Bi-Annual Submission
The Bi-Annual Submission Guideline: From PaySpace to e@syFile™ Employer
This checklist is a guideline to complete your Bi-Annual submission process in e@syFile™ Employer. Step Activity 1 Ensure you are on the latest version of e@syFile™ Employer, which can be downloaded from SARS eFiling. 2 Finalise the August run 3 ...
How are employee physical addresses validated in the CSV tax files?
According to the SARS requirements, either the Suburb/District or City/Town fields are required for validation purposes. Previously the City/Town fields was always mandatory. The new change in validation on the Basic Profile screen requires that ...
How do I correct e@syFile™ error: "Employee Address Details - Residential: Street/Name (3214) contains the following invalid characters (' ')."?
e@syFile™ error: "Employee Address Details - Residential: Street/Name (3214) contains the following invalid characters (' ')." will display if the affected employee's residential street address has a space at the end of the street name. Ensure that ...
How do I correct e@syFile™ error: "Employee SIC7 Code (3263) minimum length requirement not met 4/5."?
e@syFile™ error"Employee SIC7 Code (3263) minimum length requirement not met 4/5." will display when a manual SIC code is captured on the affected employee's Basic Profile screen that differs from the company's SIC Code. To resolve the error, the SIC ...
How do I correct e@syFile™ error: "Employee SIC7 Code (3263) is invalid" ?
e@syFile™ error "Employee SIC7 Code (3263) is invalid." will display when a manual SIC code has been captured on the affected employee's Basic Profile screen that differs from the company's SIC code. To resolve the error the SIC code on the ...
How do I correct e@syFile™ error: "Identity number (3060) contains the following invalid characters"?
e@syFile™ error: "Identity number (3060) contains the following invalid characters" will be displayed if an employee's passport or work permit number has been captured and their identity type has been selected as "Identity" instead of "work permit ...
How do I correct e@syFile™ error: "Identity number (3060) Must be a valid South African ID-number and pass the modulus 13 check."?
e@syFile™ error: "Identity number (3060) Must be a valid South African ID-number and pass the modulus 13 check." will display if an employee's passport or work permit number has been captured and their identity type has been selected as "Identity" ...
How do I correct e@syFile™ error: "The value of code (3833/3883) /'' must be equal to the value of code 4584"?
e@syFile™ error:"The value of code (3833/3883)/'' must be equal to the value of code 4584" will display when the affected employee's Bargaining Council Fringe Benefit component does not balance to their Bargaining Council Company Contribution ...
How to correct e@syFile™ error: Tax codes 3703 and 3702 cannot be present for employee record in the same year of assessment
In accordance with the SARS BRS scope, PaySpace will automatically convert a 3703 tax code () to 3702 tax code (Reimbursive Travel Allowance Taxable) if the 3701 tax code (Travel Allowance) is present in the same tax year. As a result, all values ...
How do I reconcile the EMP501?
Reconciling the EMP501 is the fifth step in the e@syFile™ Employer Checklist. Step 1: Generate the EMP501 under the Legislation section on the Classic Reports screen. Navigate > Reports > Reports > Standard (Classic) > Legislative Step 2: Generate ...
Where can I find the validation error report for the Bi-Annual Tax Submission?
PaySpace does not have a validation error report. The list of validation errors can be viewed by generating the Tax Year End Test CSV File and import into e@syFile™. Navigate > Reports > Tax Certificate Run Once imported, e@syFile™ will generate a ...
How do I correct e@syFile™ error: Tax code "4142" YTD cannot be less than 0"?
This error relates to the YTD Employer SDL Contribution (tax code 4142) amount, which must be equal to or more than zero on the Tax Certificates / Historical Drill Down screen, as outlined by legislation. For instance, if the YTD Employer SDL ...
How do I correct e@syFile™ error: Employment Tax Incentive Indicator (3026) is “Y” and Nature of Person (3020) is “A” and ID Number (3060) Must Be Valid
This error indicates that the affected employee qualifies for ETI in terms of the ETI Act. However, there is an issue with their Nature of Person (A - Individual with ID number or passport no) and/or ID number is invalid. To clear this error, confirm ...
