PAYSPACE CUSTOMER SUPPORT

Customer Support Talk Newsletter

A quick reference page with the latest news, tips and tricks from the PaySpace Customer Support Team.  

Select the month below to view news and feedback from the PaySpace Customer Support Team

South Africa: PAYE Employer Interim Reconciliation

With the Bi-Annual Tax Filing Season 2023/24 opening, we encourage you to work through your payrolls and prepare for submission.

Below are a few steps to assist in preparation for your submission process:

  • Update your e@syFile software with the latest e@syFile software update.
    Be reminded that when logging into e@syFile, check that you have done a backup before installing the latest available version.
  • The 2023/24 PAYE Employer Interim Reconciliation (EMP501) submission period is from 18 September 2023 to 31 October 2023.
  • For a comprehensive Bi-Annual Submission checklist / Do It Yourself Guide, please download the Bi-Annual Submission DIY Tax Filing Guide that details guidelines on finalising your payroll, uploading your files and completing your submission successfully.
  • We have extended our support hours to assist you with finalising your submission. Our support consultants will be available on:
    Saturday 28 October 08h00 to 12h00
    Tuesday 31 October till 19h00
  • An updated database of knowledge articles is available to assist with your submission process that is accessible at your convenience. To view, open PaySpace; on the top right corner, click on your name > How We Can Help > at the bottom, select PaySpace Wisdom > Knowledge Base > FAQs > Bi-Annual Submission.

Below are a few videos for ease of reference

Important Reports to print for Bi-Annual Submission
How to export a Test File
Generate and validate the Live CSV File on e@syFile

EMP501 ETI Breakdown Report Enhancement

Currently the EMP501 ETI Breakdown Report provides a breakdown of ETI for all employees contained in the EMP501 file.

An additional column has been added to the report ‘ETI Take On Bulk Action Processed’. The purpose of the new column is to assist users when reconciling ETI, and to indicate which employees have been adjusted using a take-on.

If there is an ETI take-on bulk action entry for the month reported on, then a “Yes” will return on the report. If not, the column will return blank.

South Africa: Employment Equity Reporting Period

The Department of Employment and Labour has issued a notice indicating that the reporting period for Employment Equity (according to the current Employment Equity Act) will commence on 1 September 2023 for both manual and online submissions and will end on –              

2 October 2023 for manual submissions, and      

15 January 2024 for online submissions

UIF Declaration

The UIF Declaration file is due to the Department of Labour by the 7th of each month.

By default, PaySpace automatically sends a company’s UIF Declaration File to the Department of Labour on the 7th of each month provided that the Company UIF reference number has been captured on the Statutory Fields tab on the Basic Company Information screen.

If your company has made changes and a new file needs to be generated, you have the option to generate a new file again.

The UIF Declaration File can be resent to the Department of Labour by clicking on the “Regenerate File” link on the Classic Reports screen.

Navigate > Reports > Reports > Reports (Classic) Legislative > UIF Declaration File

Bonus Payouts

Bonus Tax Spread (South Africa / Namibia)

Some background

Employees may select to spread the tax on a guaranteed bonus over the tax year. This should ideally be processed in March and will result in employees being taxed on a monthly portion of the bonus instead of paying all the tax in the month of bonus payout.

With December 2023 nearing, we encourage you to check your Bonus Tax Spread setups to ensure that process of payouts is done timeously and efficiently. Please consider the following to ensure a smooth payout:

  • There are 2 options
    • Tax can be spread until the Bonus is paid or
    • Tax can be spread over the Tax Year
  • If your Tax Spread has not been set up prior to December 2023, the tax will not be spread and will be recovered in full for December 2023, when the bonus is paid.
  • If the provision is cancelled before the end of the provision period and the bonus has not yet been paid, the tax already paid on the provision will be refunded, and no bonus payout will be made in December.
  • To ensure a payout is made where applicable:
    – Check your employees recurring screen to ensure the setup is as expected and the pay date is set for
             December 2023.
    – The check box to pay the Bonus Tax Spread is ticked.

Pacey

Pacey is an employee self-service feature that employees can interact with via WhatsApp.

The Pacey feature is available to customers on Premier or Master Edition as an add-on module.

Active Employees with an ID number or Passport number and cell phone number captured on the system can register for Pacey.

List of key features available on Pacey

  • Obtain your payslip in PDF or text format.
  • Apply for leave.
  • Submit a claim.
  • Request tax certificates.
  • Approve inbox items.
  • View current leave balance.
  • View personal information.
  • Automated birthday and work anniversary messages.
  • Announcements – send a custom message to select employees

N.B.
Should your company not be registered for the Pacey Service, you can try our ‘pacey-demo’ for more information. Pacey Contact Number : 010 824 0651.

