click on the Tax Line Setup button: 2. A table which looks similar like the diagram below will appear. Ensure that you had selected the correct Tax Line Number for all the codes. For more information, please refer to the sample form found in ANNEX E, Page Click on Close button and the system will prompt you to save the changes if you have made any changes. Page 39 of 115

40 This step will recalculate and recompile the CPF contributions for the year During this step, the IRAS application will breakdown the CPF into 3 different categories: Voluntary Contribution Supplementary Bonus CPF Contribution Recalculation Procedures: 1. Click on the Recalculate CPF button 2. The following screen will appear. 3. Click on Process button to proceed with the CPF calculation. 4. Once you are done, the program will end the process automatically. Page 40 of 115

41 This section is to setup VOLUNTARY CPF for Permanent Residents and Singaporean Citizens. Please skip this step and proceed to Chapter 2.5 (page 43) if your company does not practices contributing voluntary CPF. Voluntary CPF for Singaporeans This section is to allow the user to ensure all Voluntary Contribution (For Singaporeans only) is correctly setup in the IRAS program. 1. Click on Voluntary CPF Setup and click on Singaporean. Singaporean Permanent Residents 2. You will see the below screen. This setup is link directly from Update Employee, MISC Tab 3. Show Employees Contribute Voluntary Fund? option allows you to filter only staff who contribute voluntary fund in the TIMESPAY8. 4. If the staff s voluntary fund is not found in this list, you can manually Add the voluntary contribution by clicking on Add button after you select the staff. Page 41 of 115

42 Voluntary CPF for Permanent Residents IRAS2014 IMPORTANT!!! Only contributions that are not approved by the CPF Board are considered as Voluntary. Contributions that are approved by CPF board ARE NOT considered as Voluntary Contribution. 1. From the Voluntary CPF Setup button, select Permanent Residents Singaporean Permanent Residents 2. You will see the following screen: Example If you have employees first year PR employees which contribute graduated rate for his/her employer CPF and normal PR first year rate for his/her employee CPF, you are required to do the following settings as the additional Employer CPF is considered as voluntary CPF: Page 42 of 115

43 This section enables the users to generate various reports for both checking purposes and submission purposes. REVIEW/PRINTING OF IR8A REPORT The following steps will enable the user to generate, view and print the IR8A reports (IR8E for electronic submission). This step is important for users still using the manual submission method this year. 1. Click on IR8A Report button Select IR8A Report 2. The following print dialog box will appear. 3. If are printing your IR8A report on a pre-sealed envelope purchased from Times Software, please the Print on pre-sealed envelope form? box 4. If you wish print Supplementary Forms, please ( ) the Print Supplementary Forms (if applicable)? box 5. By the To print IR8E Heading? option, the header will display FORM IR8E instead of FORM IR8A. Please note that if you are doing manual submission, this option must be untick. Page 43 of 115

44 6. Print Employee Number on IR8A Form allow you to print the employee number on IR8A form. It will be display on the top left side corner of the form. 7. Do not print the Service Years allow you not to display the service years in the IR8A form. 8. Print (POSTAL CODE) adds brackets to the postal code in the IR8A form as shown below: 9. Print directly to Printer allows you to print the IR8A form directly to printer CPI in IBM mode allows you to print the IR8A form in IBM mode with 12 CPI 11. Do not round the CDAC/SINDA/MOSQ/EUCF Fund will display the non-rounded figure of the community funds. NOTE: The IR8A form does not allow you to input cents. 12. Auto Compute Residence Value allows the system to automatically compute the Residence Value in the Value in Kind. 13. Global update IRAS submission to zero values enables you to overwrite the IRAS values to zero. Page 44 of 115

45 14. Shows the round down to the nearest dollar in the IR8A Report? enables you to round down the figures in the IR8A form. 15. The dropdown list, Name of CPF Fund enables you to choose the name of the Employee s compulsory contribution fund. It is either CPF or Designated Pension/Provident Fund. Below is the screenshot of how it will appear in the IR8A form. 16. Export IRAS data to excel enables you to export the IRAS data to excel sheet form. Check on the check box to have the file location textbox to appear. The default location is C:\TEMP\IRAS.xls. You may change it to another location for security reasons if your database is on a server. Click on the PREVIEW button to generate the file. 17. You can selectively print by Employee or by Department or by Cost Centre. Click on Employee tab to select individual staff to print. BY COST CENTRE BY DEPARTMENT BY EMPLOYEE Page 45 of 115

