Times Pay 8.0 IRAS 2016
Transcription
Times Pay 8.0 IRAS 2016
Times Pay 8.0 IRAS 2016 Year End User Manual Company Registration Number: 199804415D 10, Jalan Besar, #14-01, Sim Lim Tower, Singapore 208787 Tel: (65) 6295-1998 Fax: (65) 6295-0998 IRAS2016 Company Registration Number: 199804415D Contents Page PART 1 – Year End Procedures 3 1.1 1.2 1.3 1.4 4 9 21 23 23 25 29 31 1.5 Installation of Updates for TIMESPAY 8.0 Processing of Bonus Run in Year 2015 CPF Excess Refund Initialize New Year for Year 2016 1.4.1 Backing up of Database(s) 1.4.2 Initialize of New Year Processing of Previous Year Bonus (Year 2015) PART 2 – IRAS Submission 2.0 2.1 2.2 2.3 2.4 2.5 2.6 2.7 IRAS 2016 Program IRAS Settings Tax Line Setup Voluntary CPF Setup Recalculate CPF Modify IR8S IR8S Report IR8A Report 2.7.1 Review/Printing of IR8A Report 2.7.2 IR8A Checking Report 2.7.3 IR8A Checking Report Landscape Format 2.7.4 Grand Total IR8A Checking Report 2.7.5 IR8A Amendment 2.7.6 Voluntary Report 2.7.7 Pay History Report By Employee 2.8 Benefits In Kind 2.8.1 IR8A Additional Record Tab 2.8.2 Housing Tab 2.8.3 Hotel / Travel Tab 2.8.4 Others Tab 2.8.5 Remarks Tab 2.8.6 Misc Tab 2.9 Benefits In Kind Amendment 2.10 Appendix 8A 2.11 Share Options 2.12 Appendix 8B 2.13 Query 2.14 E-Submission 2.14.1 Income Tax Format 2.14.2 Crimson Logic Format 2.15 Validation & Submission Application Quick Start Guide ANNEX A – Carry Forward Leave Methods ANNEX B – Explanation of Supplementary Bonus and BONUSP ANNEX C – Bonus Method ANNEX D – Bonus Payment Option ANNEX E – Sample IR8A Form for YA2016 ANNEX F – Bonus/Allowance Excel Import ANNEX G – IRAS Acceptable Rates for Per Diem Allowances ANNEX H - Accommodation Benefits before YA2014 vs YA2015 32 34 37 38 40 41 43 45 45 50 52 53 54 56 57 58 60 62 65 65 66 66 68 70 72 75 77 78 78 84 88 92 95 96 97 98 99 104 108 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 2 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Part 1 - Year End Procedures (Payroll) Update of TP8 and Installation of IRAS 2016 (page 4) Processing of Bonus/AWS in Year 2015 (page 9) Backup of Database (page 25) Initialize New Year and Leave Carry Forward (page 27) Processing of Previous Year Bonus in Year 2016 (page 31) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 3 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.1 Installation of Updates for TIMESPAY 8.0 Key features added to this version: New January 2016 CPF Updates. **IMPORTANT!!** IRAS2016 application for yearend income tax submission. Updated Public Holidays table for the year 2016. Enhanced functionality for TimesPay 8.0 and IRAS module Installation Procedures: 1. Please ensure all PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE PAYROLL BEFORE PROCEEDING. 2. For customers using the standard payroll TIMESPAY 8.0 (TP8), please go to the following URL to download the executable file for the update: http://www.timesoftsg.com.sg/updates/payhr8/TP8-2016.exe Windows XP User For Windows XP users, the following window will prompt you when you click on the link above: Select the destination you wish to download in and click on “Save”. For convenience sake, we recommend you to download it to your DESKTOP. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 4 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Windows 7 and Above A window similar to the one shown below will prompt at the bottom half of the browser. Select “Save” and another window shown below will prompt again. Select the destination you wish to download in (we recommend to save the file to your DESKTOP) and select “Save” again. For customers that are using the customize payroll versions (ie. TIMESPAY8_CLAIM, TIMESPAY8_CURRENCY), please download the updates at the following link: http://www.timesoftsg.com.sg/updates/misc/ Alternatively you can get the links by sending an e-mail to [email protected]. When the download is completed, you should see this icon on your desktop: 3. Double click or run this icon and the following screen will appear. If the Destination Folder is correct, click on the [INSTALL] button : The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 5 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Additional Notes How to Identify your Payroll’s Installed Location? a. Look for the “TIMESPAY8” icon on your desktop. b. Right click on the icon and select “Properties”. c. Click on “Shortcut” tab. d. Look in the “Start in:” field: IMPORTANT NOTE!!! PLEASE ENSURE THE CORRECT DESTINATION FOR THE PAYROLL SYSTEM IS POINTED CORRECTLY UNDER DESTINATION FOLDER BEFORE YOU CLICK THE ‘INSTALL’ BUTTON. [PLEASE READ THE STEPS IN PAGE (4) FOR THE WALKTHROUGH] YOU MAY NEED TO CHANGE THE PATH IF YOUR PAYROLL IS NOT INSTALLED IN C:\. PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE TIMES SOFTWARE. 4. Upon clicking “INSTALL”, the application will prompt you to enter a password. Please key in the password which was sent to you via e-mail and click on “OK” to proceed. 5. If you did not receive the password, please send us an e-mail to [email protected] The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 6 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 6. The following window will prompt: Click the Yes to All button to proceed. Common Errors Encountered during Updating There are 2 reasons this error might occur: a. Someone is logged into the system when the update was performed. Please ensure all users are logged off and redo the installation. b. You do not have any access rights to install the update. Please request your system administrator to assist you in updating. Windows 7 Users This message will prompt after the installation is complete: Please select “This program installed correctly” to continue. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 7 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D How to verify that the Payroll is updated? a. Run the TIMESPAY8 application. b. At the login screen, ensure the version is at 9.7.22 IMPORTANT NOTE If you run the TIMES software application remotely and software application installed on the client’s PC but database(s) on the server, please update both the server and client’s PC. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 8 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.2 PROCESSING OF BONUS RUN IN YEAR 2015 This section is to equip the user with the knowledge of processing bonus in our system. Bonus Processing Procedures: 1. In the main menu, click on Process Payroll. 2. Select Bonus Record. 3. You will see the following screen: Lowest Priority Highest Priority 3 1.......... 2…....... 3….…… 4…….... 5…....... 6…........ 7…....... 8…....... 9.……... 10......... …11 ……….13 ….14 12…. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 9 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Item 1 Explanation Important Remarks Bonus Code: Please DO NOT use BONUSP as Select the code from the Allowance/Deduction table it’s a reserved code for Bonuses that you wish to declare as your Bonus Code. for year 2015 which are paid in the year 2016 (Please refer to For Bonus run, we recommend to use codes starting ANNEX B, Page 95 for more with BONU for example: illustration) - BONUAWS - BONU - BONUADV 2 Bonus Method: Please refer to ANNEX C, Page 96 Select the following bonus method practice by your for more details company: - By Calendar: Based on Calendar Year (Jan 2015 to Dec 2015) - By Pay Period: Based on employee’s pay group’s period (21st Dec 2014 to 20th Dec 2015) - By Calendar Periodical: Based on company financial period (July 2014 to June 2015) 3 Cut-off Bonus (Mth/Period): Example: Determines the cut off period of the bonus If your company’s bonus follows computation. the calendar year, your bonus cut off will be in December. 4 Bonus Factor: Please see screenshot below: This is to define the multiplying factor for bonus computation. If it’s set to zero, the “Bonus Factor” value specified in the “Update Employee” record are used instead. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 10 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 5. Select your “Bonus Payment By:” - New Base Salary - Base Salary - New Base Salary (Last year) - Fixed amount - New Base Salary + (NWC) - Base Salary + (NWC) - Base Salary + (NWC) Last Year - New Base Salary + (Svs pt) - Base Salary + (Svs pt) - Base Salary + (Svs pt) Last Year - New Base Salary + (MVC) - Base Salary + (MVC) - Average Paid Salary Most commonly used option. Please refer to ANNEX D, page 97 NWC = National Wage Council (Union Employees) Svs pt = Service Points. Only applicable to hotels still using this scheme. Only applicable if the company uses MVC as recurring allowance. Applies to Hourly/Daily Rated Staff 6. Bonus Amount Only use this field if you have Fixed Amount payment selected in Item 5. 7. Which Period To Pay Bonus We strongly recommend that you Select which Pay Cycle you wish to pay out the bonus use Seperately in order for our with: system to calculate the CPF contributions of the normal pay - Mid-Month Period. The bonus amount will be cycle with the bonus pay cycle. lumped into the mid-month cycle. - End-Month Period. The bonus amount will be lumped into the end-month cycle. - Seperately. The bonus amount will be seperated and placed into a cycle called Bonus Cycle. 8. Bonus Calculation By Prorate the bonus based on: - Service Month (Please refer to page 13. Item B1 for more information) - Calendar Days (Please refer to page 14. Item B2 for more information) - Working Days (Please refer to page 15. Item B3 for more information) - None (No proration) 9. Service Month Cut-Off Day For more information please This option will only appear when Service Month is refer to page 13 for Service selected in Item 8. Month Cut Off Day explanation. 10. Contribute Community Funds If you had processed the End Option to include community funds into the Bonus Cycle Month, this option will no longer or exclude it and lump the amount in End Month Cycle. be available. 