Save the Pacey Service number on your phone > type pacey-demo and the following options will be available.

Pacey Demo

If you are interested in this module, please reach out to [email protected].

Did you know?

Question

Should an employee be registered for self-service before using Pacey?

Answer

No, the first interaction an employee has with Pacey, will automatically register their profile.

Question

Why is Pacey not responding to my ‘Hi’ message?

Answer

Options could include:

  • User blocked as they tried to engage with Pacey before their cell number was captured on the system.
  • User blocked due to entering the incorrect ID Number.
  • User changed cell numbers but trying to interact with Pacey on their old cell number.
  • User cell number was only updated on PaySpace after being blocked.

COIDA Calculation Enhancement

The component, COIDA Income, has been updated in South Africa.

The OID annual limit will now be applied annually and not per period, irrespective of the months employed during the OID year.

Previously, the OID annual limit was applied on PaySpace by dividing the annual limit by the main runs in the frequency and multiplying it by the periods employed.

The YTD COIDA Income was then deducted to apply a monthly/weekly/bi-weekly ceiling.

Going forward, the actual COIDA earnings will be included in the COIDA Income component until the annual limit is reached.

Customer Action:

Customers are advised to recalculate the payrolls for the change to take effect.

If the employee was terminated in the current open run, recalculate the payslip record.

To recalculate payslip records of employees that were terminated previously in this tax year, users are advised to create a post-interim run and activate a payslip record for the employee.

Please refer to the release notes for further information.

Employer Interim Reconciliation Period 202308

SARS will again provide employers with an opportunity to test the updated e@syFile™ Employer build before the formal release opening on 18 September 2023 for the Employer Interim Reconciliation.

See the Business Requirements Specification here – SARS_PAYE_BRS – PAYE Employer Reconciliation_V22.1.1 for the Employer Interim Reconciliation submission period 202308.

For further information, please Click Here

Correction Runs for August

IMPORTANT REMINDER: There is an option available to insert an August 2023 Correction Run for employees should financial corrections need to be posted for the current tax year, i.e. 2023/2024.

If you identify any errors in your financial records for the current tax year, the August 2023 interim can be inserted to rectify any errors. This option will be available until the main pay run for September 2023 closes.

Navigate to Payroll Cycle > Payslip Pay Dates

Any requests after your September main run closes will need to be sent to [email protected]

Updated SIC Codes

The SIC codes have been updated for South Africa.

Customers are encouraged to confirm that the Standard Industry Code Group and Standard Industry Code selected on the Company and on Employees are correct before submitting the 202308 Employer Interim Reconciliation.

The SIC code applicable to the company is selected on the Tax Certificate Run screen.

All Standard Industry Codes have been renamed with the applicable code before the description.

For example, the description was previously “Event catering” and will now be “56210 – Event catering”.

The outdated SIC codes are still available on the system and are indicated with a “[Obsolete]” at the end of the description.

PaySpace Impact:

If an “[Obsolete]” SIC code was selected previously, then a new SIC code should be chosen.

If an “[Obsolete]” SIC code is still mapped when the Interim Reconciliation is done, the user will receive an error on e@syFile.

Please click here for more information.

Legislation:

The Standard Industrial Classification Codes are found on the SARS website.

Net Promoter Score (NPS)

NPS Net Promoter Score

Net Promoter Score (NPS) is a vital tool we use to measure your satisfaction and loyalty. It operates on a scale from -100 to 100, and your responses fall into three categories:

Promoters (Score 9-10): Customers who rate us as promoters are highly satisfied and enthusiastic about our products or services. They will likely recommend us to others and play a crucial role in spreading positive word-of-mouth.

Passives (Score 7-8): Passives are satisfied with our offerings but less likely to actively promote our brand. While they may continue doing business with us, they might also be open to considering alternatives.

Detractors (Score 0-6): Detractors express dissatisfaction with our products or services. They are unlikely to recommend us and may share their negative experiences with others, potentially impacting our reputation.

Your opinions matter to us, and we genuinely appreciate your participation in our NPS surveys. Your feedback fuels our drive to deliver the best possible service. It ensures that we remain focused on meeting your needs and providing unparalleled satisfaction.

Videos

Below are a few videos that might be helpful:

How to create an interim run.

Can an interim run be deleted?

Did you know?