46 18. Click on the Residence Value Report button to view the calculation of the Valuein-kind amount. 19. Click the Preview button to preview the IR8A report. A Residence Value Report will default appear after viewing the IR8A report. 20. Click on Print button to directly send the forms to the printer. Page 46 of 115

47 Below is a screenshot of the IR8A form for the year IRAS2014 Page 47 of 115

48 IR8A Checking Report IRAS2014 This report allows the user to print out the IR8A Checking Report for checking purposes before finalizing and close this year s income tax. How to Generate the Report? 1. Click on the IR8A Report icon. 2. Click on IR8A Checking Report option 3. The following print dialog box will appear. You may click on Preview button to view the report. The Print button will print the forms directly to your printer. 4. Do not round the CDAC/SINDA/MOSQ/EUF Fund enables you to view the community fund contributions in a non-rounded form. IMPORTANT!!! In the final submission, IRAS will always round up the community fund contributions and round down your earnings as their e-submission system only accept rounded figure without cents. Page 48 of 115

49 5. Auto Compute Residence Value allows the system to automatically compute the Residence Value in the Value in Kind. 6. Global update IRAS submission to zero values enables you to overwrite the IRAS values to zero. 7. Shows the round down to the nearest dollar in the IR8A Report? enables you to round down the figures in the IR8A form. 8. Export IRAS data to excel enables you to export the IRAS data to excel sheet form. Check on the check box to have the file location textbox to appear. The default location is C:\TEMP\IRAS.xls. You may change it to another location for security reasons if your database is on a server. Click on the PREVIEW button to generate the file. 9. You can print filter by Employee or by Department or by Cost Centre. Click on Employee tab to select individual staff to print. The same steps apply for Department or by Cost Centre The following is a sample of the IR8A Checking Report upon clicking the PREVIEW button: Page 49 of 115

50 IR8A CHECKING REPORT LANDSCAPE FORMAT This the more eco-friendly option to the IR8A Checking Report as it consumes less paper. Apart from that, there are no difference in the functionality and information generated between these two reports. How to Generate the Report? 1. Click on IR8A Report icon. 2. Select option IR8A Checking Report Landscape format. The following is a sample of the IR8A Checking Report upon clicking the PREVIEW button Page 50 of 115

51 GRAND TOTAL IR8A CHECKING REPORT IRAS2014 This report summarizes the company s income tax report by sub-totaling the income tax items to its respective lines. 1. Click on IR8A Report button 2. Click on Grand Total IR8A Checking Report option 3. Click on the Preview button to generate the grand total figure for IR8A. 4. You can compare this report with your Pay History Report by Company using the following steps in your TIMESPAY8 <Payroll Report> <Internal Report> <Pay History Report> <By whole company> Page 51 of 115

52 What is Benefits in Kind? Benefits in Kind are non-wage compensations provided to employees in addition to their normal wages or salaries. If you do not have any employees that have Benefits in Kind, you can skip this step. This section allows the user to input any taxable benefits which are not paid through the payroll system in order for it to reflect in the Appendix 8A. This information could be keyed in for employees who are employed in Singapore any time during the preceding year. Which groups of employees are required to declare their benefits in the Appendix 8A? Full Time Resident Employee Part Time Resident Employee Non Resident Employee Company Director (Including a non resident director) Pensioner IMPORTANT!!! You do not need to prepare FORM IR8A and Appendix 8A for the period that your employee is posted overseas UNLESS his/her overseas assignment is incidental to his/her employment in Singapore. Appendix 8A data entry is usually applicable to the above group who are having benefits in kind. Page 52 of 115

53 2.6.1 Additional Record Tab IRAS2014 Any contribution made by employer to any pension/provident Fund outside Singapore is taxable. Declare the amount and name of the fund. For PR 1 st year or 2 nd year contributed full CPF rate or full employer rate & graduated employee rate. Page 53 of 115

54 Useful Tips: To manually adjust the Voluntary CPF contribution: IRAS2014 1) Click on the New button to start the Appendix 8A record for the selected employee. 2) Check on the Adjust Voluntary Contribution? checkbox 3) Click on the Save button. You will see two fields appear on the screen as shown below 4) Enter the CPF amount, this will override the computed amount, in the field provided. To manually adjust the excess or voluntary contribution in the IR8A Form: 1) Check on the Adjust Employer Variance? checkbox 2) Click on the Save button 3) Enter the amount that will override the computed amount in Variance Amount input field. To manually adjust the excess or voluntary contribution in the IR8A SUPPLEMENTARY Form: 1) Select the affected employee via the dropdown list above the tabs. 2) Go to the MISC Tab and key in the Supplementary Employee CPF field. 3) Click on the Save button to save the record. Page 54 of 115