How do I correct e@syFile™ error: Code 4120 may not be completed if the employee is under 65 years?
In accordance with the SARS BRS document, this error indicates that an employee who is younger than 65 years or older on the last day of the year of assessment, is not entitled to additional medical expenses tax credit in respect of medical scheme ...
How do I download and install e@syFile™ Employer?
The e@syFile™ Employer software can be downloaded from the SARS website. Please take note of the minimum system requirements before downloading the software: Java version 7 Windows 7 (32 bit & 64 bit) Adobe Reader 9 Adobe AIR 3.1 200MB hard drive ...
How do I resolve the error that occurred during the update process for e@syFile™ Employer?
Should you receive the following error while updating e@syFile™ Employer software to the latest version, use these steps - Make an e@syFile™ backup. Uninstall e@syFile™ completely. Reinstall e@syFile™ (Note! This will also install Adobe DC which is a ...
How do I correct e@syFile™ error: Certificate Tax Period Start/End Date (3170) 'YYYY/MM/DD' cannot be greater than the date completed in Certificate Tax Period Start/End Date (3180) 'YYYY/MM/DD'
This error indicates that the affected employee was terminated in the prior tax year, but has a payslip for the new tax year (i.e. March). To clear this error, contact support@payspace.com to adjust the termination date to align with the month of the ...
How do I correct e@syFile™ error: 3066 - Alternative Identification Number Should Have Format CCYY/NNNNNN/NN When Alternate Identification Type is 1
This error relates to the number used to identify the employee (Alternate Identification Number). If the Alternate Identification type is 1 (Employee with a RSA ID), then Alternate identification number: Must be in the format CCYY/NNNNNN/NN; CCYY ...
How do I correct e@syFile™ error: ?Income Tax Reference Number (3100) is mandatory"?
This error indicates an issue with the employee's tax reference number being either missing or entered incorrectly. To clear this error, confirm that the Tax Reference Number is entered correctly according to the document/proof from the employee. ...
e@syFile™ Employer Guideline
Note! This checklist is merely a guideline to complete the rest of the Annual submission process on e@syFile™ Employer. e@syFile™ Employer queries can be directed to 0800 007 277. STEP ACTIVITY ASSISTANCE PROVIDED BY 1 Download & install the ...
How do I manually add an employee record on e@syFile™ Employer, when an employee is excluded on the CSV File?
e@syFile™ validates the information captured on the Basic Profile, Tax Profile, and Banking Details screens for each employee. Navigate > Employee > Basic Information If an employee is excluded from the CSV File (their information has not been ...
How do I create an interim (correction) run for the Bi-Annual submission?
An interim (correction) run linked to August can be created on the Payslip Pay Dates screen. Navigate > Payroll Cycle > Payslip Pay Dates Step 1: Select 'If you would like to create an interim run click here'. Step 2: Complete the below fields. ...
How to correct e@syFile™ error: Employee Home Tel No (3135) minimum length requirement not met (9/10)
This error indicates that the employee's home telephone number does not meet the minimum length requirements specified in the SARS BRS document (i.e. the employee's home number is less than 10 digits long). To clear this error, verify that the “Home ...
How do I correct e@syFile™ error: "Employee Bus Tel No (3136) contains the following invalid characters ('+')"?
If the number captured in the Work Number field under the Contact Details tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee Bus Tel No (3136) contains the following invalid characters ('+')" ...
How do I correct e@syFile™ error: "Employer Information: Employer Contact Person: Cell No (2040) contains the following invalid characters ('+')"?
If the number captured in the Mobile Number field under the Contact Details tab on the Basic Company Information screen, contains an invalid character, it will result in the "Employer Information: Employer Contact Person: Cell No (2040) contains the ...
Where do I capture a company's trade classification and Standard Industry Code (SIC) Codes?
A company's trade classification and Standard Industry Code (SIC) Codes are recorded and stored on the Tax Certificate Run screen under the Reports menu. Navigate > Reports > Tax Certificate Run Select the option "change trade classification and SIC ...
Why would an employee's IT3(a) be blank when it is generated?