11. Rounding Formula This option will round the bonus amount based on the following selection: - None (Default) - Round up to Dollar - Round down to Dollar - > 0.5 = 1 or 0.5 = 0.5 or < 0.5 = 0 - > 0.5 = 1 or <= 0.5 = 0.5 or 0 = 0 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 11 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 12. Leave Exclusion If any of the checkbox is , system will prorate the bonus amount according to the leave taken by the employees. 13. Exclude Unconfirmed Staff This option is turned on by The system will exclude all unconfirmed staff when default. processing the bonus cycle. 14. Exclude Employee Hired after and Exclude Employee Resigned After The system will exclude the staff hired after the keyed in date or resigned after a certain date. TIPS AND TRICKS: If you wish to process the payroll for a certain group of employees with specific criteria, you may use the Ad-hoc Query or Query Expert to filter the employees before proceeding with processing their Bonus. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 12 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Bonus Calculation by Methods: B1. By Service Month Hired date: 11/05/2015 Bonus factor: 1 Bonus method: By Calendar Basic Salary: $2,000 Which period Separately to pay bonus: Cut Off Bonus: 12 - 2015 The bonus will be computed as follows: (8/12) month X $2,000 =S$1,333.33 Service Month Cut Off Day: Only applicable to Service Month method only. This is to indicate the cut off day of the particular month. ‘15’ means the staff must work more than 15 calendar days or equal in the 1st month he / she joined the company. If more than 15 calendar days or equal to 15 calendar days, the service month is 1, else it is a zero month. Additional Example: For staff joined 16/08/2015, service month is 5 months. (It includes August month because counting calendar days from 16/08/2015 to 31/08/2015 is 16). Note that different months have different calendar days. Example -July, August has 31 calendar days but November has 30 calendar days. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 13 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D B2. By Calendar Day: Hired date: 11/05/2015 Bonus factor: 1 Bonus method by: Calendar Basic Salary: $2,000 Which period to pay bonus: Separately Cut Off Bonus: 12 – 2015 Exclude NPL= 3 days (You may use the “Leave Exclusion” function to further prorate the staff’s bonus if they are on NPL for more than 3 days) The bonus will be computed as follows: Total calendar days = 365 days Calculation: Actual calendar days: (21+30+31+31+30+31+30+31) - 3= 232 days 232/365 calendar days X $2000.00= S$1271.23 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 14 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D B3. Working Days Method: Hired date: 11/05/2014 Bonus factor: 1 Bonus method by: Working Days Basic Salary: $2,000 Which period to pay bonus: Separately Cut Off Bonus: 12 - 2014 NPL: 3 days Calculation: Total working days in year 2015: 22+20+22+22+21+22+23+21+22+22+21+23 = 261 days Actual working days less NPL days (3) 16+21+23+21+22+22+20+23–3 = 166 days The bonus will be computed as follows: 166/260 working day X S$2000.00 = S$1272.03 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 15 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Process Bonus by Group This section allows the users to be able to execute the Bonus Run by Groups. Processing Procedures: 1. At the “Process Bonus Record”, click on “Group” tab. 2. You can group by the below 4 types of grouping: Category Code Appraisal Code Job Grade Code Classification Code 3. Click on “Generate Record” button. 4. Key in either combination below: - Bonus Factor, Variable Bonus 1 and Variable Bonus 2 for each group or - Fix amount, Variable Bonus 1 and Variable Bonus 2 for each group. 5. Once you are done, you may proceed to process your bonus, by returning to the Bonus Parameter tab to process the bonus IMPORTANT!!! If you are not using the group setup, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the setup on the ‘Bonus parameter’ tab. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 16 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Process Bonus by Individual This section is to allow the users to be able to enter the bonus amount/ factor by Individual Staff. Processing Procedures: 1. At the “Process Bonus Record”, click on the “Individual” tab 2. (Optional) If you wish to retrieve the Bonus Factor from Update Employee, please at the option below. 3. If you do not wish to retrieve the Bonus Factor from Update Employee, please DO NOT at the above option. 4. Click on “Generate Record” 5. The system will generate the employee listing: 6. You can key in the fixed amount or change the bonus factor for each individual staff. 7. Once done, you may go back to “Bonus Parameter” tab to process your bonus. COMMONLY MADE MISTAKES If you are not using the individual setup, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the standard setup on the ‘Bonus parameter’ tab and the ‘Group’ tab. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 17 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 8. If you wish to update your entry back to “Update Employee” Bonus Factor field, you can do so by checking on the “Update Bonus Factor to Update Employee?” check box. 9. Click on “Generate Record” button to update the Bonus Factor. Updated from Individual Tab The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 18 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Update Bonus Factor This section is for the user to update the employee’s bonus factor. You can update all the bonus factor update in one single window. Once this list is updated, the system will process the bonus based on the updated bonus factor. Update Procedures: 1. At the “Process Bonus Record”, click on “Update Bonus Factor” tab. Click on “Generate Record” button to generate your employee listing. 2. The system will display all of the employee’s bonus factor in a list 3. Once you have updated the Bonus Factor, you can go back to “Bonus Parameter” tab to process your bonus. COMMONLY MADE MISTAKES If you are not using the option ‘Update Bonus Factor’, please ensure that the list is empty before you do your standard bonus run. This setup will supersede the standard setup on the ‘Bonus parameter’ tabs. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 19 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Bonus Run - Import from Excel The user has to prepare an Excel file with the format as below and save it an Excel file. (Bonus / Allowance / Deduction Amount: NO S$ sign, NO comma) 1. Once you have the excel file ready, please go to the Custom Add-On and select the “Bonus/Allowance Data Import”. a) b) c) d) Select the allowance code from the “Code” drop down option. Select the excel file from the look up button in the “Filename” field. Enter the respective column number for Employee# and Amount. For the above example, Employee# is at Column A of the Excel File and Amount is at Column B of the Excel File. Select the pay period “Bonus” and click the “Process” button. Modify Bonus cycle showing the import of the allowance. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 20 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.3 CPF EXCESS REFUND FREQUENTLY ASK QUESTION Why does the system not calculate the CPF Excess? According to the CPF Board, payroll vendors do not have the right to adjust any CPF Excess automatically from the system. Hence, we can only notify our users via report. Upon closing the December payroll, it is important for the payroll officer to view the CPF Variance Report located in Payroll Reports > Internal Reports. By viewing this report, you will know which employees have excess contributions in their CPF: If there is a value in the Employee/Employer variance, it means that you have CPF Excess in for the employee. 1. If the employee has CPF excess and you have not submitted the CPF Submission to the CPF Board, you can go to Modify Pay Record to reduce the EECPF and ERCPF manually to recover the overpaid CPF. By doing so, you can save all the hassle of submitting the CPF Refund form to the CPF Board and the IR8S Form to IRAS. 2. However, if the CPF Excess figure is too much to be recovered from the CPF of December, you will still need to submit the CPF Refund form and the IR8S form. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 21 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 3. In order to manually adjust the CPF value for the affected employee(s), first go to the Update Employee Record > Other tab. Tick the option “Change CPF/FWL/SDF?” and click on “Save” button. 4. Next, go to Modify Pay Record and click on “Recalculate” button. The Employee CPF and Employer CPF will be highlighted in blue. Amend the CPF rates accordingly. HOW TO AMEND THE CPF? Based on the example given above, the Employee Variance is $184.00 and the Employee CPF contribution of 201512 is -$1000.00. Hence, the Employee CPF should be manually adjusted to: -$1000.00 + $184.00 = -$816.00 The Employer Variance is $148.00 and the Employer CPF contribution of 201512 is $850.00. Hence, the Employer CPF should be manually adjusted to: $850.00 - $148.00 = $702.00 This is what should be reflected in the Modify Pay Record: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 22 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.4 Initialize New Year for Year 2016 Initialize New Year is a compulsory step to take during the year end period. The objective of this is feature is to: - Create the employees working calendar for the year 2016. - Creating a public holiday table for the year 2016 - Bring forward leave balances of year 2015 to year 2016. IMPORTANT NOTE!!! Initialization of New Year must be done before employees can apply leaves on the year 2016. This is an important step if you have the e-Leave system and your employees would like to plan their 2016 leaves in advance. 