Question:

Why is a user prompted daily to reset their password?

Answer:

Check the below field on ‘Basic Company Information’:

Basic Company Information

The value entered on the ‘Password Expiry Period’ field refers to days, so in the above instance, it will prompt the user daily to reset their password.

Contact [email protected] for further information.

This month’s newsletter will focus on a few new enhancements and features of the system.

Notes and Reminders | Reminders will not be sent out after the termination date

The ‘Notes and Reminders’ screen has been enhanced so that the system does not send out reminders if an employee’s termination date is before the reminder date.

Notes and Reminders

Performance Management

The Performance Management Scores History & Employee KPA Summary and Status reports have each been enhanced with an additional field.

A new field, ‘Process Type’, has been added to the Employee ‘KPA Summary and Status Report’.

The Performance Management Scores History Report has been enhanced to include a pre-approval/finalised score, weighted score and real score (non-weighted score).

Performance Management

The Pre-approval/finalised score is the evaluation score that displays in the popup window on the evaluations screen when a rater selects “save”, and the score has not been finalised.

Performance Management

Bulk Actions

The Bulk Actions templates and grid have been enhanced only to show fields relevant to the specific tax country a user is logged into.

Reports | Net Payment Listing

The Net Payment Listing report fields have been enhanced to include the Swift Code.

Personal Income Tax Filing Season

Individual filing season is in progress and began on 7 July 2023 @ @20h00.  Click here for more information.

New Feature | Expanded Search Function

We have launched a new game-changing search facility! Users no longer need to familiarise themselves with the menu structure as they can search for specific items – easily and quickly. Please click here for a list of all the benefits.

Search Function

Videos

Below are a few videos that might be helpful:

How does the Search Function work?

How do I exclude terminated employees from receiving reminders?

What information is displayed on the “What’s New” screen?


Did you know?

Question:

How do I clear the MFA selections on a company- and employee-level user profile?

Answer:

MFA Selections on company- and employee-level user profiles can only be cleared by the Support department on the bureau level.

Contact [email protected] for further information.

PaySpace Training

Please get in touch with our Training Department for a variety of options to cater for your training needs. Click here for more information or email [email protected]

 

Annual Reconciliation Declaration (EMP501)

Congratulations if you have successfully completed your Annual Reconciliation Declaration Submission.

A reminder if you have not completed your submission, we are happy to assist you.

Kindly please reach out to us at [email protected].             

OID Return of Earnings

The Director General of Employment and Labour published Government Gazette 46873 on 30 May 2023, extending the 2022/2023 OID Return of Earnings submission period until 30 June 2023. Please click here to view the government gazette.

Personal Income Tax Filing Season

Individual filing season starts 7 July 2023 @20h00. Click here for more information.

Payroll Cycle changes

When there is a need to make changes to Run Descriptions and Period Codes, reviewing your run setup on the system is important.

Changes cannot be made to runs in closed status.

Example below:

Change May Week 5 – 2023 to June Week 1 – 2023

  • All runs associated with May 2023 will need to be reopened.

PaySpace Support Talk Newsletter June 2023

  • With changing May Week 5 – 2023 to June Week 1 – 2023, a month-to-date recalculation is required on all weeks associated with May 2023.
  • If your monthly declarations have been finalised, specific to this example, that would be May 2023, financial reports will have to be exported prior to opening the May 2023 runs and saved, and financial reports will have to be exported after closing the May 2023 recalculated runs.
  • Both reports exported before and after closing May 2023 runs will have to be reconciled, and if there are any undesired changes to employee financials, corrections will need to be processed on an interim run.

Logging a ticket with Support

If you encounter any difficulties while processing payroll and require assistance completing your task, please get in touch with our support team. Our experienced consultants are available to support you whenever you need help.

It’s a simple process of logging a ticket and completing all the relevant information applicable to your query.

  • If your query is specific to an employee(s), please provide employee numbers.
  • Where possible, provide a screen recording of your query on the system.
  • The more information provided to us, the quicker we can attend to your query.

Videos

Below are a few videos that might be helpful:

How to open a previous month run

How to create an interim run

Which report to run to view Employee Payroll Financials


Did you know?

Question:

Is there a risk with making changes to runs in a closed status?

Answer:

Yes. Financials may be incorrectly reported on for the months associated with the changes.

Contact [email protected] for more information.

PaySpace Training

Please get in touch with our Training Department for a variety of options to cater for your training needs. Click here for more information or email [email protected]

Save the Date! 

