How to generate the OID Report from your payroll?

NOTE: The OID/WCA report in the payroll is an ANNUAL report, and should only be printed in the last period of the tax year. Currently, there are no clear specification how the limit should be calculated during a tax year and many interpretations and calculations are applied by employers. Click here for more details to change the OID limit in your company if required.

Ensure the OID Earnings threshold is correct for the current year.

As from Release 5.7a, the OID Earnings threshold must be updated manually per South African payroll company:

• Review the current and previous OID Earnings thresholds
• How to view or update the OID Earnings threshold on your payroll

How to run the OID Report from your payroll:

• From the Main menu
• Select Reports
• Select Report and Maintenance
• Select OID Report (Real Number 502)
• Send Report To [PDF File,  Printer (DOS Print), ASCII File, View on Screen, Exit]
• Select Yes, the above selections are correct
• Click Continue

 CAUTION: We do not recommend to generate the report for multiple companies with different pay cycles and or copany structures. The report mshould be run per individual company and the values can be combined to complete your W.As.8 submission online.

Selection Screens for the OID/WCA report

The payroll system provides Selection Screens when the report is printed, so that the user can select which Earnings, Company Contributions, XS, Own and Perks Tax Screen items must be included in the report. You may tick and untick items on the Selection Screens. The first page of the report prints the settings that were in use when the report was printed.

The first screen that is displayed when the OID Report is selected explains which items should be included: 

Continue - Continues to the Selection Screens but leaves the defaults as they were when the report was last printed.

Reset to Defaults - Resets the defaults according to the definitions of the various lines, but the Selection Screens are still displayed and the user can then tick and untick items if necessary.

Use the IRP5 Codes on the Earnings, Company Contribution, Calculation (XS), Own and Taxable Benefits (Perks Tax) Screens to tick the relevant items when one clicks on “Restore Defaults”.

Below is an example of a simple Earnings Selection Screen. The other Selection Screens are similar: 

NOTE: Users should not copy the selections according to the print screens as it is only for display purposes. Each company’s situation will vary on what is included and what is not, depending on the regularity of the payments and the company’s application of the legislation.

On the right-hand side of the report, guidelines are provided on which items should be included and which should not, that users can refer to.

Print Summary or Detail & Ranges

You will be prompted to select to pint either details of a summary report

• Summary - will print a summary of all totals and will merge with Excel W.As.8 template
• Details - will provide the details of each employee included in the report, but will not merge with Excel W.As.8 template
• You can select to print for a range of employees

TIP: We recommend to print both Details and Summary report to keep the details for possible audits. Click here for the article explaining how the values on the report is calculated

The OID Report

Below is an example of a Detailed OID Report printed in February 2020, for a monthly paid company. This month has been chosen to explain the calculations in the report.

The first page of the OID Report shows which items were included when the report was printed.

It is important to remember that this page must be filed with the report

How to complete the W.As.8 form

As from Release 3.1a, when printing the OID report and selecting the Summary Report, Microsoft Excel will open the OIDwas81 Template. The data will automatically merge with the Excel template. 

Complete the outstanding information and complete information not populated.

The spread sheet is made up of two sheets; Part 1 and Part2.

TIP: If your report data did not merge with the W.As.8 Excel template, click here for steps to review and resolve.

Part 1 of the W.As.8 Report

Many of the fields of Part 1 will need to be completed manually by the Employer, but some fields will automatically be populated from the data on the VIP system:

• Company Name – this is the Report Name on the Basic Company Information Screen
• Company Registration Number – this is the Registration Number on the Basic Company Information Screen
• Unemployment Insurance No. – this is the UIF Registration Number on the Basic Company Information Screen
• Postal address – this is the Reporting Address on the Basic Company Information Screen 

NOTE: Any of the information populated can be overwritten if needed

 Part 2 of the W.As.8 Report

Part 2 is split between Actual Earnings and Provisional Earnings. Both these sections are divided between Directors and Employees, with a total number of Employees per month.

The actual Earnings used for this report is the average income per month. The value is calculated by using the OID Earning amounts on the Summary report, divided by 12.

The OID limit provided is currently a yearly limit and no guidelines are given by OID on how to apply the limit on a monthly basis.

The Employer will need to manually complete the Provisional Earning Section, but the Actual Earnings will automatically be populated from the data on the payroll system. 

Final Steps: 

Print page 1 and Page 2 of the Excel document and submit the form to OID. A copy of the information should be kept for at least 4 years.

Save the Excel document in your Tax year end folder for safe keeping and inquiries. 

NOTE: If you make provision for OID by using Methods of Calculation, it is important that you revise and adjust the methods according to the new thresholds published. 

• Click here to view the OID limits

  CAUTION: Should you decide to use this report on a monthly bases, the use of the report is done at own risk, as this report should only be generated at the end of your assessment year.