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The template consists of the following sheets:

Setup - all the business & payroll settings for the template needs to be included on this sheet. This includes the business details, tax year dates, income tax rates, medical tax credit rates, list of earnings, list of salary deductions, list of company contributions and the list of departments. A column & row matrix which highlights incorrect column or row counts is also included at the bottom of the sheet.

Emp - add a unique employee code for each employee and enter data into all the employee information columns (columns B to K). Each employee needs to be linked to an income tax table and income tax rebate code which is used in the automated income tax calculations. The number of medical aid members is used in the automated medical tax credit calculations. The basic monthly salaries, annual bonus and salary increase amounts are used to automate the earnings calculations on the Payroll sheet. The deduction rate columns on this sheet can be used to override the rates on the Setup sheet for a particular employee. There is no limit on the number of employees that can be added to the template but the template has been designed for businesses with 50 or less monthly paid employees and due to the complexity of the calculations, the calculation speed of the template could slow down considerably if more than 50 employees are added.

Payroll - all the calculations on this sheet are automated based on the data which is entered on the Setup, Emp and Override sheets. All you need to do is to ensure that the Excel table on this sheet contains sufficient rows to accommodate all the employees that you have added to the Emp sheet. The Sheet Status at the top of the sheet will be highlighted in red if you need to add additional rows to the table.

Override - override any of the automatically calculated earnings, income tax, medical tax credits, salary deductions or company contributions values for any employee by adding the appropriate values to this sheet. You can override values for a single month or you can set the override end date in order to override values for multiple months or until the end of the tax year.

PaySlip - this sheet contains an automated monthly pay slip. All the calculations on this sheet are automated and you only need to select the appropriate pay slip number in cell G3 in order to view the appropriate pay slip.

Summary - this sheet contains a summary of all the monthly payroll data on the Payroll sheet. The sheet requires no user input and the data can even be filtered by department or individual employee by selecting the appropriate entries from the yellow cells at the top of the sheet.

MonthEmp - this sheet contains a monthly summary of payroll data by employee. All the calculations are based on the Payroll sheet and the sheet requires no user input. The appropriate measurement on which the calculations should be based can be selected from the yellow cell at the top of the sheet. Available measurements include gross pay, income tax, total deductions, net pay, total company contributions, total deductions & company contributions and total cost to company.

MonthDept - this sheet contains a monthly summary of payroll data by department. All the calculations are based on the Payroll sheet and the sheet requires no user input. The appropriate measurement on which the calculations should be based can be selected from the yellow cell at the top of the sheet. Available measurements include gross pay, income tax, total deductions, net pay, total company contributions, total deductions & company contributions and total cost to company.

A salary deduction code needs to be created for each type of salary deduction which will be deducted from employee salaries. These salary deduction codes need to be added to the Salary Deductions list on the Setup sheet. The salary deductions list includes 9 user input fields - the following information is required in each of these fields for each type of salary deduction:

Code - enter a code for each salary deduction and use a unique code which will make it easy to identify the appropriate salary deduction and to distinguish between the different types of salary deductions. The salary deduction codes are included above the column headings of all the sections on other sheets in this template where salary deductions are included.

Description - enter a description for each salary deduction. The descriptions that are entered in this part of the salary deductions list are included on the monthly salary pay slips on the PaySlip sheet.

Rate - enter the rate that needs to be used in the salary deduction calculation. The rate can be a value or percentage depending on the basis on which the deduction is calculated.

Basis - enter the basis on which the salary deduction needs to be calculated. There are three options - gross, fixed or linking the salary deduction to the earnings code of the appropriate single earning type on which the deduction needs to be based. If nothing is entered in this field, the salary deduction will be calculated based on gross income.

Earnings Inclusion - select the basis for including earnings in the salary deduction calculation. There are 2 options - full value if the full value of all earnings needs to be included and taxable if only the taxable value of earnings need to be included in the salary deduction calculation. The default option is full value which results in the full value of all the appropriate earning types being included in the salary deduction calculations.

Earn Exclusion - enter the earnings codes of all earnings types which need to be excluded from the salary deduction calculation. The appropriate letters of the earnings codes need to be included in this section without any spaces or special characters in between.

Earnings Max - if there is an annual ceiling (maximum) value which needs to be applied in the salary deduction calculation, this annual maximum earnings value needs to be entered in this field. All the values that are entered in this field therefore needs to be annual equivalents. The gross income which is used in the salary deduction calculation will then be limited to this amount.

