Employer Easy File Q & A

Employer Easy File Q & A

Trouble Shooting Solutions

Employer installed e@syfile Employer version 6.0.0 and having troubles login: Confirm if employer made a backup in version 5.0.9 If Yes, copy version 5.0.9 backup and paste on desktop Uninstall Easy File Version 6. Install Version 5.0.6 Create new password for ADMIN profile, create 2 users and passwords Restore the version 5.0.9 backup Click on update Employer will have data in version 6.0.1 and Login password for ADMIN profile

Employer selects the company after logging in but everything is greyed out on the left and/or add employee is greyed out even if the year is selected: Confirm if employer has back up from version 5.0.9 If yes, copy back up to desktop Uninstall easy file version 6. Install version 5.0.6 Restore backup from version 5.0.9 Click on Update Easy File version 6.0.1 will repair database Employer will be able to view all document/tabs in version 6.0.1

Employer did reconciliation him/herself in past, now wants to use tax practitioner or consultant. Employer has back up on version 5 Tax practitioner/ Consultant on version 6 Tax practitioner/ Consultant copy back up version 5 on desktop Open Easy File application Click Utilities Click on Data Base Utilities Click on Merge Easy File will merge version 5 backup and automatically update information to version Click on Change to display new employers detail

REFINEMENTS TO THE EMPLOYMENT TAX INCENTIVE

Definition Tax compliant Tax compliant. This means that all tax returns have been submitted and there is no outstanding tax debt.

ETI- Refund Process The Employment Tax Incentive Act and the draft amendments to this Act in terms of the Draft Taxation Laws Amendment Bill, 2014, allows for the introduction of a refund process Through this process employers will be refunded the amount of the allowable ETI that wasn't used to reduce the Employees Tax amount payable at the end of each six month reconciliation period (1 March to 31 August and 1 September to 28/29 February).

ETI- Refund Process The Employment Tax Incentive Act and the draft amendments to this Act in terms of the Draft Taxation Laws Amendment Bill, 2014, allows for the introduction of a refund process that will refund employers the amount of the allowable ETI that wasn't used to reduce the Employees Tax amount payable at the end of each six month reconciliation period (1 March to 31 August and 1 September to 28/29 February). The refund process is expected to be introduced in the last quarter of 2014 and a final pay-out date will be announced soon.

ETI- Refund Process An ETI refund will only be paid if an employer is tax compliant. This means that all tax returns have been submitted and there is no outstanding tax debt, when the Employer Reconciliation documents [EMP501 and IRP5/IT3(a)s] are received and processed by SARS.

ETI- Refund Process A non-compliant employer will have six months from the start of the next reconciliation cycle (1 September to 28 February or 1 March to 31 August in respect of the interim and annual reconciliations) to correct any non-compliance and be able to receive the ETI refund. If the employer doesn t become compliant by the end of the next six month reconciliation period, 28 February or 31 August, the ETI refund will be forfeited.

Important facts about refunds (c/f & b/f) ETI not used at 31 August 2014 Is the ETI not Utilised amount on the August (201408) Employer Reconciliation Declaration (EMP501 This amount won t be allowed to be carried forward as the ETI Brought Forward amount on the September (201409) Monthly Employer Declaration (EMP201) The ETI Brought Forward amount on the September (201409) EMP201 must be zero. Top Tip: This amount, ETI not Utilised, will be ring-fenced for refunding purposes, once the refund process is implemented.

Important facts about refunds (c/f & b/f) ETI not used at 28 February 2014 Any amount of ETI not used to reduce the Employees Tax amount payable at 28 February 2014 could be included as an ETI carried forward amount. This amount could be included in the ETI brought forward amount on the March 2014 (201403) EMP201. This is the only time a rollover amount will be carried forward to the next reconciliation period. This was necessary as no refund will be paid for an ETI carry forward amount at the end of February 2014.

Important facts about refunds (c/f & b/f) Where the ETI amount not used at 28 February 2014 was included in the ETI brought forward amount on the EMP201 for March to August 2014 and was not used in full to reduce the Employees Tax amount payable over these months, the amount will be included in the ETI Not Utilised amount at 31 August 2014. This amount will be considered for refund purposes, once implemented.

Important facts about refunds (c/f & b/f) Except for the March 2014 (201403), the ETI Brought Forward amount for March and September must always be zero. Any ETI Carried Forward amount at the end of the reconciliation periods, [interim (31 August) and annual (28/29 February)] will be refunded, only if the employer is tax compliant.

