By Portia Gericke
What is U-Filing?
In terms of the Unemployment Insurance Contributions Act of 2002, all employers are compelled to ensure that all their employees are registered with the Unemployment Insurance Fund. An employer must ensure that all employees are registered with the Fund as soon as they commence duties with that employer. The employer must also ensure that the business is registered with the UIF and make the necessary deductions and pay over contributions. Failure to comply with this constitutes an offence and offenders are liable for payment of a fine plus interest, imprisonment or both. The employer is also expected to provide the UIF with both a declaration and the contribution amount on or before the 7th day of each month in respect of each employee. Payment of these contributions has traditionally been done by paying the contributions over to the South African Revenue Service (SARS), who has then in turn make payments to the Fund.
The Unemployment Insurance Fund (UIF) has recently introduced a way to pay over these contributions to the Fund electronically using an online E-Filing system. This system is known as U-Filing. U-Filing is a convenient means for employers to declare and make payment of the necessary contributions online. The system facilitates declarations, amendments to declarations, contributions and also provides a receipt for the payment of contributions that can be filed and used later for reference purposes.
What are the benefits of using U-Filing?
U-Filing is a secure and convenient way to comply with legislation by being able to instantly access and update your company’s UIF data. It provides enhanced data recording and claims to reduce data errors. It also provides proof of payments in the form of a receipt that can be printed and retained after confirmation of payment is received by the system. This will assist in the keeping of accurate UIF records by employers. The system can be accessed at any time and any necessary changes can be made immediately. The system has been designed to be very user friendly and support is available through a national call centre contactable either by telephone or by email.
How to register:
Employers need to already be registered with the UIF and have a UIF number prior to activating a profile on U-Filing. An employer can register for U-Filing at www.labour.gov.za\index.jsp or at www.ufiling.gov.za. In order to register, click on Register and the system will guide you through the registration process. Once activation is completed, you will be given a summary page that will confirm your login name. The system also has a password that will ensure that all information is secured and limit access. Once the summary page is displayed, print it, sign it and then fax it, together with a copy of your identity document through to (011) 361-4545. The registration process takes about twenty four (24) hours and confirmation will be sent to you by either SMS or Email. Once your profile has been created and your have received confirmation thereof, you will be able to access the system using your unique login name and password.
How to use the declaration function:
This is done by accessing the website on one of the links given above. To access the system, type in your login name, password and enter. On the next page that the system will display, click on the Declaration option. If you have registered as an Agent and are acting on behalf of other individuals, select the Person from the drop down list on the right hand side of the screen next to Logoff. Then click on the Declaration option. This will enable you to input the necessary data and information.
How to add or edit employee details:
Once logged into the system using your login name and password, click on Register new and select employee section. There after you can type in all the relevant details of the employee. If you want to edit an existing employee’s details, then click the Change option, select the relevant employee from the list and continue to edit the information already captured. This is a very convenient way to make the necessary changes, as and when these may occur.
How to make payment of contributions using U-Filing:
Payments can only be made once an employer has been registered and has submitted a declaration. Please ensure that you have submitted the correct banking details and that these are updated if and when necessary. To enter banking details, login to the system using your login name and password and then go to the Employer Menu. Select banking details under your relevant User and capture the company’s banking details. Once banking details are entered correctly, click on save. To make payments, select the Declaration section and select the unpaid payments option. Tick the appropriate payment box from the options that will be listed there. Select the account type and then click on Do Electronic Payment and follow the prompts until the system provides confirmation of payment. It is advisable to print the payment confirmation and retain it as proof of payment for future reference.
How to get assistance
Please contact the Labournet Helpdesk on 0861 522 638 or your allocated consultant for any assistance pertaining to the Unemployment Insurance Fund.
Disclaimer
The information published in this article or newsletter is of general nature and should not be used without obtaining specific advise as to its application in your business or under your specific circumstances. LabourNet will accept no liability if the information is used without first obtaining specific advise from one of our consultants.