Oracle HRMS enables you to run the following processes and reports for your tax year start and year end reporting and processing.
Tax Year End Data Validation Report and Preprocess. Validates tax year end data and reports any errors before running the Tax Certificate Preprocess.
IRP5 Tax Certificates. Creates IRP5 certificates.
IT3A Tax Certificates. Creates IT3(a) certificates.
Electronic Tax File. Creates the Electronic Tax File in ASCII format.
Manually Issued Certificates. Updates Oracle Payroll with the numbers of any manual IRP5 or IT3(a) certificates and prevents the creation of duplicate electronic copies.
Summary of Tax Certificates. Prints the totals of all SARS Codes from the IRP5 and IT3a Tax Certificates.
Tax Certificate Number Report. Prints the numbers of all tax certificates generated with details of those assignments and the number of manual certificates issued and reissued.
Note: The South Africa TYE Reporting does not report the SARS Code 4101 and 4102 values if these code values are 0.00.
Tax Year Start Process. Updates employee tax information including tax status, tax directive number and tax directive value on the ZA_Tax element.
Tax Year Start Rollback. Enables you to roll back actions performed by the Year Start Process.
Oracle HRMS for South Africa provides you with tax year start and year end processes and it enables you to create tax certificates and your electronic tax file.
Yes, Oracle HRMS for South Africa enables you to create manual tax certificates and to record the manual certificate numbers in Oracle Payroll so that electronic certificates are not also created.
Oracle HRMS for South Africa enables you to print the Tax Certificates and other Tax Year End reports to meet the legislative requirements of SARS and other South African government organizations.
Oracle HRMS produces one tax certificate per assignment. Therefore, if an employee receives an income from more than one source, for example, both normal income and a pension fund income which is administered and paid by the employer, they must have two assignments. Another example of the need for multiple assignments is employees that earn foreign employment income and local income during a particular tax year. The foreign employment income must be paid using a separate assignment (with a nature of person of M) so that it is correctly reported at tax year end.
If you set the Combine Tax Certificates field as No, then Oracle HRMS produces separate tax certificates for lump sum payments that have a tax directive amount and number advised on the ZA_Tax_on_Lump_Sums element. It reports the skills development levy relating to each lump sum payment on the relevant tax certificate. The application prints the start date of the payroll period in which the lump sum was paid is printedas the Period Employed From and Period Employed To on the tax certificate. If you set the Combine Tax Certificates field as Yes, then Oracle HRMS reports a maximum of three lump sum payments that have a tax directive amount and number advised on the ZA_Tax_on_Lump_Sums element on the main tax certificate. It reports the skills development levy relating to these three lump sum payments on that tax certificate. If there are more than three lump sum payments that have a tax directive amount and number advised on the ZA_Tax_on_Lump_Sums element, then the application reports the remainder on another tax certificate. Oracle HRMS reports the skills development levy relating to the remaining lump sum payments on that tax certificate. It includes the lump sum payments that do not have a tax directive amount and number advised on the ZA_Tax_on_Lump_Sums element for that payroll period on the main tax certificate of the assignment.
You must create a new assignment for an employee if any of the following actions occur during the tax year:
Change in legal entity
Change of tax status
Change in pension basis
If an employee transfers from one legal entity to another during a tax year, you must create a new assignment on the date of the change. The assignment with the original legal entity value must be stopped to prevent incorrect balance calculations and duplicate or incorrect tax certificates from being produced. If the employee transfers from one payroll to another within the same legal entity then you do not need to create a new assignment.
If a date-effective change to an assignment's tax status is necessary during the tax year, the existing assignment must be stopped and a separate assignment must be created for the employee. Tax certificates are issued per assignment therefore, in this case the certificates will reflect the correct period of employment relating to each effective tax status. The ZA Tax Module treats the effective tax status as being applicable for the whole tax year of the assignment.
If a tax status change is made on an existing assignment during the tax year and a new assignment is not created, tax is calculated as if the new status was applicable for the whole year.
See: Ending an Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
See: Terminating an Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The Tax Year Start Process is normally run at the start of the tax year to update tax information held for employees. The process performs the following actions on the ZA_Tax element:
Tax Status: Updates all employees on Directive Amount/Percentage to Normal. Updates all employees on Private Director Directive Amount/Percentage to Private Director.
