Digital Payroll Systems

We have a strong skills base in payroll outsourcing and significant investment in systems and software to ensure that critical deadlines are always met. We eliminate the burden of your payroll, allowing you more time to deal with core business matters, and eliminating payroll related risks. We reduce the costs of your payroll significantly while providing these benefits.

Overview

  • Today’s business world requires flexibility and improved operating efficiency to remain competitive.
  • Outsourcing is an attractive option that assists flexibility and improves operating efficiencies by allowing companies to focus internal resources on their core business functions.
  • Outsourcing payroll eliminates time consuming, but essential and potentially problematic payroll processes, and cost-effectively delegates the responsibility to complete this task to us…

Benefits

  • Efficiency Improvement - Cost and time efficient payroll.
  • Risk Reduction - Elimination of the risk of non-compliance with statutory reporting requirements and keeping and dispensing cash wages on site.
  • Accuracy of records.
  • Backed by professional software which is constantly under review and updated in line with statutory obligations. This alleviates the onerous burden of compliance with ever changing legislation.
  • Peace of Mind - You have peace of mind that your employees are paid on time, every time, and are assured that your monthly and annual returns are submitted correctly.

True Cost of Internal Payroll

The true cost of your internal payroll is much higher than most organisations realise. For a typical client with 25 weekly paid wage earners and 5 salaried staff their costs will include some or all of the following:

  • Software - R2000 to R3000 to purchase and around R2000 annual licence fee.
  • Systems - R5000 for a very average computer with a life expectancy of three years.
  • Costs of Fund Transfers - R5440 per year for this average size payroll.
  • Payslips, Toner & Consumables - R2500 per year for this payroll.
  • Employee Costs - R5000 per month for an entry level payroll clerk, probably not sufficiently skilled to handle all your needs.
  • Your Time - R5000 or more per month as your time is worth much more than that of an entry level employee to do the work.
  • Training Costs - R3000 to R5000 per year to keep your employee current with changing legislation and statutory requirements.
  • Office Space - R12000 per year for 10m2 at R100 per m2 per month.

These add up to R60,000 to R90,000 per year depending on the specific factors applicable to your organisation. Our cost to carry out this work (for this size payroll) would be in the range from R30,000 to R36,000. This reduces payroll costs by one half to two thirds depending on specific factors, and offers many other advantages such as data redundancy, risk reduction and peace of mind by allowing us to assume your payroll burden.

Our Service Options

Our basic payroll package includes the capturing of wage related hours and / or salary information as necessary, leave management, deductions including garnishee orders and other statutory deductions, and take on and terminate actions as required.

The basic payroll package includes:

  • Pdf Payslips sent via e-mail for printing and distribution by yourselves.
  • Email reports allowing compliance with statutory requirements.
  • Emp201 (PAYE, UIF & SDL for SARS).
  • Irp5’s (tax compliance obligations for SARS).
  • WCF (Workmans Compensation Fund).

Not included are:

  • Stats information reporting (Statistics South Africa requirements).
  • MICFA (Motor Industry Bargaining Council reporting requirements – only applicable to the motor industry).
  • Releasing of wages and / or salaries directly to staff.

We offer additional services that complement the basic payroll package in accordance with your requirements. This allows you to tailor our offering to your specific needs.

  • Payslips - These can be printed on confidential payslip stationery and couriered to your door for distribution to your staff.
  • Emp201 (PAYE, UIF & SDL Monthly returns to SARS) - We can complete the Emp201 form on your behalf for you to submit to SARS or we can also submit to SARS on your behalf.
  • Irp5’s - These can be printed and couriered to your door for you to submit to SARS or we can also submit to SARS on your behalf.
  • WCF (Workman’s Compensation Fund Returns) - These can be completed on your behalf for you to submit to the WCF or we can also submit these on your behalf.
  • Stats Returns - These can be completed on your behalf for you to submit to Statistics South Africa or we can also submit these on your behalf.
  • MICFA Returns (Only motor industry) - Returns can be completed and submitted to Motor Industry Bargaining Council on your behalf.
  • Release of Wages and / or Salaries - We can release your staff wages and / or salaries directly into their bank accounts.

The Outsourcing Process

Our Payroll Outsourcing Solution is a complete payroll processing solution that effectively combines superior service and technology to meet the needs of our clients.

Input
  • A designated representative of your company sends us the weekly, bi-weekly or monthly payroll input via fax or e-mail.
  • Input includes overtime hours, travel claims, changes in medical aid and retirement fund information, changes in employees’ personal information and banking details, leave transactions, etc.
Transformation
  • Input is processed by our staff on our payroll system.
  • You are supplied with a breakdown of the amounts to be transferred into your employee’s bank accounts.
  • If applicable, an electronic ACB file is created and upon payment into our suspense account, money is transferred directly and efficiently into your employee’s bank accounts.
Output
  • Payslips (Pdf or printed, as applicable) are produced for each employee and distributed to the designated contact person at your company.
  • We supply you with electronic reports for accounting and reconciliation purposes.
  • We complete your monthly Emp201 return for PAYE, UIF and SDL depending on our agreement and will then fax or email it to you for payment to SARS.
  • Your company receives a schedule and or e-mail of all payments to be made to external parties.
  • Where applicable MICFA reports are prepared and submitted for our clients.