To run the Tax Year End Data Validation and Preprocess:You create tax certificates at tax year-end or after employee termination, or as otherwise directed by SARS.
When you run this process, Oracle HRMS checks the validity of your tax year-end data and reports errors and warnings, if any, in the Tax Year End Data Validation report. You can then fix these errors and warnings before rerunning the process. You can rerun the process as often as required to verify that all errors and warnings have been fixed.
Oracle HRMS then starts the Tax Certificate Preprocess automatically. This process archives the data necessary to produce the tax certificates. The Tax Certificate Preprocess only runs if the Tax Year End Data Validation report contains no errors (unless you have specified that this is a test run, when the process runs even if there are errors).
The Tax Year End Validation Report initiates the Tax Certificate Preprocess based on whether errors are identified and also based on the value of the Test Run parameter.
Note: If you set the Test Run parameter to No, then the application does not initiate the Tax Certificate Preprocess until there are no errors reported in the Tax Year End Data Validation Report. If you set the Test Run parameter to Yes, then the application initiates the Tax Certificate Preprocess irrespective of whether errors are reported in the Tax Year End Data Validation Report.
Caution: The Test Run parameter is only an indicator of whether the Tax Certificate Preprocess needs to be initiated or not. You cannot use this parameter to indicate to SARS whether the Electronic Tax File is a test or final file.
The Tax Certificate Preprocess initiates the Create Tax Year End exception log. The application populates this log while the Tax Certificate Preprocess runs, simultaneously adding errors as they are encountered. Note that errors identified in the Create Tax Year End exception log do not cause the Tax Certificate Preprocess to fail. Therefore, you must always check the log file for errors before running the IRP5, IT3(a) and other TYE processes.
You run this process from the Submit Requests window.
To run the Tax Year End Data Validation and Preprocess:In the Name field, select Tax Year End Data Validation and Preprocess.
In the Parameters window, select the legal entity.
Select the tax year.
Select the Period of Reconciliation.
Select the Certificate type:
ITREG - When you select the "ITREG" value for the Tax Year End Data Validation and Preprocess, a number of new / amended validations are processed to ensure, for example, that data NOT required for an ITREG "certificate" is not reported as an error if it is missing.
Note: SARS does not yet cater for the upload of ITREG Files.
Normal - If you select the "Normal" value, then the application produces IRP5's and IT3(a)'s in the normal manner.
Select the name of the payroll.
Select an assignment set, if required.
Select the employee name if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Specify if this is a test run:
If you select No, the Tax Certificate Preprocess will only run if the Tax Year End Data Validation report identified no errors.
If you select Yes, the Tax Certificate Preprocess will run whether or not the Tax Year End Data Validation report identified any errors.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Indicate whether you want to generate a combined certificate or separate certificates. If you select Yes, then Oracle HRMS generates the combined certificate when the total income codes does not exceed 13 and a maximum of 3 lump sum directives for each certificate. For the remaining lump sum directives, if these exist after combining with the Main Certificates, then the application generates separate certificate for each of 3 lump sum directives. The application merges the same type of certificate with another. For example, the certificate IRP5 is merged with another certificate IRP5 and IT3A is merged with IT3A. The application reports SDL only on the Main Certificate for the total income.
Click the Submit button.
You can now check the results of the report created.
To run the Tax Year End Data Validation and Preprocess (Pre Tax Year 2010):In the Name field, select Tax Year End Data Validation and Preprocess (Pre Tax Year 2010)..
In the Parameters window, select the name of the payroll.
Select the tax year.
Select an assignment set, if required.
Select the employee name if you are creating just one tax certificate. Do this if an employee has been terminated or has mislaid their tax certificate.
Specify if this is a test run:
If you select No, the Tax Certificate Preprocess will only run if the Tax Year End Data Validation report identified no errors.
If you select Yes, the Tax Certificate Preprocess will run whether or not the Tax Year End Data Validation report identified any errors.
Determine the sort order for the report. You can sort by location, organization, employee name, employment number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.
You can now check the results of the report created.
To view the Create Tax Year End exception log
Click View.
Select the Requests option.
Select the Find option.
Search for and select the relevant Create Tax Year End exception log process.
Click the View Log option.
To view the Create Tax Year End exception log (Pre Tax Year End 2010)
Click View.
Select the Requests option.
Select the Find option.
Search for and select the relevant Create Tax Year End exception log process.
Click the View Log option.
Reissuing and Correcting Tax Certificates
You must rerun the Tax Year End Data Validation and Preprocess if:
Errors were found in a tax certificate that you have issued to an employee. After you have fixed the errors, running the process enables you to reissue another certificate with a new number.
Errors were found in a tax certificate that you have not yet issued to an employee. After you have fixed the errors, running the process enables you to create another certificate that has the same tax certificate number.
Rolling Back the Tax Certificate Preprocess
If you have detected errors with the tax certificates before submission to SARS, you can either roll back and resubmit the process or retry the process. This process resets the generation number on the tape.
You run the rollback from the Submit Requests window.
To roll back the Tax Certificate Preprocess:In the Name field, select Rollback.
In the Parameters window, select the magnetic transfer that you want to rollback and select the assignment set.
Choose the Submit button.
To retry the Tax Certificate Preprocess:Mark the Tax Certificate Process or specific assignments for retry.
In the Name field, select Retry Payroll Process.
Enter the Parameters field to open the Parameters window.
Select in the Payroll Process field the magnetic transfer that you want to retry.
Choose the Submit button.
This process resets the generation number on the tape.
You use the Interim Tax Year End Data Validation Report concurrent program to run the tax validation reports any time of the year. This helps you identify data errors and rectify them prior to the Tax Year End. Note that this concurrent program does not submit the Preprocess.
To run the Interim Tax Year End Data Validation Report:
Select the payroll.
Enter the tax year.
Select the assignment set.
Select the employee.
Determine the sort order for the report. You can sort by employee name, employee number, or assignment number. If you leave these fields blank, the report is sorted by employee number within the legal entity.
Click the Submit button.