The Tax Directive Number and Tax Directive Value input values are cleared.
To run the Tax Year Start process
In the Name field, select Tax Year Start Process
In the Parameters window, select the payroll.
Select the tax year for which the process must be run. This is the year that you want information re-set from. For example, if you need to clear out the tax directive information as at 01-MAR-2005, then you must enter 2005 in this parameter.
Choose the Submit button.
Tax Year Start Rollback
The Tax Year Start Rollback process is used to rollback the actions performed in the Tax Year Start Process. You run this process if the Tax Year Start Process was run in error.
You run both processes from the Submit Requests window.
To run the Tax Year Start Rollback process
In the Name field, select Tax Year Start Rollback.
In the Parameters window, select the payroll.
Select the tax year for which the process must be run.
Choose the Submit button.
To run your year-end processes:
Update Oracle Payroll with the tax certificates that were manually issued during the tax year.
Check the validity of your year-end data for all employees, or an assignment set, or a specific employee.
See: Running the Tax Year End Data Validation and Preprocess.
If required, roll back or retry the Tax Certificate Preprocess.
Run the IRP5 Tax Certificate and IT3(a) Tax Certificate processes for employees who must be issued electronic tax certificates.
See: Creating the IRP5 Tax Certificate and Creating the IT3(a) Tax Certificate.
Run the Electronic Tax File process.
If you have manually issued IRP5 or IT3A certificates to employees, the certificate numbers issued must be updated so that Oracle Payroll does not produce electronic tax certificates for these assignments.
Important: You must update Oracle Payroll with the manual certificate numbers before you submit the reports for the IRP5 or IT3A tax certificates.
You run this process from the Submit Requests window.
To run the Manually Issued Tax Certificate process
In the Name field, select Manually Issued Tax Certificates.
In the Parameters window, select the select the legal entity.
Select the tax year for which you are producing tax certificates.
Select the Period of Reconciliation.
Select the name of the payroll.
Select the tax certificate preprocess that was run.
Select the assignment number.
Select the directive number:
If the assignment has a directive number on the ZA_Tax element or on the Za_Tax_on_Lump_Sums element, the directive numbers will be displayed here. You must run the process once for each directive number.
If the employee has no directive numbers, select No Normal Directive Number.
If you issue a manual certificate for the main certificate, then select Main Certificate. The list of directives which are included in the Main Certificate is listed next to it.
Note: The application rejects a Manual Certificate for an employee under the following conditions:
If the selected Directive Number is Main Certificate and an electronic main certificate is already issued for an employee.
If the selected Directive Number is Main Certificate and at least one of the directive numbers merged into the main certificate has a separate electronically-issued lumpsum certificate.
If an electronic lumpsum certificate is already issued for the directive chosen in the Directive Number field.
If no electronic lump sum certificate is issued for the selected directive, but the directive is included in a main certificate which was issued electronically.
Enter the tax certificate number that was manually issued.
Click the Submit button.
If you have manually issued IRP5 or IT3A certificates to employees, the certificate numbers issued must be updated so that Oracle Payroll does not produce electronic tax certificates for these assignments.
Important: You must update Oracle Payroll with the manual certificate numbers before you submit the reports for the IRP5 or IT3A tax certificates.
You run this process from the Submit Requests window.
To run the Manually Issued Tax Certificate process
In the Name field, select Manually Issued Tax Certificates (Pre Tax Year 2010).
In the Parameters window, select the name of the payroll.
Select the tax year for which you are producing tax certificates.
Select the tax certificate preprocess that was run.
Select the assignment number.
Select the directive number:
If the assignment has a directive number on the ZA_Tax element or on the Za_Tax_on_Lump_Sums element, the directive numbers will be displayed here. You must run the process once for each directive number.
If the employee has no directive numbers, select No Normal Directive Number.
If you issue a manual certificate for the main certificate, then select Main Certificate. The list of directives which are included in the Main Certificate is listed next to it.
