Don’t Forget Your End of Year Payroll Procedures

Before you process your first pay of 2014, please remember to carry out the End of Year Rollover which includes:

• Repairing and backing up your payroll data for 2013
• Clearing your Year to Date totals for 2013
• Clearing leave totals as appropriate

Make sure to contact your payroll software supplier to get instructions on how to do this using the software.

PayMaker users can follow the steps below:

• Process your last pay for 2013
• Repair your data files in case data files have been electronically corrupted in any way (Leaving your data in an unstable state can lead to data loss)
• Create a backup copy of your payroll data files. Make a separate copy that contains 2013 data.  
• Clear Year-To-Date totals for calendar year (and financial year if appropriate)
• Clear Leave Totals as appropriate

You must carry out the End of Year procedures in the correct order to ensure that 2013 records are accurate as per the FRCA’s requirements. Our trained staff can do this for you at your office (or remotely if you are outside Suva)

For PayMaker customers: Please email us at payroll@standss.com.fj or call us on 330 4554 to schedule your End of Year Service and Upgrade.

Standss is now on Facebook

Get the latest information on payroll changes that affect Fiji employers and employees on our Facebook page. Simply visit our Facebook page and LIKE it to get regular updates on your Facebook newsfeeds.

Looking for a Payroll software that is Tax Compliant? Contact us now: Ph: +(679) 330 4554 Fax: +(679) 330 4864 Email: payroll@standss.com.fj http://www.standss.com.fj

MAJOR changes to Payroll Processing for ALL EMPLOYERS

The Fiji Government has again made major changes to how payroll is to be processed from 2014. 

While the tax rates have not changed, the method of calculation has now changed significantly.

The new method of calculation was gazetted on Friday November 22nd 2013.

These changes are to further streamline the implementation of the PAYE as Final Tax which was introduced in 2013.

If you are a PayMaker user, you do not need to worry. PayMaker is currently being updated and will be fully compliant. We will provide you with more information as part of the End of Year Service.

This change is mandatory and all  payroll software vendors will be required to incorporate this new PAYE formula and have the software tested and certified by FRCA.

If your company is not using PayMaker, you need to ensure that your provider is implementing these changes so you are tax compliant in 2014. Employers who do not comply too the tax requirements can be charged large fines and penalties

Looking for a Payroll software that is Tax Compliant? Contact us now: Ph: +(679) 330 4554 Fax: +(679) 330 4864 Email: payroll@standss.com.fj http://www.standss.com.fj

Standss is now on Facebook  

Get the latest information on payroll changes that affect Fiji employers and employees on our Facebook page. Simply visit our Facebook page and LIKE it to get regular updates on your Facebook newsfeeds.

New FNPF and FRCA Joint Identity Card, Why you need it and How to get it?

Firstly I will start by saying that this is a great initiative by FNPF and FRCA to collaborate and provide its members and customers with a better service experience.

Why do you need the Joint Identity Card?

How many times have you:

• Lost/misplaced your TIN letter spending hours trying to find it or visiting the FRCA office to get a new one printed for a fee.
• Forgot to take your TIN letter with you to the Bank or LTA causing delay in getting the work done.

Having the new FNPF and FRCA joint Identity card will make it so much more convenient as you can easily carry it around with you (like your ATM/Credit card, Driver’s license etc) thus overcoming both inconvenience identified above.

Even better, new members will no longer be required to visit both institutions to register for their FNPF membership or Taxpayer number. You can now visit either (FNPF or FRCA) to register for your Tax Identification Number (TIN) or FNPF membership.

All employers will be required to have their employee’s obtain an ID card and update it on their payroll systems. Details of how to get the new ID card are below.

How to get the Joint Identity Card?

The rollout of the Joint ID card has already started from August. The rollout is undergoing in phases and the new card is being issued to all members around Suva first followed by the rest of the country.

Here is how to obtain your joint ID card:

1. You can get a copy of the Joint Card Registration Form from FRCA website. You will be required to fill this form to register and obtain a new FRCA/FNPF Identification (ID) card.
2. You will also need to submit a full extract of Birth Certificate, which has the birth registration number. Birth certificates that were issued prior to 2000, do not contain this
3. Submission of the FNPF card.
4. In the absence of the above, a photo ID such as the Electronic Voter Registration (EVR) card, Driving License, Passport, employee ID. The photo must be easily recognizable as a true likeness of the person.

Once you have the form filled with the other documents, you can visit the FNPF head office to submit your form and wait for the new ID card.

I hope you find this information useful.

To receive latest news and updates regarding payroll in Fiji, you can:

1. Like our Standss Fiji Payroll Facebook page or
2. Subscribe to our blog by filling the form on the right side pane and receive updates via email.

EMPLOYERS need to ensure that ALL EMPLOYEES fill in Employee Tax Code Declaration forms

The (compulsory) Employee Tax Code Declaration Form was introduced from 2013 as a result of PAYE as Final Tax. Here are the main points that all employers need to be aware of.

1. The Employee Tax Code Declaration form is a simple one page form that each employee has to fill. The main purpose of the form is to declare whether this is the employee’s primary or secondary employment.
   
   The form can be downloaded from FRCA’s website. Alternatively you can email us at payroll@standss.com.fj or call our payroll team on 3304554 for more information.


