When loading a new employee, administrator must ensure that they have all information required to process new employees payroll information.

  • Legal requirements
    • Contract of service is required when a new employee joins the company.
      • Must include at least – name of the company, name of the employee, engagement date and starting salary of the employee and Basic Conditions of Employment.
      • Contract must be signed by both the employer’s authorised representative as well as the employee in the presence of two witnesses, and each page initialled.
  • For income tax purposes
    • Employee must furnish employer with his/her personal details and an income tax reference number.
    • If employee is not registered with SARS the person responsible for payroll must obtain the income tax number, this can be done electronically on easyfile.
  • Banking details
    • Employee must supply banking details if he/she is to be paid electronically.
  • Importance of Identity number for UIF Purposes
    • Employers are required to submit details of all employees, whether they are UIF contributors or not to the unemployment insurance fund each month via electronic capture, the website or manually on a pre-printed UIF form.
    • The fund pays out benefits to employees who have contributed to UIF and benefits are based on UIF remuneration on which contributions were made.
  • Occupational injuries and Diseases Act
    • The OID Act states that when and employee is involved in an accident, which results in his/her disablement or death, such employee or his/her dependants will be entitled to benefits provided for and prescribed in this Act.
    • The Act also provides for compensation if it is proved that an employee contracted an occupational disease or that an employee has contracted a disease other than an occupational disease which has arisen out of and in the course of his/her employment.
    • It is not necessary to register individual employees with the Commissioner for occupational injuries and diseases.