1.4.1 Backing Up of Database(s) Before the initialization of New Year, it is highly recommended to users to backup their database(s)/company. Backing up Procedures: 1. Before backing up the database: PLEASE ENSURE ALL USERS ARE LOGGED OUT FROM THE TIMES APPLICATION (INCLUDING E-MODULES) 2. In the login screen of TimesPay 8.0, select the company you wish to backup and click on the Diagnostic button: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 23 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 3. Click on the “Backup” button. 4. You may select the drive to backup your database by clicking on the “Folder” button. The default location is in your TP8 folder. Click on START when ready. 5. If you have more than 1 databases, repeat steps 3 to 5 for each database. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 24 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.4.2 Initialize of New Year FREQUENTLY ASKED QUESTION What does this message mean? You will only see this message when you had not initialize new year and login to period 201601 FOR CUSTOMERS WHO HAVE E-LEAVE, PLEASE ENSURE ALL THE PENDING LEAVE(S) IN THE LEAVE RECORD ARE CLEARED BEFORE YOU INITIALIZE THE NEW YEAR. Once the backing up process is complete, you may continue to initialize the New Year for the year 2016. 1. Login into the “Timespay8” program and select 201512 in the period field 2. Click on “Utility” button and select “Initialize New Year”. Please ensure you are in the year 201512 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 25 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 3. You will see the following screen: 4. Please ensure that the database year is 2016 5. Please select your rounding method of the B/F leave (Rounding formula depend on the method selected in the Leave Setup > Leave Administration > Current Leave) - If you want to round leave that will be carried forward, select Round. - If you do not want to round carry forward leave, select Not Round. - Rounding method used ‘Half (>0.5:=1 or <0.5:=0 or 0.5:=0.5) Please refer to the following for the examples on the differences of the two options. Case #1 Carry Forward Leave: 12.27 Round: 12.00 Not Round: 12.27 Case #2 Carry Forward Leave: 11.50 Round: 11.50 Not Round: 11.50 Case #3 Carry Forward Leave: 15.51 Round: 16.00 Not Round: 15.51 6. Carry forward leave methods: (Please refer to Annex A, page 92) 7. Initialize Employee’s Calendar in New Year: to initialize your employee’s working calendar in year 2016 8. Initialize Employee’s Cost Centre Allocation Table: Check to copy the Cost Centre Allocation in year 2015 to year 2016. This option should be if you have never run Initialize New Year before. 9. Click on “OK” button to start the “Initialize New Year” function. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 26 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 10. You should see the “Holiday Table” screen next. 11. In this screen, you should be able to see the Public Holidays for Year 2016 on the right side. If the Public Holiday table is blank, this indicates that your payroll is not updated. 12. Click on Proceed to Initialize to continue. 13. The initialization process will take a while especially to users with a huge database. Please do not End Task or force shut down during this period as it might corrupt the data. 14. Once the Initialize New Year process is completed, a message box will appear. Click on “OK” button to proceed. 15. An Annual Leave Carried Forward/Forfeit Report will be generated and be prompted on the screen. This report will display the total leave Carried Forward or Forfeited to Year 2016. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 27 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 16. You may print this report now or print it later by going back to the Initialize New Year function and click on the B/F Leave Report button. 17. Once this process is completed, your staff can now apply leave for the calendar year of 2016 and you can proceed with your Year 2016 payroll. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 28 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 1.5 PROCESSING OF PREVIOUS YEAR BONUS (YEAR 2015) This section covers bonuses that are paid in year 2016 but are intended for 2015 tax assessment. Processing Procedures: 1. To process a bonus, click on “Process Payroll” button and select “Bonus Record”. Please ensure you are in the year 2016 2. Your BONUSP must be selected as the Bonus Code in this case. 3. BONUSP is a reserved code for Bonus paid in 2016, but to be declared as 2015 income (According to IRAS only Contractual bonus 2015 paid in 2016 can put back to 2015, Non-contractual bonus 2015 paid in 2016 must treat as 2016 income) 2. For the Cut Off Bonus (Mth/Period), please enter as 12/2015. 3. The rest of the setting should follow chapter 1.2. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 29 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D IMPORTANT!!! You SHOULD NOT process your bonus with the BONUSP after 1st March 2016, (or before February 2016’s CPF cut off deadline by 14th March 2016). Clients are advised to use Bonus Codes that are NOT BONUSP for the bonus after 1st March 2016. These bonuses will NOT be included for the tax assessment of the year 2015. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 30 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Part 2 – IRAS Submission Upon first login, the system will bring you to this option. You must complete this setup before proceeding. Page 34 Link existing allowance / deduction codes with their respective Tax Line Page 37 Page 38 Setup Voluntary CPF contributions to Singaporeans and PRs YES Does your company have employees with Voluntary CPF? NO Page 58 Input all taxable benefits such as Accommodation, Car benefits and Pension Page 40 Page 41 YES Do any of your employees have Excess CPF? Print Displays IR8S form the NO Page 43 Do any of your employees have benefits which are taxable? YES Do any of your employees have Share Options? Submits electronic files to IRAS via IRAS website or CRIMSON LOGIC the 8B Page 75 the 8A Page 70 NO Print Displays Appendix form Displays Appendix form NO Page 72 Input the Share Options for Appendix 8B Print YES Fill up the IR8S form to declare the CPF refund caused by Excess contribution. Page 45 Page 78 The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 31 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.0 IRAS2016 Program Before proceeding further, users MUST ensure that they have the latest IRAS2016 application installed. The IRAS2016 is a separate application from the payroll. The function of this application is to enable the user(s) to yearend income tax documents (IR8A, IR8S, Appendix 8A and Appendix 8B) as well as E-Submission files for both Crimson Logic e-Submission and Income Tax Department Submission. How to run the application? 1. On your desktop, look for the “IRAS2016.exe” shortcut icon. If you cannot find the shortcut icon, please go to \\TP8 folder and look for the “IRAS2016.exe” icon. Simply select the icon and do a right hand click, select the option “Send To” and select “Desktop (create shortcut)”. 2. Double click the icon to launch the program. 3. The main login screen will be display on your screen. NOTE: The version must be 9.7.22 4. Select the company to login by doing a single left mouse click on the company code. Click on “OK” button to proceed. Please key in your payroll User ID and Password onto the Login screen. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 32 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D IMPORTANT!!! Only User(s) with full access of the payroll can login to the IRAS 2016 application. 5. Print Date is the date that will appear at the bottom of the IR8A form. 6. Click on “Login” button to login into the program. 7. If this is your first time logging in, you will be brought to the IRAS Settings screen. Please refer to the next page on how to proceed from the screen. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 33 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.1 IRAS Settings 1. Upon your first login into the IRAS 2016 application, the system will automatically link any employees with more than 1 profile for the year 2015 based on their FIN or NRIC No. 2. Once the linkage is completed, a prompt similar to the diagram to the right will appear on the screen. Click “OK” button to continue. 3. The following screen will next, be displayed on the screen. When the option is , the system will auto calculate the Residence Value when the IR8A report is generated. 4. In order to proceed further, the correct information must be keyed into the above highlighted fields. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 34 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D IMPORTANT!!! The system will prompt the following message if you fail to provide the relevant information in IRAS Settings: By clicking on “Yes”, the system will bring you back to the settings screen. If you click “No”, the IRAS 2016 application will close. You will be unable to proceed further if you did not provide the relevant information for the settings. Please refer to the following table for the description and definition of each and every field located in the Parameter Setup. - Types Of Organization : Private Sector Statutory Board MINDEF Govt Department Others UEN-LOCAL COMPANY (ROC) Company registration ID with the following format yyyynnnnnX. E.g 200312345A. UEN-BUSINESS (ROB) Company registration ID with the following format nnnnnnnnX. E.g 52912345A Payer’s ID Type : (Format yyyy = year, n = numbers, P, Q, X = alphabet) ASGD - Tax Reference number assigned by IRAS ITR - Income Tax Reference number assigned by IRAS UEN-OTHERS Company registration ID with the following format TyyPQnnnnX. E.g T08FC1234A Director fee approval date Do you have 2014 bonus that are paid in 2015 (Y/N) : (Excluding BONUSP) For 2014 Bonus paid in 2015 up to? It is default to 31st Dec 2015. You may change the date to the actual date that you know This is the non-contractual bonus declared payable in 2014 but paid in 2015. to enable this option. Note: The bonus amount will appear in a separate IR8A form (Supplementary Form). Select the cut off period where this bonus will apply. