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Payroll Section

What we do

for you

In a nutshell, whether you have monthly, fortnightly or weekly paid staff, we will process your payroll from start to finish.
You provide us with the "input" and we handle the rest. The input we require before each run includes any exceptions or changes to your payroll. This can include overtime worked, commissions earned, new engagements, terminations, ad hoc allowances, loans, and advances. Once we have run your payroll, we generate many standard management payroll reports as well as custom reports as and when requested by our clients.

Reports produced by our system:

Batch Total Listing

A listing of all the control totals for the batches and printing is produced in detail for those that are out of balance.

Errors Arising from Payroll

This report highlights any changes made incorrectly. For example, trying to submit a clock card for an employee who is discharged or does not appear on the master file, thus eliminating the possibility of fraud.

Queries Arising from Payroll

A report that details queries which do not affect an employee’s pay. The query can then be checked and the reason for the query determined. The report highlights the possibility of fraud – one of the more common queries shows an employee's maximum pay being exceeded. If this query is produced, a valid reason for the increase may be investigated before the employee is physically paid.

Biographical Variance Report

Produced to highlight any permanent or temporary changes made to an employee’s master file information. This report may be used to determine whether the correct changes have been made. Some changes highlighted include new engagements, pay rate changes, new permanent allowances, temporary allowances and discharged employees. This enables your company to maintain control of master file changes.

Payslips

A standard payslip displays up to 18 distinct types of earnings, deductions and statistical data (including year-to-date information). A payslip copy serves as an employer’s wage register. We will either print and deliver hard-copy, laser-printed and confidential payslips; email the employee’s payslips directly to their email addresses; or WhatsApp payslips directly to their mobile phones – or any combination of the three.

Cost Schedules

A cost summary can be produced which allows for variations specific to your requirements. The earnings of each employee may be allocated over one or more cost codes/centres – each up to 16 characters long. The cost code summary is produced in cost code sequence, with subtotals provided at intervals specified by you. Totals are given in a three-level breakdown, and by race and gender. This report is produced weekly or monthly.

Statutory Returns

Automatically produced at the end of each tax year. The peak load of work these reports create in March and April is almost completely removed. IRP5s, IT3(a)s and COIDA schedules are produced.

Deductions Schedules

A deduction schedule is produced every pay period, listing the total amount of each deduction. Group deduction schedules can be produced either weekly or monthly. At the end of the week or month, a detailed deduction summary listing the deduction amount for each individual employee within a particular deduction code is generated. If a deduction has a capital balance at the end of the month, a detailed listing of each outstanding balance and the amount paid to date is printed.

Employer Grand Totals

A report giving the monthly totals for all deductions made for both employees and the employer.

Leave Reports

This report contains a breakdown of each type of leave taken by employees in a given period (annual, sick, family responsibility). It also includes any leave adjustments added for employees, allowing you to accurately monitor leave taken, leave balances and allocations.

Pay Reconciliation

A report that gives pay period totals for total cost, net pay, employee deductions and employer deductions.

Tax Payroll Register

This can be printed in either employee number sequence or tax authority sequence. All tax related deductions per your employees are shown, along with the earnings on which those deductions were based. Month-to-date, year-to-date and current pay period totals are provided for each employee, with grand totals at the end of the report.

EFT Transfers into Employee Bank Accounts

Once we have processed your payroll and submitted the results to you, you can simply transfer the net total to us. It is a single EFT from your business to iData. We then execute all the individual EFTs into your employees’ bank accounts. All salaries/wages will reflect in your employees’ bank accounts on payday, regardless of which bank they use. Consider the potential savings in bank charges to you.

Reconciliation and Payment of All Third-Party Contributions

All third-party contributions are reconciled and paid over. Similar to how we pay your employees, you transfer a single amount to us and we pay the individual contributions to the various institutions, providing you with proof of payments. Examples include:

EMP201 (SARS)

All tax declarations filed and reconciled on your behalf.

Tax

PAYE tax contributions paid directly to SARS for each employee.

UIF

Unemployment Insurance contributions are paid and managed.

Skills

Skills Development Levies (SDL) reconciled and submitted.

Medical Aid

Medical aid contributions processed and paid to medical schemes.

Pension/Provident Funds

Retirement fund payments distributed to pension and provident funds.

Policy

Company or employee insurance policies reconciled and paid.

Unions

Union fees collected and paid over to respective unions.

Garnishee

Garnishee orders handled and funds paid to creditors.

Settlement or Debt Claim

Any settlements or claims processed and paid accurately.

Bargaining Councils

Industry council fees paid on your behalf after reconciliation.

Confidential Payslips

iData produces laser-printed, sealed, confidential payslips for your employees. These will be delivered to ensure that your employees receive their payslips on payday. Alternatively, electronic payslips can be emailed directly to each employee. These will be encrypted and password-protected to ensure confidentiality. We can also WhatsApp payslips directly to your employees' cell phones.

Tax Year-End Processing

IRP5 monthly reconciliation and certificates at year-end, with an electronic file submitted to SARS.

Integrated
Solutions

Now that you know who we are and what we’re all about, let us show you exactly what we can do for you — and how well we can deliver.

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