eaccpay Year End Instruction for Payroll module

Transcription

1 eaccpay Year End Instruction for Payroll module Contents BONUS PAYOUT How do I setup the ad-hoc process type for separate bonus payment? How does the system calculate bonus for year 2012? How do I update the bonus amount in system? How do I print the bonus report? How do I generate the Giro file for bonus payment?... 6 YEAR-END CLOSING What should I do to close year 2012 and start year 2013?... 7 IR8A EXPORTING AND PRINTING What should I do before generate the IR8A tax file? How do I check whether the amount in IR8A form is reported correctly? How do I create the Benefits-in-kind? How do I exclude the staff from IR8A tax file? How do I update the Director s Fees How do I generate IR8A/ A8A/ IR8S/ A8B tax file? P a g e

2 BONUS PAYOUT YEAR END INSTRUCTION- PAYROLL 1.1 How do I setup the ad-hoc process type for separate bonus payment? Pay Cycle Setup Step 1: Go to Payroll Module->Master and Policy Setup -> Pay Cycle Setup Step 2: In Pay Cycle Setup, select Ad-Hoc Step 3: Click on the Create button if the 2012 is not listed in the pay cycle Step 4: Tick on all the CPF and donations flag for all the 12 period Step 5: Click Update to save the changes Note: Please check all CPF flag. If not, you may encounter underpayment of CPF contribution. Note: Make sure your BONUS addition item is set to Ad-hoc process only. Addition/ Deduction Item Setup Step 1: Go to Payroll Module->Master and Policy Setup -> Additional/Deduction Item Setup Step 2: Select the Bonus code (Example: BONUS) Step 3: Tick on the Ad-Hoc Process Only 2 P a g e

3 1.2 How does the system calculate bonus for year 2012? Example: Bonus calculation for Year 2012 Formula = No of days in service No of days for bonus X Basic Salary X Bonus Factor Employee A Employee B Join Date 4 Jun Feb 2012 No of Days service from 1 Jan 2012 to 31 Dec days (1 Jan 2012 to 31 Dec 2012) 334 days (2 Feb 2012 to 31 Dec 2012) Basic Salary $2000 $2000 Bonus Factor 1 Month 1 Month Calculation = 366 / 366 * 2,000 * 1 =$2, = 334 / 366 * 2,000 * 1 = $1, P a g e

4 1.3 How do I update the bonus amount in system? Method 1: Update in batch Step 1: Go to Payroll Module -> Entries -> Bonus Processing Step 2: Select the options on how you want to enter the bonus item (Option: By cost centre/ employee code or employee grade) Note: The following steps illustrate base on the employee code Step 3: Select the bonus code if you reflect the bonus with different code Step 4: Enter the bonus factor (Example: 1 for one month basic salary) Step 5: Enter the Effective Date/ Bonus payment Date Step 6: Select the Process Type where Monthly: Bonus will be paid together with basic salary Ad-hoc 1: Bonus will be paid separately from basic salary Step 7: Click Create button to generate the list of employee with system calculated bonus payment Step 8: You may change the amount from here. Click Confirm button to save the changes. Method 2: Update by employee (one by one) Step 1: Go to Payroll Module -> Entries > Multi-Purpose Entry -> A/D Entry Step 2: Select the Process Type where Monthly: Bonus will be paid together with basic salary Ad-hoc 1: Bonus will be paid separately from basic salary 4 P a g e

5 Payroll Processing Step 1: Go to Payroll Module -> Processing -> Payroll Processing Step 2: Select the Process Type where Monthly: Bonus will be paid together with basic salary Ad-hoc 1: Bonus will be paid separately from basic salary Step 3: Click on the Process button to start Note: The bonus and payroll register report will be available after the payroll processing. 1.4 How do I print the bonus report? Step 1: Go to Payroll Module -> Reports > Additional/ Deduction Report Step 2: Select the report option Step 3: Select the Process Type where Monthly: Bonus will be paid together with basic salary Ad-hoc 1: Bonus will be paid separately from basic salary Step 4: Select the AD Code for Bonus Step 5: Click on the View Report button Note: Do remember to select process type Ad-Hoc 1 if the bonus is paid separately from basic salary 5 P a g e

