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.

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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.

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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.