Do you know the ins and outs of travel allowances, company cars, and travel reimbursements? Are you aware of the potential penalties and interest in cases of non-compliance?

We’re here to address these challenges, giving you the tools to ensure compliance. Tax expert Rob Cooper will guide you through business travel requirements and enhance your ability to confidently address travel-related issues.

Business Travel Compensation Seminar Thursday, 20 July 2023

Annual Reconciliation Declaration (EMP501) submission period

We are mid-way, and a reminder of the submission period deadline of 31 May 2023.

Remember  to mark the following items on your business checklist:

  • Verify that your payments and reconciliations have been processed at the end of each month.
  • If you identify any imbalances, reconcile your payments against the available Payroll Reconciliation Reports available on the system. Post correction run(s) if any adjustments are needed to correct your employee financials.

Navigate to Payroll Cycle > Payslip Pay Dates

  • Confirm that your company demographic information and employee personal information on the system is correct.

Use our handy submission guide to assist you with your submission, which provides comprehensive guidance on completing your Annual Submission.

Use our available resources :

Our Knowledge Base.

The Annual Submission folder now contains a comprehensive set of FAQs that cover a wide range of topics, from e@syFile errors to exporting Test and Live CSV files.

Visit the FAQs by opening your PaySpace application:

On the top right corner, click on your name > How We Can Help > at the bottom, select PaySpace Wisdom > Knowledge Base > FAQs > Annual Submission.

Video’s

Alternatively, watch our series of Annual Submission videos covering various topics. In total, 10 videos are available to watch on YouTube.

Extended Support Hours

Please take note of our extended support hours during May:

  • Saturday, 20 May, from 08:00 to 12:00
  • Saturday, 27 May, from 08:00 to 12:00
  • Wednesday, 31 May, until 19:00

COIDA Deadline

The due date for the submission of the 2022 Return of Earnings (ROE) is 31 May 2023.

Videos

Below are a few videos that might be helpful:

How to extract a Component Variance Report

Important Reports to Print for the Annual Submission

Verify Employee Information

Did you know?

Question:

Would it be advisable to open runs for the previous tax year to post corrections related to my Annual Submission Period 01 March 2022 to 28 February 2023.

Answer:

No. It is not advisable to open closed runs for the previous tax year. There is always a risk when opening closed runs with financial declarations finalised.

A suitable option is to create an interim run attached to February 2023 and correct your Employee Financials.

Contact [email protected] to assist with creating an interim run.    

PaySpace Monthly Newsflash

Check out our PaySpace Monthly Newsflash, distributed monthly for system enhancements, screen conversions and other features available on PaySpace.

Annual Reconciliation Declaration (EMP501) submission period

The submission period has commenced and ends on 31 May 2023.

Don’t forget to mark the following items on your business checklist:

  • Verify that your payments and reconciliations have been processed at the end of every month.
  • Post correction runs if any adjustments are needed to correct your employee financials.
    Navigate to Payroll Cycle > Payslip Pay Dates
  • Confirm that your company demographic information and employee personal information on the system are accurate.
How can we help?

Visit our Website

We have compiled two specific options to help you through your submission obligations and make the process as seamless as possible.

Book an expert to assist

To minimise the pressure of finalising your submission, you can always book a consultant to assist you with the submission process. If this option best suits your needs, please click here.

Do-it-yourself

Use our handy submission guide to assist you with your submission, which provides comprehensive guidance on completing your Annual Submission.

Quick links to FAQs

We have recently updated our Knowledge Base. The Annual Submission folder now contains a comprehensive set of FAQs that cover a wide range of topics, from e@syFile errors to exporting Test and Live CSV files.

These resources are designed to help you navigate the submission process smoothly. In total, there are 37 FAQs available that will assist with any Tax Year-end related queries.

Visit the FAQs by opening your PaySpace application:

On the top right corner, click on your name > How We Can Help > at the bottom, select PaySpace Wisdom > Knowledge Base > FAQs > Annual Submission.

Video’s

As an alternative, we have produced a series of Annual Submission videos covering various topics. In total, 10 videos are available to watch on YouTube.

Extended Support Hours

Please take note of our extended support hours during May:

  • Saturday, 20 May, from 08:00 to 12:00
  • Saturday, 27 May, from 08:00 to 12:00
  • Wednesday, 31 May, until 19:00
Annual Tax Submission Workshop

The PaySpace Payroll Annual Tax Submission Workshop will guide you through the process of completing the EMP501 reconciliation and generating the CSV Tax File for submission on e@syFile™ Employer.

