ya w a - timesoftsg.com.sg workshop essential... · 1 | p a g e times software pte ltd | year end...

YEAR END

WORKSHOP

ESSENTIAL

GUIDE

| Co. Registration No: 199804415D

| Tel: (65) 6295-1998 | Fax: (65) 6295-0998

| Address: 10 Jalan Besar, #14-01 Sim Lim Tower Singapore 208787

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Times Software Pte Ltd | Year End Workshop User Manual

Contents Page

PART 1 – Year End Procedures 3

1.1 Installation of Updates for TIMESPAY 8.0 4

1.2 Processing of Bonus Run in Year 2017 12

1.3 CPF Excess Refund 28

1.4 Initialize New Year 31

1.4.1 Backing up of Database(s) 32

1.4.2 Initialize of New Year 34

1.4.3 Initialize of New Year (Financial Year) 44

1.5 Processing of Previous Year Bonus (Year 2018) 45

PART 2 – IRAS Submission 47

2.1 Exclusion from IRAS Submission 48

2.2 IRAS 2018 Program 49

2.3 IRAS Settings 52

2.4 Tax Line Setup 60

2.5 Voluntary CPF Setup 68

2.6 Recalculate CPF 73

2.7 Modify IR8S 75

2.8 IR8S Report 82

2.9 IR8A Report 85

2.9.1 Review/Printing of IR8A Report 85

2.9.2 IR8A Checking Report 93

2.9.3 IR8A Checking Report Landscape Format 96

2.9.4 Grand Total IR8A Checking Report 99

2.9.5 IR8A Adjustment 106

2.9.6 Pay History Report By Employee 117

2.9.7 Pay History Report By Employee 59

2.10 E-Submission 119

2.10.1 Income Tax Format 120

2.10.1 Crimson Logic Format 136

2.11 Validation & Submission Application Quick Start Guide 141

2.12 Benefits In Kind 160

2.12.1 Benefits in Kind 161

2.12.2 IR8A Additional Record Tab 164

2.12.3 Housing Tab 168

2.12.4 Hotel / Travel Tab 171

2.12.5 Others Tab 172

2.12.6 Remarks Tab 176

2.12.7 Misc Tab 177

2.13 Benefits In Kind Amendment 181

2.14 Appendix 8A 186

2.15 Share Options 188

2.16 Appendix 8B 199

2.17 Query 202

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Workshop Overview

1. Initialize of New Year

This is a compulsory step, which creates a new payroll

calendar for the New Year.

Without running this step, users will not be able to apply

leave in advance or process 2018 payroll.

2. Bonus Processing

There are two types of Bonus Processing.

Bonus can be processed during year end 2017 or early

2018.

3. IRAS Year of Assessment (YA) 2018

A separate application to generate income tax data for

payroll and non-payroll related items.

Two types of submission.

E-Submission

Manual Submission.

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Part 1 – Year End Payroll

Procedures

Update of TP8 and Installation of

IRAS 2018 (page 4)

Processing of Bonus/AWS in Year

2017 (page 12)

Backup of Database (page 32)

Initialize New Year and Leave Carry

Forward (page 34)

Processing of Previous Year Bonus in

Year 2018 (page 45)

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1.1 Installation Guide

(TIMESPAY 8.0)

Key features added to this version:

IRAS2018 application for yearend income tax submission.

Updated Public Holidays table for the year 2018.

Enhanced functionality for TimesPay 8.0 and IRAS

module

Installation Procedures:

1. PLEASE ENSURE ALL USERS HAVE LOGGED OFF

FROM THE PAYROLL BEFORE PROCEEDING.

2. If the TIMES software application is accessed 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.

3. Users who are using the standard payroll TIMESPAY 8.0

(TP8), please refer to the URL sent in the email to download

the executable file for the update:

http://www.timesoftsg.com.sg/updates/payhr8/TP8-2018.exe

http://www.timesoftsg.com.sg/updates/payhr8/TP8-2018.exe

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Windows XP User

For Windows XP users, the following window will be prompted after accessing

the link above:

Select Desktop from the Save in, retain the File name and Save as type fields

and click on “Save”.