An employee's IT3(a) may be blank when generated because they have no pay rate captured for the period. Ensure that at least one of the employee's pay rate records on the Pay Rate Details screen is within the period for which the IT3(a) needs to be ...
How to correct e@syFile™ error: "Pay Periods worked (3210) contains the following invalid characters ('-')"
The error displays on e@syFile™ due to the frequency tax year which has been set up within the current tax year and is associated with the current tax year, but the employee is linked to the previous tax year. For example, the company's frequency tax ...
Which report can be generated to verify employees’ non-financial information that will be included in the CSV Tax File?
Generate the Non-Financial Report from the Tax Certificate Run screen, to verify employees’ information that will be included in the CSV Tax File. It validates the non-financial details that will appear on each individual tax certificate. All new, ...
What are the important reports to generate for the Bi-Annual Submission?
Step 1: Balance the EMP201 with the EMP501 by generating the following reports: Navigate to Reports > Reports (Classic) > Legislative and generate the EMP201 Report and EMP201 Breakdown Report. Generate the EMP501 Report for the selected tax year. ...
How do I restore an e@syFile™ Employer backup for the Bi-Annual Submission?
Follow these steps to restore an e@syFile™ Employer backup - Step 1: Open e@syFile™ Employer, enter your login credentials and select "Login". Step 2: Access the Database Utilities screen, and select "Restore EasyFile DB" Navigate > Utilities > ...
How do I import a Tax File into e@syFile™ Employer for the Bi-Annual Submission?
Use the steps below to import your tax file into e@syFile™ Employer - Note! These steps can be used when importing the Test and Live CSV Files into e@syFile™ Employer. Step 1: Log into e@syFile™ Employer and confirm that you are on the latest ...
How do I correct e@syFile™ error:“Code 4474 is mandatory if an amount is specified for code 3810/3860 and Nature of Person (3020) is A, B, C, M, N or R” ?
In accordance with the SARS BRS document, this error indicates that tax code 3810/3860 (Medical Aid Fringe Benefit) was assigned a value but, tax code 4474 (Medical Aid Company Contribution) has not been processed. To correct this, create an August ...
How do I correct e@syFile™ error: "Employee contact email (3125) invalid character in email address"?
If the number captured in the Email Address field under the Contact Details tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee contact email 3125, invalid character in email address"e@syFile™ ...
How do I verify employer information in e@syFile™ Employer?
To verify your employer information on e@syFile™ Employer, make use of the following steps. Step 1: Log in onto e@syFile™ Employer Step 2: Select the company Step 3: Click on "Employer Admin" and then on View/Edit/Change from the left hand menu Step ...
How do I correct e@syFile™ error: “Code 4472 is completed, then code 3817 and / or 3867 and code 4001 must be completed”?
In accordance with the SARS BRS document, tax code 4472 has an amount on but 3817 / 3867 and / or 4001 does not have an amount on. When adding a tax code 4472 to the payslip, you must also add an amount based on the type of retirement fund to the ...
How do I correct e@syFile™ error: “Passport number 3070, country of issue (3075) must be completed”?
To resolve this error, confirm that the “Passport number” and “Passport issuing ”fields on the Tax Profile screen has been completed. Navigate > Employee > Basic Information > Tax Profile > Identification
How do I correct e@syFile™ error: “Employee Bus Tel No (3136) maximum length requirement not met (20/15)”?
If the number captured in the Work Number field under the Contact Details tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee Bus Tel No (3136) contains the following invalid characters ('+')" ...
How do I correct e@syFile™ error: “Code 4473 is completed, then code 3825 and code 4003 must be completed”?
In accordance with the SARS BRS document, tax code 4473 (Provident Fun Company Contribution) has an amount but 3825/3875 and/or 4003 do not have an amount. When adding a tax code 4473 to the payslip, you must also add an amount based on the type of ...
Can I generate a consolidated CSV Tax File for a company with multiple frequencies to import into e@syFile™ Employer for the Bi-Annual Submission?
Yes. A new system enhancement allows companies with multiple frequencies and the same tax number to generate a consolidated tax file to import into e@syFile™ Employer, rather than to extract individual CSV files per frequency. Once the below company ...
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