Payroll Outsource Services

Standard services include:
  •  Weekly and Monthly generation of a payslip for each Employee. (The Abacus payslip is a comprehensive and informative sheet that complies with regulatory requirements of both the SARS and the Basic Conditions of Employment Act. In addition to remuneration detail, a company logo as well as a photo of the relevant employee can be added to each payslip. The inclusion of a photo is an effective measure to counter ghost workers. Our clients also report a significant effect on employee morale that can be attributed to feeling confident and proud, and having a sense of belonging.)
  •  Basic Salary and any additional earning, bonuses, lump sums, leave pay.
  • 13th Cheque tax Provision can be applied.
  •  Setup of different shift rates and allowances associated with each shift.
  •  Overtime Groups and Rates.
  •  Standard and unique allowances.
  •  Travel Allowance (Company Car / Own Vehicle and use of company vehicle)
  •  Travel Re-Imbursements and sub-assistance allowances.
  •  Non-Taxable Allowances.
  •  Medical Aid (Credit Allocation)
  •  Pension, Retirement Annuities, Provident Funds, Death & Funeral, Income Protection and Accident insurance contributions.
  •  Standard and non-standard deductions.
  •  Loan, Garnishee, Salary Advance, ITA88 management
  •  Bargaining Council & Trade Union Contributions
  •  UI19 & 23 Declaration certificate
  •  All statutory contributions (PAYE/UIF/Workman’s Compensation/Social Responsibility)
  •  Tax Averaging (calculating the average on year on year basis)
  •  Employment Tax Incentive claims. ETI already incorporated in statutory totals.
  •  BEE Calculation File (Summary of workforce demographics for each month)
  •  Payment File generation (FIHRST Managed Services)
  •  Payment schedules according to Pay Groups and Pay Points
  •  Management of Payroll according to Cost Centres.
  •  UIF Submissions
  •  Workman’s Compensation Submission
  •  Skills Development Levy (SDL) Calculation
  •  Monthly Statutory Company Tax submission totals (PAYE/UIF/SDL & PAYE5/Social Responsibility/ SDL)
Reporting

The following reports are available to the client monthly and are usually provided in .pdf format. These are also available in Excel or .csv format, upon request. Reports can be split across different cost centers.

  • Associations Report
    Breakdown of the employer and employee association contributions by association.
  • Bargaining Council Report
    Breakdown of the employer and employee contributions by bargaining councils.
  • Cash required Report
    Breakdown of the cash required to make all internal and external payments.
  • Commission Report
    Breakdown of the commission earned per employee for the selected payroll month.
  • Cost to Company Report (CTC)
    Gives a breakdown of all the costs related to the employment of each employee, i.e. cash salary, allowances (travel, other), reimbursement (travel), employer contributions (funds, UIF, SDL), Total CTC, fringe benefits – per cost centre and total.
  • Deductions Report
    Breakdown of all amounts deducted from an employee’s earnings.
  • Earnings Report
    Gives a breakdown of all items included in an employee’s earnings.
  • Employee Report
    Gives a breakdown of earnings, allowances, benefits, funds, PAYE, UIF, SDL, for a selected employee for a specified payroll period and YTD.
  • Employee Report yearly
    Gives a monthly breakdown of earnings, allowances, benefits, funds, PAYE, UIF, SDL, for a selected employee.
    10. Employer Report
  • Employer Report
    Gives EMP201/501 totals, as well as salary expenses, allowances, benefits, and funds for a specific pay period & YTD. The same totals to apply for PAYE 5 requirements (Namibia).
  • Employer Report yearly
    Gives monthly EMP201/501 totals, as well as salary expenses, allowances, benefits, and funds.
  • Employment equity details Report
    List all employees with their employment equity status.
  • Employment equity details Report
    List all employees with their employment equity status.
  • Employment equity Summary Report

    Gives a summary count of employees per employment category and ethnic group.

  • Funds payment Report
    Specifies amounts per fund that must be paid over as deducted from employees.
  • Garnishee / ITA88 detailed Report
    Specifies detail of garnishee order/ITA per employee.
  • Garnishee / ITA88 Summary Report
    Gives a summary of all garnishees / ITA deductions for a pay period.
  • Internal payments Report
    Specifies amounts deducted from employees for internal purposes, e.g. Tea Club.
  • Loan detail Report
    Specifies detail of loan status per employee.
  • Loan summary Report
    Gives a summary of all loans for a pay period.
  • Medical scheme payment Report
    Gives detail of all amounts payable to medical schemes.
  • OID detailed Report
    Gives a breakdown of the employees and earnings required for Occupational Injuries and Diseases Report for the selected tax year.
  • OID Summary Report
    Gives a summary of the employees and earnings required for Occupational Injuries and Diseases Report for the selected tax year.
  • Overtime Report
    Gives a breakdown of the overtime worked per employee for the selected payroll month.
  • Payroll summary Report
    Gives a breakdown of employees’ previous and current nett, variance (%), UIF, PAYE, SDL.
  • Payslip
    Current or previous payslips for employees. Abacus to supply payslips (previous) for 3 months free of charge.
  • Tax averaging Report
    Gives a breakdown of the average PAYE and related adjustment for employees that have tax averaging selected.
  • UI-19
    Employer’s declaration of employees for a specific month for an employee whose services have been terminated.
  • UI-23
    Certificate of services for UIF for an employee whose services have been terminated.
  • UIF Report
    Gives details of UIF payments per employee per month.
  • Union Report
    Current or previous payslips for employees. Abacus to supply payslips (previous) for 3 months free of charge.
  • Payslip
    Gives a breakdown of the employer and employee union contributions per union.

General Ledger GL

Abacus provides the client with a General Ledger (GL) file that is supported by 22 sub-files, monthly. The structure of this file can be programmed to suite the client’s financial program (SAP). If the client provides Abacus with the layout requirements of the file, an import file will be developed accordingly.

Supplementary Abacus Services

Cost to Company conversion (CTC)

The conversion of the workforce from a standard salary structure to Cost to Company. Where benefits of pension, medical aid and allowances apply, a CTC structure often has a positive effect on taxes payable by both employer and employee. (This falls outside the scope of this RFP)
Garnishee Management

Through our unique structures, Abacus can verify each annulment order according to the 5 x compliance requirements, before it’s implemented against an employee. The compliance is confirmed by a formal legal entity. Full management of the subsequent repayment is provided. (This service is included in this RFP with no extra costs to the employee).

Abacus can submit PAYE (IRP5) submissions (RSA Only) on behalf of the employer. (This service is not included in the RFP)

Security and Authorization

Abacus data is encrypted according to financial requirements (264-bit encryption) and a Confidentiality Agreement will apply. A secure, off-site data back-up facility with Seagate SA, safeguards against data loss.

Abacus Payroll complies with the requirements specified in the POPI Act and all personal data will always be deemed confidential and treated as such. Abacus will not disclose any data to any individual or entity without the express permission of our client.

SMS Payslip

An SMS is sent to the employee’s cell phone that indicates the monthly earnings and deductions. The employee can then view the payslip by accessing a link on a dedicated server. Access linked (granted) to cell phone number and ID number. (This functionality is available but not included in this RFP).

Standard Operating Procedures

Abacus will use Abacus Payroll Software as set up at our current offices. A dedicated account manager is to be appointed to the account, and a dedicated e-mail structure will be put in place for all client correspondence. Only written correspondence will be accepted as official communication throughout the payroll process.