55 2.6.2 Value In Kind Tab IRAS2014 This section allows the user to key in the details of employee s residential related benefits in the Appendix 8A Value of the place of residence (Residence $) = 10% of remuneration or annual value/rent paid by employer, whichever is lower, less rent paid by the employee. Actual amount S$35 per month capped Annual wages x (Private mileage / Total mileage) Actual Amount The input will be reflected as the benefit-in-kind in the IR8A Form. Auto Compute Residence in the IR8A report if you want the software to auto compute using the amounts you input in the Value in Kind tab. Page 55 of 115

56 2.6.3 Value of Hotel Accommodation IRAS2014 This section will allow the user to key in details of Hotel Accommodation for the staff s dependants and children. According to IRAS, if the employee stays in a service apartment and is situated in a hotel premises, you are required to declare under this protion. Please refer to IRAS website on how to calculate home passages Continue This section allows the user to key in other benefits which were not covered in the previous tabs. Please refer to IRAS website to find out more about the computation formula. Declare in full if the amount is more than S$200 per occasion. Page 56 of 115

57 2.6.5 Other Remarks Tab IRAS2014 This section has to be filled up if you are using the E-Submission to submit the tax information. Page 57 of 115

58 2.6.6 MISC Tab This section contains other miscellaneous items for tax reporting. IRAS2014 If Employee s income tax is borne by employer indicator is Yes in the IRAS Parameter (in Page 41), choose your option here. If you have any pay out item(s) with tax line 72, remember to obtain IRAS approval for tax relief. Kindly fill in the indicator and approval date. Choose either Tax partially borne by Employer or A fixed amount of income Tax borne by Employee, and textboxes will appear for you to key in the amount. Page 58 of 115

59 2.6.7 IR8A Adjustment IRAS2014 This section allows the user to manually edit the IR8A details for either Original submission or Amended submissions. Important Note: Two important things to take note of: System will overwrite the existing figures in the IR8A with the amended figures. For IRAS amendment submissions only amend the difference. For more information, please view the example below. Example 1: Actual Salary = $28,000 Original Transmission = $24,000 Amended record should show as $4,000 Example 2: Actual Bonus = $3,000 Original Transmission = $5,000 Amended record should be shown as -$2,000 How to do Amendments? 1) Only edit the fields that are required to be amended. Any fields that do not required to be amended MUST be left blank. 2) Prepare only for the affected employee(s), use Query to select the employee(s) Ensure the accuracy in all information before transmitting to IRAS as IRAS do not allow users to delete the submission once it is submitted. Page 59 of 115

60 Amendment Procedure: IRAS Select the affected staff. 2. Click on IR8A Adjustment tab 3. Click on New button. (If the New button is grayed out, click on Edit button.), select the batch indicator before you click the Query button. 4. Select IRAS Year as Current Year. Page 60 of 115

61 5. Select the Batch Indicator as Amendment. IRAS Fill in the details accordingly. 7. Click on the Save button to save the changes. 8. Remember to continue to use the Query and with the e-submission 9. Remember to change the batch indicator to Amendment within the e-submission file generator as below. Page 61 of 115

62 This section allows the IRAS program to print the Appendix 8A report. IMPORTANT!!! This report will only display IF you had keyed in values into the Benefit In Kind section. If nothing is keyed, there will be NO report generated. How to Generate the Appendix 8A Report? 1. Click on Appendix 8A button. 2. The below print dialog box will appear as below. Page 62 of 115

63 3. Click on Preview button to view the Appendix 8A report. Below is a sample of the Appendix 8A report. IRAS2014 Page 63 of 115

