Easy Checklist for Payroll and HR Compliance

Tips to avoid penalties and stay compliant.

Payroll and HR compliance involves more than just paying salaries. From contracts and tax submissions to leave policies and employee records — it all adds up.

Use this checklist to ensure you’re meeting your obligations and protecting your business.  Or outsource to MRBM and our experts will handle it for you!

✅ 1. Company & Employee Registration 

  • Ensure employment contracts comply with the BCEA
  • Collect and verify employee ID documents, tax numbers, and bank details
  • Submit IRP5/IT3(a) certificates annually
  • Register foreign workers with the Department of Home Affairs, if applicable

✅ 2. Statutory Deductions & Contributions

  • Calculate PAYE correctly and deduct monthly
  • Submit SDL (1% of total payroll) if annual payroll > R500,000
  • Deduct and contribute UIF (1% employer + 1% employee)
  • Process retirement fund contributions (if part of the package)
  • Include medical aid contributions (if applicable)
  • Correctly apply fringe benefits tax (e.g., company car, housing)

✅ 3. Monthly & Annual SARS Submissions

  • Submit EMP201 returns by the 7th of each month
  • Make SARS payments timeously
  • File EMP501 reconciliations in Feb and Aug
  • Issue IRP5s after annual reconciliation
  • Submit COIDA Return of Earnings (ROE) annually

✅ 4. Record Keeping (BCEA Requirement: keep for 3 years)

  • Employee details, contracts, and payslips
  • Payroll reports, attendance, and leave records
  • Bonus structures and salary adjustments
  • Disciplinary actions and termination documents

✅ 5. Labour Law Compliance

  • Align contracts with BCEA, LRA, and EEA
  • Provide written particulars of employment
  • Implement leave and grievance procedures
  • Meet Employment Equity requirements (if applicable)
  • Appoint Health & Safety reps (20+ employees)
  • Display mandatory labour law posters visibly 

✅ 6. Terminations & Retrenchments

  • Provide UI-19 and separation documents
  • Pay outstanding remuneration correctly
  • Submit final EMP201 and update payroll records
  • Follow fair procedures as per LRA
  • Comply with section 189 for retrenchments

✅ 7. Optional but Recommended

  • Use compliant payroll software, like Sage
  • Conduct regular internal audits
  • Stay informed on updates to BCEA, SARS, UIF & COIDA
  • Get advice from an employer organisation or HR expert

 

Need help with Payroll or HR compliance? Get in touch: info@mrbm.co.za  /  031 818 9030.

If you’d prefer hands-on support, our Payroll Bureau and HR Consulting services will take care of everything for you.

Choose the Right Sage Accounting Solution for You

At MRBM, we know that as your business evolves, so do your software needs.

Two of Sage’s most trusted accounting solutions—Sage Pastel Partner and Sage Business Cloud Accounting—offer different strengths. Understanding which one suits your business today (and tomorrow) can help you stay efficient, compliant, and in control.

Here’s a comparison to guide your decision, plus some insight into when it might make sense to move from one to the other:

SAGE 50CLOUD PASTEL PARTNER

Ideal for: Established businesses that require a more customised setup and additional features.

SAGE BUSINESS CLOUD ACCOUNTING

Ideal for: Less complexed, agile businesses that value simplicity, flexibility, and anytime access.

✅ Installed desktop software (remote access possible with additional setup)✅ Cloud-based: log in anytime, from anywhere
✅ Advanced reporting, batch processing, and deep customisation✅ User-friendly interface, even for non-accountants
✅ Supports multi-user, multi-company, and multi-currency environments✅ Includes bank feeds, invoicing, quotes, VAT submissions, and reports
✅ Works well for businesses that need detailed control and structured processes✅ Makes it easy to work with your accountant in real time, from anywhere
✅ Requires manual software updates and regular backups✅ Always up to date — no installation or manual backups required

You might move across to Business Cloud Accounting if:

You might move across to Pastel Partner if:

➡️ Your team needs easy, remote access from anywhere➡️ Your business has grown and needs more advanced features, like Sage Intelligence (business intelligence reporting)
➡️ You want to remove the need for servers or remote desktop setups➡️ You require detailed, customisable reports and financial tools
➡️ You prefer a user-friendly interface with less complexity➡️ You work with multiple companies or currencies
➡️ You’d benefit from real-time data, automatic backups, and updates➡️ You have the IT setup to manage desktop-based software

Unsure which option is right for you?

Whether you’re moving to the cloud or looking for more robust features, we’ll guide you through the options and recommend the best fit for your business.

Get in touch: info@mrbm.co.za  /  031 818 9030.

Save Time with Automated Finance Tasks

As a small or medium-sized business, your time is valuable — and so is your budget. Hiring extra staff just to keep up with finance and admin tasks isn’t always realistic.