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 35 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Do you have 2015 bonus that are paid in 2016 (Y/N): (For BONUSP Only) Please tick if your Database was converted from other payroll software in year 2015 NSP Code 1 / Code 2 Authorized declaration person making the Defines the bonus that are declared in 2015 service year and paid in the following year (2016). to enable this option Important Note: When paying out this bonus in 2016, use the code: BONUSP before 1st March 2016 if your database is converted from other software. If you do not do so, the OT figures may not be captured into the form IR8A. Select the relevant National Service Pay code used in your existing database. The default code is NSP. Enter the name of the person who has the authority to confirm the information. Designation Designation of the Authorized Person making the declaration. Email address of contact person Email Address of the Authorized Person making the declaration. Important if you are using auto-inclusion scheme. TIPS AND TRICKS In the event that you wish to make changes to the settings, you can always revisit it by clicking on the IRAS Settings button in the main menu. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 36 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.2 Tax Line Setup This function enables the user to setup the correct tax line for the allowance and deduction codes which are used in the payroll system for the year 2015, so that the amounts reflect correctly on the employees’ IR8A form. Mapping Procedures: 1. Click on the “Tax Line Setup” icon. 2. A table which looks similar to the diagram below will appear on screen. Ensure that all codes are linked to their respective tax line. For more information, please refer to the sample form found in ANNEX E, Page 98. 3. Click on “Close” button and the system will prompt you to save the changes if you have made any changes. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 37 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.3 Voluntary CPF Setup This section is to setup VOLUNTARY CPF for Permanent Residents and Singaporean Citizens. Please skip this step and proceed to Chapter 2.4 (page 40) if your company does not practices contributing voluntary CPF. Voluntary CPF for Singaporeans This section is to allow the user to ensure all Voluntary Contribution (For Singaporeans only) is correctly setup in the IRAS program. 1. Click on “Voluntary CPF Setup” icon and click on “Singaporean”. 2. You will see the below screen. This setup is link directly from Update Employee > MISC Tab. 3. “Show Employees Contribute Voluntary Fund?” option allows you to filter only staff who contribute voluntary fund in the TIMESPAY8. 4. If the staff’s voluntary fund is not found in this list, you can manually “Add” the voluntary contribution by clicking on “Add” button after you select the staff. Clicking on “Add All” button will add voluntary contribution for all staff who have voluntary fund. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 38 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Voluntary CPF for Permanent Residents IMPORTANT!!! Only contributions that are not approved by the CPF Board are considered as Voluntary. Contributions that are approved by CPF board ARE NOT considered as Voluntary Contribution. 1. Click on “Voluntary CPF Setup” icon, select “PR” for Permanent Residents. 2. You will see the following screen: Example If you have employees first year PR employees which contribute graduated rate for his/her employer CPF and normal PR first year rate for his/her employee CPF, you are required to do the following settings as the additional Employer CPF is considered as voluntary CPF: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 39 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.4 Recalculate CPF This step will recalculate and recompile the CPF contributions for the year 2015. During this step, the IRAS application will breakdown the CPF into 3 different categories: Voluntary Contribution Supplementary Bonus CPF Contribution Recalculation Procedures: 1. Click on the “Recalculate CPF” icon. 2. The following screen will appear. 3. Click on “Process” button to proceed with the CPF calculation. 4. Once you are done, the program will end the process automatically. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 40 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.5 Modify IR8S This function allows the user to modify the IR8S records of individual employees. The IR8S Form is part of the return of an employee’s remuneration made by an employer under section 68(2) of the Income Tax Act (Cap. 134). What is IR8S? Form IR8S shows details of employer's and employee's CPF contributions. This form is required if: a) The CPF contributions exceeded the statutory contributions required under the CPF Act. b) The employer contributed to CPF, which is not compulsory under the CPF Act. However, this is not applicable if the employee is posted overseas as the employee’s contribution is not deductible and the employer’s contribution is not taxable. How to Modify the IR8S for CPF Excess Refund 1. If you had realize that you had a CPF excess right after you had submitted the December CPF or if the CPF excess is too huge and modifying the EECPF or ERCPF is not enough to offset the excess. You will need to fill in the CPF refund information in IR8S form. 2. In the IRAS 2016 application, go to “CPF Excess/Short” icon to check if you have any employees with Excess CPF. From this report, you can view how much of CPF Excess that the employee has for the year of 2015 by looking at the Employee Variance and Employer Variance column. 3. For instance, if the Employee has EECPF excess S$280.00 and ERCPF excess S$238.00, go to Modify IR8S > Refund Info tab to fill the information. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 41 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 4. To fill up the form, first of all look for the AW paid out which is responsible for the CPF Excess. From the above example, it is caused by the February cycle’s AW of $45,000. What if there’s an amount in the Employee or Employer Variance Column? If amount is positive – There is an excess in the CPF contribution. Need to request for a refund. If amount is negative – There is a short fall in the CPF contribution. Need to pay back the amount to CPF. 5. Once you have determine, fill in the AW amount which causes the Excess CPF in the “OW or AW Wages” column. Based on the Pay History in the previous page, the AW amount is $45,000. At the “OW or AW Wages From Date”, select 01/01/2015 and the end of the month of the CPF Excess in the “OW or AW Wages To Date”. For this example, select 28/02/2015. Under the “Employee’s Refund” and the “Employer’s Refund”, key in the amount which is taken from the CPF Excess/Short Report. Ignore the field “Employee’s Interest Refund” and “Employer’s Interest’ if not used. 6. Once you fill in the refund info accordingly, Form IR8A item (7) will reflect as NA in the amount column. 7. This is what it will look like in the IR8S Report Section C: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 42 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.6 IR8S Report This section allows the user to print IR8S report. Steps: Click on “IR8S Report” icon. 2. The below print dialog box will appear. 3. Check on the option “Print CPF Wages exceed 85,000 or Voluntary Contribution?” checkbox to view only employees that have CPF wages exceeding $85,000 or that have voluntary contribution. 4. Click on “Preview” button to view the IR8S report. Sample report could be seen at the following page. Important!!! The above records are automatically generated when you do the following: - CPF Recalculation. (Compulsory) - Print the IR8S report. (Only staff who has voluntary CPF need to have the report) In most cases, you need not modify the IR8S record manually. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 43 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Sample IR8S Form The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 44 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7 IR8A REPORT This section enables the users to generate various reports for both checking purposes and submission purposes. 2.7.1 REVIEW/PRINTING OF IR8A REPORT The following steps will enable the user to generate, view and print the IR8A reports (IR8E for electronic submission). This step is important for users still using the manual submission method this year. 1. Click on “IR8A Report” icon. Select “IR8A Report”. 2. The following print dialog box will appear. 3. If are printing your IR8A report on a pre-sealed envelope purchased from Times Software, please the “Print on pre-sealed envelope form?” box. 4. If you wish print Supplementary Forms, please () the “Print Supplementary Forms Only (if applicable)?” box. 5. By the “To print IR8E Heading?” option, the header will display FORM IR8E instead of FORM IR8A. Please note that if you are doing manual submission, this option must be untick. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 45 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 6. “Print Employee Number on IR8A Form” allow you to print the employee number on IR8A form. It will be displayed on the top left side corner of the form. 7. “Print (POSTAL CODE)” indicates Postal Code description in the IR8A form as shown below: 8. “Print directly to Printer?” allows you to print the IR8A form directly to printer. 9. “12 CPI in IBM mode?” allows you to print the IR8A form in IBM mode with 12 CPI. 10. “Do not round the Community Fund/Donations?” will display the non-rounded figure of the community funds. NOTE: The IR8A form does not allow you to input cents. 