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09 MAY 2012 | I
e@syFileTM Employer USER GUIDE
Using the Reconciliation Assistant
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| e@syFileTM EMPLOYER USER GUIDE II 09 MAY 2012 |
CONTENTS
1. Using the Reconciliation Assistant .................................................................................................................................... 1
1.1 Accessing the correspondence from SARS where your EMP501 has not reconciled ..................................................... 2
1.2 Accessing the reconciliation assistant ............................................................................................................................... 7
1.3 Reconcile your EMP201s to your payments and EMP501 ................................................................................................ 9
1.4 Submitting a revised EMP501 .......................................................................................................................................... 11
2. Using the e@syFile™ Employer PAYE status dashboard ............................................................................................... 16
2.1 PAYE Dashboard ............................................................................................................................................................... 16
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| e@syFileTM EMPLOYER USER GUIDE II
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1. Using the Reconciliation Assistant
The reconciliation process requires employers to reconcile:
• The Employer Reconciliation Declaration (EMP501)
• The Monthly Employer Declaration (EMP201)
• The payments submitted to the South African Revenue Service (SARS).
These are the three elements that must reconcile in order for your reconciliation submission to be successful.
Where your reconciliation submission fails to balance across these three elements, SARS will issue a letter notifying you that your
submission was unsuccessful. Information displayed on the PAYE Dashboard should indicate what the reason is for the request for
resubmission. The reasons for this could be that your Employee Income Tax certificates [IRP5/IT3(a)s] do not match your tax liability, or
your EMP201 and payments do not match the amounts entered on the EMP501.
You will need to use the Reconciliation Assistant in order to correct your tax affairs and balance your reconciliation submission. The
notification letter will enable the reconciliation function on eFiling.
The Reconciliation Assistant will take you through the following steps where you will be able to:
• Confirm your payments
• Reconcile your EMP201s to your payments and EMP501
• Submit a revised EMP501
• Make payments (if required)
1.1 Accessing the correspondence from SARS where your EMP501 has not reconciled
Step 1
Click Synchronise Application
Select Letters and Correspondence or All
Click SYNC
Enter your eFiling username and passoword
Click Login
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| e@syFileTM EMPLOYER USER GUIDE 2 09 MAY 2012 |
Step 2
Once the synchronisation process has been completed, open the correspondence from SARS by clicking Notification Centre in the
left menu pane.
Note: All available correspondence will be listed by employer/PAYE reference number and letter type.
To view available correspondence, click the line entry for the relevant employer listed in the notification centre. e@syFile™ Employer
will automatically open the correct employer database to access correspondence details for that PAYE reference number.
Click OK to view the available correspondence.
Click the message type PAYE_Recon_Result to open the correspondence.
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1.2 Accessing the reconciliation assistant
Step 1
Two options are available to access the Recon Assistant:
1. Click Recon Assistant under Reconciliation in the left menu pane
Enter your eFiling username and password
Select the relevant Company and Tax Period from the drop-down list.
To continue, click [>>].
OR
2. Click PAYE Dashboard
Select the Company and period
Click PAYE Recon Assistant
Enter your eFiling username and password
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| e@syFileTM EMPLOYER USER GUIDE 4 09 MAY 2012 |
Step 2
A list of all payments received by SARS, along with the relevant Payment Reference Numbers (PRNs) will be displayed. Confirm that
all payments made towards your tax liability in respect of EMP201s are reflected here.
If all your payments are reflected on this list, select [>>] to continue, refer to 1.3 Reconcile your EMP201 to your payment & EMP501.
Step 3
Should any payments made not be reflect on this list, select Add Payment.
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According to your proof of payment, enter the:
• Payment date
• Period
• PRN
• Amount.
Note: The status will automatically update to ‘Manually Added’.
Once all your payments are reflected on this list, select [>>] to continue.
1.3 Reconcile your EMP201s to your payments and EMP501
Step 1
You can correct EMP201 amounts and payments by using the button next to each period to make changes. You can expand the
details for a specific period by clicking the plus sign [+] next to the relevant period, and then clicking the relevant entry that you want
to view, edit or correct.
Step 2
All periods marked ERR in red bold letters on the right hand side must be corrected in order to balance your payments with your
declared liability.
If a period is marked OK in green text, it indicates that the EMP201 amount matched the payment received by SARS.
You will also be able to generate top-up payments here for any outstanding EMP201 amounts, where applicable.
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Step 3 – Performing a top-up payment
Click the plus sign [+] next to the relevant period
Click in the amount column to make a top-up payment.
Enter the amount you wish to pay, and click OK.
Indicate which payment method you want to use (credit push or debit pull), and complete the banking details required before
clicking submit to generate a payment instruction to SARS.
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Step 4 – Modifying or updating your EMP201
Click the plus sign [+] next to the relevant period
Click in the amount column to modify or update your EMP201.
You can then edit your EMP201 amounts for PAYE, SDL, UIF and penalty and/or interest charges where applicable. Complete the
relevant fields and click Submit.
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| e@syFileTM EMPLOYER USER GUIDE 8 09 MAY 2012 |
Step 5 – Modifying or updating your EMP501
Edit the EMP501 amount in the EMP501 payment column, next to the relevant period.
Step 6
Once all periods and amounts have been corrected, the status on the right hand side of the screen should be updated to the green
OK status for all periods. You are now ready to proceed to the next step – balancing your employee tax certificates to match the total
tax liability declared on your EMP201s and EMP501.
Click [>>] to continue.
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1.4 Submitting a revised EMP501
Step 1
Your final amended EMP201 balances will be displayed on this page.
Step 2
Verify the certificate total reflected at the bottom of the screen before you resubmit your corrected EMP501 to SARS. If the total
value for the employee tax certificates is incorrect, you will have to double-check the certificate details.
For detailed instructions, refer to 3.7 Amending certificates within e@syFile™ Employer in the e@syFile™ Employer User Guide
available on www. sars .gov.za.
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Step 3
Once your employee tax certificate totals are correct, select the second option The Certificate values are correct and click [>>] to
continue. You will see the following screen.
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2. Using the e@syFile™ Employer PAYE Status Dashboard
In order to use the PAYE Dashboard, Employer Statement of Account (EMPSA), Recon Assistant and Mismatch function, you must first
synchronise your e@syFile™ Employer data with your SARS eFiling website profile.
Click on Synchronise Application in the left menu pane to initiate this process.
2.1 PAYE dashboard
The PAYE Status Dashboard provides a consolidated view of the employer’s E tax affairs. This will display a summary of all aspects
of your account, reflecting sub-totals for EMP201s, monthly payments, your EMP501 declarations, certificate values and agent
appointment (ITA88) details.
Step 1
Click on PAYE Dashboard in the left menu pane.
Step 2
Select the relevant employer from the drop-down list.
Select the relevant period, and click Show.
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e@syFile™ PAYE User Guide
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