Note: The application rejects a Manual Certificate for an employee under the following conditions:
If the selected Directive Number is Main Certificate and an electronic main certificate is already issued for an employee.
If the selected Directive Number is Main Certificate and at least one of the directive numbers merged into the main certificate has a separate electronically-issued lumpsum certificate.
If an electronic lumpsum certificate is already issued for the directive chosen in the Directive Number field.
If no electronic lump sum certificate is issued for the selected directive, but the directive is included in a main certificate which was issued electronically.
Enter the tax certificate number that was manually issued.
Click the Submit button.
You create tax certificates at tax year-end or after employee termination, or as otherwise directed by SARS.
When you run this process, Oracle HRMS checks the validity of your tax year-end data and reports errors and warnings, if any, in the Tax Year End Data Validation report. You can then fix these errors and warnings before rerunning the process. You can rerun the process as often as required to verify that all errors and warnings have been fixed.
Oracle HRMS then starts the Tax Certificate Preprocess automatically. This process archives the data necessary to produce the tax certificates. The Tax Certificate Preprocess only runs if the Tax Year End Data Validation report contains no errors (unless you have specified that this is a test run, when the process runs even if there are errors).
The Tax Year End Validation Report initiates the Tax Certificate Preprocess based on whether errors are identified and also based on the value of the Test Run parameter.
Note: If you set the Test Run parameter to No, then the application does not initiate the Tax Certificate Preprocess until there are no errors reported in the Tax Year End Data Validation Report. If you set the Test Run parameter to Yes, then the application initiates the Tax Certificate Preprocess irrespective of whether errors are reported in the Tax Year End Data Validation Report.
Caution: The Test Run parameter is only an indicator of whether the Tax Certificate Preprocess needs to be initiated or not. You cannot use this parameter to indicate to SARS whether the Electronic Tax File is a test or final file.
The Tax Certificate Preprocess initiates the Create Tax Year End exception log. The application populates this log while the Tax Certificate Preprocess runs, simultaneously adding errors as they are encountered. Note that errors identified in the Create Tax Year End exception log do not cause the Tax Certificate Preprocess to fail. Therefore, you must always check the log file for errors before running the IRP5, IT3(a) and other TYE processes.
You run this process from the Submit Requests window.
To run the Tax Year End Data Validation and Preprocess
In the Name field, select Tax Year End Data Validation and Preprocess.
In the Parameters window, select the legal entity.
Select the tax year.
Select the Period of Reconciliation.
Select the Certificate type:
ITREG - When you select the "ITREG" value for the Tax Year End Data Validation and Preprocess, a number of new / amended validations are processed to ensure, for example, that data NOT required for an ITREG "certificate" is not reported as an error if it is missing.
Note: SARS does not yet cater for the upload of ITREG Files.
Normal - If you select the "Normal" value, then the application produces IRP5's and IT3(a)'s in the normal manner.
Select the name of the payroll.
Select an assignment set, if required.
Select the employee name if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Specify if this is a test run:
If you select No, the Tax Certificate Preprocess will only run if the Tax Year End Data Validation report identified no errors.
If you select Yes, the Tax Certificate Preprocess will run whether or not the Tax Year End Data Validation report identified any errors.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Indicate whether you want to generate a combined certificate or separate certificates. If you select Yes, then Oracle HRMS generates the combined certificate when the total income codes does not exceed 13 and a maximum of 3 lump sum directives for each certificate. For the remaining lump sum directives, if these exist after combining with the Main Certificates, then the application generates separate certificate for each of 3 lump sum directives. The application merges the same type of certificate with another. For example, the certificate IRP5 is merged with another certificate IRP5 and IT3A is merged with IT3A. The application reports SDL only on the Main Certificate for the total income.
Click the Submit button.
You can now check the results of the report created.
To tun the Tax Year End Data Validation and Preprocess(Excel)
Navigate to the Submit Request window.
In the Name field, select Tax Year End Data Validation and Preprocess (Excel).
Enter the following details:
Legal Entity: Enter the name of the legal entity for which to run the report. This is a mandatory parameter.
Tax Year: Enter the tax year for which to run the report. This is a mandatory parameter.