11. “Do not round down to the nearest dollar in the IR8A Report?” will display the IR8A in unrounded form. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 46 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 12. The dropdown list, “Name of CPF Fund” enables you to choose the name of the Employee’s compulsory contribution fund. It is either “CPF” or “Designated Pension/Provident Fund”. Below is the screenshot of how it will appear in the IR8A form. 13. “Batch Indicator?” allows user to show Original figures, Amendment figures, or the Final figures which is the combination of both the original and amendment. 14. You can selectively print by “Employee”, “Department” or by “Cost Centre”. Click on “Employee” tab to select individual staff to print. BY COST CENTRE BY DEPARTMENT BY EMPLOYEE The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 47 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 15. Click the “Preview” button to preview the IR8A report. A Residence Value Report will default appear after viewing the IR8A report. 16. Click on “Print” button to directly send the forms to the printer. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 48 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Below is a screenshot of the IR8A form for the year 2016. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 49 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.2 IR8A Checking Report This report allows the user to print out the IR8A Checking Report for checking purposes before finalizing and close this year’s income tax. How to Generate the Report? 1. Click on the “IR8A Report” icon. 2. Click on “IR8A Checking Report” option. 3. The following print dialog box will appear. You may click on “Preview” button to view the report. The “Print” button will print the forms directly to your printer. 4. “Do not round the Community Fund/Donations?” enables you to view the community fund contributions in a non-rounded form. IMPORTANT!!! In the final submission, IRAS will always round up the community fund contributions and round down your earnings as their e-Submission system only accept rounded figure without cents. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 50 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 5. “Do not round down to the nearest dollar in the IR8A Report?” will display the IR8A in unrounded form. 6. “Batch Indicator?” allows user to show Original figures, Amendment figures, or the Final figures which is the combination of both the original and amendment. 7. You can print filtered by “Employee”, “Department” or by “Cost Centre”. Click on “Employee” tab to select individual staff to print. The same steps apply for “Department” or by “Cost Centre”. The following is a sample of the IR8A Checking Report upon clicking the “Preview” button: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 51 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.3 IR8A CHECKING REPORT LANDSCAPE FORMAT This the more eco-friendly option to the IR8A Checking Report as it consumes less paper. Apart from that, there are no difference in the functionality and information generated between these two reports. How to Generate the Report? 1. Click on “IR8A Report” icon. 2. Select option “IR8A Checking Report Landscape format”. The following is a sample of the IR8A Checking Report upon clicking the “Preview” button. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 52 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.4 GRAND TOTAL IR8A CHECKING REPORT This report summarizes the company’s income tax report by sub-totaling the income tax items to its respective lines. 1. Click on “IR8A Report” icon. 2. Click on “Grand Total IR8A Checking Report” option. 3. Click on the “Preview” button to generate the grand total figure for IR8A. 4. You can compare this report with your Pay History Report by Company using the following steps in your TIMESPAY8 by selecting: Payroll Reports > Internal Reports > Pay History Report > By whole company The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 53 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.5 IR8A Amendment This section allows the user to manually edit the IR8A details for either Original submission or Amended submissions. To do so, click on “IR8A Report” icon and select “IR8A Amendment” option. Important!!! Two important things to take note of: System will overwrite the existing figures in the IR8A with the amended figures. For IRAS amendment submissions only amend the difference. For more information, please refer to the example below. How to do Amendments? Example 1: Actual Salary = $28,000 Original Transmission = $24,000 Amended record should show as “$4,000” Example 2: Actual Bonus = $3,000 Original Transmission = $5,000 Amended record should be shown as “-$2,000” 1) Only edit the fields that are required to be amended. Any fields that do not required to be amended MUST be left blank. 2) Prepare only for the affected employee(s), use “Query” to select the employee(s). Ensure the accuracy in all information before transmitting to IRAS as IRAS do not allow users to delete the submission once it is submitted. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 54 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Amendment Procedure: 1. Click on “IR8A Report” icon and select “IR8A Amendment” option. 2. Click on “New” button. If the “New” button is grayed out, click on “Edit” button. 3. Select the affected staff, select the “Batch Indicator” before you click the “Query” button. 4. Select “IRAS Year” as Current Year. 5. Select the “Batch Indicator” as Amendment. 6. Fill in the details accordingly. 7. Click on the “Save” button to save the changes. 8. Remember to continue to use the “Query” and with the e-Submission. 9. Remember to change the “Batch Indicator” to Amendment within the e-Submission file (page 78) generator as shown below. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 55 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.6 Voluntary Report Voluntary Report is used to verify CPF voluntary contribution for the employees that contributed voluntary CPF. How to Generate Report? 1. Click on “IR8A Report” icon. 2. Click on “Voluntary Report” option. 2.1. The following dialog box will be displayed on your screen. 2.2. Click on the “Preview” button to preview the report. 2.3. Below is a screenshot of sample voluntary report: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 56 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.7.7 Pay History Report By Employee Pay History Report is used to check on Taxable Income, Additional Wage Capping and Employees’ CPF contribution. How to Generate Report? 1. Click on “IR8A Report” icon. 2. Click on “Pay History Report by Employee” option. 2.1. The following print dialog box will appear. 2.2. Select the period range, then select employee and click on the “Process” button to generate the report. 2.3. Below is a screenshot of sample pay history report: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 57 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.8 Benefits in Kind What are Benefits in Kind? Benefits in Kind are non-wage compensations provided to employees in addition to their normal wages or salaries. If you do not have any employees that have Benefits in Kind, you can skip this step. This section allows the user to input any taxable benefits which are not paid through the payroll system in order for it to reflect in the Appendix 8A. This information could be keyed in for employees who are employed in Singapore any time during the preceding year. Which groups of employees are required to declare their benefits in the Appendix 8A? Full Time Resident Employee Part Time Resident Employee Non Resident Employee Company Director (Including non-resident director) Pensioner IMPORTANT!!! You do not need to prepare FORM IR8A and Appendix 8A for the period that your employee is posted overseas UNLESS his/her overseas assignment is incidental to his/her employment in Singapore. Appendix 8A data entry is usually applicable to the above group who are having benefits in kind. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 58 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Getting Started Upon clicking on the “Benefits in Kind” icon, the following window will appear on screen: If you wish to key in any Benefits In Kind information to your employees, you are required to click on the “New” button and the following window will appear: You are then required to click on listing. button located here to proceed to the employee Next, select the employee from the employee listing that you wish to edit and click on “OK” to proceed: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 59 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.8.1 IR8A Additional Record Tab Any contribution made by employer to any Pension/Provident Fund outside Singapore is taxable. Declare the amount and name of the fund. If you have any pay out item(s) with tax line 72, remember to obtain IRAS approval for tax relief. Kindly fill in the indicator and approval date. If “Employee’s income tax is borne by employer”. For PR 1st year or 2nd year contributed full CPF rate or full employer rate & graduated employee rate. Choose either “Tax partially borne by Employer” or “A fixed amount of income Tax borne by Employee”, and textboxes will appear for you to key in the amount. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 60 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Useful Tips: To manually adjust the Voluntary CPF contribution: 1) Click on the “New” button to start the Appendix 8A record for the selected employee. 2) Check on the “Adjust Voluntary Contribution?” checkbox. 3) Click on the “Save” button. You will see two fields appear on the screen as shown below. 4) Enter the CPF amount, this will override the computed amount, in the field provided. To manually adjust the excess or voluntary contribution in the IR8A Form: 1) Check on the “Adjust Employer Variance?” checkbox. 