Good practice with Time calculation- and Pay slip modules
Good practices with Time calculation module:
- Frequently downloading the clock movements will minimise the possibility of losing data (as the result of a problem with the clock i.e. flat batteries or incorrect date/time).
- Converting/processing the clock movements frequently will substantially minimise the workload when employees’ pay slips must be generated. Their attendances will also be more accurate.
- Capture leave records once leave is approved or when sick note is received. Leave can also be captured when you are busy with the conversion of clock movements (Step 3: Check clock movements).
Good practices with Pay slip module:
- If employees are paid according to their attendances, it’s good practice to end/generate the pay slip to the last full day worked. I.e. Generate the pay slips today until yesterday’s date, because the employees still have to clock out today.
Returns that should be submitted:
Monthly:
· EMP201: The EMP201 is a payment declaration in which the employer declares the total monthly payment together with the allocations for PAYE, SDL, UIF and/or ETI. This should be submitted to SARS monthly before the seventh of each following month. I.e. July’s EMP201 must be submitted before 7 August.
- Printout can be found on Africlock program under: Pay/Returns/EMP201 form.
· UI-19: The UI-19 is a declaration that reflects employees’ remuneration details (gross remuneration and total hours worked) including new appointments and termination of service. This should be submitted to the Department of Labour.
- Printout can be found on Africlock program under: Pay/Returns/UI-19.
Biannually (every six months):
· EMP501: The EMP501 is a payment declaration in which the employer declares the total payment together with the allocations for PAYE, SDL, UIF and/or ETI over six months (interim period from 1 March – 31 August). This should be submitted to SARS Easyfile/eFiling every six months (usually open from middle September – 31 October).
- Printout can be found on Africlock program under: Pay/Returns/EMP501 summary.
Annually (every twelve months):
· EMP501: Payment declaration over twelve months (annual period from 1 March – 28/29 February). This should be submitted to SARS Easyfile/eFiling every twelve months (usually open from 1 April – 31 May).
· IRP5/IT3(a): The IRP5/IT3(a) discloses the total employment remuneration earned and the total deductions for the year of assessment. Certificates are only issued for the full year 1 March – 28/29 February.
· W.As.8 (Return of earnings): The aim of the Compensation for Occupational Injuries and Diseases Act (COID) is to provide for compensation in the case of disablement caused by occupational injuries and diseases, sustained or contracted by employees in the course of their employment, or death resulting from such injuries and diseases; and to provide for matters connected therewith. Every employer must submit a return of earnings report (W.As.8) once a year before 31 March to the Commissioner, showing the amount of earnings (up to the limit) paid to the employees (along with other compulsory information) during 1 March – 28/29 February. This should be submitted to the Department of Labour.