There are still 2 workshops available,

  • 19 April 2023
  • 3 May 2023

Book your seat now

Public Holidays

27 April 2023 and 1 May 2023

Please note that PaySpace will be closed on 27 April 2023 and 1 May 2023 as we have Public Holidays in South Africa. Our offices will be closed on these days, but our support team will be available to assist you with any queries or concerns you may have the following business days.

Did you know?

Question:

Can I exclude employee/s from the Tax File?

Answer:

Yes. To exclude an employee/s from the Tax File, insert their Manual Tax Certificate Number on their YTD Tax Certificates screen by editing the relevant record.

Navigate > Employee > Payroll Results > Tax Certificates / Historical Drill Down

March 2023
RSA – Budget Speech 2023/2024 Changes

For the 2023/2024 tax year, we have prepared a range of tools and resources to assist you.

The PaySpace system has been updated for the 2023/2024 tax year, with all budget speech changes now fully implemented. As a result, all March 2023 open runs have been recalculated to reflect these updates.

Annual Reconciliation Declaration (EMP501) submission period

We want to remind you that the Annual EMP501 Reconciliation Submission period will run from 1 April 2023 to 31 May 2023. At PaySpace, we are committed to providing the support and assistance you need to successfully finalise your tax year-end submissions.

In preparation for your submission:

  • Check your payments and reconciliations processed at the end of each month.
  • Post correction runs if any adjustments are needed to correct your employee financials.
    Navigate to Payroll Cycle > Payslip Pay Dates
  • Check your Company demographic information and Employee personal information on the system.

Contact [email protected] if you need assistance.

Return of Earnings Submission 2023

The due date for submitting the 2022 Return of Earnings (ROE) has been extended from 1 April 2023 to 31 May 2023.

In addition, the COIDA earnings threshold has increased to R563 520 per annum, effective 01 March 2023. We are pleased to confirm that this new limit has already been implemented in the system, effective March 2023.

Skills Development Submission 2023

The deadline for the submissions is 30 April 2023.

Changes to BCEA Earnings Threshold and National Minimum Wage Act from 1 March 2023

Firstly, the BCEA (Basic Conditions of Employment Act) earnings threshold has increased to R241 110.59 per annum, effective 1 March 2023.

Secondly, the National Minimum Wage has increased from R23.19 per hour to R25.42 for each ordinary hour worked.

21 March 2023 Public Holiday

Please note that PaySpace will be closed on 21 March 2023 as it is a Public Holiday in South Africa. Our offices will be closed on this day, but our support team will be available to assist you with any queries or concerns you may have the following business day.

Bonus Tax Spread (South Africa / Namibia)

We want to remind you of the option for employees to spread the tax on a guaranteed bonus over the tax year. To take advantage of this option, employees should ideally set up the tax spread in March, which will result in them being taxed on a monthly portion of the bonus instead of paying all the tax in the month of bonus payout.

There are two options available for spreading the tax:

  • Tax can be spread until the Bonus is paid or
  • Tax can be spread over the Tax Year

If your Tax Spread has not been set up prior to the month of payout, the tax will not be spread and will be recovered in full in the month of payout.

If the provision is cancelled before the end of the provision period and the bonus has not yet been paid, the tax already paid on the provision will be refunded, and no bonus payout will be made in the month of payout.

To ensure a payout is made where applicable:

  • Check your employees recurring screen to ensure the setup is as expected and the pay date is set for
    the month of payout.
  • The check box to pay the Bonus Tax Spread is ticked.

Any issues can be directed to [email protected].

Did you know?
Question:

Which report can be generated to verify employees’ non-financial information that will be included in the CSV Tax File?

Answer

Generate the Non-Financial Report from the Tax Certificate Run screen to verify employees’ information that will be included in the CSV Tax File.

Question:

How to exclude an employee from a tax file by inserting a manual tax certificate number?

Answer

To exclude an employee from the Tax File, insert their Manual Tax Certificate Number on their YTD Tax Certificates screen by editing the relevant record.

Navigate > Employee > Payroll Results > Tax Certificates / Historical Drill Down

Question:

Which reports are necessary to generate for the Annual Submission?

Answer
  • EMP501
  • EMP201
  • EMP501 ETI Breakdown Report
  • ETI Take On Report
  • Component Variance Report
  • Payroll Reconciliation Report
  • Dynamic Employee Details
  • New Engagements and Terminations
Videos

Below are a few videos that might be helpful:

February 2023
South Africa Budget Speech

We are excited to bring you the latest updates on tax-related matters in South Africa.

