RSA Submission Process Checklist: Interim and Tax Year-end submission to SARS

Interim Reconciliation:

• The Interim Reconciliation must be performed from the Live payroll system
• Ensure that you in the August period of the tax year or later
• No tax certificates are generated or distributed to employees

Tax Year End Reconciliation:

• Create your Tax Year-end Copy System prior to your roll over from February to March.
• The Tax Year-end Reconciliation must be performed from the Copy System.
  Ensure that you are in the final period of the tax year (verify the Period Info screen on the Basic Company Information Screen).

SARS Submission Process – Step 1

Validate Company Information on the Basic Company Information Screen:

• Registered/trading name of the company (company name that must print on the tax certificates)
• Physical address of the company
• Trade Classification Code
• Tax registration number (PAYE reference number)
• UIF reference number (Uxxx number on EMP201)
• SDL reference number (Lxxx number on EMP201)
• Diplomatic indemnity indicator (if applicable)
• IRP5 Contact Person Details (person to address reconciliation queries)
• Standard Industry Classification Code (SIC Code) (Employment Tax Incentive Tab)
• Special Economic Zone (if applicable)

SARS Submission Process – Step 2

• Click on the Step 2 button to run the Validation report
• As alternative, you can run the IRP5/IT3a Report from the Reports and Maintenance menu and select the “Validation Only” option on the IRP5 Action Required
• All errors and warnings identified on the validation report should be corrected on the payroll

SARS Submission Process – Step 3

• Click on the Step 3 button to validate the additional employees’ information
• An Excel report will generate containing the employees’ information
• This information on the Excel report should be reviewed and verified

The following information should also be verified per employee on the Employee Information Screens:

Personal Details tab

• Surname (no special characters*)
• First Two Names (no special characters*)
• Initials (no special characters*)
• Identity Number/Passport number and Passport Country (Required. Use the ID Validate report and ensure that all ID Numbers are correct)
• Date of Birth (Make sure that the date of birth corresponds with the first 6 digits of the ID number).
• Employee Business Telephone number (must start with a zero, e.g. 027 12 420 7000 or 012 420 7000)
• Where the employee record is a Company or CC, the following is mandatory:
  • Trading name (complete on Surname field)
  • Company number (CCYY/NNNNN/NN)
• Where the employee record is a Trust the following is mandatory:
  • Trading name (complete on Surname field)
  • Trust number

Address Details tab

• Residential, Postal and Work Address (Mandatory. Remove special characters and correct all fictitious information, e.g. XXX instead of a valid address)
• Ensure Country Codes are completed on all addresses
• Complete the Care of Intermediary field if “Care of” Postal Address is ticked

*Certain special characters are allowed. Click here to access the SARS Business Requirement Specification for the applicable tax year which provides a list of the accepted special characters.

Statutory Details tab

• Confirm that the Tax Status is correct (Refer to for more details)
• Voluntary Over Deduction of PAYE (if applicable)
• Legally Retired (if applicable)
• Confirm the IRP5 Start Date
• Tax Number (Required)
• Directive % (only applicable if your Tax Status is set to Directive % or Directive (Director))
• Directive Number(s) if applicable (maximum 3 per record)
• Assessment Year (if record was terminated in previous tax year)
• Manual / e@syFile Issued (flag employees only if no certificate should generate from payroll)

Payment Details tab

• Branch Code
• Account Number
• Type of account
• Account Holder Name
• Account Holder Relationship
• Name of bank and branch (optional)

Employment Tax Incentive tab

• Status
  • Asylum Seeker Permit Number (if applicable)
  • Refugee ID Number (if applicable)
• Identification
  • Valid ID document (RSA ID)
• Periods
• ETI Date Engage
• SIC
• Special Economic Zone (if applicable)
• Minimum Monthly Wage Code
• Wage Regulated Measure / National Minimum Wage Rate (if applicable)
• Standard Industry Classification Code (SIC) (mandatory)

• Click on the Step 4 button to validate the Retirement Fund Values.
• An Excel report will generate containing the retirement fund values per employees.
• Verify Retirement Fund Income values per month for all employees contributing towards a Hybrid or Defined Benefit Fund and adjust where necessary.
  • Generate Retirement Funds report (RN 765) per month

• Generate Trv/CoCar report (RN 761) to review

• From the Main Menu select History > Reports >  Reimbursive Travel

Ensure that the Medical Aid Dependents reflect correctly on the Medical History Screen.

• Print the Medical Aid History Report (RN748) and compare this with your monthly Medical Aid billing statements.

Verify possible overclaim on ETI values (in the following scenario cases where you transferred employees without YTD values in the middle of a month.)

• You have more than one company in your directory with the same PAYE Number, and
• You have the same employee in more than one payroll company, and
• You claimed ETI for that employee in both companies for a specific month.

Click Step 5 button to generate reconciliation reports:

• EMP501 Reconciliation
• ETI History Report
• 12 Month Report
• History Report

(These reports are accessible from the History Report and Reports and Maintenance menu as well)

Reconcile the declared EMP201 payments made to SARS by comparing it to the PAYE, UIF, SDL and ETI on the Payroll system for the tax year.

Reconcile the Employment Tax Incentive (ETI) claimed from SARS by comparing it to the ETI on the Payroll system.

Click Step 6 button to perform a Test Run

Select the type of run:

• Tax Year End Run (February tax year-end submission)
• Period Run (August interim reconciliation submission)
• Select companies to include in run (current/multiple)
• Select print option selection for export

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For an Interim Reconciliation:

Do an IRP5, Period Reconciliation, Test Run on the Payroll system and import the test file into SARS e@syFile Employer.

If an error list is generated, correct the errors and re-do the Test Run. No tax certificates will generate.

Tax Year End Reconciliation:

Do an IRP5, Tax Year end, Test Run on the Payroll system and import the test file into SARS e@syFile Employer.
If an error list is generated, correct the errors and re-do the Test Run.

For an Interim Reconciliation:

Do an IRP5, Interim Reconciliation, Live Run on the Payroll system and import the live file into e@syFile Employer only if no error list is generated when doing the Test Run.

For a Tax Year End Reconciliation:
Do an IRP5, Tax Year end, Live Run on the Payroll system and import the live file into e@syFile Employer only if no error list is generated when doing the Test Run.

Backup Submission data:

• Make a full system backup

Suggested file name (include the release version in the filename):

• For an Interim Reconciliation: PeriodTaxyyyy_R55a.zip or 
• For a Tax Year End Reconciliation: Taxyyyy_R55a.zip

Make a backup of your e@syFile data