2. What is Primary and Secondary Employment?
   
   “P” is the code for primary employment which means you have only one employment or this is your primary employment.
   “S” is the code for secondary employment which means this is not your primary employment but your second employment or other employment.
   
   Each employee can only have one Primary income. It is the employee’s responsibility to ensure that they only tick Primary income at one place of employment.


3. EMPLOYERS must get ALL their employees to fill in this form.


4. EMPLOYERS must keep the completed signed originals of the forms filed safely. The completed forms do not need to be submitted to FRCA. However the file copy will need to be made available to FRCA should they wish to see it.


5. The rate at which the employer calculates PAYE for the employee is dependent on what the employee fills in on this form. Primary employment will have PAYE calculated according to the tax tables. Secondary employment (or if the employee does not fill in a Employee Tax Code Declaration Form) should have PAYE calculated at the maximum tax rate (currently 20%).

Have you provided all your employees the Tax Code Declaration form?

If you need a copy of the Employee Tax Code Declaration form or have any further queries, you can contact us on 3304554 or email us at payroll@standss.com.fj

I hope you find this information useful.

To receive more latest news and updates regarding payroll in Fiji, you can:
1. Like our Standss Fiji Payroll Facebook page or
2. Subscribe to our blog by filling the form on the right side pane and receive updates via email.

PayMaker Fiji Payroll Software Approved by FRCA

FRCA (Fiji Revenue & Customs Authority) has a new requirement that your payroll system is tested and approved by them. Over the last few weeks several customers have enquired if PayMaker has been certified.

The short answer is YES!

We worked closely with the PAYE section of FRCA at the end of 2012 and early 2013 to ensure that PayMaker does all calculations as per their formulas.

PayMaker also generates the Monthly Employee Schedule electronic file that all employers now have to submit to FRCA on a monthly basis. The format of our files have also been tested by FRCA and meet their specifications.

We have approximately 300 customers who have successfully submitted their electronic files using PayMaker to FRCA so far.

looking for a Payroll Software designed in Fiji for Fiji businesses?

Call us on 3304554 today for a free demo! OR email us at payroll@standss.com.fj

How to submit your PAYE Employee Monthly Summary File, Report & Payment

As per FRCA requirements for the year 2013, all employers are now required to:

1. Send an electronic file to FCRA in a specific format which contains details of wages, PAYE deductions etc. paid to all employees (including employees who do not pay PAYE)
2. Lodge a printed report along with payment for any PAYE due.

The first electronic file for the month of January is due in 2 days (28th February).

PayMaker users who have upgraded to the latest version 4.5.90 can do both of the above from inside PayMaker.

The latest version of PayMaker has been certified by FRCA to be compliant with ALL the requirements for 2013.

Generating and Sending the Electronic File

• Start PayMaker
• On the main screen, click Reports > PAYE Monthly Report and File. PayMaker will display the following screen:

• On this screen:
• Select the "Month" from the drop-down
• Enter the Year 2013
• The Company TIN and Branch will be automatically entered (as entered in the System Setup screen)
• Sequence: The default number to use for sequence is 1. If you need to resend the file to FRCA because you have made changes in a month then you will number the second file 2 and so on. The sequence number will go back to 1 at the start of the next month.
• Click on the Folder icon. The following screen will be displayed:

• Select the folder you wish to create the file and click OK
• Click Create File.

PayMaker will create the PAYE electronic file in the location you specified above. Once the file is generated successfully, you will see the following message:

Note: The file name is based on specifications defined by FRCA. Please do not rename the file.

You can now attach the file to your email and send it to payeems@frca.org.fj or save it onto a USB flash drive and take it to the FRCA office along with the Employee Monthly Schedule and Cheque.

You can use the following text in your email if you wish:

To whom it may concern: Please find attached our PAYE electronic file for the previous month. Please send us a confirmation via email once you have received the file. Feel free to email me should you have any queries or require amendments. Regards, Payroll Officer

Lodging the Printed Report and Payment

Use the following steps to print out your Employee Monthly Schedule which needs to be submitted to FRCA with your PAYE payment before the end of the month.

• Start PayMaker
• On the main screen, click Reports > PAYE Monthly Report and File. Click on Mthly Report. This will display the report
• Click on the printer icon to print the report

The last page of the report shows the total amount of PAYE that needs to be paid. Have the report signed/dated by the appropriate person in your organization and submit it to the FRCA office along with your payment.

Stay Compliant with FRCA’s requirements with PayMaker

Thank you for using PayMaker.

The latest version of PayMaker has been certified by FRCA to be compliant with ALL the requirements for 2013.

If you have any questions, please feel free to contact us via phone or email.

If you’re not a PayMaker user yet, please contact us for FREE demo or quotation,

Email: payroll@standss.com.fj
Phone: 3304554.

Finally, enter your email address above to subscribe to our blog and stay informed of the latest changes that affect payroll processing in Fiji.

Welcome to the Fiji Payroll Blog. We have created this blog to offer information and support to users of our PayMaker Fiji Payroll software.

PayMaker is used by hundreds of Fiji businesses and we hope that you find the information in this blog useful.

Please email us at payroll@standss.com.fj if you need any information on payroll processing in Fiji.