re-capping the tax year end procedure

Re-capping the Tax Re-capping the Tax Year End procedureYear End procedure

Ensure you are ALWAYS on the most recent version Ensure you are ALWAYS on the most recent version availableavailable

For this Tax Year you should be on VER10.07For this Tax Year you should be on VER10.07

You MAIN MENU SCREEN should also be letting you know You MAIN MENU SCREEN should also be letting you know you have upgraded to included the new EMP501 Reporting you have upgraded to included the new EMP501 Reporting

featurefeature

Check that that the tax has been re-assessed Check that that the tax has been re-assessed – This should be done ALWAYS on the last – This should be done ALWAYS on the last

payrun for the year – First calculation:payrun for the year – First calculation:

You need to do a Tax year end tax calculation x2You need to do a Tax year end tax calculation x2With the first run of this tax calculation you run it as follows:With the first run of this tax calculation you run it as follows: 2. Daily Routines2. Daily Routines 8. Tax year end tax calculation8. Tax year end tax calculation Where you choose option number 1 – Re-assessment only, at field number Where you choose option number 1 – Re-assessment only, at field number

22 This is a calculation is known as “No site apportionment”This is a calculation is known as “No site apportionment”

Check if tax is over or under Check if tax is over or under

deducteddeducted

Reasons for over / under taxReasons for over / under tax

Check if date suspended is accurate:Check if date suspended is accurate: Check in history when last employed had a Check in history when last employed had a

payslip.payslip. Check date on the tax report in the employee’s Check date on the tax report in the employee’s

last period.last period. Release & suspend employee with correct Release & suspend employee with correct

date.date. Re-run “Tax over / under” report.Re-run “Tax over / under” report.

Leave overs & unders for employee’s who Leave overs & unders for employee’s who left prior to latest tax tables being left prior to latest tax tables being received.received.

PAYE / SITE tax split - PAYE / SITE tax split - Second Second tax calculation to run:tax calculation to run:

• 2. Daily Routines

• 8. Tax year end tax calculations

• Select option number 2. Re-assessment with site apportionment, at field number 2

•This will calculate tax with site apportionment

Actual Processing for Actual Processing for Tax Year endTax Year end

1. Company Information:1. Company Information:

Company Info cont …Company Info cont …

2. Employee Non-Financial 2. Employee Non-Financial InformationInformationScreen 1:Screen 1:

Nature of personNature of person NOTE: It is important to select the correct nature of the NOTE: It is important to select the correct nature of the

personperson

Press F1 for option listing

2. Employee Non-Financial 2. Employee Non-Financial InformationInformation Screen 2: Screen 2:

4. Coding for Certificates:4. Coding for Certificates:3. Print Pay Category listing3. Print Pay Category listing

5. Print Coding list5. Print Coding list

6. Print Employee History.6. Print Employee History.

7. Print Cost Centre History7. Print Cost Centre History

8. Tax Certificates:8. Tax Certificates:

1. Prepare Certificates for 1. Prepare Certificates for current year:current year:

3. / 4. Printing IRP5’s / IT3(a)’s 3. / 4. Printing IRP5’s / IT3(a)’s Certificates:Certificates:

Payslip Payroll “Pre-printed” tax certificate paper.Payslip Payroll “Pre-printed” tax certificate paper. (Either Cut sheet for Laser / DeskJet printers)(Either Cut sheet for Laser / DeskJet printers)OrOr (Continuous feed for Dot Matrix printers)(Continuous feed for Dot Matrix printers)

Suggestion:Suggestion: Make a list of certificates and get employees Make a list of certificates and get employees to to sign receipt of certificate.sign receipt of certificate.

It is advisable to only print tax certificates once your It is advisable to only print tax certificates once your electronic submission is successful to avoid re-printing electronic submission is successful to avoid re-printing amended certificates.amended certificates.

Print “dummy” certificates until pre-printed paper is Print “dummy” certificates until pre-printed paper is aligned.aligned.

5. Write electronic return to 5. Write electronic return to file:file:

Re-writing electronic return to Re-writing electronic return to file:file:

Validation ProgramValidation Program

Report Error – Not Report Error – Not SuccessfulSuccessful

Report Error - SuccessfulReport Error - Successful

9. WCA Report 9. WCA Report

How to use option 13 – How to use option 13 – EMP501 History AnalysisEMP501 History Analysis

PROBLEMPROBLEM Tax paid over does not match Tax Tax paid over does not match Tax

ACTUALLY deductedACTUALLY deducted

FIND THE ERROR:FIND THE ERROR: Print a month by month account of Print a month by month account of

the payslip history by using option the payslip history by using option 13 on the Tax Year End Menu13 on the Tax Year End Menu

Compare this report to the reports Compare this report to the reports printed at the timeprinted at the time

COMPARISON:COMPARISON: The reports matchThe reports match The reports DON’T matchThe reports DON’T match The reports match, the payments The reports match, the payments

match, yet there is a difference on match, yet there is a difference on the IRP5the IRP5

Over’s and under’s from TYE Tax calc Over’s and under’s from TYE Tax calc for suspended employees are left as for suspended employees are left as is, active employee must be adjustedis, active employee must be adjusted

Make selections:Make selections: 1 = Change selection to included suspended employees1 = Change selection to included suspended employees 2 = 130 columns is sufficient2 = 130 columns is sufficient 3 = Change this selection to “6=company totals”3 = Change this selection to “6=company totals” You can select to do the individual employees if the need arises You can select to do the individual employees if the need arises 4 = YES4 = YES 5 = Select the period for this report See next example5 = Select the period for this report See next example 6 = NO6 = NO 7 & 8 = Leave as per the defaults7 & 8 = Leave as per the defaults 9 = Change selection to NO and select categories required for this 9 = Change selection to NO and select categories required for this

report ie:report ie: PAYE =PAYE = 9292 UIF UIF = = 5656 SDL SDL = = 84 84 until you have selected all categories for the EMP501 report. until you have selected all categories for the EMP501 report.

Remember category numbers may differ – Make sure you select Remember category numbers may differ – Make sure you select those applicable to your companythose applicable to your company

The balance of the options can remain as per the defaultThe balance of the options can remain as per the default Use this report from each system to compare to the EMP201 values Use this report from each system to compare to the EMP201 values

paid overpaid over

Selecting the Selecting the Appropriate PeriodsAppropriate Periods

This selection would give you the required information on the payslips for the month of February

You’re done! You’re done!

Now you just have import Now you just have import this information into this information into

E@syfile or complete your E@syfile or complete your reconciliation by handreconciliation by hand