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D-BIT SYSTEMS (Pty) LtdRegNo: 87/0332407D-Bit Building 18 Bosbok Rd Boskruin South AfricaPO Box 1950 Randpark Ridge 2156 South AfricaD-BIT PAYROLLProcessing COIDA 2020 . D-BIT Systems (Pty) Ltd)3/4/2020, 12:16 PM
ContentsITable of ContentsPart I Compensation For OccupationalInjuries and Diseases11 Disclaimer. 12 Definition. 13 Who.Must Pay Assessment Fees?14 Calculation.of Assessment Fees15 Earnings.to be Included for Calculation2Included. 2Excluded. 26 Formula. 27 Incentives.for online submissions, effective 1 April 20132The Incentives.will Constitute the Following38 Letters.of Good Standing3The Following.Criteria to be Met3Part II Procedures for Processing COIDAwithin the D-BIT Payroll31 COIDA.Ceiling Rate32 Check.Actions Subject to COIDA43 Processing.COIDA Utility54 Print.COIDA/WCA Schedule75 Dynamic.SQL WCA Schedule8Printing.Schedule8 2020 . D-BIT Systems (Pty) Ltd)I
1Processing COIDA1Compensation For Occupational Injuries and Diseases1.1DisclaimerThe purpose of this document is to show how the current legislation is implemented in the PayrollWindows. While we have reproduced sections of the COIDA Act to illustrate, the official Act shouldbe referred to for full/changed details on www.labour.gov.za.1.2DefinitionThe COIDA act provides for and deals with injuries, disablement, disease and death caused bywork-related activities.1.3Who Must Pay Assessment Fees?All employers who employ 1 or more part- or full-time workers must register with the CompensationFund and pay annual assessment fees.Based on Legislation in Section 80, of the Compensation for Occupational Injuries and DiseasesActApplies to:· all employers; and· casual and full-time workers who, as a result of a workplace accident or work-relateddisease:· are injured, disabled, or killed; or· become ill.This excludes · workers who are totally or partially disabled for less than 3 days;· domestic workers;· anyone receiving military training;· members of –· the South African National Defence Force, or· the South African Police Service;· any worker guilty of wilful misconduct, unless they are seriously disabled or killed;· anyone employed outside the RSA for 12 or more continuous months; and· workers working mainly outside the RSA and only temporarily employed in the RSA.1.4Calculation of Assessment FeesBefore 31 March each year, all employers (including contractors) must submit a statement ofearnings paid to all their workers from the beginning of March to the end of February.The annual assessment fee is calculated on workers’ earnings and an assessment tariff based onthe risks associated with the type of work being done.Based on Legislation in Section 82, of the Compensation for Occupational Injuries and DiseasesAct 2020 . D-BIT Systems (Pty) Ltd)
Compensation For Occupational Injuries and Diseases1.52Earnings to be Included for CalculationEarnings are ALL payments made 'Regularly', before any deductions, whether in money or kind, toemployees.The following lists are not exhaustive, but are intended only to highlight remuneration items for whichthere may be some doubt as to their inclusion or exclusion.1.5.1IncludedGross earnings before any deductions.····Overtime of a 'Regular' nature (not intermittent or irregular overtime).Bonuses of any kind, including incentive and annual bonuses.Commission, even though the amount may vary from month to month.The cash value of food and quarters supplied to employee's as part of a remuneration package.Cash value of 'Fringe Benefits' such as:Company CarsFree Accommodation at reduced rate etc· Travel and other allowances paid regularly as part of a package.· Where an employee is remunerated in accordance with a package of benefits, all terms formingpart of the package, other than employer contributions such as medical aid contributions.· Earnings/Drawings paid to 'Working' Directors of a Company or Members of a CloseCorporation. Also attach this with their names, ID numbers and addresses.1.5.2Excluded·····Payments of a reimbursive nature.Overtime worked occasionally.Payments for specific non-recurring tasks which do not form part of an employees normal duties.Ex Gratia payments.Intangible fringe benefits such as the taxable portion of medical aid/pension contributions madeby the employer etc.· Payments to cover special expenses such as subsistence and travelling costs, luch and costs forbusiness meetings.· Travel and other allowance paid occasionally.· If a director/members remuneration is profit sharing, the director/member is not an employee interms of the act.1.6FormulaAssessment fee total workers’ pay 100 x assessment tariff.Based on legislation in Section 83, of the Compensation for Occupational Injuries and DiseasesAct1.7Incentives for online submissions, effective 1 April 2013In order to motivate employers to register on the website and speed up the assessment and paymentprocess, and incentive has been granted to employers so that they receive a benefit for using theROE website. These incentives have been granted by the Director-General of labour and areapplicable for the 2013/2013 financial year. 2020 . D-BIT Systems (Pty) Ltd)
