Quick Payroll Aug 2013 Interim EMP501 Submission guideline
INTERIM BI-ANNUAL SUBMISSION GUIDELINES
PERIOD: 201308 (March 2013- August 2013)
TAX YEAR: 2014
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Setting up your Payroll for the Aug 2013 Bi-Annual EMP501 submissions
By law each employer must submit a Bi-annual EMP501 by using SARS E@syfile software during Sep/ Oct 2013 for the period March
2013 – Aug 2013.
Note: There will be no issuing of IRP5’s during the Aug bi-annual submission as this is only an interim submission.
IRP5’s will be issued only at the end of 2014 Tax season (Feb 2014).
SARS no longer accepts manual EMP501’s. The method of submission is by making use of SARS E@syfile software.
This can be downloaded from: http://downloads.sarsefiling.co.za/easyfilehome/easyfile.html
You can also contact your local SARS office for details on your IRP5 codes or visit SARS website.
INSTRUCTIONS
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Please ensure that you’re using the latest version of Quick Payroll- Ver. 1.2.40.
To verify this go to Help (Menu) / about Quick Payroll as seen in underneath example:
You will not be able to submit EMP501 submission in the required format unless you are on update 1.2.40.
PLEASE NOTE: You must go from update 39 to 40.
Skipping updates may result in data fields not mapped correctly to new IRP5 template.
You would’ve received a mail shot announcing the opening of the Bi-annual season from where you could download
update 1.2.40. If you haven’t received this please contact registrations and request your update which will be sent to you by
email. Registrations Tel 0861 726657- option 2 or [email protected] subject line: ‘Ver 1.2.40 request’.
Applying update 1.2.40- steps.
Note: You may already be on update 1.2.40 and need not to update again.
You can verrify this by clicking on ‘About Quick Payroll’ under Help menu.
The following steps can be taken to update to Ver 1.2.40 should you not be updated already.
1. Save the attached update you received via email to your desktop.
2. Right click on the zipped attachment & extract the contents to c:\ Program Files\Quick Payroll.
(Or open attachment & copy the contents of to your payroll directory
(Payroll directories can be one of two c:\Program Files\Quick Payroll or c:\Quick Payroll)
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
The file you will be copying or extracting to payroll directory are:
3.
You will be prompted to copy & replace existing filse: Choose to ‘Copy & replace- all’.
4.
Open Payroll as per normal.
INTERIM YEAR END SUBMISSION
The Aug 2013 bi-annual submission is not a final account of your Tax 2014. It only represents March 2013 – 31 Aug 2013.
For this reason a ‘copy’ company needs to be created.
(a) The ‘copy’ company is a ‘duplicate’ set of your ‘live’ data file with restrictions.
It allows the user to prepare the ‘copy’ file for E@syfile. Because it’s a separate ‘duplicate’ file it will allow you to work
on it even after performing a month-end for Sep 2013 on your ‘live’ data file.
(b) A copy company will be flagged as “copy” (seen in the company details) and will no longer affect the counting of
employees as per your licensing.
There are some restrictions in your copy company, they are as follows:
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You will not be able to add, edit or delete a PTT
You will not be able to calculate
You will not be able to capture hours
You will not be able to do any period ends
Note: If any changes need to be made with reference to the restrictions above then it will have to be done in the ‘live’ data file
before creating a ‘copy’ company.
Ensure that a month-end roll over has been followed for Aug 2013 on your live company before you continue with creating a
‘copy’ company data file. This includes week, fortnight and month ends.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Note: When editing any of the employee’s ensure that all figures should be in the year to date column.
There should be no amounts under the ‘this week’ or ‘this month’ column.
Note: Do a backup of your Payroll data before doing a Month-end for Aug 2013.
CREATING A COPY COMPANY:
In your current ‘live’ data file go to ‘Period Ends’ on the Navigator bar- as seen below.
You will see Interim copy companies and Interim Electronic Submissions. Select Interim Copy Company.
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Tick the box “Create a Year-End backup”.
You can edit the backup path by adding a date at the end of your company name.
Tick the box “Create a new Copy Company”.
