Monthly reports

Click on Reports.

This view contains a selection of reports you can use while processing your payroll and contains reports from new employee forms to reports displaying the variances between processed payrolls.

These reports can be printed per cycle.

To get more detail about the content and printing options of each report, select the report name from the menu on the left.

Payslip

Click on Reports…Payslip and select the relevant payslip report.

Payslips contain the fixed and financial information as required by the Basic Conditions of Employment Act (BCEA). It gives the employee details of all their earnings, deductions, company contributions and fringe benefits.

You have the option to print a:

  • Current payslip – use this option to print on plain paper, or
  • Current payslip secure stationery – use this format to print to Sage’s pre-printed secure stationery, or
  • Previous payslip – use these options to print payslips of previous periods on plain paper or secure stationery.

Payslips must be printed and given to your employees at the end of each period.

Option Description
Select the pay period When printing previous payslips, select the payroll period for which you want to print the payslips.
Select employees to view Select the specific employees you want to include in the report.
Exclude employees with zero nett pay Select this option to exclude employees who have transactions on their payslips, but have a zero net pay value.
Exclude employees with negative nett pay Select this option to exclude employees who have negative net salaries (i.e. deductions are more than earnings).
Sort by Select whether you want to sort this report by department or Pay Point. The default selection is “None”.
then by Select whether you want to sort the employees by surname (default sort option) or employee code.
Select pay date Select the date that must print on the payslip as the actual pay date of the nett pay.
Rates Select the rate to print on the payslip. The options are:
* Rate per hour (default selection),
* Rate per day, or
* No rate.
Balances Select the balances that must print for loans and savings. The options are opening (Default selection) or closing.
Company contributions Select whether company contributions must print as a combined total value (default selection), or if you want the detailed values to print.
Fringe benefits Select whether fringe benefits must print as a combined total value (default selection), or if you want the details values to print.
Private benefits Select whether private benefits (retirement annuity and medical aid) must print on the payslip or not (default selection).
Print the following leave balances Select whether the available leave balances must print for the following leave types:
* Annual leave (selected by default)
* Sick leave and
* Family leave.

Pay register

Click on Reports…Financial…Pay Register.

The Pay Register prints a summary payslip per employee.

Use this report to check your payroll before making any payments to employees or third parties.

You can make the following selections on this report:

Option Description
Select the pay period Select the payroll period for which you want to print the report.
Sort by Select whether you want to sort this report by department or Pay Point. The default selection is “None”.
then by Select whether you want to sort the employees by surname (default sort option) or employee code.

Payroll totals

Click on Reports…Financial…Payroll totals.

The Payroll Totals report gives you the option to select the payroll totals for any month that has been completed in the tax year.

It prints the totals of all earnings, deductions, company contributions and fringe benefits for the company. It also gives a total cost value for the company and the total of nett salaries payable.

Print this report to file as part of your month end reports.

Option Description
Select the pay period Select the payroll period for which you want to print the report.
Sort by Select whether you want to sort this report by department or Pay Point. The default selection is “None”.

Employee variance

Click on Reports…Financial…Employee Variance.

The Employee Variance report can be used to check variances between the previous period and the current period on each employee.

It is advisable that this report is used as part of your monthly processing to ensure that all new input was done and all once off input of the previous period was correctly entered and has now cleared.

Always make sure that you can explain all variances on your payroll. For example: variance in employee’s salary as they worked short time, etc. File a copy of this report with your comments on all the variances – this will come in handy for future payroll queries, or when the auditors have questions.

Option Description
Select employees to view Select the specific employees for whom you want to print the report.
Select variance option You can include the following amounts in your report:
* Variances only – Only values where there is a variance between the previous period and the current period will be included in the report, or
* All amounts – any line that had a value in either the current or previous period will be included in the report, whether there is a variance between the periods or not.

Payroll variance

Click on Reports…Financial…Payroll Variance.

The Payroll Variance report indicates differences between the previous period and the current period. The report indicates variances on each earning, deduction, company contribution and fringe benefit, and gives a breakdown of the employees making up these differences.

Always make sure that you can explain all variances on your payroll. For example: variance in employee’s salary as they worked short time this month, etc. File a copy of this report with your comments on all the variances – this will come in handy for future payroll queries, or when the auditors have questions.

Loans

Click on Reports…Financial…Loans.

The Loans report can be used to keep track of employees’ loan history and repayment history. Print the Summary report to get a one-line summary per employee per loan for a specific period.

Option Description
Select report type Summary
Include loans with zero balances If this option is selected, employees with zero closing balances in the selected period will be included in the report.
Include old terminations Select this option if you want values included for employees who are no longer employed by you.
Select employees to view Select the specific employees you want to include in the report.
Select period to print Select the period for which loan values must print.

Print the detail report to get a full history of all loans employees’ have had.

Option Description
Select report type Detail
Include loans with zero balances If this option is selected, details of loans that have been paid up will also be included in the report. If you don’t select this option, only loans with outstanding balances will be included in the report.
Include old terminations Select this option if you want values included for employees who are no longer employed by you.
Select employees to view Select the specific employees you want to include in the report.
Select period to print Select the period for which loan values must print.

Month to date detail

Click on Reports…Financial…Month to Date Detail.

The month to date detail report prints the payslip values of each week in the selected payroll month. These values are stored with every roll over into a new payroll month.

You can make the following selections on this report:

Option Description
Select the pay period Select the payroll period for which you want to print the report.
Select employees to view Select the specific employees you want to include in the report.
Sort by Select whether you want to sort this report by department or pay point. The default selection is “None”.
Show additional information Selecting this option will print the following information relevant to each period:
* Period end date
* Employee status
* Date engaged
* Termination date – if a termination date is entered
* Tax status
* UIF status
* Excluded for SDL – Yes if the employee is flagged to be excluded from the Skills Development levy calculation
* Do final tax calc – Yes if a final tax calculation was done in the specific period

Year to date detail

Click on Reports…Financial…Year to Date Detail.