Period of Reconciliation: Specify if the request is for the August or February period of reconciliation. This is a mandatory parameter.
Certificate Type: Select if this is a normal request (Normal) or a request to register an employee for income tax purposes (“ITREG”). This is a mandatory parameter.
Payroll: Optionally, enter a payroll name.
Assignment Set: Optionally, enter an assignment set.
Employee Name: Optionally, enter the name of an employee.
Test Run: This is a mandatory parameter. Select if this is a test run or a final run.
Sort Order 1, Sort Order 2 and Sort Order 3: These are optional parameters that contain default values. You can change the order in which the records are displayed in the reports.
Combine Certificates: This is a mandatory parameter. You must specify Yes or No.
Click OK and Submit your request.
To run the Tax Year End Data Validation and Preprocess (Pre Tax Year 2010)
In the Name field, select Tax Year End Data Validation and Preprocess (Pre Tax Year 2010)..
In the Parameters window, select the name of the payroll.
Select the tax year.
Select an assignment set, if required.
Select the employee name if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Specify if this is a test run:
If you select No, the Tax Certificate Preprocess will only run if the Tax Year End Data Validation report identified no errors.
If you select Yes, the Tax Certificate Preprocess will run whether or not the Tax Year End Data Validation report identified any errors.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.
You can now check the results of the report created.
To view the Create Tax Year End exception log
Click View.
Select the Requests option.
Select the Find option.
Search for and select the relevant Create Tax Year End exception log process.
Click the View Log option.
To view the Create Tax Year End exception log (Pre Tax Year End 2010)
Click View.
Select the Requests option.
Select the Find option.
Search for and select the relevant Create Tax Year End exception log process.
Click the View Log option.
Reissuing and Correcting Tax Certificates
You must rerun the Tax Year End Data Validation and Preprocess if:
Errors were found in a tax certificate that you have issued to an employee. After you have fixed the errors, running the process enables you to reissue another certificate with a new number.
Errors were found in a tax certificate that you have not yet issued to an employee. After you have fixed the errors, running the process enables you to create another certificate that has the same tax certificate number.
Rolling Back the Tax Certificate Preprocess
If you have detected errors with the tax certificates before submission to SARS, you can either roll back and resubmit the process or retry the process. This process resets the generation number on the tape.
You run the rollback from the Submit Requests window.
To roll back the Tax Certificate Preprocess
In the Name field, select Rollback.
In the Parameters window, select the magnetic transfer that you want to rollback and select the assignment set.
Choose the Submit button.
To retry the Tax Certificate Preprocess:
Mark the Tax Certificate Process or specific assignments for retry.
In the Name field, select Retry Payroll Process.
Enter the Parameters field to open the Parameters window.
Select in the Payroll Process field the magnetic transfer that you want to retry.
Choose the Submit button.
This process resets the generation number on the tape.
You use the Interim Tax Year End Data Validation Report concurrent program to run the tax validation reports any time of the year. This helps you identify data errors and rectify them prior to the Tax Year End. Note that this concurrent program does not submit the Preprocess.
To run the Interim Tax Year End Data Validation Report:
Select the payroll.
Enter the tax year.
Select the assignment set.
Select the employee.
Determine the sort order for the report. You can sort by employee name, employee number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.
The IRP5 Tax Certificates process allows you to create IRP5 tax certificates for employees who have paid tax during the tax year.
Note: Before an employee can receive an IRP5 Tax Certificate, you must associate that person with a legal entity using the Assignment Extra Information Type, ZA Tax Information.
See: Assignment Extra Information Types
You run the IRP5 tax certificate process from the Submit Requests window.
To create IRP5 certificates
In the Request Name field, select IRP5 Tax Certificates.
In the Parameters window, select the legal entity.
Enter the tax year for which you are creating the certificates.
Select the Period of Reconciliation.
Select the name of the payroll.
Select the Tax Certificate Preprocess.
Select an assignment if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Important: If this field is left blank, tax certificates for all assignments processed in the selected Tax Certificate Preprocess are included.
Indicate if you are performing a dummy run only.
Producing a dummy certificate allows you to check it before issuing it to an employee. If you are doing a dummy run, Oracle Payroll does not generate any tax certificate numbers and the certificates will not get written to the electronic tax file.