Tax % - enter the % of the salary deduction amount which is deductible for income tax purposes. If no percentage is specified, the salary deduction is assumed not to be deductible for income tax purposes.

Annual Tax Limit - if the tax deductibility of the salary deduction is limited to a maximum annual limit (ceiling value), this maximum value needs to be entered in this field. If no value if entered, no limit is set for the tax deduction value. For example, pension fund contributions may be limited to say 350,000 per annum and this value therefore needs to be included for the pension fund salary deduction.

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All employees need to be added to the Emp sheet by adding a unique employee number in column A and entering employee data into all the user input columns on this sheet. The following columns require user input data:

Employee Number - enter a unique employee number for each individual employee. We recommend using employee numbers which consist of a combination of letters and numbers.

Employee Name - enter the name of the employee. You can use full names or surname & initials. The name as entered in this field will be included on the other sheets in the template including on the pay slip.

Dept - select the appropriate department. Only departments which have been added to the department list on the Setup sheet will be available for selection.

Date Employed - enter the date on which the employee commenced employment.

1st Payment Date - enter the date of the first payroll run which the employee should be included in. If the employee is added to a payroll run in any month which falls before the first day of the month in which this date falls, all payroll amounts will be set to nil values. The number of pay periods is also determined based on this date and an incorrect date can therefore lead to calculation inaccuracies. It is therefore imperative that the first payment dates of all employees are recorded accurately.

Date Terminated - if the employee has left the employment of the company, enter the date of termination in this column. The employee will only be able to receive payment on a payroll run date up to the end of the month in which this date falls.

Pay Period Override - select the "Yes" option if the employee pay periods need to be replaced by the business pay periods. This setting only has an effect if an employee has joined the company during the current tax year. See below for an example.

Job Title - enter the employee job title (included on pay slip).

ID Number - enter the employee identification or ID number (included on pay slip).

Income Tax Number - enter the employee income tax number (included on pay slip).

Residential Address - enter the residential address of the employee (included on pay slip).

IT Rebate Code - enter the appropriate income tax rebate code for the employee. Refer to the income tax rebate list on the Setup sheet for the available rebate codes. It is important that the correct rebate codes are entered for each employee otherwise their income tax calculations may not be accurate.

Income Tax Rate - select the appropriate income tax table code for the employee. There are two income tax tables on the Setup sheet - select A for the first table and B for the second table. You can also enter a percentage in this field if the income tax calculations for the employee need to be based on a fixed income tax percentage.

Medical Aid Members - enter the number of medical aid members. The medical tax credits are based on the number of medical aid members and the rates that are specified in the Medical Tax Credits table on the Setup sheet.

Basic Monthly Salary - enter the monthly basic salary of each employee in this column. The values in this column are included in the basic salary column (earnings code A) on the Payroll sheet for all months in which the employee is active. If the employee's basic salary changes (aside from the one salary increase month which is provided for), you should not change the value in this column but add an override entry to the Override sheet for the remaining pay periods. If you change the amount in this column, it will also change payroll data for past pay periods.

Annual Bonus Amount - enter the annual bonus amount in this column. The amounts entered in this column are included in the annual bonus column (earnings code C) on the Payroll sheet based on the annual bonus month selection which is specified on the Setup sheet.

One Increase Amount - enter the adjusted monthly salary amounts after the annual salary increase in this column. Note that it is not the amount of the increase which needs to be entered, it is the full adjusted salary amount. The basic monthly salaries (earnings code A) in all remaining pay periods will be adjusted to the amounts specified in this column and the annual salary increase month is set on the Setup sheet. If no annual salary increases need to be applied during the course of the tax year, you do not need to enter any values in this column.

Deduction Rates - this section includes 4 columns, one for each of the 4 default items that are included in the Salary Deductions List on the Setup sheet. The rate field on the Setup sheet which is set up on a business level can be overridden by entering a rate for a particular employee in the appropriate salary deduction column in this section of the Emp sheet. The salary deduction code of each column is included above the column heading.

Period Count - this column contains a formula which displays the number of pay periods which have been added to the Payroll sheet for the particular employee. All of the values in this column should be 12 - if the value for any employee is less than 12, it indicates that you need to add additional rows to the table on the Payroll sheet. ff782bc1db