main title appears here...2018/09/11 4 inclusion and exclusions • designated employers (as per...
TRANSCRIPT
2018/09/11
1
Equity Submission 2018
Presented by Karlien Sloane
Good afternoon and welcome to this Online
Information session. The session will start at 14h00 -
you will only be able to hear sound from 14h00 (so
please make sure that your speakers are on and
working). Questions may only be asked during the
Q&A session - after the presentation - using the CHAT
block and not the Q&A block. Please do not ask any
questions now. Thank you for your support and
attendance.
11 September 2018
Support Online Information Session
Introduction
• The Session will begin with a presentation
− The session will last for 25 to 30 minutes and will include:
• This PowerPoint presentation
• Voice communication from the instructor, therefore the sound on your computer
must be switched on
• The Q&A session will start after the presentation
− Questions may only be asked during the Q&A session
− Only questions related to the content may be asked
− The Q&A session will be 30 minutes, as the meeting will end at 15:00
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Agenda
• Legislation
• Equity Reporting Period and Submission Dates
• Preparation Employee Detail
• Equity Checklist
• Setup a Plan
• Printing the EEA2 and EEA4 Reports
• Other Equity Reports
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Purpose
Purpose
• South Africa has a history of discrimination related to race, disability and gender
• This means that in the past the majority of South Africans were denied
opportunities for education, employment and promotion
• The Employment Equity Act was written to address this issue and remove the
barriers of discrimination, as well as to undo the disadvantages of the past
• It also ensures that employers take the necessary steps to promote equal
opportunity in the workplace by implementing Affirmative Action policies that
eliminate unfair discrimination. Improve productivity & quality of life
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Purpose
• The Employment Equity Act states that every designated employer must
implement Affirmative Action measures to ensure that suitably qualified people
from designated groups have equal employment opportunities and are equitably
represented in all occupational categories and levels in the designated employer’s
workforce
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Affirmative Action
Affirmative Action
• These Affirmative Action measures should
− Promote diversity in the workplace
− Establish reasonable accommodation for the employees from designated groups
− Retain people from designated groups by implementing training policies that develop the Equity of
these employees
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Inclusion and Exclusions
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Inclusion and Exclusions
• Designated Employers (as per Employment Equity Act Section 1, subsection d)
include:
− employers who employ 50 or more employees,
− employers who employ less than 50 employees but whose total annual turnover equals or exceeds
the applicable turnover of a small business in terms of schedule 4 of the Act,
− an employer appointed by a collective agreement,
− municipalities, and
• Organs of state, except for:
− The National Defense Force,
− The National Intelligence Agency, and
− The South Africa Secret Service
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Inclusion and Exclusions
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Designated Groups
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Designated Groups
• Designated Groups means black people, women and people with disabilities who:
(a) are citizens of the Republic of South Africa by birth or
descent; or
(b) became citizens of the Republic of South Africa by
naturalisation
(i) before 27 April 1994; or
(ii) after 26 April 1994 and who would have been entitled
to acquire citizenship by naturalisation prior to that
date but who were precluded by apartheid policies.
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Designated Groups
• Employment Equity for Chinese Employees:
− If the Chinese employee obtained South African citizenship BEFORE 27 April 1994, then they are
classified as “African”
− If the Chinese employee obtained South African citizenship AFTER 26 April 1994, then they are
classified as “White”
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Equity Reporting Period and Submission Dates
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Equity Reporting Period
• A designated employer must submit a report to the Director-General once every
year, on the first working day of October or on such other date as may be
prescribed
• An employer that becomes a designated employer on or after the first working day
of April but before the first working day of October must only submit its first report
on the first working day of October the following year or on such other date
contemplated in subsection (1)
• Although the manual submission date for the annual Equity reports is October, the
reporting period included in the reports (EEA2 & EEA4) is determined by the
company (i.e. the date when the company became a designated employer) and
therefore does not necessarily run from October to September
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Equity Reporting Period
• An employer that is not able to submit a report to the Director-General by the first
working day of October in terms of the subsection (1) must notify the Director-
General in writing before the last working day of August in the same year giving
reasons for its inability to do so
• The Director-General may apply to the Labour Court to impose a fine in
accordance with Schedule 1, if an employer –
(a) fails to submit a report in term of this section;
(b) fails to notify and give reasons to the Director-General in
terms of subsection (4A); or
(c) has notified the Director-General in terms of subsection (4A)
but the reasons are false or invalid
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Equity Submission Deadlines
• Manual Equity submissions should be submitted by 30 September 2018
• Electronic submission, 15 January 2019 (2nd week in January)
• If you want to register for electronic submission, you need to register before 1
October 2018
https://ee.labour.gov.za/dmiso/
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Preparation Employee Detail
Preparation – Employee Detail
The following information must be completed per employee:
• Employee Basic Information (Individual)
− Gender
− Racial Group
− Foreign Indicator
− Disabled
• Employee Equity Information (Detail)
Mandatory
− Occupational Level
− Type of Employment: Permanent or Temporary
Optional
− Occupational Category
− Workplace
− Province
− Equity Job Function
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Preparation – Employee Detail
• Employee Equity History (Detail)
Mandatory for the 12 month Equity Reporting Period
− Occupational Level
− Type of Employment
− Remuneration
− Training Count
All other fields are optional and not required for reporting purposes
• Employee Training Transaction (Personnel Management)
− Record this record for Equity Reporting
When an employee was earmarked for development and the training enable the employee to move into a position that
assist the company to achieve set equity targets
Equity Groups can be used where employees are transferred without YTD totals between company rules included in the
same Equity Plan. This will prevent the employee from being reported as terminated and new.