6 1.5 How do I generate the Giro file for bonus payment? Step 1: Go to Payroll Module -> Reports -> Inter-bank GIRO options Step 2: Select a bank (Eg. DBS Bank) Step 3: Select the Process Type where Monthly: Bonus will be paid together with basic salary Ad-hoc 1: Bonus will be paid separately from basic salary Step 4: Enter all the necessary fields and click View Report Step 5: Save the file to a diskette/local drive. Use the stored file to upload to bank for GIRO submission 6 P a g e

7 YEAR-END CLOSING 1.1 What should I do to close year 2012 and start year 2013? Create Company Calendar for Year 2013 Step 1: Go to Company Maintenance -> Company Calendar Setup Step 2: Click on the Create button and enter year 2013 Step 3: Enter the From Date for Period 01 Step 4: Click on the Generate button to populate the rest of the calendar Step 5: Click on Update to save Note: Please ignore these steps if the year 2013 calendar already existed. Create currency for multi-currency setup (please ignore if not applicable) Step 1: Go to Company Maintenance -> Company Information -> Currency Exchange Setup Step 2: Click on the Create button Step 3: Enter Year 2013 Step 4: Update to save Closing Dec 2012 payroll Step 1: Go to Payroll Module -> Processing -> Period-End Process Step 2: Make sure the pay period is Step 3: Click on the "Process" button and the system will close Dec 2012 and start Jan 2013 Note: Go to Multi-Purpose Entry to check the pay period -> P a g e

8 IR8A EXPORTING AND PRINTING 1.1 What should I do before generate the IR8A tax file? To minimize the errors faced by IRAS File Validation and Submission Application in the later stage, please check each of the following: No Field Things to Do Where I can update it in eaccpay 1 Authorised Update the Authorised Go to Company Maintenance > Person Person Details Company Information > Company Details Profile Setup > Payroll 2 NRIC Update NRIC in correct format for Singapore Citizens & Singapore Permanent Residents 3 FIN Update FIN in correct format for Foreign Workers such as Work Permit, S Pass and Employment Pass holders 4 IRAS Type Update IRAS Type to FIN for Foreign Workers such as Work Permit / S Pass / Employment Pass 5 Address/ Postcode holders Local Address: - Address & Postcode cannot be blank. - Postcode must be 6 digits Foreign Address: - Address cannot be blank. - The Address Country must be set accordingly e.g. Country should set to MY for Malaysia Address. S <identification number> <check digit> Eg: S A Employee Maintenance > Employee Profile > General > NRIC No F/G <identification number> <check digit> Eg: F A or G A Employee Maintenance > Employee Profile > Statutory > FIN Number Employee Maintenance > Employee Profile > IRAS > IRAS Employee Type: FIN Employee Maintenance > Employee Profile > Contact **Postcode cannot be or ** Employee Maintenance > Employee Profile > Contact ** Country cannot be Singapore or blank ** 8 P a g e

9 1.2 How do I check whether the amount in IR8A form is reported correctly? Compare IR8A Form vs YTD Statistics Report Step 1: Go to Payroll Module -> Reports -> YTD Statistics Report Step 2: Select the report option Step 3: Click on the View PDF Report 9 P a g e

10 1.3 How do I create the Benefits-in-kind? Step 1: Go to Employee Maintenance -> Employee Profile -> IRAS Step 2: Tick to allow the Benefits-In-Kind Step 3: Go to Payroll Module -> Entries -> A8A Details To update the BIK details Step 4: Update to save 1.4 How do I exclude the staff from IR8A tax file? Step 1: Go to Employee Maintenance -> Employee Profile -> IRAS Step 2: Change the IRAS Employee Type to NON-APPLICABLE FOR SG TAX Step 3: Update to save 10 P a g e

11 1.5 How do I update the Director s Fees Step 1: Go to Payroll Module -> Entries -> IR8A YTD Details Step 2: Make sure the Pay Year is 2012 then select the employee Step 3: Key in the amount under the Adj column Step 3: Update to save 11 P a g e

