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The Payroll Authors Group

Dated added: 21 November 2007

The Payroll Authors Group (PAG), of which nuQ is a member, holds regular meetings with SARS head office officials who are responsible for the administration of the PAYE system. Their newsletter to members for October 2007 contained the following snippet –

Agenda Item C6.3: Medical Aid Legislation Issues

If the monthly cap amount and the medical aid contribution amount go out of synchronisation with one another (because of administration errors, delays in notification, etc.), the fringe benefit value will not be ‘correctly’ calculated in terms of what it should have been had the error not occurred. To correct the incorrect calculation, adjustment amounts must be data captured into payroll processing periods that have already been closed, this must be done for each and every payroll period that is incorrect, and the payroll system must then perform some sort of a special ‘catch-up’ recalculation. This is an administrative burden, is prone to further errors, and difficult to program into computerised payroll systems.

That is no doubt true for most computerised systems available in South Africa, but not for nuQ. No special program changes needed to be made for this requirement, as back pay adjustments are a standard feature in nuQ. The changed information only needs to be entered once, with the date the change occurred.

One nuQ user recently had the need (because of extended sick leave taken by the payroll clerk) to reconcile all medical aid contributions billed to them by the medical aid scheme with the contributions deducted from pay and/or paid on behalf of their staff of 100+, going back for 8 months. Needless to say, this resulted in many differences (due mainly to births and marriages, where an additional dependant was added), but all that needed to be done in nuQ was one payroll entry for each affected employee (not one entry for each and every payroll period!), specifying the new dependant and the date from which the dependant was added.

When the payroll was run, the correct new medical aid deduction for each pay period was automatically calculated by nuQ, the employer contribution and fringe benefit (if any) were automatically adjusted where necessary, and the changed PAYE and net pay for each affected pay period was clearly displayed on the payslip. The accumulated shortfall (or over-deduction) was then automatically deducted from (or added to) net pay for the current month. There was absolutely no human effort involved, other than checking the medical aid schedules with the client’s records to determine when a change in dependants occurred, and entering that once only into the payroll for affected employees.

The payroll clerk was very pleased that they had made the change to nuQ a few years earlier!