The name of the copy company will default.
Quick Payroll Aug 2013 Interim EMP501 Submission guideline
You will be prompted to confirm your decision, click on OK. It will run through the procedure.
Click on File/ Close Payroll & select Open payroll to see the underneath screen. Note the Copy Company created.
Note: It’s from the ‘Copy’ Company that you will export the necessary electronic files that will be imported into SARS E@syfile.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Open the ‘copy’ company & go to confirm company details from the company navigation page.
Note the tick in gray indicating that the company is in fact a copy company and therefore not suitable for live transacting.
The interim submission will work exactly the same as before.
It will create the electronic file that you will be able to upload into E@syfile.
Follow these steps in the ‘Copy’ company.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
1.
IRP 5/ IT 3 SET UP
This is where we will be setting up the electronic certificates for all the employees.
This replaces creating manual certificates for all employees in SARS E@syfile.
This step requires the mapping of Payroll PTT with corresponding SARS source codes.
Tip: to ensure that the correct PTT’s are linked to the SARS source codes we recommend you get your accountant to assist with
this section.
From your Utilities menu select “IRP5 / IT 3 Setup”
The File Header Tab:
All the details on this page are relevant to the party that will actually create the Electronic Submission File. If this is a 3rd Party
company, (in the event that the payroll is outsourced), the details of that company must be completed in this screen. If the
payroll is processed in-house (By the company themselves), you will complete the fields with your companies information.
PAYE Number:
This is where you fill in your PAYE number.
Starting Number:
This indicates the number that will be issued to the first tax certificate in this payroll, each tax certificate thereafter will have a
number allocated to it in number sequence, I.E. 00000001, 00000002 etc.
No Tax certificate may have the exact same number within a tax year for a single company, so if you have more than one
payroll frequency setup in separate companies, you will need to alter this number per pay frequency. For Example: Monthly
Employees, the starting number should be 00000001, and the frequency is: 00000001, 00000002, 00000003 etc.
For Weekly employees it should be 100000001 (Starting Number), 100000002, 100000003 and for Fortnightly employees your
numbers should run 200000001, 200000002, 200000003 and so on.
By doing this you are making sure that each tax certificate will have its own unique number.
Monthly – Starting number: 000000001
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Weekly – Starting number: 100000001
Fortnightly – Starting number: 200000001
SDL: This is where you fill in your SDL Number
UIF Number: This is where you fill in your UIF Number
Activity Code (VAT403): You will need to fill in an activity code from your VAT403 Trade Classification Guide. This document is
also available on our website. This code differs for each industry, so you will need to choose your code based on the VAT 403
Classification Guide.
Tip: If you’re not sure what your VAT403 code is then consult the companies EMP501 for Tax year 2013.
The Normal Income / Fringe Benefits / Lump sum / Deductions / Company Contributions Tab:
You will need to go to Preferences / Payroll Transaction Types.
You will need to note your income/Fringe benefit / deductions / Company contributions payroll transaction types.
Tip: Open the Payroll transaction types screen & then go to IRP 5 setup. This way the PTT’s will be on the background & makes
entering the PTT against the SARS source codes easier.
In the example below, Basic pay (PTT 001) and overtime (PTT’s 002 & 003) are reported as Taxable income (3601/3651). To
specify this, simply enter the PTT number next to the applicable source description.
Please note the space between PTT’s when there is more than one per field.
You can now complete all the tabs similarly to what is explained in 2.1. After you have allocated all the PTT’s to their respective
source codes you must specify where the export file must be created to.
On the Deductions + Tab you will see fields where you can specify where the output file must be exported to:
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Target Drive: You can either specify the C:\ Drive or directory folder to have the file created to the local disk.
File Name: This is the name of the file that will be imported into SARS Easy file, the file name must consist of IRP5M.YY where
YY represents the last 2 digits of the tax year the file is being created for and the M represents Monthly, W will represent
weekly, and F will represent Fortnightly. For the current tax year, the filename must be IRP5M.14 for a monthly payroll.