64 This function allows the user to modify the IR8S records of individual employees. The IR8S Form is part of the return of an employee s remuneration made by an employer under section 68(2) of the Income Tax Act (Cap. 134). What is IR8S? Form IR8S shows details of employer's and employee's CPF contributions. This form is required if: a) The CPF contributions exceeded the statutory contributions required under the CPF Act. b) The employer contributed to CPF, which is not compulsory under the CPF Act. However, this is not applicable if the employee is posted overseas as the employee s contribution is not deductible and the employer s contribution is not taxable. How to Modify the IR8S for CPF Excess Refund 1. If you had realize that you had a CPF excess right after you had submitted the December CPF or if the CPF excess is too huge and modifying the EECPF or ERCPF is not enough to offset the excess. You will need to fill in the CPF refund information in IR8S form. 2. In the IRAS 2014 application, go to CPF Excess/Short to check if you have any employees with Excess CPF. From this report, you can view how much of CPF Excess that the employee has for the year of 2013 by looking at the Employee Variance and Employer Variance column. Page 64 of 115

65 3. For instance, if the Employee has EECPF excess S$ and ERCPF excess S$320.00, go to Modify IR8S > Refund Info tab to fill the information. 4. To fill up the form, first of all look for the AW paid out which is responsible for the CPF Excess. From the above example, it is caused by the March cycle s AW of $34, Once you that had been determine, fill in the AW amount which causes the Excess CPF in the OW or AW Wages column. Based on the Pay History in the previous page, the AW amount is $34,000. At the OW or AW Wages From Date, select 01/01/2013 and the end of the month of the CPF Excess in the OW or AW Wages To Date. For this example, select 31/03/2013. Under the Employee s Refund and the Employer s Refund, key in the amount which is taken from the CPF Excess/Short Report. Ignore the field Employee s Interest Refund and Employer s Interest if not used. 6. Once you fill in the refund info accordingly, Form IR8A item (7) will reflect as NA in the amount column. 7. In the IR8S form, you should see the refund info as per screen below. Page 65 of 115

66 Sample Report of the IR8S form Section A IRAS2014 Important!!! The above records are automatically generated when you do the following: CPF Recalculation. (Compulsory) Print the IR8S report. (Only staff who has voluntary CPF need to have the report) In most cases, you need not modify the IR8S record manually. Page 66 of 115

67 This section allows the user to print IR8S report. Steps: Click on IR8S Report button 2. The below print dialog box will appear. 3. Check on the option Print CPF Wages exceed 85,000 or Voluntary Contribution? checkbox to view only employees that have CPF wages exceeding $85,000 or that have voluntary contribution. 4. Click on Preview button to view the IR8S report. Page 67 of 115

68 This section is for users to key in the Appendix 8B information. What is Appendix 8B? Appendix 8B is only applicable to listed companies that have the stock option. This portion must be completed and signed by the company secretary/ director, manager, honorary secretary/ treasurer, representative of a non-resident company or a person authorized by the employer, as the case may be, in respect of an employee who has derived gains or profits, either directly or indirectly from the exercise, assignment or release of any share option right or benefit where such a right or benefit was obtained by reason of any office or employment. To furnish details of the stock option gains derived by the employee in year 2013 and segregating the gains into the following schemes, where applicable:- Section A Employee Stock Option Scheme (ESOP) Page 68 of 115

69 Section B Entrepreneurial Employee Stock Option Scheme (EESOP) IRAS2014 Section C Company Stock Option (CSOP) Page 69 of 115

70 SAMPLE APPENDIX 8B IRAS2014 Page 70 of 115

71 TO INPUT SHARES OPTION IRAS2014 To input the Shares Options, proceed as follow: STEPS: 1) Click on the Share Options icon. 2) Select the employee at the Employee Name or Employee Number column. 3) Click on the NEW button to create the records. a. If you want the system to auto-populate the RCB number from TIMESPAY8, check on the Populate RCB No Otherwise you can input the RCB No manually. Choose the tabs needed to input the data IR8B form only allows 3 rows. To input more rows, choose the NEXT PAGE 4) Click on Delete button if you want to delete the records. 5) To save the records, click on Save button. 6) Refer to page 86 to preview the IR8B report. Page 71 of 115

72 This function allows an insertion of a specific allowance into tax#: line 12 (Value of Benefits- In-Kind) of the IR8A form to ALL employees IR8A form Note: This feature is applicable to certain employers only. (Example: Hotel industries) 1) Click on the Global Allowance icon. 2) Enter a description and amount as shown below, and Click on the Close button. 3) Click the OK button to save the record. Page 72 of 115