Fortunately, with the right tools, you can automate many of these processes, freeing up resources to focus on what matters most: growing your business. If you’re using Sage software, you’re already equipped to simplify a range of daily tasks without adding headcount. Here’s how:

✅ Automate Invoicing and Payment Reminders

Stop manually drafting and chasing invoices. With Sage’s built-in automation features, you can:

  • Set up recurring invoices for repeat customers.
  • Automatically email invoices on specific dates.
  • Send friendly payment reminders without lifting a finger.

Tip: Make sure your customer records are up to date with correct email addresses and payment terms to maximise this feature.

✅ Bank Feeds and Automatic Reconciliations

Gone are the days of manually entering transactions. Sage’s bank feeds allow you to:

  • Link your business bank accounts directly to your accounting software.
  • Automatically import transactions daily.
  • Match payments and receipts automatically, reducing errors and saving hours each month.

Tip: Set rules for regular transactions (like rent or subscriptions) so they auto-categorise correctly every time.

✅ Improve Debtor Management

Automate your debtor collection process to stay on top of outstanding accounts and improve cash flow.

  • Track overdue invoices and spot risky accounts early
  • Send automated follow-ups and payment reminders
  • Generate reports to monitor debtor trends and recoveries

Tip: Set regular review dates to act on overdue accounts quickly.

✅ Simplify VAT Submissions

VAT calculations and returns can be complex — but Sage makes it easier:

  • Automate VAT tracking throughout the month.
  • Produce VAT reconciliation reports.
  • Generate VAT submission reports with a click, ensuring nothing is missed.

Tip: Run a VAT report monthly (even if not submitting yet) to catch any issues early.

 

Need help setting up Sage automations? Get in touch: info@mrbm.co.za  /  031 818 9030.

Hassle-Free HR Support + Upcoming EE Training

Is it time to streamline your HR, employee relations, and compliance processes? 

MRBM offers a professional, outsourced HR solution tailored to your business needs—saving you time, reducing risk, and improving workplace efficiency. From recruitment and performance management to disciplinary support and labour law compliance, we’ve got you covered. 

✅  Why outsource your HR?

  • Stay compliant with labour legislation

  • Improve employee performance and development

  • Reduce legal risks

  • Lower overhead costs

  • Boost workplace efficiency

  • Free up time to focus on your core business

UPCOMING TRAINING:
✅  Employment Equity Amendment Act (EEA) 

Did you know that the new Employment Equity Amendment Act came into effect on 1 Jan 2025? 
Join our one-day online training on 13 May 2025 to ensure your business is compliant. We’ll cover:

  • The key amendments to the Act and their implications for your business.

  • How to implement sector-specific numerical targets.

  • Practical guidance on updating your Employment Equity Plans.

  • Strategies to ensure compliance and avoid penalties.

Get in touch to learn more or book your spot.

info@mrbm.co.za  /  031 818 9030.

Save 25% on Payroll Setup – April & May Only!

Now’s the perfect time to outsource your payrolls and save. 

Outsourcing your payroll to MRBM Consultants means more time to focus on your business while we handle the admin. For a fixed monthly fee, we’ll manage your payroll obligations—accurately, on time, and fully compliant. It’s a cost-effective, hassle-free solution that offers peace of mind. 

Switch to our Payroll Bureau service by 31 May 2025, and you’ll receive: 

✅ 25% off the setup fee for your company. 

✅ 15% off Workman’s Compensation registration for new companies. 

Don’t miss out – Take advantage of our Bureau offer today!

Offer valid until 31 May 2025. T’s and C’s apply.

info@mrbm.co.za  /  031 818 9030.

Save on Sage Pastel: Free Month & Setup!

Looking for a flexible desktop accounting solution that adapts to your unique business needs? 

Sage Pastel Xpress and Sage Pastel Partner both offer scalable, subscription-based accounting software designed to simplify your accounting processes and keep your finances on track. Take advantage of our limited-time offer, available until the end of April! 

Which Sage Pastel Package is Right for You?

✅ Sage Pastel Xpress – Tailored for small to medium-sized businesses

  • Supports up to 3 users

  • Manage unlimited companies

  • Perfect for businesses needing essential accounting tools

  • 💰 Starting at R800/month (single-user license)

✅ Sage Pastel Partner – Designed for medium to large businesses

  • Supports up to 20 users

  • Advanced reporting, automation and scalability for more complex accounting needs

  • Ideal for businesses needing custom workflows & financial insights

  • 💰 Starting at R1,510/month (single-user license)

✅ Exclusive Benefits When You Sign Up With MRBM

  • First Month FREE on any monthly subscription

  • 1 Hour FREE Installation/Setup

✅ Free Bonus Features Included in Both Packages

  • Bank Manager: Automates bank feeds and reconciliations

  • Sage Intelligence Reporting: Gain detailed financial insights for better decision-making

  • Pervasive Workgroup Database (v13): Secure, multi-user access for reliable performance

Don’t miss out – streamline your accounting today!

Offer valid until 30 April 2025. T’s and C’s apply.

info@mrbm.co.za  /  031 818 9030.