The eagerly awaited National Budget speech is scheduled for 22 February 2023. We look forward to hearing from the Minister of Finance, Mr Enoch Godongwana, in his inaugural address. Stay tuned for updates on the budget speech and its implications for individuals and businesses.

In line with our commitment to keeping you up-to-date on all tax matters, we are pleased to announce that PaySpace will release the latest tax tables for 2023/2024 end of February.

For any additional Budget Speech 2030 resources click here

Filing Season 2023

The Tax Year End season is fast approaching, and PaySpace is available to support and assist you with finalising your tax year end submissions. We understand the importance of accurate and complete tax submissions to avoid potential penalties or fines. With our expert team available to assist, you can be assured of a smooth and stress-free process.

Employees Logbooks

If employees receive a travel allowance from an employer, they can claim a deduction on assessment of their annual income tax return for the use of a private motor vehicle for business purposes.


• Record the motor vehicle’s closing odometer reading on the last day of February.
• Calculate the total kilometres for the full year
• Calculate the total business kilometres for the year

Correction Runs for February

IMPORTANT REMINDER: There is an option available to insert a February 2023 Correction Run for employees should financial corrections need to be posted for the current tax year, i.e. 2022/2023.

If you identify any errors in your financial records for the current tax year, the February 2023 Correction Run can be used to rectify any mistakes. This option will be available until the main pay run for March 2023 closes.

Please note that after the March 2023 main pay run closes, the process of inserting an interim run attached to February 2023 will have to be logged with [email protected] 

Navigate to Payroll Cycle > Payslip Pay Dates

Check Run Setups for the next Tax Year

With tax year end approaching, there may be runs reflecting in the current tax year that should be moved to the new tax year. Therefore, it is important to ensure that all payroll records are correctly allocated to the correct tax year for tax reporting purposes.

Changes will need to be logged with [email protected] 

Tip of the Month
Can I delete an interim run created in error?

Runs can be deleted if there are no financial records inserted on employees. If financials are inserted and then removed, a warning may be prompted that the run cannot be deleted due to financial dependencies. The run can then be closed.

Videos

Below are a few videos that might be helpful:

January 2023

Happy New Year, and welcome back!
Medical Aid Rates – 2023

We are pleased to inform you that the Medical Aid tables for 2023 have been updated on our system. However, if you have any medical aid rates that have not been updated, please email [email protected] for assistance.

Annual Increases

As we approach the time of year when many of you process annual increases, we remind you to follow these guidelines when capturing the increases:

  • Do not override the existing employee pay rate record.
  • Create a new pay rate record.
  • Increases can be captured via Employee > Payroll Processing > Pay Rate Details
  • Or using Bulk Actions > Action Type: Pay Rate Details
Company Cars

For those of you whose employees make use of company cars, we encourage you to update the following fields when changing vehicles:

Employee > Payroll Processing > Recurring Payroll Components > Fringe Benefits > Company Car Fringe Benefit

The ‘Determined Car Value Excluding Vat’ must be updated with the new vehicle’s value to ensure that the Fringe Benefit calculates correctly.

Company Car Fringe Benefit

Leave

On Company Settings under the Leave tab, there has been an update to the below setting. When enabled, an email notification will be sent to Employee Self Service Users notifying them that leave will expire in the number of days specified.

There has been an update to the below Leave settings on Company Settings under the Leave tab. When enabled, an email notification will be sent to Employee Self Service Users notifying them that leave will expire in the number of days specified.

Config > Basic Settings > Company Settings > Leave

Please refer to ‘What’s New’ for more details.

Company Financial Statements

You can view and export your Company Financial Statement on the system by navigating to Config > Financial > Invoices and Receipts.

Did you know?
Question :

Can I restrict employees from applying for a specific leave type attached to a Leave Scheme?

Answer :

No. Leave types cannot be restricted on ESS if attached to a Leave Scheme. You will have to end the Leave Type by adding a Stop Date; however, this will affect all employees attached to the Leave Scheme.

An alternate would be to create a new Leave Scheme and attach the applicable Leave Types.

Videos

Below are a few videos that might be helpful:

Seasons Greetings to everyone. We would like to extend our wishes to you and your loved ones for a joyous festive season. We would also like to thank you for your continued support throughout this year 2022.

May the New Year of 2023 bring you continued success.

Festive Season Operating Hours

Please note that we will close at 13:00 on Friday, 23 December 2022.