31.7.1Processing COIDAThe Incentives will Constitute the FollowingEmployer processed their ROE via the website:Pay within 30 days - 10% discount on assessment valuePay within 60 days - 5% discount on assessment valuePay within 90 days - 2% discount on assessment value1.8Letters of Good StandingThe department of labour has issued an important notice to all its COIDA registered employers andemerging employers regarding the criteria for the issuing of the letters of good standing effectivefrom 1 January 2013.1.8.1The Following Criteria to be Met1.2.3.4.2The employer must be registered with the fund as per section 80 of the COID act.The employer must have submitted all returns of earnings as per section 82 of the COID act.The employer must be fully assessed as per section 83 of the COID act.Employer must have paid/settled all outstanding debt as per section 86 of the COID act.Procedures for Processing COIDA within the D-BITPayrollThis section covers the processing of COIDA.2.1COIDA Ceiling RateThe current rate to be used:v Ceiling rate March 2019 to Feb 2020 458,520v Ceiling rate March 2020 to Feb 2021 To be announcedThis is Statutory and when the ceiling limits are changed D-BIT Systems makes the necessarychanges and updates their Website accordingly.COIDA Table is Set to the Correct LimitTo check that you have the latest web update.In D-BIT Payroll Go to- File (top left hand corner)- Tools- Table Editor- Click on StatRule tab Use down arrow and click on ZWCA- Table will be displayed- Check Limit. 2020 . D-BIT Systems (Pty) Ltd)
Procedures for Processing COIDA within the D-BIT Payroll4Select Tools.Select Table Editor.Click on StatRule Tab.Use down arrow and click on ZWCA, the table will be displayed on the right.Check the VALUE column has the correct Limit for the tax year.2.2Check Actions Subject to COIDAIn order for COIDA calculation to be correct, it is essential that Actions that should apply to COIDAare ticked on the 'Rules' tab 'Subject to COIDA'.1. Print out 'System Action Listing Report', from 'Reports- Configuration reports- System ActionListing.2. To correct actions that have not been ticked on for COIDA .3. Check COIDA Annual Limit.2. COIDA (Compensation for Occupational Injuries and Diseases Act) correctly ticked onactionsGo through all actions that should be applicable to COIDA by following this procedure.Select- Maintenance- Payroll Maintenance - Action Maintenance - Use Finder and double clickon action - Click on Rule Tab - Subject to COIDA tick on.Select 'Maintenance'. 2020 . D-BIT Systems (Pty) Ltd)
5Processing COIDASelect 'Payroll Maintenance'.Select 'Action Maintenance'.Select 'Rules' tab on applicable action.Check If 'Subject to COIDA' is Ticked ON.2.3Processing COIDA UtilityNB: As long as you have updated your programs as instructed in Section 'Download of LatestProgram Update', you can proceed to calculate COIDA information, as the Tables with the currentrate to calculate COIDA would have been updated and should have been checked under Section'Check Earnings Actions if Applicable for COIDA'.This procedure re-calculates COIDA earnings and can be re-run at any time if some earnings onactions were not ticked on as being 'Subject to COIDA' prior to runnimg the final run of the TaxYear.Go to- Processing- COIDA- Double click on 'COIDA Utility'- A COIDA Re-calculation utility willbe displayed- Enter Tax Year to Balance and Country- Click on Re-Calculate COIDA Eranings System will start the process- Screen will be displayed to say COIDA Earnings have successfullybeen re-calculated- Click OK- COIDA Utlity Log will be displayed- Print.Select 'Processing'. 2020 . D-BIT Systems (Pty) Ltd)
Procedures for Processing COIDA within the D-BIT Payroll6Select on 'COIDA'.Select 'COIDA Utility'.The following Utilities screen will be displayed.Enter 'Tax Year', 'Country'Tick On - Generate Actual Earnings by Month spreadsheet.Tick On - Generate sumarized WCA earnings report?.Tick On - Include detailed earnings for each employeeClick on 'Recalculate COIDA Earnings' once the system has recalculated the following screen willbe displayed.Click 'OK' and the following COIDA Utility Log will be displayed. 2020 . D-BIT Systems (Pty) Ltd)
7Processing COIDAPrint Utility Log.NB: THIS IS NOT THE COIDA REPORT BUT DISPLAYS THE EARNINGS USED BYEMPLOYEE.An excel spreadsheet will also be printed giving the totals per month.2.4Print COIDA/WCA ScheduleGo to- Processing- Tax Year End- Click on Print WCA Schedule- Select Tax Authority for whichCOIDA is being printed.Select 'Processing'.Select on 'COIDA'. 2020 . D-BIT Systems (Pty) Ltd)
Procedures for Processing COIDA within the D-BIT Payroll8Select 'WCA Schedule'.The following screen will be displayed.Enter 'Tax Authority' for which COIDA is being printed and click on 'Print'. The report for COIDAwill now be displayed.2.5Dynamic SQL WCA ScheduleIn order to print this report, please ensure:· You or your IT specialists have linked the client database in pervasive control centre.· The COIDA Utility has been run.2.5.1Printing ScheduleSelect 'Enquiry'.Select 'Dynamic SQL'. 2020 . D-BIT Systems (Pty) Ltd)
9Processing COIDASelect 'Year To Date'.Click on 'WCA Schedule' to execute the report.Below is an example of the report that may be printed OR converted to an Excel Spreadsheet.To convert to Excel click on thebutton. Please be patient as it may take time if you have a largedatabase.Upon clicking the excel button the following screen will be displayed.Select/Browse where you wish to save the excel spreadsheet.The system will then process the conversion, and when complete the excel spreadsheet will bedisplayed. 2020 . D-BIT Systems (Pty) Ltd)
Free Accommodation at reduced rate etc · Travel and other allowances paid regularly as part of a package. · Where an employee is remunerated in accordance with a package of benefits, all terms forming part of the package, other than employer contributions such as medical aid contributions. · Earnings/Drawings paid to 'Working' Directors of a Company or Members of a Close Corporation. Also .
