Good day

if there are tax number missing, will the import file still be created and if so, will easy file allow the import of the file from VIP ?. I can then register on easy file for those without tax numbers?

thank you 

Hi Nerosha, 

I hope you are wellt oday.

Tax numbers are now mandatory, however there is a way to bulk register those that do not have tax numbers, though you can only do 100 at a time.

https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf

Have a look at this guide from SARS that will assist on bulk registration.

Alternatively provide guidance to employees, below is also a link to SARS website that provides various methods of self service on tax numbers and efiling for individuals.

https://www.sars.gov.za/individuals/i-need-help-with-my-tax/i-need-my-tax-number/

Please feel free to reach out for further guidance and information.

Have a beautiful day!

Thank you kindly, 
BSM Support Desk

[email protected]

Hi Nerosha,

In addittion to the information shared by BSM Solutions, the ITREG export will make things a bit eaier.

Export your Income Tax Registration (ITREG) file form payroll for employees without tax numbers  and import the data into SARS e@syFile Employer. This will allow you to o the bundle registration for the employees:

• Export Income Tax Registration (ITREG) from payroll
• Import an Income Tax Registration (ITREG) file into SARS e@syFile™ Employer

Unfortunately, there is no function to export the new numbers from the SARS software ,and will need to be captured manually, or can be imported with the Flexi Utility (setup a Excel CSV file to import)

Thank you

But what I would like to know is when I am doing the actual EMP501 recon and submission and I import my payroll file into easy file, firstly

 - will VIP create the import file even though tax numbers are missing?

 - if it allows this, then will easy file successfully import the payroll? 

 - after the import I can then register individuals for tax. there aren't too many

thank you 

Hello Nerosha 

Q: Will VIP create the import file even though tax numbers are missing?

As from Release 6.5a, the Sage software will apply the same validation rules as specified by the SARS Business Requirement Specification. This allows us to remain compliant.

Q: If it allows this, then will easy file successfully import the payroll? 

During the testing phase of e@syFile Employer for the midyear submission, SARS confirmed tax numbers are mandatory in the following conditions:

• If Type of certificate (code 3015) is IRP5 and PAYE (code 4102) is greater than zero, the Income tax reference number is mandatory
• If Type of certificate (code 3015) is IT3(a) and Reason code for IT3(a) is not 02  (Earnings Less than the Tax Threshold) and not 04 (Non Taxable Earnings (including nil directive)), then Income tax reference number is mandatory

As from the next release of e@syFile Employer, which aligns with the 2025/2026 specifications (available during September), the SARS software doesn't allow import of the IRP5 certificate files without tax numbers, and will fail during the import process. In previous versions since 2022/2023, the imported resulted in a warning only, and allowed the import.

 Q: After the import I can then register individuals for tax. there aren't too many

We recommend to use the ITREG export/import function - it is the fastest method to get the data from your payroll into e@syFile Employer and apply for income ta reference numbers, other than registering them one by one on eFiling.

You can find more details on our Community Hub post:

• South Africa: Income tax numbers mandatory for the Interim Employer Reconciliation submissions

hi! 

my Pastel Payroll EMP501 report balances exactly to my efiling.  I imported the irp5 file to E@syfile, and although the payments match the liabilities,  there is a discrepancy with the certificates.  How do i balance this?  Only one certificate (for a fired staff member) comes up on payroll, and it is not the amount the report is out by

Hello Sue Connock,

Based on the image above, the values of the certificates and your declared values are different - and might only be for one employee.

When you review the reports printed from the payroll, when running the IRP5 file export, are the values of the report the same as your declared values, or the tax certificate totals?

They are the same as the declared totals.

if I look at the summary, there is only one printed certificate, and the tax on that is R7050.23

just checking - payroll doesn’t create irp5s in August unless the employee left? 

Hi Sue,

The same thing happened to me - although I use VIP Payroll. What I did to resolve this issue, was to delete the payroll import and import it again.

Just make certain when you choose the employer on the employers list at the bottom (I have a few clients and choose from the list at the bottom), that the company name reflect at the top next to the dropdown for the submission period. Do not do anything in those fields and do not drop down and click the submission date. It takes a few seconds before the company name appears at the top.

Then continue to import the file again. Once the import is done, the submission period will reflect automatically. This worked for me and all the strange negative amounts disappeared and my totals and certificates balanced and I could submit

I hope this will assist you as well.

Zelda

Hi Sue,

Please see Zelda's feedback - she had a similar issue which she was able to solve. The payroll file would include all certificates, which need ot create on the SARS e@syFile database, not only the terminations.

If you open the live run file, you should be able to see the amount of certificates included for submission. If the same amount of certificates do not create for your mid-year submission, you can maybe test this on another computer with the same version of e@syFile to see if the issue persist.

If the certificates are find in the import file, but doesn't create (without any errors on import), the issue might be related to the SARS software or database.