E@syFile Employer 2019 02 Enhancements • Additional supporting documents can be found on www.sars.gov.za (search for PAYE BRS, E@syFile Release Notes, E@syFile User Guide) • Filing Season 1st April – End of May • Update to pop-up message when selecting a future period (reason required) • Update to EMP601 – features added to revive a cancelled range
Download, Installation and Updates • First time users – Download the e@syFile Employer setup file from the SARS or SARS eFiling websites – Download the AA88 user guide from the SARS website • Existing users – stay up to date with new versions by updating your application – or downloading the full setup file (recommended) – you don’t have to uninstall previous versions of the software before installing a new version NB: Always ensure you have a recent backup before updating!
e@syFile Employer setup • First time users will have to complete a quick user registration after installing the application • Existing users do not need to repeat the registration setup after updating or installing/re- installing the application • Your e@syFile Employer database will not be removed during un-installation or re-installation TIP: Always ensure that you have a current backup as a precaution when you update or re-install the software
User registration/setup You can’t change the ADMIN user name, simply provide a password and useful password hint. Select login names for second and third users, and provide passwords and password hints to finalise the setup. Password format: Use at least 8 characters, including 1 capital letter, 1 small letter, 1 number and 1 special character. Please note: a full stop or a comma are not considered special characters
Always accept E@syFile updates
If users were on version 6.8.3 you needed to update to 6.9.1. if you were on 6.9.0 and were not experiencing any issues with ETI you would have proceeded in submitting on this version (i.e. 6.9.4 is a current version update)
Update to pop-up message when selecting a future period
Reason for submitting a future period required in order to continue
Update to EMP601 – features added to revive a cancelled range
Cancelling a certificate range
Reviving cancelled certificates
Additional Economic Zones introduced • Due to legislative changes an additional 6 SEZ (Special Economic Zones) were identified on which ETI may be claimed as from 01 August 2018. These 6 additions are: • Coega • Dube Trade Post • East London • Maluti-A-Phofung • Saldanha Bay • Richards Bay • These 6 SEZ areas have been added to the E@syfile Employer application on the ‘Employer Admin’ menu
Update to SEZ-Economic zones
Director’s Remuneration source code legislation related to Director’s remuneration changed and income can now be indicated with general income source code, 3601.
FAQS • Resubmission of older years- always use SARS current validation rules so that recon passes pre-submission validation (Full resubmission request for all certificates) • Correct procedure to do a full resubmission (that includes cancelled certificates) • Making e@syFile back-ups - The importance
Always Back Up
Declaration page greyed out- Remove Flex • Close E@syFile (Screenshot for 64Bit) • Local Disc C-Program Files-e@syFile Folder-Flex Files- Delete
Running e@syFile update on Windows 10 • Issue: Possible loss of data when running update from E@syFile • Recommendation: Download E@syFile installation file from www.sarsefiling.co.za
Anti-Virus Software preventing E@syFile to install
• Bitdefender anti-virus software identified to be problematic. Solution : Disable the bit defender antivirus programme and add e@syFile onto the programmes exceptions list
Forgot E@syFile Password ( Forgot Password and Secure Reminder Fields)
Secure Reminder using eFiling validation to authenticate user
Error message when entering secure eFiling login name and password
How to resolve The issue may be related to a Windows update for Internet Explorer. Please try the following: • 1. Open Internet Explorer • 2. Select Tools • 3. Internet Options • 4. Advance Tab at the top then click on • 5. Restore Advanced Settings. A system restart may be required on some PC’s. If the above does not work, follow the steps above and click on the Reset button. Then try again.
E@SYFILE EMPLOYER AA88’S
Monthly AA88 processing • Synchronisation - retrieve new AA88 data/feedback • Notification Centre – Select the Employer to perform a Bulk Auto-read of AA88 details • Third Party Appointments menu: – Inform individual(s) if new penalties were received – Submit outcomes – Process salary deductions (when applicable) – Payment to SARS Tip: Encourage individuals to visit a SARS branch to resolve any outstanding matters
Agent Appointments What are AA88’s? • The Tax Administration Act empowers SARS to appoint a third party as Agent to withhold and pay over to SARS any amounts due by a taxpayer. • This might be penalties for non- compliance, or amounts due from IT34’s (Assessed Tax) • Before SARS appoints an Employer as agent to act on their behalf, multiple unsuccessful attempts were made using different methods to contact the individual(s) directly • Such a third party may be an employer of the taxpayer or any other person who has the management, custody or control of any income, monies or property of the taxpayer
Synchronisation • In order to Synchronise to retrieve AA88’s you need the following: – The current version of e@syFile Employer – An internet connection – A valid eFiling login linked to the relevant PAYE number(s), with the necessary access rights and authorisation levels – You must synchronise your e@syFile database with eFiling for authentication and to retrieve AA88 data and updates
eFiling setup
Synchronisation • Click on Synchronise Application on the left, and complete your eFiling login name and password
Synchronisation • First-time users must use the “All” option • After the 1 st sync, select the Letters and Correspondence option if you only want to retrieve AA88’s • A pop-up message will display when completed successfully
Notification Centre • Click on Notification Centre on the left to view a summary of Synchronised data per Employer/PAYE number • New letters will be listed by type and count
Notification Centre • Click on an Employer from the list to view details, and to perform an Auto-Bulk Read of all AA88 data received This will transfer new data to Third Party Appointments
Third Party Appointments • Click on Third Party Appointments on the left to view the AA88 summary and AA88 detail tabs • Third Party Transaction and Monetary Information – The top window on the AA88 summary screen will display consolidated information of all penalties issued against that PAYE reference number, listing AA88’s by status (not-yet-due, overdue, finalised, cancelled) • Third Party Appointments/Cancellations – The bottom window displays the changes since the previous synchronisation, again listing sub-totals by AA88 status • The Out-of Sync status on this page is related to differences between Cancelled and Finalised AA88’s. Please continue to process the penalties you did receive
Third Party Transaction and Monetary Information
Third Party Appointments/Cancellations • To access AA88 details for an employer, select the “Third Party Appointments/ Cancellations“ tab • This page will display a list of all taxpayers with AA88‘s • A status column reflects whether a taxpayer has active AA88's or if penalties have been completed/finalised • Various search and filter options enable users to locate specific transactions using ID number, outcome, status etc. • You can view details of AA88’s, select outcomes to submit and view/save/print individual AA88 letters on this page
Third Party Appointments/Cancellations
Third Party Appointments/Cancellations : Outcomes Manage new AA88’s by indicating an outcome for each transaction: • Employment Confirmed (do not submit this outcome to SARS) – this indicates that the full amount will be deducted and paid to SARS in one instalment. Select this option when you are ready to proceed with payment • Not employed – Cancels AA88 against employer • Deceased – Cancels AA88 against employer • Insolvent – Cancels AA88 against employer • Request affordability – split penalty amount over 3-6 months if individual can’t afford one single deduction and payment. Please refer individual to SARS to request alternative terms if required
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