2) Click on the “Save” button. 3) Enter the amount that will override the computed amount in “Variance Amount” input field. To manually adjust the excess or voluntary contribution in the IR8A SUPPLEMENTARY Form: 1) Select the affected employee via the dropdown list above the tabs. 2) Go to the “MISC” tab and key in the “Supplementary Employee CPF” field. 3) Click on the “Save” button to save the record. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 61 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.8.2 Housing Tab This section allows the user to key in the details of employee’s residential related benefits in the Appendix 8A. a. Starting YA2015, IRAS no longer requires you to declare the furniture and fittings in details. You are just required to select whether the premise is partially furnished or fully furnished. b. If the premise is partially furnished, the value of the furniture and fitting will be 40% of the figure keyed in “Annual Value”. c. If the premise is fully furnished, the value of the furniture and fitting will be 50% of the figure keyed in “Annual Value”. d. If the premise is rented, you do not need to key in the “Annual Value” but are required to key in into the “Rent paid to landlord including rental of Furniture/Fittings”. If more than one address, key in the 2nd address at Address2 tab If the address is the same with the address in UPDATE EMPLOYEE, just tick on the checkbox. Click on calculate to calculate the Residence $ based on the values. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 62 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Please refer to the following comparison chart for the changes in this year’s accommodation benefits as compared to last year. Up to Year of Assessment (YA) 2014 1 From Year of Assessment (YA) 2015 onwards (a) Place of Residence or Serviced Apartment not within hotel building Lower of: Annual value (AV) of property less rent paid by employee; or 10% of employment income; or Annual value (AV) of property, Less: rent paid by employee. See more information Where AV is not available, the market rent paid by the employer (including the rent paid for the furniture and fittings) less rent paid by employee. See more information (b) Furniture and Fittings Prescribed rates for each piece of furniture & fittings provided 40% of the AV if the property is partially furnished; or See list on the value of the furniture and fittings and related benefits 50% of the AV if the property is fully furnished Partially furnished - Only fittings (e.g. lightings, airconditioner/ceiling fan, waterheater) are provided. Fully furnished - Both fittings and furniture / household appliances are provided. See more information (c) Utilities and Housekeeping costs Utilities, telephone and cable bills, household servant : - Actual amount paid by employer Utilities, telephone and cable bills, household servant : The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 63 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Up to Year of Assessment (YA) 2014 2 Gardener: - $35 per month or actual wages paid by employer, whichever is lesser From Year of Assessment (YA) 2015 onwards - Actual amount paid by employer Gardener: - Actual wages paid by employer Hotel accommodation or Serviced Apartment within hotel building 2% of basic salary plus prescribed value for each occupant during period of stay See more information Actual costs incurred by the employer for the hotel stay, Less amount paid by employee See more information 3 Housing allowance Tax in full 4 Employee signs a rental agreement but the employer pays the rent to the landlord Tax the rental paid by employer in full. This is similar to housing allowance paid by the employer. The rental agreement between the employee and the landlord will not affect the tax treatment. Source: http://www.iras.gov.sg/irashome/page04.aspx?id=1758 (Taken on 12/08/2014) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 64 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.8.3 Hotel / Travel Tab This section will allow the user to key in details of Hotel Accommodation for the staff’s dependents and children. According to IRAS, if the employee stays in a service apartment and is situated in a hotel premises, you are required to declare under this portion. Starting from YA2015, you are required to declare the full amount for hotel accommodation/service apartment paid by employer. Declare full amount for hotel accommodation provided by employer 2.8.4 Others Tab This section allows the user to key in other benefits which were not covered in the previous tabs. Please refer paragraph 16 of IRAS explanatory notes to find out more about the computation formula. Declare in full if the amount is more than S$200 per occasion. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 65 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.8.5 Remarks Tab This section has to be filled up if you are using the E-Submission to submit the tax information. 2.8.6 MISC Tab This section contains other miscellaneous items for tax reporting. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 66 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Saving the Record Once you are done, click on the “Save” button to save the changes made to the employee. Upon saving, any edited record will be reflected in the startup page: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 67 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.9 Benefits in Kind Amendment This section allows the user to manually edit the Benefits in Kind details for either Original submission or Amendment submission. To do so, click on “Benefits In Kind” icon and select “Benefits In Kind Amendment” option: Important!!! Two important things to take note of: System will overwrite the existing figures in the Benefits in Kind with the amended figures. For IRAS amendment submissions only amend the difference. For more information, please refer to the example below. How to do Amendments? Example 1: Actual Life Insurance Premiums Paid By Employer = $5,000 Original Transmission = $4,500 Amended record should show as “$500” Example 2: Actual Life Insurance Premiums Paid By Employer = $3,000 Original Transmission = $3,300 Amended record should be shown as “-$300” 1) Only edit the fields that are required to be amended. Any fields that do not required to be amended MUST be left blank. 2) Prepare only for the affected employee(s), use “Query” to select the employee(s). Ensure the accuracy in all information before transmitting to IRAS as IRAS do not allow users to delete the submission once it is submitted. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 68 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Amendment Procedure: 1. Click on “Benefits In Kind” icon, select “Benefits In Kind Amendment” option. 2. Click on button. If the “New” button is grayed out, click on “Edit” button, and select the affected staff. 3. Click on respective tab that you are required to amend. 4. Fill in the details accordingly. For example, amendment on Life Insurance Premiums Paid By Employer based on Example 1 on page 70. 5. Click on “Save” button to save the changes. 6. Remember to continue to use the “Query” with the e-Submission. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 69 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.10 Appendix 8A This section allows the IRAS program to print the Appendix 8A report. IMPORTANT!!! This report will only display IF you had keyed in values into the Benefit In Kind section. If nothing is keyed, there will be NO report generated. How to Generate the Appendix 8A Report? 1. Click on “Appendix 8A” icon. 2. The below print dialog box will appear as below. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 70 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 3. Click on “Preview” button to view the Appendix 8A report. Below is a sample of the Appendix 8A report. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 71 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.11 SHARES OPTION What is Appendix 8B? Appendix 8B is only applicable to companies that have the stock option. This portion must be completed and signed by the company secretary/director, manager, honorary secretary/treasurer, representative of a non-resident company or a person authorized by the employer, as the case may be, in respect of an employee who has derived gains or profits, either directly or indirectly from the exercise, assignment or release of any share option right or benefit where such a right or benefit was obtained by reason of any office or employment. This section is for users to key in the Appendix 8B information. To furnish details of the stock option gains derived by the employee in year 2015 and segregating the gains into the following schemes, where applicable:- Section A – Employee Stock Option Scheme (ESOP) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 72 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Section B – Entrepreneurial Employee Stock Option Scheme (EESOP) Section C – Company Stock Option (CSOP) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 73 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D TO INPUT SHARES OPTION To input the Shares Options, proceed as follow: STEPS: 1. Click on the “Share Options” icon. 2. Select the employee at the “Employee Name” or “Employee Number” column. 3. Click on the “NEW” button to create the records. a. If you want the system to auto-populate the RCB number from TIMESPAY8, check on the “Populate RCB No”. Otherwise you can input the RCB No. manually. Choose the tabs needed to input the data IR8B form only allows 3 rows. To input more rows, choose the NEXT PAGE 4. Click on “Delete” button if you want to delete the records. 5. To save the records, click on “Save” button. 