Bring payroll totals, declarations and payments into a clear working file. Vatco helps employers prepare EMP201 submissions and EMP501 reconciliations, investigate differences and organise employee tax certificate information around the specific reporting period and the records available.
Your requirements · A clear scope · Your next step
Use the approved payroll for the exact month.
Bring the payroll, declarations, payments and employee certificates into one period file.
Identify the affected months and the version last submitted.
Swipe across to compare all columns.
| Cost item | Price or basis | What to allow for |
|---|---|---|
| Vatco monthly EMP201 work | Quoted by periods and payroll readiness | The recurring or one-off scope identifies data review, preparation and submission responsibilities. |
| Vatco EMP501 reconciliation | Quoted by period, certificates and discrepancies | Payment allocation, employee data, historic providers and source-file quality drive the reconciliation work. |
| SARS eFiling platform | R0 platform access | Professional preparation, tax payable and corrective work remain separate. |
| Payroll reconstruction and corrections | Separate investigation scope where required | Missing exports, rejected files and changed certificates can require more than routine filing. |
| Payroll taxes and contributions | Employer liability calculated separately | A submission fee does not pay the declared amounts; the payment action must be explicitly assigned. |
The service fee, any amount payable to the authority and additional work are separate. The table identifies the scope to confirm before you proceed.
Create a discrepancy list showing the record affected, the difference identified and the evidence needed to resolve it. This is more reliable than changing the final reconciliation total until software accepts it. Each correction should have a reason that can still be understood after the filing season has ended.
Start with the payroll reports used to calculate remuneration and deductions. Obtain the version actually used for each pay run, including changes for starters, leavers, bonuses and corrections.
If different providers handled different months, explain the handover and keep their source files separate until the combined totals have been checked.
Next, gather the declarations on the employer’s SARS record and the payment evidence.
A bank payment total does not necessarily explain the period or liability to which it was allocated. Keep payment references and statements with the calculation so apparent differences can be traced rather than adjusted away.
Finally, compare the employee certificate data with those period totals. Names, tax references, employment periods and source codes deserve attention alongside the amounts.
Keep the actual response and the file used so a correction addresses the source of the error.
Agree a cut-off for receiving approved payroll information and identify who signs off the figures.
We review the information within the agreed scope and prepare the declaration for the relevant period.
The employer should distinguish approval of the declaration from authorisation of the payment.
After the period is dealt with, maintain an exception list for corrections, unidentified payments and unresolved employee information.
A reconciliation problem can begin in payroll, an EMP201 declaration, payment allocation or certificate information.
SARS validation and submission channels change over time, so the file format and software version must suit the current process.
When a correction affects an employee’s certificate, retain a clear version history and explain what has changed.
For recurring work, tell us how payroll is processed, how many employees are involved and who approves the data. For historical work, list the periods outstanding and whether payroll exports, prior submissions and payment records are available. These details determine the preparation and investigation required more accurately than headcount alone.
Completion means that the agreed submission result and any remaining exceptions are handed over clearly. It does not mean every future employer obligation has been discharged. Keep the reconciliation file, approval evidence and payment records together, and decide who will maintain them for the next period. Accurate recurring administration is usually easier to manage than a last-minute attempt to recreate an entire payroll history.
EMP201 is the monthly employer declaration. EMP501 is the reconciliation for the relevant reporting period, tying together the employer declarations, payments and employee certificate information. When asking for help, specify which task and period is involved so the correct work can be scoped.
No. Submission and payment must be checked separately. Confirm who authorises and makes the payment, retain its reference and reconcile it to the employer account. A saved return or submission acknowledgement is not evidence that the payment was successfully received and allocated.
We can review the rejection message and underlying records. The correction may concern employee details, payroll amounts, period information or format requirements. Provide the actual response and working files; changing figures merely to pass validation would not address the underlying accuracy of the reconciliation.
Start with the records you have: payslips, payroll exports, declarations and payment evidence. We can assess the gaps and scope a reconstruction if appropriate. The work may be more extensive than filing a ready reconciliation, so the quote should reflect the condition of the records.
Use the current SARS notice for the relevant filing period. We confirm applicable dates when reviewing the work rather than relying on an undated website calendar. Provide outstanding-period details early, especially when source information still needs to be obtained or corrected.
Certificate preparation and reconciliation can be included where agreed. Confirm the period and what source information is available. Any corrected certificate should be supported by the reconciled data and a clear version history, so employees know which document relates to their final reported information.
Go deeper with guidance from the relevant authorities.
Monthly declaration and payment-reference requirements.
Open the resource OFFICIAL RESOURCEReconciling declarations, payments and employee certificates.
Open the resource OFFICIAL RESOURCECurrent employer file and certificate validation guidance.
Open the resource OFFICIAL RESOURCEOfficial confirmation that eFiling platform use is free.
Open the resourceShare your requirements with Vatco.
Confirm the scope, documents and fees before proceeding.
