BELINAPAYROLLHRVERSION2 2019Year-End Procedures...2019Year-End Procedures BELINAPAYROLLHRVERSION2...

The year-end notes to assist you with the 2019 year-end on your

payrolls, are detailed below. Please follow these notes very carefully.

BELINAPAYROLL The Leading Payroll & HR Software

2019 Year-EndProcedures

www.belinapayroll.com

BELINA PAYROLL HR VERSION 2

CONTENTS

Preface 02

Section 1: P6 Fields 03

Section 2: Creating Periods for 2020 05

Section 3: Period End 07

Section 4: Checking the Number of Period Ends 08

Section 5: Entering the New Tax Bands 09

Section 6: Tax Method Convert 11

Section 7: NSSA and WCIF 12

Section 8: ITF16 File Export and Submission Procedures 15

Section 9: Printing P6s 18

General 19

Dear Client,

USD INSTRUCTIONS

2Belina Time Systems © 2020 | Year-End Procedures | PAYROLL | Zimbabwe | USD Instructions


2019 Year-End Procedures

Please follow the detailed instructions for Belina Payroll HR Version 2 Year-EndProcedures, as well as procedures for preparing the P6’s and ITF16’s. Please followthese procedures carefully and PLEASE CREATE BACKUPS FOR ALL YOUR PAYROLLSBEFORE MAKING CHANGES.

Should you require any assistance, please contact us over email or telephone.

Thank you for choosing Belina Payroll.

Preface




Before finalizing the final December period make sure that the P6 fields have been

correctly set for each of the transaction codes. To do this:

1. Go to “Setup” > “Tax” > “Existing”.

2. Select the “P6 Fields” tab and ensure that each transaction code has the correct

P6 field allocated. If you are not sure of which P6 field to allocate to which code

please feel free to contact us.

Here is a sample of the mostly used transaction codes together with their P6

fields:

Section 1 – P6 Fields




3. If there is any Transaction Code with an incorrect P6 field, highlight the code and

click on “Change”, amend the P6 field from the list of categories as shown below:

Section 1 – P6 Fields




Once the final period of the year has been processed, create a backup:

1. Go to “Setup” > “Periods” > “Pay Periods”.

2. Click on “Create periods”.

3. Use the date picker to select your year start date as 01/01/2020.

4. Input the number of periods in the year i.e. 12 for a monthly payroll, 24 for a bi-

monthly payroll, 26 for a fortnightly payroll and 52 for a weekly payroll.

5. Click on “OK”.

6. Check that the average hours and days per period for 2020 are correct according

to your setup / work environment.

Section 2 – Creating Periods for 2020




7. Since 2020 is a Leap Year you will have to change the Acc Period for Period

2020/02 to read Feb 2020. To change this you go to Setup – Periods –

Accounting Periods. Change the End date for the Feb Period to 29-02-2020.

8. If the default average units per period are incorrect, input the desired days and

hours required per period by clicking on Global Change and update details

accordingly.




1. Print any Year-End reports. Remember most reports can be printed afterwards.

2. Backup each payroll onto reliable media such as External Hard drive, DVD, cloud

or any other external media device. We suggest that a backup is also done on the

computer hard drive as an additional precaution.

3. Run a period end. This will take you into the 1st period of 2020.

Section 3 – Period End




1. Go to “Data” > “Payroll Maintenance”.

2. Check that the number of periods is now 12(monthly), 24(bi-monthly),

26(fortnightly), 52(weekly), etc.

Section 4 – Checking the Number of Periods




Section 5 – Entering the New Tax Bands

1. Go to "Setup" > "Tax” > “New”.

2. Change the “Effective Date” to 01/01/2020.

3. Change the “Tax Table” to USD.

4. Insert the new tax bands (Annual). Do NOT insert the monthly tax bands.

i. Insert the Elderly, Disabled and Blind tax credits of $1,728.00 each.

(NB: The elderly credit has an “Age Lower Limit” of 55 years).

ii. Medical Credit to 50%.

iii. Pension Deductible to $4,320.00.

iv. NSSA Age Limit is 65 years.

v. ‘Loan to’ box - $100; ‘above’ 8% (The percentage is a summation of the

LIBOR rate + 5%. The LIBOR rate for 2019 was just below 3% and hence for

2020 we have taken a conservative approach to use 8% for the loan Benefit

percentage.)

vi. Aids Levy is 3%.

vii. The Tax Free portion of bonus remains at $320.




VEHICLE BENEFITS

Insert the vehicle benefits amounts. Please note if you have a weekly and bi-

monthly payroll you will need to prorate the records:

The tax table should end up looking like:




As a precaution we would like to ensure new employees taken on during 2019 that

were not on FDS are now correctly converted on to FDS:

Tax Method Convert will be done in the following way:

1. Click on “Data” > ” Bulk Routines” > “Tax Method Convert”.

2. Select “FDS Forecast” under “Tax Method” and “USD ” under “Tax Table Type”.

3. Click on “Apply to All”.

4. Click “Yes”.

5. Click “OK” then close.

Section 6 – Tax Method Convert




There are no changes on the NSSA pension contribution rates, which remains at 3.5%

employee and 3.5% employer with a monthly threshold of 700.00 per month for NPS.

Please confirm with NSSA if the WCIF rates have changed for your particular industry.