6. Refer to page 77 to preview the Appendix 8B report. To view the Appendix 8B report, please refer to section 2.12 Appendix 8B Report (page 77). The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 74 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.12 Appendix 8B This section allows the IRAS program to print the Appendix 8B report. Appendix 8B Report is used to print Stock Option Report. IMPORTANT!!! This report will only display IF you had keyed in values into the Shares Option section. If nothing is keyed, there will be NO report generated. How to Generate Report? 1. Click on “Appendix 8B” icon. 2. Click on “Appendix 8B Report” option. 2.1. The following print dialog box will appear: 2.2. Select your employees via the two drop down lists and click on the “Preview” button to preview the report. Please refer to the next page for the sample Appendix 8B report. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 75 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Sample Appendix 8B Form The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 76 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.13 Query You may use the Query Expert to create a query on the employee’s record. This may be necessary when you need to process only the selected records. (Please refer to the payroll user manual on the use of Query). “Adhoc Query” is a similar function that can be found in TIMESPAY8. You may choose a specific number of employees much faster. “Quick Search By NRIC” is to find out the employee’s ID / Name when IRAS / Crimson Logic validation process generates error listing with employee’s NRIC. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 77 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.14 E-Submission IRAS Auto-Inclusion Scheme (AIS) Under the Auto-Inclusion Scheme (AIS) for Employment Income, employers do not need to distribute hardcopies of the IR8A/ IR8S/ Appendix 8A/ Appendix 8B to their employees anymore as employees can view their annual remuneration via their payslips or their auto included income via the Income, Deductions and Reliefs Statement (IDRS) at myTax Portal. https://mytax.iras.gov.sg This section allows the user to setup the parameters and generate the Auto-Inclusion Scheme text files required for E-Submission. This application caters to two types of e-Submission method which complies with the IRAS Auto-Inclusion Scheme. They are: Submission Type Income Tax Format Method Crimson Logic Method 2.14.1 Submission Medium Submit via IRAS website Submit via CRIMSON LOGIC website Description This is a free service provided by IRAS. This is an electronic application developed by CrimsonLogic Pte Ltd and subscription is required. INCOME TAX FORMAT This section allows the user to generate the text file for submission using INCOME TAX FORMAT (My Tax Portal). IMPORTANT!!! This E-Submission DOES NOT link directly to http://www.iras.gov.sg. TIMES Software is only responsible to generate the output file for you to upload. You will need to login into your E-Submission Website to submit your text files. 1. Click on the “E-Submission” icon. 2. Select “Income Tax Format” option. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 78 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 3. The system will display the following dialog box. 4. By default, the system will detail the text file directory to folder. C:\Timesoft\TP8\IRAS If you wish to change the directory, click on the dialog box to select the directory. button at the top right corner of 5. When button is clicked, the system will check through the employees’ details for vital IRAS related information. If the system found the following information to be blank, it will force the user to key in the information before proceeding further: a) Nationality Code If the nationality code of the system is not mapped to its respective IRAS nationality code. The following message will be prompted: The system will then prompt you a list of nationality codes currently used by the payroll system. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 79 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D You are required to key in the missing IRAS Nationality Code: Click on button to browse for the codes: For the full list of IRAS Nationality Code, please go to: https://www.iras.gov.sg/IRASHome/uploadedFiles/IRASHome/Businesses/Li st%20of%20Country%20and%20Nationality%20Codes.pdf The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 80 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D b) Gender If the employee’s gender is blank in the Update Employee, The system will then generate a list of affected employees for you to change its value: c) Address If the address field in the Update Employee > Address is blank, The system will generate a list of employees affected: Key in the employee’s address in the “ADDR1”, “ADDR2” and “ADDR3” columns. d) Income Tax Account Number If the income tax number in the Update Employee > Other tab is blank, The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 81 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D The system will then generate a list of employees affected. Key into the “FIN_NO” column. 6. Once all the relevant information are filled in, the system will prompt the following message box to indicate that the process is completed. To retrieve the file(s), simply go to C:\Timesoft\TP8\IRAS folder, find the file(s) starting with your company code. For example company code ‘TSPL’, IRAS file(s) name is TSPLIRAS_IR8A_2015.txt. You should be able to see the files generated in the desired directory. It will look like the sample below. At the same time, you will be able to see the total count for the respective forms at the bottom of the screen. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 82 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 7. If you are generating the adjusted IR8A form (the adjustment is done in “IR8A Amendment” option), you should select Amendment under “Batch Indicator” drop down box and then regenerate the files again. The system will only generate IR8A file with the Amendment status in Benefits in Kind. 8. Click on the “Close” button to exit. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 83 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.14.2 CRIMSON LOGIC FORMAT This section allows the user to generate the text file for submission using CRIMSON LOGIC FORMAT. IMPORTANT!!! This E-Submission DOES NOT link directly to https://www.pat.com.sg. TIMES Software is only responsible to generate the output for you to upload. You will need to login into your E-Submission Website to submit your text files. Generating Steps: 1. Click on “E-Submission” icon. 2. Select “Crimson Logic Format” option. The system will display the following dialog box. 3. The directory that system will default to as follow: C:\Timesoft\TP8\CrimsonLogic If you wish to change the directory, please click on this button at the top right corner of the dialog box to select the directory that you wish to save the files in. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 84 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 4. Once it is done, click on “Generate” button to generate the text file. The system will prompt the following message box to indicate that the process is completed. To retrieve the file(s), simply go to C:\Timesoft\TP8\CrimsonLogic folder, find the file(s) starting with your company code. For example company code ‘TSPL’, IRAS file(s) name is TSPL_CS_IR8A.txt. 5. When button is clicked, the system will check through the employees’ details for vital IRAS related information. If the system found the following information to be blank, it will force the user to key in the information before proceeding further: a) Nationality Code If the nationality code of the system is not mapped to its respective IRAS nationality code. The following message will be prompted: The system will then prompt you a list of nationality codes currently use by the payroll system. You are required to key in the missing IRAS Nationality Code: Click on button to browse for the codes: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 85 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D b) Gender If the employee’s gender is blank in the Update Employee, The system will then generate a list of affected employees for you to change its value: c) Address If the address field in the Update Employee > Address is blank, The system will generate a list of employees affected: Key in the employee’s address in the “ADDR1”, “ADDR2” and “ADDR3” columns. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 86 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D d) Income Tax Account Number If the income tax number in the Update Employee > Other tab is blank, The system will then generate a list of employees affected. Key into the “FIN_NO” column. 6. You should be able to see the files generated in the desired directory. It will look like the sample below. 7. At the same time, you will be able to see the total count for the respective forms at the bottom of the screen. 8. If you are generating the adjusted IR8A form (the adjustment is done in “IR8A Amendment” option), you should select Amendment under “Batch Indicator” drop down box and then regenerate the files again. 9. Click on the “Close” button to exit. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 87 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2.15 Validation & Submission Application Quick Start Guide The Validation & Submission Application is a free application provided by IRAS. It allows employers to validate and submit files (.txt or .xml), generated from a supporting payroll software, to IRAS. This application is suitable for you if your organization is using a supporting payroll software system, either developed internally or purchased off-the-shelf. Installation 1. At IRAS website www.iras.gov.sg, choose Businesses > Employers > Auto-Inclusion Scheme (AIS) for Employment Income > Validation and Submission Application. 2. Click Validation and Application Version 6.0 to download and install the program. Launch the application 1. Launch by double-clicking the AIS Salary File Validation and Submission Application from the desktop. 