Boost Your Business with Sage 200 Evolution – Now at 15% Off!

Looking for a powerful, scalable accounting solution? 

Now’s the perfect time to invest in Sage 200 Evolution! From now until the end of April, enjoy 15% off on any new purchases or add-on modules.

Why Choose Sage 200 Evolution?

✅ Comprehensive Business Management:
Go beyond accounting with integrated ERP functionality.

✅ Scalability:
Adapt as your business grows with flexible add-ons and modules.

✅ Multi-User & Multi-Currency:
Ideal for businesses that operate in diverse environments.

✅ Customisable & Feature-Rich:
Tailor your system with modules for inventory, sales, CRM, and more.

✅ Seamless Integration:
Works with other Sage products and third-party applications.

Don’t miss this opportunity to upgrade your business processes at a discounted rate!

Offer valid until 30 April 2025. T’s and C’s apply.

info@mrbm.co.za  /  031 818 9030.

Outsource Your Payroll from 1 March and Get Free Setup

With the financial year-end fast approaching, payroll processing is about to become even more demanding.  

Tax submissions, compliance updates, and employee queries can take up valuable time – and mistakes can be costly.

A payroll and HR report by Sage found that:

📌 77% of respondents battle with complex payroll taxes

📌 50% struggle to explain tax calculations to their employees

📌 83% spend too much time on manual payroll tasks

Why not start fresh on 1 March 2025 with outsourced payroll – and get your setup for free! (Processing fees still apply.)

Our Payroll Bureau service takes care of everything – from PAYE, UIF, medical aid deductions, and Workman’s Compensation (COIDA) submissions to SARS submissions and more – ensuring full compliance while saving you time and hassle.

By outsourcing your payroll, you can:

✅  Free up resources to focus on growing your business.

✅  Ensure accuracy and compliance with the latest regulations.

✅  Reduce stress and avoid penalties for late submissions.

✅  Access expert payroll support without hiring in-house staff.

 

If payroll is taking up more time than it should, let’s talk about a smarter solution.

info@mrbm.co.za  /  031 818 9030.

Financial Year-End Checklists – Stay Ahead!

With the financial year-end around the corner, staying organised is key.

We’ve put together essential checklists for both accounting and payroll to help you wrap up the year smoothly.

ACCOUNTING YEAR-END CHECKLIST:

✅  Reconcile bank accounts and clear outstanding items

✅  Review and adjust provisions, accruals, and bad debt write-offs

✅  Finalise fixed asset registers and apply depreciation per SARS guidelines

✅  Ensure all VAT 201 submissions and reconciliations are up to date

✅  Reconcile customer and supplier accounts and follow up on outstanding payments

✅  Review customer accounts for any bad debts which require writing off

✅  Prepare for annual financial statements and tax return (IT14) submission

✅  Back up all financial records and reports for audit and compliance

PAYROLL YEAR-END CHECKLIST:

✅  Process final earnings, bonuses, and deductions for the year

✅  Verify employee records, tax numbers (Income Tax Reference Number), and banking details

✅  Review and reconcile leave balances, overtime, and allowances

✅  Back up payroll records and reports for compliance

✅  Ensure all UIF, PAYE, and SDL payments (EMP201s) are up to date

✅  Submit EMP501 reconciliation via eFiling or EasyFile before the SARS deadline

✅  Generate IRP5s / IT3(a)s and distribute to employees

 

If you’re ready to optimise your solutions, we’d love to hear from you.

info@mrbm.co.za  /  031 818 9030.

Start 2025 with Confidence in Your Accounting and Payroll

Here’s to new beginnings and fresh opportunities in 2025! 

We hope your festive season brought you joy and relaxation, even amidst the occasional workplace interruptions. Whether you spent meaningful time with loved ones or reflected on areas for growth, we’re committed to helping you turn your accounting and payroll business aspirations into achievements.

✅ Streamlining Solutions for Your Success:
As your business evolves, you may find it’s time for an upgrade to a more advanced accounting system. Perhaps the holiday season highlighted the challenges of managing payroll and employee leave during staff absences. If so, now is the ideal moment to explore automation and other efficient solutions to simplify your operations, or simply outsource your payroll to MRBM Consultants.

✅ Expanding Our National Presence:
While our head office is in Durban, we proudly serve clients across South Africa. Our teams in Pietermaritzburg, the KZN Midlands, and Cape Town ensure that we are always within reach. We’re also excited to share that two team members have moved to Cape Town from Durban, enhancing our Sage Pastel Payroll and Payroll Bureau services for the region.

✅ Partnering for Your Success:
It’s a privilege to assist with your accounting, payroll, and HR needs. Let’s make 2025 a year of growth and efficiency for your business.

If you’re ready to optimise your solutions, we’d love to hear from you.
info@mrbm.co.za | 031 818 9030

If you’re ready to optimise your solutions, we’d love to hear from you.

info@mrbm.co.za  /  031 818 9030.