We will also be closed on all Public Holidays:

    • 16 December 2022
    • 25 December 2022
    • 26 December 2022
    • 27 December 2022
    • 2 January 2023

Medical Aid Rates – 2023

The 2023 Medical Aid tables will be updated before the end of 2022.

Reminder: Public Holidays for 2023

With 2023 around the corner, we are happy to share that all public holidays for 2023 have been updated for all countries within the system.

27 December 2022

The 27th of December 2022 has been declared a Public Holiday. A pop-up notification has been added to the system to remind customers of the upcoming holiday.

Please note that existing Leave Transactions will not update automatically. Users can run a Leave Transactions Report to check all leave taken for the period and make the necessary adjustments.

    • Capture an adjustment to correct the leave balances on the Employee > Leave > Adjustments Screen or
    • Post Leave Adjustments via Bulk Actions > Action Type : Leave Adjustments

       

Bonus Tax Spread (South Africa / Namibia)

If Bonus Payments to your Employees do not match your Bonus Tax Spread setup.

    • Review your Bonus Tax Spread setup under Payroll Components to ensure the setup is correct.
    • Check your Employee/s Recurring setup to ensure that your Employee/s have the correct setup.

If your setups are showing as expected, contact us at [email protected] to assist you.

Employment Equity Deadlines

Just a friendly reminder that the Employment Equity Reporting for 2022 is due by 15 January 2023. The Employment Guide can be used to complete your submission.

Videos

Below are a few videos that might be helpful:

Season Greetings and Happy New Year!

This month’s Newsletter will focus on Bonus Tax Spread / Run Management / Payroll Shutdown Process, and Public Holidays for 2023.

Bonus Tax Spread (South Africa / Namibia)

Employees may select to spread the tax on a guaranteed bonus over the tax year. This should ideally be processed in March and will result in employees being taxed on a monthly portion of the bonus instead of paying all the tax in the month of bonus payout.

With December 2022 nearing, we encourage you to check your Bonus Tax Spread setups to ensure that process of payouts are done timeously and efficiently. Please consider the following to ensure a smooth payout:

  • There are 2 options
    • Tax can be spread until the Bonus is paid or
    • Tax can be spread over the Tax Year
  • If your Tax Spread has not been set up prior to December 2022, the tax will not be spread and will be recovered in full for December 2022, when the bonus is paid.
  • If the provision is cancelled before the end of the provision period and the bonus has not yet been paid, the tax already paid on the provision will be refunded, and no bonus payout will be made in December.
  • To ensure a payout is made where applicable:
    – Check your employees recurring screen to ensure the setup is as expected and the pay date is set for
             December 2022.
    – The check box to pay the Bonus Tax Spread is ticked.
           
  • Any issues can be directed to [email protected]
Opening Closed Runs

When processing payroll and changes are needed to payroll periods in a closed status, be mindful of the following options prior to opening closed runs with payments made on your Declarations.

  • If you want to open the previous month’s run, it would be advisable to open the run prior to the 7th of the following month, as financials have not been finalised, and payments have not been made on monthly declarations to SARS.
  • There is always a risk with opening runs that are in closed status, and financials have been declared. When opening a closed run, you run the risk of financials changing, which could impact payments made to SARS on your EMP201 declaration.
  • Instead, creating an interim run attached to your last closed run to process your changes would be advisable.
  • If your interim run is created prior to the monthly main run for a specific period, tick the below option to ensure the tax calculates correctly on the interim run.
    Navigate to Payroll Cycle > Payslip Pay Dates > If you would like to add a new interim run, click here.

  • It is not advisable to change run setups if there are payslips and financials recorded. Instead, create a new frequency to accommodate the new dates.
  • Runs cannot be deleted if there are financials recorded.

For more information, contact us at [email protected] to assist you.

Shutdown Process for December 2022

Should you have a Company Shutdown over December 2022 / January 2023, PaySpace does cater for payments over this period.

See the example below for reference on Leave Payout.

On Payroll Components, search for ‘Shutdown‘ to see the components available over Shutdown.

Step 1

  • Leave Shutdown Component – Use this component if the employees are on leave from the current open run.
  • Leave shutdown in advance – Use this component if the employees are on leave from the next open run.

Step 2

  • Add a note component that calculates after the leave pay weeks to create the shutdown calculation, i.e. Early Storage.
  • Edit the storage component and override formula.
  • In the override formula, Java Script needs to be applied. This will ensure that the leave shutdown calculation is only activated when leave pay weeks have been posted on the employee’s payslip.

Step 3

  • Once the leave shutdown has been updated, the relevant components that need to calculate during the shutdown period can be updated.