2. The following screen will appear after loading: The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 88 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Step 1 – Validate File Begin validating a file 1. 2. Click “Next” button to proceed. Click “Browse” button to select the generated file from the payroll software 3. Select the file to validate and click “Open” button to load the selected filed into the application file. Once done, the “Validate” button will be enabled. 4. Click “Validation” button to start the validation process for the selected file. If there are error(s) detected: 1. The error(s) will be listed as shown. 2. Please rectify all the errors within the payroll software and regenerate a file from the payroll software. 3. To save the list of error(s), click 4. You can contact us by sending us the error log file if you are unsure on how to rectify the error(s). button. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 89 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D If there are no error(s) detected: 1. Once there are no errors, the message File validation is successful will be shown. 2. Click “Next” button to proceed. Step 2 – Summary Verify summary of file 1. Please verify the summary of the file before submission to IRAS. 2. You can view the individual employees’ records at the bottom row of the file summary. Each row represents one employee’s record. Note: The individual employee’s record summary is applicable to Form IR8A only. 3. Click if there is more file(s) to be submitted to IRAS. Note: Maximum number of files per submission is four (4). If there are more than 4 files to be submitted, you have to repeat the validation and submission process for the remaining files. 4. Once ready, click to login to myTax Portal to submit the file(s). The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 90 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Step 3 – Login to myTax Portal to submit Login to myTax Portal 1. You will be brought to myTax Portal. 2. At the top rightmost box, select “My Organization’s/Business Tax Matters”. Then click or to login. 3. Login is different for each user. 4. Upon successful login, the Upload Data File page will be shown. The files, those are prepared from the payroll software and validated with the Validation and Submission application, will be shown in the table. COMMONLY MADE MISTAKE!!! 5. 6. Click Browse/choose the indicated xxxxx.iras file for submission to IRAS. to submit the file to IRAS. Successful Upload 1. Upon successful upload, the Upload Data File Acknowledgement page will be shown. 2. Print the acknowledgement page or take down submission reference number for future reference. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 91 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX A CARRY FORWARD LEAVE METHODS 1. All (Balance Leave) - Select this option if you want to carry forward ALL your YTD 2015 leave balance to the year 2016. Screen capture as at period 201512 Screen capture as at period 201601 2. One Year (Without B/F) - Carry forward the earned leave for the year 2015 only. BF from year 2014 = 20.50 - (15.50-4.00) = 9.00 Where 4.00 is the amount taken in the year 2015 Screen capture as at period 201512 Screen capture as at period 201601 3. Maximum Days C/F (Manual) - Carry forward balance annual leave is limited to userdefined amount or actual Annual leave balance, whichever is lower. Example Case #1 Case #2 Annual Leave Allocation: 10 days Annual Leave Allocation: 16 days Max Carry Forward: 10 days Max Carry Forward: 14 days 2015 Total Annual Leave: 10 days 2014 Total Annual Leave: 14 days The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 92 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 4. Maximum Day C/F (Allocation) - The number of days as specified in Leave Setup > Leave Allocation > Current Year Carry Forward column. 5. None - Forfeit all balance annual leave in the year 2015 6. Maximum Day C/F (By Percentage) - The percentage of days as specified in Leave Setup > Leave Allocation > Current Year Carry Forward column. The formula that is used is the Entitlement % multiplied by the number of Entitled Days. (9.08 x 25% = 2.27) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 93 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 7. Maximum Day C/F (Allocation by Service Year) - Similar to Maximum Day C/F (By Allocation) but Carry Forward Leave will be based on your Service Status. The service year will always be rounded down. (Example; 3 years 2 months become 3 years) The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 94 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX B The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 95 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX C Bonus Method The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 96 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX D Case 1 – Bonus Run on 201512 Base Salary New Base Salary Case 2 – Bonus Run on 201601 New Base Salary (Last Year) Base Salary New Base Salary The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 97 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX E SAMPLE IR8A FORM WITH TAX LINE NUMBER INDICATOR 1. Gross Salary 2. Bonus 3. Director Fees 61. Allowance – Transport 62. Allowance – Entertainment 63. Allowance – Others 4. Commission 71. Gratuity 73. Notice Pay 75. Gratuity - Other Payment 72. Loss of Office / Retrenchment 74. Ex-gratia Payment 5. Pension Key from Benefits In Kind The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 98 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX F Allowance/Bonus Excel Import 1. The user has to prepare an Excel file with the format as below and save it an Excel file. (Bonus / Allowance / Deduction Amount: NO S$ sign, NO comma). 2. After preparing the Import file, user has to decide which pay period to import the pay record. (Mid month cycle, End month cycle, Bonus cycle or Special cycle.) Procedures for Bonus/Allowance/Deduction Import to Mid month cycle. Important note: Only applies to company or database which pays twice a month. 1) Select the right period and Log on to “M” cycle. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 99 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D 2) After processing the mid-month pay record, go to Custom Add-On and select the “Bonus / Allowance Data Import”, you should see a table with a few options as shown below. a) Select the option “Bonus/Allowance Data Import” and select the allowance code from the drop down option. b) Select the excel file from the look up button. c) Enter the respective column number for Employee# and Amount. For the above example, Employee# is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period “Mid-Month” and click the “Process” button. Mid-month modify pay record shown the import of the allowance. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 100 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D Procedures for Bonus/Allowance/Deduction Import to End month cycle. 1) Select the right period and Log on to “E” cycle. 2) After processing the end month pay record, login to the Custom Add-On and select “Bonus / Allowance Data Import”. a) Select the allowance code from the “Code” drop down option. b) Select the excel file from the look up button in the “Filename” field. c) Enter the respective column number for Employee# and Amount. For the above example, Employee# is at Column A of the Excel File and Amount is at Column B of the Excel File. d) Select the pay period “End Month” and click the “Process” button. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 101 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D End month modify pay record showing the import of the allowance. Bonus/Allowance/Deduction Import to Special cycle 1) Once you had prepared the Excel file, go to the Custom Add-On button and select “Bonus / Allowance Data Import” option. a) Select the allowance code from the “Code” drop down option. b) Select the excel file from the look up button in the “Filename” field. c) Enter the respective column number for Employee# and Amount. For the above example, Employee# is at Column A of the Excel File and Amount is at Column B of the Excel File. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 102 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D d) Select the pay period “Bonus” and click the “Process” button. Modify special cycle showing the import of the allowance. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 103 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX G Taken from IRAS Website on Acceptable Rates for Per Diem Allowances. Source: https://www.iras.gov.sg/IRASHome/uploadedFiles/IRASHome/Individuals/2015%20Accepta ble%20Rates%20for%20Per%20Diem%20Allowances.pdf The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 104 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 105 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 106 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 107 of 108 Modified Date: 31 August 2015 IRAS2016 Company Registration Number: 199804415D ANNEX H Accommodation Benefits before YA2014 vs YA2015 Onwards. YA2014 From YA2015 2 1 1 3 1. From YA2015 onwards, the Furniture and Fittings there is no need to declare it in details. Users only need to declare whether the unit is Partially Furnished or Fully Furnished. 2. You can now declare more than one address in your Appendix 8A form. You can do so by keying in at the Address1 and Address2 tab. 3. You can now view the system’s calculation of the Residence Value amount immediately by clicking on the “Calculate” button. Previously, this figure is only auto-calculated when you generate the reports. The information and screenshots in this manual are correct at the time of printing. Times Software reserves the right to change or amend without prior notice given to clients. Page 108 of 108 Modified Date: 31 August 2015