73 You may use the Query expert to create a query on the employee s record. This may be necessary when you need to process only the selected records. (Please refer to the payroll user manual on the use of Query) Adhoc Query is a similar function that can be found in TIMESPAY8. You may choose a specific number of employees much faster. Quick Search By NRIC is to find out the employee s ID / Name when IRAS / CrimsonLogic validation process generates error listing with employee s NRIC. Page 73 of 115

74 There are a total of THREE reports for the user to print out the following reports for verification: Voluntary Report o Voluntary Report is used to verify CPF voluntary contribution for the employees that contributed voluntary CPF. Pay History Report o Pay History Report is used to check on Taxable Income, Additional Wage Capping and Employees CPF contribution Appendix 8B Report o Appendix 8B Report is used to print Stock Option Report. How to Generate Reports 1. Click on Reports button 2. Click on Voluntary Report option 2.1. The following dialog box will be display on your screen Click on the Preview button to preview the report. 3. Click on Pay History Report by Employee 3.1. The following print dialog box will appear. Page 74 of 115

75 3.2. Select the period range, the selected employees and click on the Process button to generate the report. 4. Click on Appendix 8B Report 4.1. The following print dialog box will appear 4.2. Select your employees via the two drop down list and click on the Preview button to preview the report. Page 75 of 115

76 This section will generate a report which allows the user to have a quick glance whether if there is any CPF shortfall or excess contribution in the payroll records. 1. Click on the CPF Excess / Short button 2. The system will generate the following report. 3. If the Employee Variance or Employer Variance shows zero value, it means there is no CPF excess or shortfall. What if there s an amount in the Employee or Employer Variance Column? If amount is positive There is an excess in the CPF contribution. Need to request for a refund. If amount is negative There is a short fall in the CPF contribution. Need to pay back the amount to CPF. Page 76 of 115

77 IRAS Auto-Inclusion Scheme (AIS) Under the Auto-Inclusion Scheme (AIS) for Employment Income, employers do not need to distribute hardcopies of the IR8A/ IR8S/ Appendix 8A/ Appendix 8B to their employees anymore as employees can view their annual remuneration via their payslips or their auto included income via the Income, Deductions and Reliefs Statement (IDRS) at mytax Portal. This section allows the user to setup the parameters and generate the Auto-Inclusion Scheme text files required for E-Submission. This application caters to two types of e-submission method which complies with the IRAS Auto-Inclusion Scheme. They are: Submission Type Submission Medium Income Tax Submit via IRAS Format Method website Crimson Logic Submit via CRIMSON Method LOGIC website Description This is a free service provided by IRAS. This is an electronic application developed by CrimsonLogic Pte Ltd and subscription is required. Page 77 of 115

78 INCOME TAX FORMAT IRAS2014 This section allows the user to generate the text file for submission using INCOME TAX FORMAT (My Tax Portal). IMPORTANT!!! This E-Submission DOES NOT link directly to TIMES Software is only responsible to generate the output file for you to upload. You will need to login into your E-Submission Website to submit your text files. 1. Click on the E-Submission button 2. Select Income Tax Format 3. The system will display the following dialog box. 4. By default, the system will detail the text file directory to folder. C:\Timesoft\TP8\IRAS If you wish to change the directory, click on the dialog box to select the directory. button at the top right corner of the Page 78 of 115

79 5. Check on the Auto Compute Residence Value if you want the Residence Value to be auto computed. (Default is ) Example: If you input the amount $ in the Residence value and want it to be captured in the Appendix 8A, uncheck the Auto Compute Residence Value. Otherwise, check Auto Compute Residence Value and the system will auto compute. 6. When the is clicked, the system will check through the employees details for vital IRAS related information. If the system found the following information to be blank, it will force the user to key in the information before proceeding further: a) Nationality Code If the nationality code of the system is not mapped to its respective IRAS nationality code. The following message will be prompted: The system will then prompt you a list of nationality codes currently use by the payroll system. You are required to key in the missing IRAS Nationality Code.: Page 79 of 115

80 Click on the button to browse for the codes: For the full list of IRAS Nationality Code, please go to: Services/e- Submission/Employment_Income/List%20of%20Country%20and%20Nationality%20 Codes.pdf b) Gender If the employee s gender is blank in the Update Employee, The system will then generate a list of affected employees for you to change its value: Page 80 of 115

