# Bi-annuals - terminology and FAQ's

## What is the Bi-Annual submission, and what terms do I need to look out for?

### Employer Responsibility

While Agrigistics automates much of the process, the employer is ultimately responsible for ensuring the accuracy and timely submission of all data. Double-check entries, payments, and submissions to avoid discrepancies and penalties.

### **Key Submission Periods**

• **End of August:** Consolidate data for the period from March to August

**• End of February:** Finalise the tax year by closing off data for the period from March to February

On the Agrigistics portal you will receive real time notifications for all bi-annual filing due dates:

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FkiRG2iqnHw46ovKBr9Wh%2Fimage.png?alt=media&#x26;token=e1568d95-8784-479a-9d87-12472f46866f" alt=""><figcaption><p>Example of filing deadline notification</p></figcaption></figure>

### **EMP501**

The Employer Reconciliation Declaration (EMP501) consolidates an employer's PAYE, UIF, and SDL obligations for all their employees during the tax year or bi-annual filing period. Essentially, it serves as a summary of all EMP201 submissions for that specific period, and, like the EMP201, includes information about the Employment Tax Incentive (ETI).

### **Tax Certificates (IRP5/IT3a)**

Tax certificates serve as an official record of an employee's financial activities over a set period, capturing their income, deductions, and benefits.

### **Types of Certificates**

**IRP5s:** Issued for employees **with** PAYE deductions.

**IT3(a):** For employees **without** PAYE deductions.

### **Issuing Certificates**

It's mandatory for employers to provide these tax certificates to their employees. A printable tax certificate will only be generated by e\@syfile in the case that a final certificate has been issued for an employee.

A final certificate is only issued either at year end, or when an employee is terminated prior to year end.

### Tax Certificate Downloads and Validations

Agrigistics simplifies the EMP501 and IRP5 filing process through built-in health checks, validation tools, and a structured approach to final file downloads.

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FOjDbFm7QkcVRPvHKxQl0%2Fbi-annual%20filing%20month.png?alt=media&#x26;token=d2d6e4ef-bb42-4632-bde1-691e2a3f92da" alt=""><figcaption><p>Bi-annual filing</p></figcaption></figure>

1. Filing Period Reports
   * In February and August of each financial year, you will have access to additional reports: **EMP501** and **IRP5**
2. Error and Validation Checks - If there are any validation issues with your IRP5 or EMP501 documents, an error message will appear.
   1. Click on the error to view a detailed list of issues that must be resolved before you can proceed.
3. File Download Restrictions - If errors are present during the filing period (February or August), you will not be able to download the EMP501 or IRP5 files. All validation issues must be resolved first.
4. IRP5 Validation Zip File - The IRP5 validation tool provides a ZIP file containing multiple Excel sheets. These files offer a detailed summary of all validation errors.

### Error and Validation Checks

During a **biannual filing period**—either **February** or **August**—any outstanding **errors or validation issues** will prevent you from downloading your **IRP5** or **EMP501** files.

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2Fd5KiBYnJwqdgffCKgPPH%2Fimage.png?alt=media&#x26;token=bb6a482f-9c91-4202-8fd3-52e5ef98fe1f" alt="" width="202"><figcaption><p>Filing validation errors, warnings and information messages</p></figcaption></figure>

1. Click the **Error** button (Step 2: in the previous section) to view a full list of all issues identified during the validation process.
2. The system will display messages grouped into four categories:
   * **Errors** - will prevent you from downloading the tax certificates
   * **Warnings** - are not blocking, but it is good practice to address them where possible.
   * **Information** - are for reference only and require no action.
   * **Success** - confirm that the relevant sections are correctly completed—no further action is needed.

{% hint style="danger" %}
These critical errors must be resolved, and they are flagged in the validation file for review. For **active period** and **tax code** issues, manual intervention will be needed by contacting Agrigistics Support (<support@agrigistics.co.za>) will be required.
{% endhint %}

### IRP5 Validation Zip File

After the validation checks, download the IRP5 Validation Zip File. This file provides a comprehensive summary of errors and warnings for you to review before final submission.

This file contains:

1. A detailed report of all critical errors and warnings.
2. A human-readable breakdown of the Employee Reconciliation File.
3. A filtered list of employees with outstanding information issues.

{% hint style="success" %}
Carefully review this file and resolve any critical errors, such as missing employee information, active period or tax code discrepancies, before proceeding. Warnings do not require immediate action, but it’s important to be aware of them.
{% endhint %}

### Reconciliation File Download

Agrigistics’ built-in validation tools minimise the chance of submission errors. If any unexpected issues arise, please contact support for assistance.

{% hint style="warning" %}
[**Take-on Balances**](https://help.agrigistics.co.za/modules/payroll/filing/take-on-balances)

It is the client’s responsibility to inform Agrigistics about required [**take-on balances**](https://help.agrigistics.co.za/modules/payroll/filing/take-on-balances) and ensure their timely submission. These balances are essential, as they directly influence the generated files.&#x20;

Delays in submitting this information will result in errors or discrepancies during the reconciliation process.
{% endhint %}

Navigate to [Payroll / Filing](https://app.agrigistics.co.za/#/payroll/filing):

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FXGu7s1tmaOGjs82zhjBq%2Ffiling%20download.png?alt=media&#x26;token=da4aac14-6961-4241-afef-67a102e9aa2d" alt=""><figcaption><p>Download reconciliation file</p></figcaption></figure>

1. If the filing season is open and files need to be requested, you will see a **notification banner** at the top of the screen showing a **countdown to the submission deadline**.
2. Select the specific **legal entity** for which you want to download the reconciliation file.
3. Select the relevant **financial year**.
   * If the financial year has already ended, navigate **back one year** to download the filing documents for **February**.
4. Navigate to the correct **filing month**, either **August** or **February**.
5. If there are any **errors** present for the selected filing month, you will **not** be able to download the **EMP501** or **IRP5** documents.
   * Please refer to the [#tax-certificate-downloads-and-validations](#tax-certificate-downloads-and-validations "mention") section above to resolve these issues before proceeding.
6. If there are **no errors**, you can proceed to download the **IRP5** and **EMP501** documents.

{% hint style="danger" %}
Once downloaded do **NOT** open this file as it can change the formatting of the file. To view the information in the file refer to the [validation file](#irp5-validation-zip-file) that has been downloaded.
{% endhint %}

### **Helpful Tools and Resources for Filing**

Embarking on the filing process can seem daunting, but with the right tools and resources, it becomes more manageable. Here's a selection of aids to facilitate your experience:

### **SARS Employer Guide**

A [comprehensive guide provided by SARS](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFile-G001-easyFile-Employer-User-Guide-External-Guide.pdf) to navigate the e\@syFile system. It offers step-by-step instructions, making the reconciliation and submission processes smoother.

### **Video Tutorial on EMP501 Submission**

For those who prefer visual guidance, this [video tutorial](https://www.youtube.com/watch?v=i95muVWhOQg) walks you through the EMP501 submission process, offering practical tips along the way.