How to generate the OID Report from your payroll?

• From the Main Menu
• Select Report
• Select Reports and Maintenance
• Select the OID Report
• Select to Send To:(Select PDF File, ASCII File, View on Screen, Exit)
• Select Continue

Selection Screens for the OID/WCA report

The OID report 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 un-tick 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 un-tick 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 “Re-set VIP 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

•  Select to print the report for Summary or Detail
• Click Continue

Detailed OID Report Selected

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 

• Summary OID Report Selected
• Select Yes the above information is correct

When printing the OID report and selecting the Summary Report, you will be required to download the OID Summary PDF reports and the OIDwas81 Template

• If your download does not automatically start, you can select click here to manually start the downoad
• Save the OID Summary PDF reports
• Select Finish
• Save the OIDwas81 Template

Browse to your desired location and select save.

• When the process is complete, open the report
• If the sheet is blank, select on enable content 

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

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.

NOTE: If you have multiple companies in your payroll application which from part of the same Return of Earnings submission, the OID Report must be printed individually per company, due the different company setups and pay frequencies (monthly, weekly, bi-weekly and other). Consolidating or Grouping the report will lead to incorrect calculations