• Processing of monthly changes
(e.g new engagements, terminations, advised ad hoc earnings and deductions)
• Processing the restructured benefit selections of employees, due to ad hoc
salary increases, promotions, changes in medical aid, etc.
• Processing employees’ leave days taken.
• Calculating the retirement funding income to reflect on the annual IRP5s.
• Obtaining approval from CLIENT’S management for the payroll.
• Advising CLIENT of the total salary cost to be deposited in the bank account.
• Preparing an electronic transfer file for the employees’ net salaries.
1. Initial meeting to discuss Parameters and Requirements
- Kick-off meeting to discuss the Payroll Process, confirm all Responsible parties,
Current Payroll system and number of employees, Implementation Timeline,
Payroll Calendar, Bank File, Payroll Input, Project Plan and Take-on Query sheets
- Set-up of payroll parameters in the payroll system.
- Setting up and/or adjusting payroll parameters (Earnings; Deductions; Company
Contributions; Provisions; Calculations; Leave; Tax and other country-specific
statutory calculations; Retirement Funds and Payslip Layouts) to ensure
Statutory Compliance
- Agreeing the payroll parameters to the various company policies
- Confirming non-financial data converted to UIEasy’s system from Client’s
internal system to ensure completeness and accuracy
- Confirming leave, loan and garnishee order balances with the client’s records
- Discuss and setup Standard Reports and Payslip requirements
- Compile Company Blueprint document
2. The following are examples of Out-of-Scope Services and will be quoted and charged
per hour:
- Financial Take-on per month
- ETI Setup and Take-on
- Sage Self Service (SSS) Cloud Leave System Setup
- General Ledger Interface Setup
- 3rd Party Interfaces Setup and Payments
- Customized Reports
3. Monthly Responsibilities and services rendered
- Processing of monthly input and changes (e.g. new engagements, terminations,
advised ad hoc earnings and deductions)
- Processing the restructured benefit selections of employees, due to ad hoc
salary increases, promotions, changes in medical aid, etc.
- Processing employees’ leave days taken
- Calculating the retirement funding income to reflect on the annual IRP5s.
- Obtaining approval from Client’s management for the payroll.
- Advising Client of the total salary cost to be deposited in the bank account.
- Preparing an electronic transfer file for employees’ net salaries.
- Generating GUID codes for new employees and uploading payslips to the cloud.
- Submission of electronic UIF declaration file to UIF Commissioner.
- Preparing a schedule to advise Client of the amounts due for statutory
payments (PAYE, SDL, and UIF) and other third party payments (e.g. medical
aids, retirement funds, garnishee orders, etc.)
- Providing Client with payroll reports as agreed on during the set-up phase.
- Providing Client with an electronic file to be imported into the general ledger.
- Creating new SSS employee records in payroll and notifying the client that
employee record has been created
- Creating SSS payslips & IRP5’s
- Support for SSS Administrator
4. Annual Responsibilities and Services rendered
- Requesting annual updates of non-financial information from employees and
processing of these updates
- Preparing electronic IRP5 and IT3(a) certificates, as required by the South
African Revenue Service (SARS).
- Upload tax certificates to the cloud
- Obtaining approval from Client’s management for the annual tax certificate
reconciliation in Sage.
- Monthly assistance with completing and saving EMP201 information on E-filing
(Not submitting)
- Supply report to assist client with completion of the Occupational Injuries and
Diseases (OID) return.
- Preparing manual IRP5s on SARS e@syFile for employees not on the payroll
DOCUMENTS
Registration Form
Debit Order Form
Minimum Wage e-guide
All documents in one place - for your convenience!
Domestic Worker
Employment Contract
U-FIling User Guide
Simplified Payroll Solutions
for your Business
Privacy Policy
Privacy Policy
Effective date: November 17, 2018
UI Easy ("us", "we", or "our") operates the www.uieasy.co.za website (the "Service").
This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have
associated with that data. Our Privacy Policy for UI Easy is managed through Free Privacy Policy Website.
We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy.
Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from
www.uieasy.co.za
Information Collection And Use
We collect several different types of information for various purposes to provide and improve our Service to you.
Types of Data Collected
Personal Data
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal
Data"). Personally identifiable information may include, but is not limited to:
michelle@uieasy.co.za
Michelle van Wyk
+27 83 325 6629
16 First Road, Kempton Park, Gauteng, South Africa
Cookies and Usage Data
Usage Data
We may also collect information how the Service is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's
Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent
on those pages, unique device identifiers and other diagnostic data.
Tracking & Cookies Data
We use cookies and similar tracking technologies to track the activity on our Service and hold certain information.
Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on
your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use
some portions of our Service.
Examples of Cookies we use:
Session Cookies. We use Session Cookies to operate our Service.
Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
Security Cookies. We use Security Cookies for security purposes.
Use of Data
UI Easy uses the collected data for various purposes:
To provide and maintain the Service
To notify you about changes to our Service
To allow you to participate in interactive features of our Service when you choose to do so
To provide customer care and support
To provide analysis or valuable information so that we can improve the Service
To monitor the usage of the Service
To detect, prevent and address technical issues
Transfer Of Data
Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other
governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.
If you are located outside South Africa and choose to provide information to us, please note that we transfer the data, including Personal Data, to South Africa
and process it there.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
UI Easy will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your
Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal
information.
Disclosure Of Data
Legal Requirements
UI Easy may disclose your Personal Data in the good faith belief that such action is necessary to:
To comply with a legal obligation
To protect and defend the rights or property of UI Easy
To prevent or investigate possible wrongdoing in connection with the Service
To protect the personal safety of users of the Service or the public
To protect against legal liability
Security Of Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.
While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Service Providers
We may employ third party companies and individuals to facilitate our Service ("Service Providers"), to provide the Service on our behalf, to perform Service-
related services or to assist us in analyzing how our Service is used.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
Analytics
We may use third-party Service Providers to monitor and analyze the use of our Service.
Google Analytics
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use
of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising
network.
You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on
prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visits activity.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en
Links To Other Sites
Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly
advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Children's Privacy
Our Service does not address anyone under the age of 18 ("Children").
We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your
Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of
parental consent, we take steps to remove that information from our servers.
Changes To This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this
Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, please contact us:
By visiting this page on our website: www.uieasy.co.za