Tag Archive for: UIF

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.

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.