If you are not doing a dummy run, Oracle Payroll generates tax certificate numbers and includes them in the electronic tax file.
Indicate if you are reissuing the certificate.
Important: You must submit the Tax Certificate Preprocess before you reissue tax certificates so that new tax certificate numbers are allocated. If the Tax Certificate Preprocess is not rerun, and you reissue tax certificates, Oracle Payroll will reprint the previous tax certificate number issued.
You can reissue a certificate if it has already been issued to an employee and submitted to SARS but contains incorrect information, or if SARS or the employer cancels the certificate.
You cannot reissue a certificate if you are doing a dummy run.
If you are not doing a dummy run, and you are not reissuing tax certificates, Oracle Payroll will reprint tax certificates using the same tax certificate numbers.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.
Note: If you issue more than one IRP5/IT3(a) certificate in respect of an employee and cannot utilize the full allowable Medical Tax Credit on the 1st certificate which contains the full 4005 Medical Scheme Contributions, then you can utilize remaining allowable Medical Tax Credit on the 2nd certificate provided 4005 is indicated on the 2nd certificate with a value of R 1. This was only applicable for the 2013 PAYE Interim Reconciliation. For the 2013 PAYE year-end reconciliation, the value of code 4005 can only be zero, if there is a valid tax directive number. If code 4005 is zero, then you must not complete code 4116 (Medical scheme fees tax credit). Additionally, code 3922 - Compensation iro Death in the course of employment has been introduced into the application.
The IRP5 Tax Certificates process allows you to create IRP5 tax certificates for employees who have paid tax during the tax year.
Note: Before an employee can receive an IRP5 Tax Certificate, you must associate that person with a legal entity using the Assignment Extra Information Type, ZA Tax Information.
See: Assignment Extra Information Types
You run the IRP5 tax certificate process from the Submit Requests window.
To create IRP5 certificates
In the Request Name field, select IRP5 Tax Certificates (Pre Tax Year 2010).
In the Parameters window, select the name of the payroll.
Select the tax year for which you are creating the certificates.
Select the Tax Certificate Preprocess.
Select an assignment if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Important: If this field is left blank, tax certificates for all assignments processed in the selected Tax Certificate Preprocess are included.
Indicate if you are doing a dummy run only.
Producing a dummy certificate allows you to check it before issuing it to an employee. If you are doing a dummy run, Oracle Payroll does not generate any tax certificate numbers and the certificates will not get written to the electronic tax file.
If you are not doing a dummy run, Oracle Payroll generates tax certificate numbers and includes them in the electronic tax file.
Indicate if you are reissuing the certificate.
Important: You must submit the Tax Certificate Preprocess before you reissue tax certificates so that new tax certificate numbers are allocated. If the Tax Certificate Preprocess is not rerun, and you reissue tax certificates, Oracle Payroll will reprint the previous tax certificate number issued.
You can reissue a certificate if it has already been issued to an employee and submitted to SARS but contains incorrect information, or if SARS or the employer cancels the certificate.
You cannot reissue a certificate if you are doing a dummy run.
If you are not doing a dummy run, and you are not reissuing tax certificates, Oracle Payroll will reprint tax certificates using the same tax certificate numbers.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.
The IT3(a) Tax Certificates process allows you to create IT3(a) certificates for employees who have paid no tax during the tax year.
Note: Before an employee can receive an IT3a tax certificate, you must associate that person with a legal entity using the Assignment Extra Information Type, ZA Tax Information.
You run this process from the Submit Requests window.
To create IT3(a) tax certificates
In the Request Name field, select IT3A Tax Certificates.
In the Parameters window, select the legal entity.
Select the tax year for which you are creating the certificates.
Select the Period of Reconciliation.
Select the name of the payroll.
Select the Tax Certificate Preprocess.
Select the assignment number if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
If this field is left blank, tax certificates for all assignments processed in the selected Tax Certificate Preprocess will be included.
Indicate if you are doing a dummy run only.
Producing a dummy certificate enables you to check it before issuing it to an employee. If you are doing a dummy run, Oracle Payroll does not generate any tax certificate numbers and the certificates will not get written to the electronic tax file.