Income Tax Registration of employees

Income Tax Registration Income Tax reference numbers are mandatory for registered employees when completing the Employer PAYE Reconciliation (interim and annual). If an employee is not registered and hence does not have an Income Tax reference number, this field must be left blank. SARS will automatically register the employee when processing the reconciliation submission.

Income Tax Registration The Income Tax Registration (ITREG) function has been added to e@syfile Employer to assist employers to obtain Income Tax reference numbers for Individuals employed, namely: Individual ITREG where an employer can apply to register employees individually. Bundled ITREG where an employer can register multiple employees at a time that were not part of the employer s previous PAYE Reconciliation submission. Bulk ITREG - where SARS registers employees using the PAYE Reconciliation submissions provided by employers.

Income Tax Registration (feedback)

Individual ITREG

Bundled ITREG This function enables employers to register a maximum of 100 new employees in one application that were not part of the employer s previous PAYE Reconciliation submission. A maximum of 1 000 request may be submitted to SARS within a month. The details of the employees to be registered can be captured directly on e@syfiletm Employer or the employee records can be imported from the payroll application using a CSV file.

Bundled ITREG Any employee, for whom certificates were included, in the previously submitted reconciliation may not be included in Bundled ITREG application again. Income Tax reference numbers for these individuals will automatically be generated as part of the Bulk ITREG done by SARS using the reconciliation submission data, and can be retrieved through the synchronisation process when available.

Bundled ITREG

Bulk Income Tax Registration Bulk ITREG will now be performed automatically, twice a year, during the annual and interim PAYE reconciliation periods. Where an employer submits the interim or annual EMP501 a bulk registration process for employees, who are not registered for Income Tax, will be performed. This means employers will now be able to obtain Income Tax reference numbers for those employees that SARS could successfully register using the recent PAYE reconciliation submissions and can be retrieved through the synchronisation process within 24hrs.

Synchronisation & Export

efiling Synchronisation The latest enhancements to the efiling synchronisation function include the ability to synchronise the following: efiling profile and Employer information: This will synchronise all employer information linked to the SARS efiling profile. This information includes employer demographic information, EMP201 declaration details and which Employer PAYE reference numbers can be accessed on the Status dashboard and Reconciliation Assistant. The EMP201 must be registered and active on efiling. Employers must have the necessary access rights to the relevant EMP201 numbers on the efiling profile. Letters and Correspondence (including IT88 notices): ITA88 correspondence, Employer Statement of Account (EMPSA) and other letters.

efiling Synchronisation Taxpayer Income Tax Registrations: All results from the ITREG options: Individual, Bundle and Bulk. Bulk and Bundle ITREG results are retrieved through synchronisation. Individual ITREG results are usually available immediately; however during peak times results may be delayed and can then be retrieved through the synchronisation process within 24 hours. All: Where all information is required to be synchronised, e.g. employer information, letters and correspondence and result from ITREG. Note: Letters and Correspondence (including IT88 notices) will be listed in the Inbox. Simply double-click on the entry to open.

efiling Synchronisation

Exporting To generate CSV payroll file containing only the Bulk ITREG results: Click IMPORT/EXPORT PAYROLL FILE on the left hand menu pane Click EXPORT PAYROLL FILE OR To generate CSV payroll file including all ITREG results: Click VIEW/EDIT EMPLOYEES Select COMPANY NAME and TAX YEAR Click EXPORT FOR PAYROLL.

Exporting Bulk ITREG

Exporting ITREG results

Merging

Merge multiple databases This process should be used where: Multiple branches or different employees complete manual certificates and payroll files, and these should be merged for the reconciliation. Data for different financial periods should be merged onto one single database. When merging another user s data with your existing e@syfile Employer database, one employer database will be selected, to merge with your data. This will enable tax practitioners, payroll consultants and users with multiple PAYE reference numbers to create e@syfile Employer database or back-up files for a single PAYE reference number.

Merge multiple databases Note 1: To ensure that no certificates are lost during the merge process, different certificate numbers or ranges should be assigned to the different staff members preparing manual certificates. Back-up all data to be merged, and transfer these files to a selected folder on the PC where the various databases will be merged. Note 2: A new backup file (version 6 and later) will need to be unzipped before the data can be merged with the existing e@syfile Employer data. Access the folder where the back-up has been saved that you wish to restore. Extract or unzip the file before proceeding with the merge process.

Merge multiple databases