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Equity Checklist
Equity Checklist
• Setup the Equity Company Information Screen
− Expand Company Management
− Double click on Company
− Double click on the applicable Company
− Click on Equity Information
− Click on the Equity Analysis Code Link tab
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Equity Checklist
• Link Parameter codes to Equity codes
− Expand Parameters
− Expand Employee
− Double click on the applicable Parameter code
− Update the Equity Information
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Equity Checklist
• Complete the relevant Position Equity Information (if applicable)
− Expand Job Profile Management
− Double click on Positions
− Double click on the applicable Position
− Click on Equity Information
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Equity Checklist
• Complete the relevant Employee Equity Information
− Expand Employee Management
− Double click on Employees
− Open Employee Details on the applicable employee
− Click on Equity Information
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Equity Checklist
• Print the Equity Exception Report to identify and complete outstanding
information
− Expand Reports
− Double click on All Reports
− Expand Equity
− Expand Equity Exception
− Double click on Equity Exception
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Equity Checklist
• Include Training Transactions
− Expand Employee Management
− Double click on Employees
− Open Personnel Management
− Click on Training Transactions
− Open the relevant Training Transaction
− Select Record this transaction for Equity Reporting
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Equity Checklist
• Setup Equity Remuneration
− Expand Company Management
− Expand Payroll Definitions
− Double click on Equity Remuneration
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Equity Checklist
• Update Employee Equity History screen
The employee equity history can be completed in the following two ways:
− Performing Equity Maintenance on the Company Screen
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Equity Checklist
• Update Employee Equity History screen
The employee equity history can be completed in the following two ways:
− Use a System Defined Batch on the Utilities menu
− Please refer to the supporting documentation for detailed instructions
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Equity Checklist
• Setup Equity Plans
− Expand Equity Management
− Double click on Employment Equity Plan
• Print Equity Reports
− Expand Reports
− Double click on All Reports
− Expand Equity
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Setup Equity Plan
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Setup Equity Plan
• In order to generate the EEA2 and EEA4 the Equity Plans need to be setup
• The plan should only be created once for the required goal period
• The Equity plans comprise of Numerical Goals and Numerical Targets (Interim
goals)
• The Numerical Goals can be set for any period from one to five years which
should be consistent from year to year, e.g. in 2013 the company prepares the
Numerical Goals for 2018
• The Numerical Targets must be set for each year up to 2018
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Setup Equity Plan
− Expand Equity Management
− Double click on Employment Equity Plan
− Click on New
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Setup Equity Plan
− Select to create a new Plan
− Select the quantity of plans to create
− Setup the Equity Goal Details
− Setup the Numerical Targets
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Print Equity Reports
Equity Reports
To print the EEA2 – Employment Equity Report
− Expand Employment Equity Report EEA2
− Double click Employment Equity Report EEA2
− Select the applicable Equity Plan
− Select the applicable Equity Target
− Select the applicable 12 month equity reporting period
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Equity Reports
To print the EEA4 – Income Differential Report
− Expand Income Differential Report EEA4
− Double click Income Differential Report EEA4
− Select the applicable Equity Plan
− Select the applicable 12 month equity reporting period
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Other Equity Reports
Other Equity Reports
• Equity Exception Report
− This report provides an overhead summary of incomplete Employee and Position Equity Information
fields
− A selection can be made to only show outstanding mandatory information
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Other Equity Reports
• Equity Workforce Profile Report
− This report can provide the employee detail of the different sections calculated in the EEA2 and EEA4
reports
− Specific selections must be made for each section on the reports
− Please refer to the supporting documentation for more information
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Thank you for attending this session
Please send any feedback or suggestions to:
The Q&A session will now begin……
Please use the Chat block
to ask your questions, and
not the Q&A block.