If you are not doing a dummy run, Oracle Payroll generates tax certificate numbers and includes them in the electronic tax file.
Indicate if you are reissuing the certificate.
Important: You must submit the Tax Certificate Preprocess before you reissue tax certificates so that new tax certificate numbers are allocated. If the Tax Certificate Preprocess is not rerun and you reissue tax certificates, Oracle Payroll will reprint the previous tax certificate number issued.
You can reissue a certificate if it has already been issued to an employee and submitted to SARS but contains incorrect information, or if SARS or the employer cancels the certificate.
You cannot reissue a certificate if you are doing a dummy run.
If you are not doing a dummy run, and you are not reissuing tax certificates, Oracle Payroll will reprint tax certificates using the same tax certificate numbers.
Determine the sort order for the report. You can sort by location, organization, employee name, employee number, or assignment number. If you leave these fields blank, the report is sorted by employee number within legal entity.
Click the Submit button.
Note: If you issue more than one IRP5/IT3(a) certificate in respect of an employee and cannot utilize the full allowable Medical Tax Credit on the 1st certificate which contains the full 4005 Medical Scheme Contributions, then you can utilize remaining allowable Medical Tax Credit on the 2nd certificate provided 4005 is indicated on the 2nd certificate with a value of R 1. This was only applicable for the 2013 PAYE Interim Reconciliation. For the 2013 PAYE year-end reconciliation, the value of code 4005 can only be zero, if there is a valid tax directive number. If code 4005 is zero, then you must not complete code 4116 (Medical scheme fees tax credit). Additionally, code 3922 - Compensation iro Death in the course of employment has been introduced into the application.
The IT3(a) Tax Certificates process allows you to create IT3(a) certificates for employees who have paid no tax during the tax year.
Note: Before an employee can receive an IT3a tax certificate, you must associate that person with a legal entity using the Assignment Extra Information Type, ZA Tax Information.
You run this process from the Submit Requests window.
To create IT3(a) tax certificates for pre tax year 2010
In the Request Name field, select IT3A Tax Certificates (Pre Tax Year 2010).
In the Parameters window, select the name of the payroll.
Select the tax year for which you are creating the certificates.
Select the Tax Certificate Preprocess.
Select the assignment number if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
If this field is left blank, tax certificates for all assignments processed in the selected Tax Certificate Preprocess will be included.
Indicate if you are doing a dummy run only.
Producing a dummy certificate enables you to check it before issuing it to an employee. If you are doing a dummy run, Oracle Payroll does not generate any tax certificate numbers and the certificates will not get written to the electronic tax file.
If you are not doing a dummy run, Oracle Payroll generates tax certificate numbers and includes them in the electronic tax file.
Indicate if you are reissuing the certificate.
Important: You must submit the Tax Certificate Preprocess before you reissue tax certificates so that new tax certificate numbers are allocated. If the Tax Certificate Preprocess is not rerun and you reissue tax certificates, Oracle Payroll will reprint the previous tax certificate number issued.
You can reissue a certificate if it has already been issued to an employee and submitted to SARS but contains incorrect information, or if SARS or the employer cancels the certificate.
You cannot reissue a certificate if you are doing a dummy run.
If you are not doing a dummy run, and you are not reissuing tax certificates, Oracle Payroll will reprint tax certificates using the same tax certificate numbers.
Determine the sort order for the report. You can sort by location, organization, employee name, employee number, or assignment number. If you leave these fields blank, the report is sorted by employee number within legal entity.
Click the Submit button.
You run this process to create the ASCII electronic tax file after you have created live (not dummy) IRP5 and IT3(a) Tax Certificates.
You run this process from the Submit Requests window.
To create the Electronic Tax File
In the Name field, select Electronic Tax File.
In the Parameters window, select the Certificate type:
ITREG - When you select the "ITREG" value for the Tax Year End Data Validation and Preprocess, a number of new / amended validations are processed to ensure, for example, that data NOT required for an ITREG "certificate" is not reported as an error if it is missing.
Note: SARS does not yet cater for the upload of ITREG Files.
