Getting Started Checklist
Everything to have on hand before your first live payroll run.
Use this checklist before you process a live run. Getting these right up front prevents corrections and SARS penalties later.
Company information
- Registered and trading name
- Company registration number (CIPC)
- PAYE reference number (10 digits, starts with 7)
- UIF reference number (U + PAYE number in most cases)
- SDL reference number (L + PAYE number), if registered
- Registered business address and contact details
Employee information
- Full names exactly as they appear on the ID document
- South African ID number or passport number and country of issue
- SARS income tax reference number
- Start date, and end date for fixed-term contracts
- Bank name, account number and account type
- Basic salary or hourly rate and pay frequency
Payroll policy decisions
- Pay frequency and pay date
- Leave policy: annual leave accrual, sick leave cycle, family responsibility leave
- Which allowances and deductions apply (travel, cellphone, pension, medical aid)
- Whether you claim ETI for qualifying employees
Opening balances
If you switch mid tax year, capture year-to-date figures for each employee so IRP5 certificates and EMP501 reconciliation are correct.