PAYE Bi-annual Submissions Guide
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1 Sage Pastel Payroll & HR PAYE Bi-annual Submissions Guide Sage Pastel Payroll & HR September 2015
2 Sage Pastel Payroll & HR PAYE Bi-annual Submissions Guide We understand your day-to-day challenges; this is why we want to try and make your business life easier. We ve prepared this guide to help you work more smartly and efficiently, giving you more time to do what you do best - grow your business. Should you require further assistance? Should you require an on-site Consultant, contact your Sage Pastel Payroll & HR Certified Installer or our Consulting Team on Alternatively, us at [email protected] Are you prepared for the 2015 Bi-annual PAYE Submission season? This guide provides you with comprehensive, easy-to-follow instructions to assist you in completing your mid-year EMP501 Reconciliation in good time. The Bi-annual Submission procedures for Sage Pastel Payroll & HR outline the process you need to follow to: Correct all possible validation errors that might exist for the period 01 March 2015 to 31 August Backup your mid-year payroll data. Generate the mid-year tax certificates in CSV format to upload in SARS e@syfile. Print the EMP501 PAYE, UIF and SDL Reconciliation for the period 01 March 2015 to 31 August Import the mid-year tax certificates into SARS e@syfile. Telephonic and Support: Should you require further assistance, you can contact our Support Team on (011) or e- mail us at [email protected]. Sage Pastel Payroll & HR Page 2 of 7
3 Please execute each step thoroughly: Select Help...About. Ensure that you process the August 2015 Payroll Run on Sage Pastel Payroll & HR 2016 Update 2a or later. Should you require an upgrade, go to and download the latest update. Ensure that you run a legislative release from the File Legislative Release menu after updating your software to the latest version. Go to Utility System Status. Ensure that you are in the August 2015 processing period. Ensure that the number of processed employees are zero. Reinstating an employee that is on maternity leave: If you have any employees who will be on maternity leave during the Bi-annual Submission period, they must be reinstated in the August processing period before performing the pay period update into September. NB: Kindly ensure that if you reinstate the employee that the payslip has zero values for the August period. After the Pay period update process is completed, you must remember to terminate them again. The termination must be processed in the September period. Sage Pastel Payroll & HR Page 3 of 7
4 Go to Process...Payroll Run Print your payslips in the last processing period by processing a Payroll Run. Correct all the problems listed on the Payroll Run Exceptions report, if any. These exceptions might cause SARS e@syfile to reject your mid-year tax certificates. We suggest you correct these errors before finalising the August 2015 payslips. Select View...Payroll Reports/Statutory Reports. Print the monthly reports for the month ending August 2015, i.e. EMP201, UIF Electronic Declaration, Periodic Variance, etc. It is recommended that you print a detailed Monthly Analysis report for the first 6 months of the tax year (March 2015 August 2015). Select View...Payroll Reports...Monthly Analysis and print a detailed report for the last 6 months. Include all employees and all transactions. This report will provide you with details of all processing done for the past 6 months. Select Process...Pay Period Update. Process a Pay Period Update. Sage Pastel Payroll & HR will prompt you to print an IRP5/IT3(a) Exception Report before processing the Pay Period Update. It is recommended that this report is printed and all exceptions corrected before closing the August 2015 processing period for the tax year. Note: Sage Pastel Payroll & HR will not allow you to continue with the final August 2015 Pay Period Update into September 2015 unless you make a BACKUP of your company at this point. Please store your backup in a safe place. It is recommended that you make at least two backups, storing at least one on an external storage device (like a flash drive or CD) or a server. Making use of the backup functionality, create a directory called Bi-annual Submission 2015 and select to make the backup in the new directory. Specify a unique name for the backup between the brackets, for e.g. AUG2015P( BiAnnual).zip. Sage Pastel Payroll & HR Page 4 of 7
5 Complete the Pay Period Update into September Select Utility...System Status. All your pay frequencies will now be in September View...Statutory Reports...IRP/IT3(a) Electronic Certificates. You will now be able to generate the CSV (IRP5.16) file which can be imported into SARS To generate the CSV file, select View...Statutory Reports...IRP5/IT3(a) Electronic Certificates. Select all employees and click OK. Sage Pastel Payroll & HR Page 5 of 7
6 Insert the First Certificate Number and select the directory where the CSV file will be created. Select OK. The following screen is displayed: Select OK. Note: Remember to browse to the same directory to find the IRP5.16 file when importing the electronic tax certificates into the SARS application. Print EMP501 Reconciliation Report. Select View...Statutory Reports...EMP501 Reconciliation. Print the EMP501 Reconciliation Report detailing the total PAYE, UIF and SDL contributions for March 2015 to August Use this report when completing the SARS Reconciliation Declaration to reconcile the total PAYE, UIF and SDL contributions according to the IRP5/IT3(a) tax certificates, to the monthly EMP201 payments submitted to SARS. After completion of the Bi-annual Submission process, you do not need to print out certificates as this is only done during year end. Sage Pastel Payroll & HR Page 6 of 7
7 Note: Always ensure that you have downloaded the latest version of from For further information, please use the SARS User Guide: SARS Employer User Guide: %20easyFileEmployer%20User%20Guide%20-%20External%20Guide.pdf Book a Consultant: To book one of the Sage Pastel Payroll & HR Professional Services Consultants, contact us on Alternatively, contact your Sage Pastel Payroll & HR Certified Installer directly. Step 1 Visit website Visit for practical year-end problem solving tips, frequently asked questions, etc. Step 2 - us Due to the high call volumes we experience during the Bi-annual Submission period, you can e- mail us at [email protected]. We will return your enquiry within 24 hours. Please include your company name, name and surname as well as contact details on all s to ensure a prompt response. Step 3 Contact us Contact your Sage Pastel Payroll & HR certified installer, alternatively contact us on during the following extended operating hours from the 14 th of September 2015 till the close of the Bi-annual submission period: Mondays to Thursdays: 07h00 to 18h00 Fridays: 07h00 to 17h00 Saturdays: 09h00 to 13h00 -sit Note: Book an on-site consultant online Call us. us. Chat to us today. Sage Pastel Payroll & HR Tel: [email protected] Web: Sage Pastel Payroll & HR Page 7 of 7
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