A Travel allowance should only be granted to employees who travel for business purposes and it is granted to finance a portion of an employee’s business travel cost.

Many payroll professionals, however, struggle to come to grips with the South African Revenue Service’s (SARS) travel allowance reporting /declaration, and employees feel the pinch at assessment for not maintaining accurate records of their business travels, says Sumeshan Nair, Executive Committee Member at the South African Payroll Association (SAPA).

Travel allowance versus Reimbursive travel
A fixed travel allowance and /or company petrol card should only be issued to employees who are required to do substantial business travel. It is recommended that companies assess travel allowances issued to employees on an annual basis to ensure that the allowance paid is in line with business kilometers traveled.

There are various factors which influence this calculation and employers are advised to consult SARS guidelines in this regard. Should the business travel be incidental then companies should use the Reimbursive travel option.
 
“While travel allowance is reported against the IRP5 code 3701,  Reimbursive travel is reported against IRP5 code 3703 if reimbursements are below the SARS recommended rate and IRP5 code 3702 codes if reimbursements are made at a rate higher than the SARS recommended rate.

Note, only the portion above the SARS recommended rate should be allocated against IRP5 code 3702. Reporting travel allowance and reimbursements correctly to SARS is crucial as it could have a negative impact on employees and result in employees having to pay into SARS on assessment,” says Nair.
 
“Companies have the ability to tax a certain portion of the travel allowance paid to employees, a process which is facilitated by most payroll systems. Most employers choose to tax 80% of the travel allowance paid to employees as a precaution and in the best interests of both the company and the employee” says Nair.
 
Requirements to claim deductions
Employees need to meet a number of requirements in order to claim travel allowance deduction from SARS. Some of these requirements include maintaining a log book, recording the total distance travelled for business and personal use and proof of travel expenses should be retained.

On assessment employees can claim against costs related to wear and tear of their vehicle, maintenance and repairs, vehicle license costs, insurance costs, and finance charges.
 
“It is important to note that an employee cannot claim travel allowance deductions if they are using a company car for business purposes. Travel between an employee’s home and place of work is regarded as private travel, for which they also cannot claim travel expenses from SARS,” says Nair.
 
Nair advises that it is not an employer’s responsibility to ensure an employee maintains their log book but rather it is in the best interest of everyone who receives a travel allowance to do so, should they want to claim deductions for business travel expenses on their income tax assessment.
 
“Employees need to keep their logbooks up to date and ensure their submissions to SARS are 100% factual. SARS has a log book template available on their website which is available to all.

I recommend employees download this for use as it indicates all details required by SARS for the purpose of claiming a deduction. Employees should keep this on hand at all times so that they get into the habit of updating it as they travel for business.

Without a logbook, employees will not be able to claim any deductions and results in employees being required to pay in to SARS on assessment,” concludes Nair.

ENDS

MEDIA CONTACT: Rosa-Mari Le Roux, 060 995 6277, rosa-mari@thatpoint.co.za, www.atthatpoint.co.za  
 
For more information on SAPA please visit:
Website: http://www.sapayroll.co.za/
Twitter: @SAPayroll
LinkedIn: The South African Payroll Association

With June 16 marking the commemoration of National Youth Day in South Africa and youth unemployment now at the top of the national agenda, the South African Payroll Association (SAPA) wants to appeal to learners and recent graduates to explore a career in payroll.

Jetro Malapane, Executive Committee member of the SAPA, says that the while payroll industry is often seen as undesirable for young people, the role of payroll professionals today differs greatly from the past.

“When people think of the payroll department, they picture a group of greying people who sit in dimly lit spaces and do data capturing all day. This couldn’t be further from the truth. It is a complex and rewarding job, making it a solid option for graduates,” says Malapane.

What does a payroll professional do?
Payroll professionals are specialists within companies and they serve a function that assists both the Human Resources department and the finance department. They keep track of employee information using accounting, databases, spreadsheets, and software programmes.

“Payroll professionals need to have mathematics at a matric level. While this is not a standard requirement, some people enter the workforce and become payroll administrators upon completing their Human Resources Management and Financial Accounting qualifications as graduates, others go on to earn diplomas and certificates in payroll administration offered by different colleges and institutions in South Africa, such as Accsys, SAGE and Payroll Education College in Johannesburg with, The Da Vinci Institute now offering a BCom degree majoring in payroll,” says Malapane.

The responsibilities of a new payroll administrator will differ greatly from someone who has specialised in the field and worked in the industry for a number of years.

Payroll professionals also register with the South African Payroll Association to become Certified Payroll Practitioners which is recognised by SAQA, the designation range from Certified Payroll Technician (Administrator/Specialist), Certified Payroll Administrator Practitioner (Senior Administrator/Specialist) and Certified Payroll Practitioner (Manager).

“Some payroll professionals go on to manage teams while others specialise in compensation and employee benefits as Rewards Professionals and tax specialists. Everything from understanding HR and finance principles to the Basic Conditions of Employment Act, Labour Relations Act and Employment Tax Laws become crucial. Companies rely on payroll professionals to stay on top of statutory change updates and guide them so that they are compliant,” says Malapane.

Employment that speaks to the youth’s needs
Employer branding firm Universum SA recently published its annual ranking survey to reveal the country’s ‘Most Attractive Employers 2019’. Over 45,000 students and close to 23,000 working professionals participated in the survey to share their opinions and views on career goals and ideal employers. The survey revealed that both students and working professionals prioritise security and stability from employers.

“The current economic climate is tough, but payroll professionals are something that virtually every business needs. As an eager and ambitious payroll professional, you can find a solid company and get the job security that you need in the payroll department,” says Malapane.

Malapane concludes by encouraging young payroll professionals to become a member of the SAPA. “The website is jam-packed with information about careers in payroll, the payroll industry, and statutory updates that will keep you on top of relevant developments in the industry. I become a member in 2011 and I have never looked back. Being a SAPA member can help you grow in this fascinating industry,” concludes Malapane.
 
ENDS

MEDIA CONTACT: Rosa-Mari Le Roux, 060 995 6277, rosa-mari@thatpoint.co.za, www.atthatpoint.co.za  

For more information on SAPA please visit:
Website: http://www.sapayroll.co.za/
Twitter: @SAPayroll
LinkedIn: The South African Payroll Association