81 c) Address If the address field in the Update Employee > Address is blank, IRAS2014 The system will generate a list of employees affected: Key in the employee s address in the ADDR1, ADDR2 and ADDR3 column. d) Income Tax Account Number If the income tax number in the Update Employee > Other tab is blank, The system will then generate a list of employees affected. Key into the FIN_NO column 7. Once all the relevant information are filled in, the system will prompt the following message box to indicate that the process is completed. Page 81 of 115

82 To retrieve the file(s), simply go to C:\Timesoft\TP8\IRAS folder, find the file(s) starting with your company code. For example company code TSPL, IRAS file(s) name is TSPLIRAS_IR8A_2014.txt You should be able to see the files generated in the desired directory. It will look like the sample below. Page 82 of 115

83 8. At the same time, you will be able to see the total count for the respective forms at the bottom of the screen. 9. If you are generating the adjusted IR8A form (the adjustment is done in IR8A Adjustment option), you should select Amendment under Batch Indicator drop down box and then re generate the files again. The system will only generate IR8A file with the Amendment status in Benefits in Kind. 10. Click on the Close button to exit. Page 83 of 115

84 CRIMSON LOGIC FORMAT IRAS2014 This section allows the user to generate the text file for submission using CRIMSON LOGIC FORMAT. IMPORTANT!!! This E-Submission DOES NOT link directly to TIMES Software is only responsible to generate the output for you to upload. You will need to login into your E-Submission Website to submit your text files. Generating Steps: 1. Click on E-Submission button 2. Select Crimson Logic Format The system will display the following dialog box. 3. The directory that the system will default to are as follows: C:\Timesoft\TP8\CrimsonLogic Page 84 of 115

85 If you wish to change the directory, please click on this button at the top right corner of the dialog box to select the directory that you wish to save the files in. 4. Once it s done, click on Generate button to generate the text file. The system will prompt the following message box to indicate that the process is completed. To retrieve the file(s), simply go to \\Timesoft\TP8\CrimsonLogic folder, find the file(s) starting with your company code. For example company code TSPL, IRAS file(s) name is TSPL_CS_IR8A.txt 5. on the Auto Compute Residence Value if you want the Residence Value to be auto computed. (Default is ) EXAMPLE If you input the amount $ in the Residence value and want it to be captured in the Appendix 8A, uncheck the Auto Compute Residence Value. Otherwise, check Auto Compute Residence Value and the system will auto compute. Page 85 of 115

86 6. When the is clicked, the system will check through the employees details for vital IRAS related information. If the system found the following information to be blank, it will force the user to key in the information before proceeding further: e) Nationality Code If the nationality code of the system is not mapped to its respective IRAS nationality code. The following message will be prompted: The system will then prompt you a list of nationality codes currently use by the payroll system. You are required to key in the missing IRAS Nationality Code.: Click on the button to browse for the codes: For the full list of IRAS Nationality Code, please go to: Services/e- Submission/Employment_Income/List%20of%20Country%20and%20Nationality%20 Codes.pdf Page 86 of 115

87 f) Gender If the employee s gender is blank in the Update Employee, IRAS2014 The system will then generate a list of affected employees for you to change its value: g) Address If the address field in the Update Employee > Address is blank, The system will generate a list of employees affected: Key in the employee s address in the ADDR1, ADDR2 and ADDR3 column. Page 87 of 115

88 h) Income Tax Account Number If the income tax number in the Update Employee > Other tab is blank, The system will then generate a list of employees affected. Key into the FIN_NO column 7. You should be able to see the files generated in the desired directory. It will look like the sample below. 8. At the same time, you will be able to see the total count for the respective forms at the bottom of the screen. Page 88 of 115

89 9. TIMES IRAS2014 has included a validation check in the Crimson Logic format. If your data is incomplete, the system will display an Error Listing for your reference. Please make the necessary changes in the system and re-generate the files. IMPORTANT NOTE!!! If you are not certain on how to rectify the error, please feel free to call TIMES SOFTWARE hotline at or to support@timesoftsg.com.sg 10. If you are generating the adjusted IR8A form (the adjustment is done in IR8A option), you should select Amendment under Batch Indicator drop down box and then regenerate the files again. 11. Click on the Close button to exit. Page 89 of 115