The year to date detail report prints the payslip values of each month that you processed in the current tax year. These values are stored with every roll over into a new payroll month.

The figures will always display from March to February, which is the full tax-year, with a total for the year to the far right. If an employee has only joined the company in the middle of the tax-year, for example October, the figures will only display from October onwards.

You can make the following selections on this report:

Option Description
Select the pay period Select the payroll period for which you want to print the report.
Select employees to view Select the specific employees you want to include in the report.
Sort by Select whether you want to sort this report by department or pay point. The default selection is “None”.
Show additional information Selecting this option will print the following information relevant to each period:
* Period end date
* Employee status
* Date engaged
* Termination date – if a termination date is entered
* Tax status
* UIF status
* Excluded for SDL – Yes if the employee is flagged to be excluded from the Skills Development levy calculation
* Do final tax calc – Yes if a final tax calculation was done in the specific period

Nett pay list

Click on Reports…Financial…Nett Pay List.

The nett pay list prints a list of all the employees indicating the nett salary due to them as well as the method of payment and banking details that was entered on the Employee Details view.

Option Description
Select employees to view Select the specific employees you want to include in the report.
Sort by Select whether you want to sort this report by surname, employee code or pay method.

EMP201 – PAYE, SDL and UIF return

Click on Reports…Financial…EMP201.

When you deduct tax from your employees, you are required to register for PAYE with SARS.

The EMP201 is a return required by SARS at the end of each payroll month, indicating the employer’s liability to pay over Tax, SDL and UIF.

Print this report to give you the details you require to complete your EMP201 return.

As soon as you deduct tax from an employee, you become liable to register for PAYE with SARS. You need to pay SARS by the 7th of the month after which it was deducted. UIF is payable to SARS when you are registered for PAYE – otherwise it is payable directly to the Department of Labour. SDL is payable to SARS when you are registered for PAYE – otherwise it is payable directly to the SETA you are registered with. In addition to paying over UIF, you also need to submit a monthly UIF declaration of your employees’ details to the Department of Labour.

Calculating the employment tax incentive claimable

The EMP201 report enables you to calculate the incentive amount that you can claim for the month.

The total calculated incentive is calculated by the system, based on the inclusion flag as set in the incentive month table on the Employee Details view. The excess brought forward value is the value of the incentive that you did not claim in a previous month. It will be the excess carried forward value calculated on the previous month’s EMP201.

The total incentive amount (a) is the sum of the total calculated incentive and the excess brought forward. The PAYE total is the total PAYE calculated for the month. The total incentive amount less the PAYE total is the excess carried forward (b) value (i.e. the value of the incentive that cannot be claimed in the current month).

To calculate the incentive claimable this month ( c ), you deduct the excess carried forward (b) from the total incentive amount ( c ).

The incentive amount is deducted from the PAYE liability, and reduces the total liability payable to SARS. Deduct the incentive amount claimable ( c ) from the total liability to determine the total amount payable.

Form examples

The following are examples of EMP201 forms that must be submitted to SARS:

Forms up to December 2013

Forms from January 2014 with employment tax incentive:

The EMP201 report has a Year to Date Liability section which can be used to reconcile payments made within the tax year. You can also print this report for previous processing periods.

You can make the following selections on this report:

Option Description
Select payroll month to print Select the month for which you want to print the report.
Select employees to print Employees with Current Month values: select this option if you want to focus on the current month values only
Employees with Year to Date value: select this option if you want to do a year to date reconciliation of your EMP201 values (suggested print option)

Employment tax incentive detail

Click on Reports…Financial…Employment Tax Incentive Detail.

The employment tax incentive detail report gives you the details that were used to determine the incentive for each employee.

Option Description
Select payroll month to print Select a specific month to print. This month must be the same month as selected for the EMP201 report. The date will default to the current payroll month.
Include non-qualifying employees Select this option if you want to print the detail for all employees in the cycle, whether they qualify or not.

OID report

Click on Reports…Financial…OID Report.

All employers who employ one or more workers in connection with their business or farming activities, are required to register with the Compensation Fund.

Workers are entitled to compensation if they are injured while working or contract any work-related disease. The types of compensation paid to workers for injuries or diseases are: Medical aid, temporary disablement, permanent disablement and fatalities.

Compensation claims for occupational injuries and diseases are calculated according to the seriousness of the injury or disease. Injuries or diseases caused by the negligence of a worker’s employer or another worker may result in increased compensation.

The W.As8 return of earnings is due by 31 March each year.

Click here to read more about Workmen’s compensation.

New employee form

Click on Reports…Employee…New Employee Form.

The new employee form can be printed to provide new employees with a document to complete all the required information to add them to the payroll.

Completing this form will ensure that you have all the required details of the employee.

Employee detail

Click on Reports…Employee…Employee Detail.

The employee details report is a summary of all the employee’s fixed details that were entered. The employee’s hours and rates are also included in this report, as well as the benefits which the employee belongs to.

Print this report to keep on the employee’s file, or to give to the employee to verify their personal details.

Employee list

Click on Reports…Employee…Employee List.

The employee list gives a list of employees in your company, indicating their occupation (Job Title), date of birth and start date. The employee’s employment end date and reason is printed if the employee’s employment was ended.

Birthday list

Click on Reports… Employee…Birthday List.

The birthday list gives a listing of employees and their birth dates.

Company detail report

Click on Reports…Company…Company Detail.

The company details report is a summary of the company’s fixed details that were entered, the cycle and period details as well as the benefit funds defined for the company.