Normal - If you select the "Normal" value, then the application produces IRP5's and IT3(a)'s in the normal manner.
Select the tax year for which you are creating the certificates.
Select the Period of Reconciliation.
Select the legal entity.
Select the tax certificate preprocess. If left blank, all certificates created by the Tax Certificate Preprocesses run in the selected tax year will be included in the file. Select a specific tax certificate preprocess when re-issuing tax certificates. Only the re-issued tax certificates are written to the electronic tax file.
Select whether this is a test or live transmission to SARS.
Click the Submit button.
You can view save the output file from the standard SRS window and use this for submission.
You run this process to create the ASCII electronic tax file after you have created live (not dummy) IRP5 and IT3(a) Tax Certificates.
You run this process from the Submit Requests window.
To create the Electronic Tax File
In the Name field, select Electronic Tax File (Pre Tax Year 2010).
In the Parameters window, select the tax year for which you are creating the certificates.
Select the tax certificate preprocess. If left blank, all certificates created by the Tax Certificate Preprocesses run in the selected tax year will be included in the file. Select a specific tax certificate preprocess when re-issuing tax certificates. Only the re-issued tax certificates are written to the electronic tax file.
Select whether this is a test or live transmission to SARS.
Enter an override number if you want to override the system- generated number that is incremented sequentially each time you produce a file.
Click the Submit button.
The output file that is created is in the $APPLCSF/out directory. The output file name is in the format o<request_ID>.mf. The request ID is created by Oracle Payroll.
The Tax Certificate Number Report prints a list of the following:
Numbers of all tax certificates generated
Assignment details for the generated tax certificates
Number of tax certificates reissued
Number of manual certificates issued
Run the Tax Certificate Number Report from the Submit Request window.
To run the Tax Certificate Number Report
Select Tax Certificate Number Report in the Name field.
Select the legal entity in the Parameters window.
Select the tax year for which you want to run the report.
Select the Period of Reconciliation.
Choose Employee or Ex-Employee as the employee type.
Choose the sort order.
You can choose to sort by employee name then tax certificate number, employee number only or tax certificate number only.
Select Yes in the Report Detail field, or select No if you only require totals. For example, the number of manual certificates issued and the number of reissued tax certificates.
You run the Summary of Tax Certificates report as part of your tax year end for reconciliation purposes. The report prints grand totals of the amounts, for every SARS code, that were included in the tax certificates and the electronic tax file.
Run the Summary of Tax Certificates report from the Submit Request window.
To run the Summary of Tax Certificates report
Select Summary of Tax Certificates in the Name field.
Enter the tax year for which you want to run the report.
Select the Period of Reconciliation.
Select the legal entity.
Note: To reconcile the payments to SARS for each PAYE reference number, run this report for each legal entity.
Select the preprocess for which you want to report in the Tax Certificate Preprocess field. Leave this field blank, however, if you want to include all the tax certificate preprocesses that exist for the chosen legal entity in the specified tax year.
Click the Submit button.
You run the Summary of Tax Certificates report as part of your tax year end for reconciliation purposes. The report prints grand totals of the amounts, for every SARS code, that were included in the tax certificates and the electronic tax file.
Run the Summary of Tax Certificates report from the Submit Request window.
To run the Summary of Tax Certificates report
Select Summary of Tax Certificates (Pre Tax Year 2010) in the Name field.
Select the payroll name in the Parameters window.
Enter the tax year for which you want to run the report.
Select the legal entity.
Note: To reconcile the payments to SARS for each PAYE reference number, run this report for each legal entity.
Select the preprocess for which you want to report in the Tax Certificate Preprocess field. Leave this field blank, however, if you want to include all the tax certificate preprocesses that exist for the chosen legal entity in the specified tax year.
Click the Submit button.
The Tax Register Report shows all tax-related information and tax-related balances for current and terminated employees. It reports on processed assignments with balance values to display for the tax year.
The Tax Register Report prints the tax status and tax directive values retrieved from the run result values. This information is printed in the header of the report. The total tax value is printed in the body of the report, and is calculated by adding the value of the Tax balance to the value of the Tax on Lump Sums and Voluntary Tax balances.
