Tag Archive for: HR consulting

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.

Reasons to outsource accounting and payroll

As a business owner, managing finances and payroll can be some of the most crucial and challenging aspects of running your organisation.

While many small businesses start by handling their accounting and payroll internally, there often comes a time when outsourcing a professional becomes essential for sustainable growth and financial health.  

Here are some top reasons to consider outsourcing these services for your business:

Complex Tax Requirements

An experienced accountant can navigate evolving tax laws, maximise deductions, and prevent costly errors in tax compliance.

Time Savings

Outsourcing accounting tasks frees up time for core business activities, facilitating business growth and customer service.

Financial Planning and Analysis

Accountants provide insights into cash flow, profitability, and financial trends, aiding informed decision-making and strategic planning.

Compliance and Regulation

Accountants ensure accurate financial statements that meet legal requirements, minimising the risk of penalties or audits.

 

Business Growth Support

Accountants offer guidance on budgeting, forecasting, and financial strategies to support business expansion and secure financing.

 

Payroll Management

Outsourcing your payroll to MRBM streamlines processes, ensuring accurate payments while effectively managing tax withholdings and reporting.

 

Expertise in Accounting Software

Proficient in tools like Sage, accountants optimise software usage for real-time financial insights.

 

Risk Mitigation and Financial Advice

Accountants identify and mitigate financial risks, offering objective advice on investments and cost-saving measures for overall financial health and peace of mind.

Outsourcing your accounting and payroll may significantly enhance your business’s financial management, providing expertise, efficiency, and strategic support tailored to your business’s needs.

At MRBM Consultants, we are committed to supporting your business, whether you choose to leverage our powerful Sage accounting software independently or in collaboration with professional services.

Together, let’s navigate your business’s unique financial journey efficiently and strategically.

Get in touch for more info: info@mrbm.co.za or 031 818 9030.