12 1.6 How do I generate IR8A/ A8A/ IR8S/ A8B tax file? Step 1: Go to Payroll Module -> Reports -> IRAS Export Step 2: Select "For Tax Assessment ended 31st Dec 2012" Step 3: Select the correct Format Option: PAT FORMAT IRAS esubmission FORMAT MS Word Document For user submit the file via CrimsonLogic For user submit the file using SingPass via IRAS Validation and Submission software For hardcopy forms printing Step 4: Click on the button below to download the file format: Note: To consolidate your IR8A, IR8S, A8A, A8B by employee Tax Reference No, please check on the "Consolidate by Tax Refno" box. Note: Please refer to ANNEX 1 for the common error encounter during IRAS file validation 12 P a g e

13 ANNEX 1 Field Name E'yee ID Start Pos End Pos Error Description IDNo NA 3 14 Invalid. Pls ensure both ID Type and ID no. is given correctly. AddressLine2 NA Invalid characters found in this field. AddressLine1 NA Cannot be blank when Address Type = F or C. TX_UF_POSTAL_C ODE NA Cannot be blank when Address Type = C. Others NA Negative values not allowed in original file. GratuityNoticePym NA Negative values not allowed in ExGratia original file. Solution Foreigner: Go to Employee Maintenance > Employee Profile > IRAS > IRAS Employee Type: FIN Go to Employee Maintenance > Employee Profile > Statutory > FIN Number (valid FIN) Singaporean/ PR: Go to Employee Maintenance > Employee Profile > General > NRIC No (Valid NRIC) Go to Employee Maintenance > Employee Profile > Contact, Remove the comma from employee address (Eg: Blk 1, St George Road) Go to Employee Maintenance > Employee Profile > Contact, Make sure the address, postcode and country is not blank **Postcode cannot be or ** Go to Employee Maintenance > Employee Profile > Contact, Make sure the address, postcode and country is not blank **Postcode cannot be or ** Go to Payroll Module > IR8A YTD Details. Make sure the Notice Payment is not negative Go to Payroll Module > IR8A YTD Details. Make sure the Notice Payment is not negative 13 P a g e

14 ANNEX 1 Field Name E'yee ID Start Pos End Pos Error Description Amount NA File contains record(s) with '0' income values. Please check your file. TX_UF_POSTAL_C ODE Solution Employee has no remuneration in year Please terminate the employee if they already left OR Exclude the employee from submission file (Go to Employee Maintenance > Employee Profile > IRAS > IRAS Employee Type: NON-APPLICABLE FOR SG TAX) NA Must be given in 6 numeric. Go to Employee Maintenance > Employee Profile > General > Postcode, Must be given in 6 numeric **Postcode cannot be or ** Go to Payroll Module > IR8A YTD Details. original file. Make sure the Other Allowance is not negative Go to Payroll Module > IR8A YTD Details. original file. Make sure the Other Allowance is not negative Others NA Negative values not allowed in OtherAllowance NA Negative values not allowed in GrossCommissionP eriodfrom GrossCommissionP eriodto NA Must be given as YYYYMMDD which falls within basis year and cannot be later than To Date. NA Must be given as YYYYMMDD which falls within basis year and cannot be earlier than From Date. Go to Payroll Module > Reports > IRAS Export > For Tax Assessment ended 31st Dec 2010 Make sure the Commission From Date and Commission To Date is not empty before you generate the e-submission file Go to Payroll Module > Reports > IRAS Export > For Tax Assessment ended 31st Dec 2010 Make sure the Commission From Date and Commission To Date is not empty before you generate the e-submission file 14 P a g e

15 ANNEX 1 Field Name IncomeForTaxBorn ebyemployer E'yee ID Start Pos End Pos Error Description NA Must be blank when Employee's Income Tax borne by Employer Indicator = F or H. Solution Is the employee's income tax to borne by the employer? If not, please change the setting from Employee Maintenance > Employee Profile > IRAS > Tax Borne By Employer = NONE 15 P a g e