UIF System Information

A drop down menu lists the following options:

• Active,
• Maternity Leave,
• Illness Leave, and
• Seasonal Worker.

The purpose of this field is to export the UIF Employment Status in the UIF Submission File to indicate to UIF whether an employee is on Maternity Leave, Illness Leave or a Seasonal Worker. This will mean that he/she is not at work due to one of these reasons and that he/she might claim from UIF.

The Status field does not influence the Employee Contribution that is made to UIF. Contributions towards UIF can still be made even though the employee is on Maternity or Illness Leave (fully or partially paid, or not at all), or a Seasonal Worker (most unlikely). It is the value paid to the employee during the time of absence that will determine whether the employee can claim UIF or not.

When an employee is terminated, the system will allocate the Inactive status.

The UIF Start Date field will default to the Date Engaged for all Active employees.

If the Status has been changed to Maternity, Illness or Seasonal Worker, the following Date fields become mandatory:

• UIF End Date, and
• UIF Start Date.

The UIF End Date indicates the last date that the employee is Active for UIF purposes.

The UIF Start Date will be used once the employee returns to work and the UIF Employment Status is changed back to Active. When the Employment Status is changed back to Active, the UIF End Date field will be cleared.

The UIF History fields will retain sets of History Transactions, reflecting:

• Employment Status,
• UIF End Date, and
• UIF Start Date.

A History Transaction will be written during a Start of Period, if the Current Period UIF Employment Status on this screen differs from the detail reflected on the latest history transaction.

It is advisable to click on the <Guidelines> button.

This will open a comprehensive document containing all the details regarding how to use the fields on this screen, how these fields influence the UIF Submission File as well as the claiming process.

In Non-monthly companies, the UIF Period Limits are based on a Month-To-Date calculation.

The Weeks in Month value is used to calculate the Period Limit which in turn is used to calculate the UIF Contributions, and the values on the UIF Submission Report and the EMP201 Report.

When adding a new employee, the UIF Employment Status will default to Active and the Date Engaged will automatically be used as the UIF Start Date.

For Non-Monthly Companies:

Irrespective of when an employee is engaged in the month, the pro-rata Monthly Limit used will give the employee the benefit for the full month.

If an employee is terminated with any termination reason other than Transferred, then all fields on the UIF Employment Status Screen will be frozen and the Status will reflect as Inactive.

If an employee is terminated with Transferred as the Termination Reason, a Screen Question will be displayed:

• If <Yes> is selected, the Termination Date will be written to the Transfer Termination Date field on the UIF Employment Status Screen and the Status will reflect as Inactive.
• If <No> is selected, the Termination Date will not reflect in this field and even though the UIF Submission File will reflect that the employee is still Active, the UIF Employment Status Screen will reflect the Status as Inactive. This option is selected when an employee is terminated for Tax purposes, but is still in the service of the company, with the same UIF Registration Number.

Employees Terminated via the Bulk Termination facility with the Termination Reason of Transferred, will be terminated for UIF purposes. This date can be removed manually from the UIF Employment Status Screen if necessary.

For Non-Monthly Companies:

Irrespective of when an employee is terminated in the month, the pro-rata Monthly Limit used will give the employee the benefit for the full month.

When Transfer Without YTD’s is selected, a Tick Box will be displayed next to the Enter Termination Date: Terminate employee(s) for UIF purposes?”

An employee should be terminated for UIF purposes if the UIF Registration Number differs in the From and the To company. If the Registration Number is the same in both companies, then the employee should not be terminated for UIF purposes.

The message at the bottom of this screen will remind you to check the UIF Start and End Dates in the From and To companies.

For Non-Monthly Companies:

If an employee is transferred without YTD values (Terminated) from one company to another in the middle of a month, the employee will receive the UIF benefit for the full month in the company transferred out of AND in the company transferred to (New Engagement).

A System Generated Memo will be created if the UIF Start Date for an employee falls within the current pay period.

A <UIF Calc> button is available on the Tax Screen.

When one clicks on this button, the UIF Detail Screen will be opened. This screen contains the:

• UIF Remuneration Components,
• UIF Deduction for this Period, and
• UIF Company Contribution for this Period.

This button will only be displayed if there are UIF Deductions or Company Contributions for the employee in the Current Pay Period. If Stop Further Entry is on for the company or Forced Pay or Early Pay has been activated for the employee, then the <UIF Calc> button will not display.

The UIF Detail Screen is a Current Pay Period calculation and not a Month-to-date or Year-to-date calculation.

A Print Screen can be made of this screen.

Summary of the UIF Calculation

• UIF Remuneration: The total of the remuneration items included for the current period.
• UIF Limit: Defaults from the Basic Company Information Screen.
• UIF Remuneration Used: If the Remuneration is more than the limit only the limit will be used. If the Remuneration is less than the limit then the Remuneration value will be used.
• UIF Percentage: Defaults from the Basic Company Information Screen.
• UIF Amount: This reflects the values in the Fixed column on the UIF Deduction or Company Contribution Line.
• UIF Adjustment: The value in the current period, on the UIF Deduction or Company Contribution line in the Amount column. This heading will only be visible when an adjustment has been made in the current period.
• UIF Amount (Incl. Adjustment): This will reflect the total value on the UIF Deduction or Company contribution line for the period. It might be zero if the adjustment is equal to the Period calculation * -1. If no adjustment is made this field should not display.

For Non-Monthly Companies:

This screen will display the Month-To-Date (MTD+) values for UIF Remuneration, UIF Limit and UIF Remuneration Used.

Take note of the following message on the UIF Submission File Creation Screen:

“Review the UIF Employment Status and UIF Start Date on the Statutory Details Tab for Employees on Maternity Leave, Illness Leave and for Seasonal Workers”.

For Non-Monthly Companies:

The UIF Contributions in the UIF Submission File, per employee, may not exceed the Monthly Earnings Limit.

Leave Pay

If Leave Pay is activated and it runs over more than one month, it can result in the MTD+ UIF Remuneration, calculated in the Pay Period during which LP is activated, exceeding the UIF Limit for the month.

In this scenario, only the maximum value will be declared in the UIF Submission File, the remainder will be carried over to the next month’s submission.

This will result in a difference between the actual UIF Contributions deducted in a month (reflected on the EMP201) and the values reflected in the UIF Submission File.

All employees that fall into this category will have an asterix (*) next to their contributions and an explanation follows at the bottom of the Submission Report.