If you need assistance with the setup, this may require a consultation. Please reach out to [email protected]

Public Holidays

The Public Holidays for the 2023 Year have been successfully added to the system.

Videos

Below are a few videos that might be helpful:

Welcome to the 2nd edition of our Support Talk Newsletter. With the successful roll-out last month covering important topics, we focus on PAYE Employer Interim Reconciliation in this month’s edition.

South Africa: PAYE Employer Interim Reconciliation

With the Bi-Annual Tax Filing season 2022/23 deadline fast approaching, we encourage you to finalise your submission before the deadline for submission of 31 October 2022.

Videos

Need help with Bi-Annual submission? We have created the following videos to assist you with your Bi-Annual submission:

Extended Support Hours

We have extended our support hours to assist you with finalising your submission. Our support consultants will be available, for extended support, on the following days:

  • Saturday 29 October 08h00 to 12h00
  • Monday 31 October till 19h00

Bi-Annual Submission Checklist

We have published a Payspace-Do_it_yourself_guide_2022 to assist you with the process to ensure a smooth and hassle-free submission.

Book an expert to assist

To minimise the pressure of finalising your submission, you can always book a consultant to assist you with the submission process. Should this be the option that best suits your needs, please click here.

Did you know?

We have created a section in our “How can we help” page where you can view all the latest news per country.

These changes might not be promulgated yet or still need to be verified/clarified with our advisors before being implemented on the system. However, we have found value in sharing this information with customers so that they know about changes coming.

In other instances, there is important compliance news that customers should be aware of, even though it does not result in a system change.

Navigate to “How can we help” via your profile picture at the top right > Click on PaySpace Wisdom listed as one of the menu options at the bottom > Click on Compliance News.

It is vital to visit the Compliance News regularly to stay updated with the latest news from the Compliance Team.

System Navigation

Exciting new enhancements to system navigation have been released.

  • New way to change between companies and frequencies
  • New next/previous buttons added on employee screens.

To find out more, please watch this short video.

We are excited to announce the launch of the Support Talk Newsletter, bringing you monthly reminders and updates within the Support space.

South Africa: PAYE Employer Interim Reconciliation

With the opening of Bi-Annual Tax Filing Season 2022/23, we encourage you to work through your payrolls and be prepared for your Bi-Annual Submission process.

Below are a few steps to assist in preparation for your submission process:

  • Update your e@syFile software with the latest e@syFile software update.
    Log into e@syFile and check that you have done a backup before installing the latest available version.
  • The submission period for the Bi-Annual Tax Filing season 2022/23 Reconciliation Declaration (EMP501) is 19 September 2022 to 31 October 2022.
  • For a comprehensive Bi-Annual Submission checklist / Do It Yourself Guide, please download the Bi-Annual Submission guide that details guidelines on how to finalise your payroll, upload your files and complete your submission successfully.
  • We have extended our support hours to assist you with finalising your submission. Our support consultants will be available on:
    Saturday 22 October 08h00 to 12h00
    Saturday 29 October 08h00 to 12h00
    Monday 31 October till 19h00
  • We have an updated database of articles to assist with your submission process that is accessible at your convenience. To view, open PaySpace; on the top right corner, click on your name > How We Can Help > at the bottom, select PaySpace Wisdom > Knowledge Base > FAQs > Bi-Annual Submission.
  • How do I import a Test File?
  • How to make an e@syfile backup.
  • e@Syfile Error – ‘Code 3810/3860 Is Not Allowed If Code 4493 (4474) Is Specified.’
  • Book your seat for the upcoming Mid-Year Payroll Tax Seminar Wednesday, 28 September 2022. The agenda includes Long Service Awards, Variable Remuneration, Paragraph 2(2B), and Tax Certificates.
  • We are delighted to announce Mid-Year Tax Submission Workshops to assist with your training needs on the Bi-Annual Submission process. Click on the link for more information.
  • If you are preparing for your first submission, let us assist you with a one-on-one consultation. Please log a ticket with our Professional Services team.

Employment Equity Reporting (EEA 2 & EEA 4)

The compliance team is enhancing the employment equity reports to ease the reconciliation process and accommodate unique scenarios.

We recommend that all customers wait until the employment equity enhancements have been released before submitting equity reports to the Department of Labour.

If customers currently submit manually (submission deadline 1 October 2022), we recommend that these customers should register to submit online as the deadline for online submissions is 15 January 2023.

Please keep an eye on the preliminary release notes for a summary of the employment equity enhancements.

The planned release date for the enhancements is October 2022.

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