Solution Properties
Solution ID:
200630181441579
Last Modified Date:
Mon Jun 02 14:03:55 UTC 2025
Taxonomy Path:
Case category//How do I...//import/export
Author:
[email protected]
How to upload IRP5/IT3a tax certificates to Premier ESS
Description

The Premier Employee Self Service (ESS) application allows employees to view their payslips and tax certificates online. The steps allow you to distribute your employee certificates online.

Cause
Resolution

1. Export your live run file from payroll.

  1. Complete the IRP5 Live Run export on your tax year-end copy system.
  2. Tick the Employee Self Service checkbox:
    • This is selected by default
    • Choose whether to include or exclude certificates for Premier ESS employees to print to paper

      IRP5/IT3a Report, ESS selections.

  3. Select the export location for your IRP5 import and ESS files.
  4. During the live run export, the system creates the ESS certificates files.
  5. Confirm the following files creates in the selected location:
    • IRP5.xx (where "xx" is the tax year, for example, IRP5.25 for 2025)
    • VPDTXnnn.PAY and VPDTXnnn.VIX (where "nnn" is the company number, for example, VPDTX001.PAY and VPDTX001.VIX for Company 001)

2. Complete your EMP501 submissions.

  1. Submit your EMP501 reconciliation by 31 May each year.
  2. Review your submission status on SARS e@syFile or eFiling.
  3. Once accepted, you can distribute tax certificates.

3. Copy ESS files to your live payroll directory.

  1. Locate the VPDTXnnn.PAY and VPDTXnnn.VIX files in your tax year-end system folder.
  2. Select and copy the files.
  3. Open your live payroll system folder.
  4. Paste the files into the live directory (for example, V:\Premier).

4. Import IRP5 files into ESS.

  • ESS automatically checks for new IRP5 files every 20 minutes (unless changed)
  • The manual import steps (if preferred):
    1. Log in to ESS.
    2. Go to Manage, then select Import Payslips and IRP5s.
    3. Select the IRP5s tab.
    4. Choose the files to import.
    5. Click Import Selected IRP5s.

5. Confirm successful IRP5 import.

  1. Log in to ESS.
  2. Go to Views > Payslip Service Audit Trail Entries.
  3. Look for entries such as:
    • Checking for existing IRP5 files
    • Processing file "VPDTX001.PAY"
    • Finished processing file "VPDTX001.PAY"
    • Renaming file "VPDTX001.PAY"
    • Processed Files\VPDTX001.PAY.20250602_160353.Processed

These entries confirm that the IRP5 files imported successfully and are available to employees.

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