90 The Validation & Submission Application is a free application provided by IRAS. It allows employers to validate and submit files (.txt or.xml), generated from a supporting payroll software, to IRAS. This application is suitable for you if your organization is using a supporting payroll software system, either developed internally or purchased off-the-shelf. Quick Start Getting started Installation (for first time users only) 1. At IRAS website choose e-services (from Quick links) > Validation and Submission Application (under e-submission). 2. Click Validation and Application Version 3.X to download and install the Validation and Application. Launch the application 1. Launch by double-clicking the AIS Salary File Validation and Submission Application from the desktop. 2. Main Menu successfully launched. Page 90 of 115

91 Step 1 Validate File Begin validating a file 1. Click Next button to proceed. 2. At Step 1, click Browse button to select the generated file from the payroll software. 3. Select the file to validate and click Open button to load the selected filed into the application file. Once done, the Validate button will be enabled. 4. Click Validation button to start the validation process for the selected file. If there are error(s) detected: Page 91 of 115

92 1. The error(s) will be listed as shown. 2. Please rectify all the errors within the payroll software and regenerate a file from the payroll software. 3. To save the list of error(s), click button. 4. You can contact us by sending us the error log file if you are unsure on how to rectify the error(s). If there are no error(s) detected: 1. Once there are no errors, the message File validation is successful. will be shown. 2. Click Next button to proceed. Page 92 of 115

93 Step 2 Summary IRAS2014 Verify summary of file 1. Please verify the summary of the file before submission to IRAS. 2. You can view the individual employees records at the bottom row of the file summary. Each row represents one employee s record. Note: The individual employee s record summary is applicable to Form IR8A only. 3. Click if there is more file(s) to be submitted to IRAS. Note: Maximum number of files per submission is 4. If there are more than 4 files to be submitted, you have to repeat the validation and submission process for the remaining files. 4. Once ready, click to login to mytax Portal to submit the file(s). Step 3 Login to mytax Portal to submit Login to mytax Portal 1. You will be brought to mytax Portal. 2. At the top rightmost box, select My Organization s/business Tax Matters. Then click or to login. 3. Login is different for each user. SingPass users: At SingPass webpage, enter SingPass ID and SingPass and click <Submit> to proceed. Then enter the organization s Tax Reference No. and click. IRAS PIN users: Enter NRIC/FIN, IRAS PIN and the organization s Tax Reference No. and click. Page 93 of 115

94 Submit the file IRAS Upon successful login, the Upload Data File page will be shown. The files, those are prepared from the payroll software and validated with the Validation and Submission application, will be shown in the table. 2. Browse/choose the indicated xxxxx.iras file for submission to IRAS. 3. Click to submit the file to IRAS. Successful Upload 1. Upon successful upload, the Upload Data File Acknowledgement page will be shown. 2. Print the acknowledgement page or take down submission reference number for future reference. Page 94 of 115

95 ANNEX A CARRY FORWARD LEAVE METHODS 1. All (Balance Leave) - Select this option if you want to carry forward ALL your YTD 2013 leave balance to the year Screen capture as at period Screen capture as at period One Year (Without B/F) - Carry forward the earned leave for the year 2013 only. BF from year 2012 = ( ) = 9.00 Where 4.00 is the amount taken in the year 2013 Screen capture as at period Screen capture as at period Page 95 of 115

96 3. Maximum Days C/F (Manual) - Carry forward balance annual leave is limited to user-defined amount or actual Annual leave balance, whichever is lower. Example Case #1 Case #2 Annual Leave Allocation: 10 days Annual Leave Allocation: 16 days Max Carry Forward: 10 days Max Carry Forward: 14 days 2013 Total Annual Leave: 10 days 2013 Total Annual Leave: 14 days 4. Maximum Day C/F (Allocation) - The number of days as specified in Leave Setup -> Leave Allocation under the [Current Year Carry Forward] column. 5. None - Forfeit all balance annual leave in the year Maximum Day C/F (By Percentage) - The percentage of days as specified in Leave Setup -> Leave Allocation under the [Current Year Carry Forward] column. The formula that is used is the Entitlement % multiplied by the number of Entitled Days. (9.08 x 25% = 2.27) Page 96 of 115

97 7. Maximum Day C/F (Allocation by Service Year) - Similar to Maximum Day C/F (By Allocation) but Carry Forward Leave will be based on your Service Status. The service year will always be rounded down. (Example; 3 years 2 months become 3 years) Page 97 of 115