Therefore, if you have two payroll companies, one that is weekly and one that is monthly, you will have two exports in your
chosen location, namely: IRP5M.14 and IRP5W.14
Medical aid- IRP5 setup:
Fringe benefit tab.
Medical aid Company contribution PTT under the Fringe benefits Tab (calculation type M/Aid Fringe benefit).
I.e. PTT 102.
Deduction tab.
Employee Medical Aid contribution PTT under the Deductions tab.
This is the portion the employee pays towards the medical aid.
I.e. PTT 204
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Company Contribution tab.
Medical Aid Company contribution PTT under Company contribution tab.
This is the portion the company pays towards employee’s medical aid.
I.e. PTT 405
Company contribution tab.
This will be the Medical Aid Tax credit PTT.
This is the amount by which employee’s PAYE is credited.
I.e. PTT 101
2. IRP 5 Verification.
Run an IRP 5 verification report and fix any errors on the ‘copy’ company.
This will ensure that once you have created your copy company you don’t have to make any corrections twice.
You will be required to put in your start of your Tax year, and the end of your Tax year.
Note: Ensure to include inactive employees also, as indicated below:
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Before creating electronic submission files, you have to check for common mistakes, this can be done using the IRP5 / IT3
Verification tool in Quick Payroll. A printout will appear and list all errors. These errors will need to be fixed before you can do
your export for SARS Easy file.
You may have to repeat the above step until all the flagged issues has been addressed.
Reporting tip: Run an EMP201 for ‘This Tax year’. These amounts must correspond with the actual payments you made to SARS
for the periods: 201203; 201204; 201205; 201206; 201207; 201208.
3.
Go to Company>Interim Submissions>Interim Electronic Submissions:
Note: Payroll will not allow you to proceed unless you completed Step 1- IRP 5 / IT 3 setup for South Africa.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
You now have to specify the Tax Year; because it’s a bi-annual submission the Start date will be 01/03/2013 & end date
31/08/2013 as illustrated above.
When you click OK, you will be prompted that the file will be saved in the destination specified. You will also be prompted to
insert a disc if this is the Target drive.
Next you will be asked to select the SELECTION CRITERIA.
It is imperative that you select OPTION 4. Include discharged employees as they will also need certificates generated to them:
After selecting OK, the file will be created and can be found in the location specified in your deduction tab on your IRP5 Setup.
THIS FILE IS NOT TO BE OPENED OR EDITED. IT IS EXPORTED IN A FORMAT THAT CAN ONLY BE IMPORTED INTO SARS
EASYFILE.
You can now follow the above process for every company or pay frequency and save them as separated files.
You can import these files into SARS Easy file. If errors exist with your import, you can rectify the errors in Quick Payroll and
Regenerate the Electronic Tax Certificates and try importing them again.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
The screen shots below will guide you to import your electronic tax certificate exported from Payroll into E@syfile once
installed:
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Select the Import Payroll file option
Browse to where the CSV file is located
Double click on the CSV file to open in Easyfile
Note: SARS may release several updates to E@syfile. The above example was taken from version 6.3.2 but might have to be
updated by the time you’re importing & submitting.
If you receive any errors regarding the import you can view the errors by going through the following process:
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Select Utilities in Easy File
Import Payroll File Log
Quick Payroll Aug 2013 Interim EMP501 Submission guideline
This screen will display all the errors you have regarding your Payroll import file, which will need to be adjusted in Payroll and
then the file needs to be saved and imported again.
Once E@syfile shows no more errors on your import file you are ready to do your Declaration & Submission.
Declaration screen:
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Before you submit (I.e. upload certificates to E-file) ensure all employee details is correct (i.e. all employee have Tax numbers)
& your company contact details is correct by consulting both employee & employer Admin sections.
Employee Admin
You can view and edit employee certificates by clicking on View/ Edit employees under the Employee Admin section.
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Quick Payroll Aug 2013 Interim EMP501 Submission guideline
Employer Admin
Ensure your company details are correct by going to View/ Edit/ Change under the Employer Admin section:
SARS Resource Centre for Bi-annual submission:
http://downloads.sarsefiling.co.za/easyfilehome/easyfile.html
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