You run the Tax Register Report from the Submit Requests window.
To run the Tax Register Report
In the Name field, select Tax Register Report.
Select the name of the payroll in the Parameters window.
Select the payroll period.
Your effective date is used to default the pay period, but you can override this.
Select which assignments you want to include in the report. If you select All, the report will include active and terminated assignments.
Use the Specific Assignment parameter to produce a tax register for one assignment only.
Note: If you choose a processed assignment with no balance values, the report will print no data found.
The assignments you see here depend on which assignments you choose to include in step 4.
Select whether you want to print PTD, print MTD and print YTD.
Select the sort order for the report.You can choose to sort by Full Name, Employee Number and Assignment Number.
Select whether you want to generate a detail report. Choose Yes to print balance values per assignment. Choose No to print grand totals only for the selected payroll.
Choose the Submit button.
To run the BI Publisher technology based Tax Register Report
In the Name field, select Tax Register Report Archiver.
In the Parameters window, select the legal entity. This report shows applicable information for all payrolls in the selected legal entity.
Select the name of the payroll to run the report for a particular payroll only. In case, you do not select a payroll, this report shows the applicable information for all payrolls in the selected legal entity.
Select the effective date. The application uses your system effective date, but you can override this.
The remaining parameters are similar to those used for the Tax Register Report. The Tax Register Report Archiver spawns the Tax Register Report (XML). You can obtain the report output from "View Output" of Tax Register Report (XML).
Note: You can run this report in multiple threads by choosing the number of threads in Action Parameters to attain a better performance.
Oracle HRMS enables employees to view and download their tax certificates using the Employee Self-Service pages. Prior to this, you must complete the following:
Mark any Tax Year End Process as final by running the Generate Self Service Certificates.
Add the Self Service page 'IRP5/IT3A Certificates' to the Employee self service menu. This self service interface enables employees to access the individual tax certificates from the final tax year end process.
To run the Generate Self Service Certificates process
The Generate Self Service Certificates process takes the Tax Year End Pre Process request ID as parameter and marks it as final; thereby locking the applicable Tax Year End Pre Process request ID for rollback. If you have incorrectly locked any Tax Year End Pre Process request ID, then you need to first rollback this 'Generate Self Service Certificates' process and then the original Tax Year End Preprocess.
You run this process from the Submit Request window.
In the Name field, select Generate Self Service Certificates.
In the Parameters window, select the following:
Legal entity
Tax year for which you have run the Tax Year End Prep Process.
Enter the required Tax Certificate Preprocess ID
Click OK and Submit.
Note: Even though the Generate Self Service Certificates process marks the Tax Year End process as final, you can run the Tax Year End process again.
To view and download the tax certificates
After the Generate Self Service Certificates process is completed successfully, employees can view and download the tax certificates (PDF format). Use the IRP5/IT3A Certificates self service page.
Navigate to the IRP5/IT3A Certificates self service page. Ensure to add this page to the Employee self service menu.
Select the applicable tax year and click Go to view and download the PDF certificates. The application displays the tax certificates available in the marked Tax Year End Pre Process for the selected tax year. The application does not display any data:
In the selected tax year in which the assignment is terminated.
If no certificates exist for an assignment in the selected tax year.
The EMP201 return is a statutory form that employers have to complete and return to SARS on a monthly basis. It shows the amounts of PAYE, UIF and SDL that the company pays to SARS for the month as well as the income and number of employees that each of these payments is based on. Oracle HRMS provides the EMP201 report to help complete the EMP201 return and also to reconcile payments made to SARS.
To run the EMP201 Report.
Run the ZA EMP201 Preprocess. This process archives the EMP201 return.
Select the legal entity. The EMP201 Preprocess archives the information for all payrolls in the selected legal entity.
Select the payroll to run the EMP201 Preprocess for a particular payroll. If you do not select a payroll, then the preprocess archives the applicable information for all payrolls in the selected legal entity.
Enter the calendar month.
Select the assignment set.
Run the ZA EMP201 Report. This process generates the EMP201 Report.
Select the calendar month
Select EMP201 Preprocess.
Enter details.