98 ANNEX B IRAS2014 Page 98 of 115

99 ANNEX C IRAS2014 Page 99 of 115

100 ANNEX D IRAS2014 Page 100 of 115

101 Page 101 of 115

102 Page 102 of 115

103 ANNEX E SAMPLE IR8A FORM WITH TAX LINE NUMBER INDICATOR IRAS2014 Line 1 Line 2 Line 3 Line 71 Line 61, 62 or 63 Line 4 Line 74 Line 72 Line 75 Line 73 Note: Line 72 is not taxable but companies must have approval letters from IRAS Page 103 of 115

104 ANNEX F Enhancement / Changes List for Payroll / HR for the Year 2013 / CPF table update for year January IRAS Negative AW payment will no longer be included into the CPF calculations as stated in CPF s guideline. - Improved IRAS application functionality and interface. Parameters is renamed to IRAS Settings. Users are forced to setup the necessary IRAS information in IRAS Settings before proceeding further. Remove/hide unnecessary functions in the IRAS Settings to streamline user s experience. Voluntary CPF setup for PR and Singaporeans are now located at the same button to avoid confusion. Allowance Setup is renamed to Tax Line Setup. Enhanced the e-submission function by checking on missing address fields and gender. - TimesPay 8.0 Login screen will now display the headcount used and total headcount purchased in order to notify users of their headcount usage. - Import of Bonus/Allowance now accepts.xlsx file. Page 104 of 115

105 ANNEX G IRAS2014 SPECIAL IMPORT PROGRAM FOR BATCH ALLOWANCE / DEDUCTION / BONUS AMOUNT 1) The user has to prepare an Excel file with the format as below and save it an Excel file. (Bonus / Allowance / Deduction Amount: NO S$ sign, NO comma) 2) After preparing the Import file, user has to decide which pay period to import the pay record. (Mid month cycle, End month cycle, Bonus cycle or Special cycle.) Procedures for Bonus / Allowance / Deduction Import to Mid month cycle. Important note: Only applies to company or database which pays twice a month. 1) Select the right period and Log on to M cycle. 2) After processing the mid month pay record, go to Customize Add-On and select the Bonus / Allowance Data Import You should see a table with a few options as shown below. Page 105 of 115

106 a) Select the option Bonus/Allowance Data Import and select the allowance code from the drop down option. b) Select the excel file from the look up button. c) Enter the respective column number for Employee# and Amount. For the above example, Employee # is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period Mid Month and click the Process button. Mid month modify pay record shown the import of the allowance. Page 106 of 115

107 Procedures for Bonus / Allowance / Deduction Import to End month cycle. 1) Select the right period and Log on to E cycle. 2) After processing the end month pay record, login to the Customize Add-On and select the Bonus / Allowance Data Import a) Select the allowance code from the Code drop down option. b) Select the excel file from the look up button in the Filename field c) Enter the respective column number for Employee# and Amount. For the above example, Employee # is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period End Month and click the Process button. Page 107 of 115

108 Bonus / Allowance / Deduction Import to Bonus cycle. If you want to import the data to Bonus Cycle, you have to process the payroll for bonus record using the method Fixed amount for option Bonus Payment by. Follow the settings as screen captured. (Important note: Remember to select 0 amount for fixed amount) The reason to process the bonus cycle with zero amounts is to prepare an Empty Template for the bonus import. Page 108 of 115

109 1) Click on the Process button and you should see 0 bonus amount in the modify bonus record. 2) After processing the bonus cycle with zero amount, please login to the Customize Add-On and select the Bonus / Allowance Data Import a) Select the allowance code from the Code drop down option. b) Select the excel file from the look up button in the Filename field. c) Enter the respective column number for Employee# and Amount. Page 109 of 115

110 For the above example, Employee # is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period Bonus and click the Process button. Modify Bonus cycle showing the import of the allowance. Bonus / Allowance / Deduction Import to Special cycle. If you want to import the data to Special Cycle, you have to select the process the special record using the method By Current Base Salary Percentage for option Payment method. (Important note: Remember to select 0 percentage) Processing the special cycle with zero percentage is to prepare an Empty Template for the bonus import. Page 110 of 115

111 1) Click on the Process button and you should see the 0 bonus amount in the modify special record. 2) After processing the special cycle with zero amount, please click on the Customize Add-On button and select the Bonus / Allowance Data Import a) Select the allowance code from the Code drop down option. b) Select the excel file from the look up button in the Filename field. c) Enter the respective column number for Employee# and Amount. For the above example, Employee # is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period Bonus and click the Process button Modify special cycle showing the import of the allowance. Page 111 of 115