NSSA Report Set Up

A. Ensure the NSSA report is correctly set up. To do this:

1. Go to “View”> “Third Parties” > “Pension”> ”NSSA”.

2. Click on “Setup”.

3. NSSA Report options should have relevant transaction codes setup for 2020 as

follows:

4. Close this window if it is correctly setup. If the Report is not setup, click “Insert”

on Transaction Code, select "Basic" and on Type select "Gross Earnings" and click

"OK".

Section 7 – NSSA and WCIF




5. Click “Insert” and on Transaction Code select "NSSA", and on “Type” select

“NSSA” and click "OK".

6. Click “Insert” and on Transaction Code select "WCIF", and on “Type” select

“WCIF” and click "OK".

B. The NSSA limits for 2020 need to be set. To do this:

1. Click on “NSSA Limits”.

2. Click on “Change”.

3. Select the “Change Range of Periods” option.

4. Select your first period for 2020 against the “Period From” option and your last

period for 2020 against the “Period To” option.

5. Type in the period limit as 700 for monthly payrolls, 323.08 for fortnightly

payrolls and 161.54 for weekly payrolls. (See image on page 16)




6. Click on “OK”.

7. Then click on “Close”.




Section 8 – ITF16 File Export & Submission Procedures

Once the final period for December 2019 has been paid it is possible to prepare the

FDS ITF16 audit export file.

N.B.: For 2019 you are required to produce two ITF16 files, the first one is for 1

January 2019 to 31 July 2019 and the second one is for 1 August to 31 December

2019 period.

To do this:

1. Print Payslip Summary for the period 1 January 2019 to 31 July 2019 and 1 August

to 31 December 2019 for the two tax periods.

2. As a precaution, and to provide you with increased peace of mind, check a

sample of employees to ensure that the cumulative figures are correct for the

year.

Export the ITF16 File:

1. Go to > "Utilities" > "Exports"

then > "ITF16". On the part written

'Period From', select 01-01-2019 to

31-07-2019 for the first ITF16 file.

After saving the file you create the

second ITF16 for 01-08-2019 to

31-12-2019.

N.B.: SAVE THE TWO FILES

USING DIFFERENT NAMES:

e.g. for the first file save as

BelinaTimeSystems_1.F16 and

for the second file save

as BelinaTimeSystems_2.F16 as

shown on the following images:

BelinaTimeSystems_1.F16




2. Give it a Payroll Code, incrementing it for each payroll e.g. 01 for the first

(salaries payroll), or 02 for the second (wages payroll).

3. Select the start date for your Tax Year from the dropdown list – “Period From”.

The number of periods in the Tax Year will be automatically displayed for you.

4. Enter the company details.

5. Enter ITF 16 file name for identification e.g. BELINA SALARIES ITF16 2019.F16.

6. Click "OK" then click "Preview".

7. Print the report. After closing the report, click "OK" when prompted by the

system.

You can then save the ITF16 file and attach it to an email for sending to ZIMRA

(email is ZIMRA’s preferred manner of ITF16 submission).

BelinaTimeSystems_2.F16




Submission of ITF16 File to ZIMRA:

For the avoidance of confusion we have detailed below the procedures for the

submission of your ITF16.

1. Send your ITF16 file over email (updated email addresses in the table below) to

the respective ZIMRA office for your city. Please note that LCO (Large Client

Office) clients are to submit their ITF16 directly to their liaison officer at LCO.

2. Proceed to your ZIMRA office to obtain a receipt for your ITF16. You may also

take the ITF16 file with you physically, saved onto a CD, in case the ITF16 cannot

be located on ZIMRA’s email server when you try to obtain your receipt.

3. For Harare non-LCO clients: To obtain your receipt for your ITF16, proceed to

room 304 & 308 at Kurima House where you will be assisted.

Electronic Submission of ITF16:

ZIMRA prefer the ITF16 information to be submitted by E-mail. The updated

addresses that ZIMRA have confirmed for 2019 submissions are:




Section 9 – Printing of P6’s

Once ZIMRA has audited the ITF16 File and any adjustments necessary have been

made, then you may print your P6's as follows:

1. Go to "View", "Tax" then to "P6".

2. Enter the unique Payroll Code in the same format as done with the ITF16

procedure.

3. Select the start date for your Tax Year from the dropdown list – “Period From”

e.g. 01/01/2019.

4. Click "OK" then click "Start" then "Preview" then "Print 3 copies" (One for the

company, one for the employee and one for ZIMRA).




BELINAPAYROLL

Email: [email protected]@belinamail.com

Tel: +263 (08677) 799799+263 (08644) 799799+263 (029) 884344 (Bulawayo)


Please feel free to contact us for assistance.

You are now setup and ready to proceed to process your January 2020 payroll run.

We are committed to providing you with good service. We do appreciate any feedbackthat you may have so that we improve further. Should you require any assistance withthe above instructions or any other issue, please do not hesitate to get in touch.

General

The Leading Payroll and HR Software

mailto:[email protected]

mailto:[email protected]

http://zw.belinapayroll.com

BELINAPAYROLLHRVERSION2 2019Year-End Procedures...2019Year-End Procedures BELINAPAYROLLHRVERSION2...

Documents

Transcript of BELINAPAYROLLHRVERSION2 2019Year-End Procedures...2019Year-End Procedures BELINAPAYROLLHRVERSION2...