Name: TP8-2018.exe Type: Application, 2.26MB From: www.timesoftsg.com.sg

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Windows 7 and Above User

For Windows 7 and above users, a window will be prompted at the bottom half

of the browser. Select “Save” then “Save As” and another window shown

below will prompt again.

Select Desktop from the Save in, retain the File name and Save as type fields

and click on “Save”.

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Users who 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, contact [email protected] to request for

the update email.

When the download is completed, this icon will appear on the

desktop:

4. Double click or run this icon and the following screen will

appear. If the Destination Folder is correct, click on the

"INSTALL” button :

http://www.timesoftsg.com.sg/updates/misc/

mailto:[email protected]

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How to identify your Payroll Application Location:

1. Locate the “TIMESPAY8” icon on your desktop.

2. Right click on the icon and select “Properties”.

3. Click on “Shortcut” tab

i. Look in the “Start in:” field:

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IMPORTANT NOTE!!!

IT IS IMPORTANT TO SELECT THE RIGHT DESTINATION

WHERE THE PAYROLL SYSTEM IS LOCATED AS IT WILL

DETERMINE IF THE PROGRAM IS UPDATED.

[PLEASE READ THE STEPS IN PAGE (4) FOR THE WALK-

THROUGH]

5. Upon clicking “INSTALL”, the application will prompt for a

password. Please enter the password which was indicated

in the e-mail and click on “OK” to proceed.

6. The following window will be prompted:

Select “Yes to All” button to proceed

7. Upon successful installation, the window will disappear

when update is complete.

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Common Errors Encountered during Update

There are 2 reasons this error might occur:

a. The system detect user access during the update.

Please ensure all users are logged off and repeat the

installation.

b. No access rights to perform the update. Please request

system administrator to assist in updating.

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To verify if the Payroll is updated?

a. Run the TIMESPAY8 application.

b. At the login screen, ensure the version is at 9.7.24

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1.2 PROCESS BONUS

(YEAR 2017) This section is to equip user with the knowledge of processing

bonus.

Bonus Processing Procedures:

1. In the main menu, click on Process Payroll.

2. Select Bonus Record.

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3. Bonus Run screen will be prompted:

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Fill in the blanks in accordance to your company’s Bonus

Processing policies.

BONU vs Other Allowance Code

Item Explanation Important Remarks

1 Bonus Code:

Select the code from the Allowance/Deduction table

that you wish to declare as your Bonus Code.

For Bonus run, we recommend to use codes

starting with BONU for example:

- BONUAWS

- BONU

- BONUADV

Please DO NOT use BONUSP

as it’s a reserved code for

Bonus for year 2017 which

are paid in the year 2018.

1….

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Item Explanation Important

Remarks

2 Bonus Method:

Select the following bonus method practice by your company:

- By Calendar: Based on Calendar Year (Jan 2017 to Dec 2017) - By Pay Period: Based on employee’s pay group’s period

(21st Dec 2016 to 20th Dec 2017) - By Calendar Periodical: Based on company financial period

(July 2016 to June 2017)

2….

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3 Cut-off Bonus

(Mth/Period):

Determines the cut

off period of the

bonus computation.

Example:

Company’s bonus follows the calendar year, the bonus cut off will be as

follows:

Company’s bonus follows the pay period, the bonus cut off will be as

follows:

Company’s bonus follows the calendar- periodical, the bonus cut off will

follow the company’s financial year. For example company’s financial

year is from July to June:

4 Bonus Factor:

This defines the

multiplying factor for

bonus computation.

Example:

For AWS payout, it is usually 1 month’s pay. Hence indicate 1 in the

Bonus Factor.

If it’s set to zero, the “Bonus Factor” value specified in the “Update

Employee” record will be used instead.

Please see screenshot below:

3…. 4….

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Update Bonus Factor

This section allows user to update the employee’s bonus factor 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 employee listing.

2. The system will display a list of employee’s bonus factor: 3. Once the Bonus Factor has been updated, proceed back to “Bonus

Parameter” tab to process the bonus.

COMMONLY MADE MISTAKES

This setup will supersede the standard setup on the ‘Bonus

parameter’ tabs.

If ‘Update Bonus Factor’ option is not in use, please ensure that

the list is empty before processing the standard bonus run.

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Process Bonus by Individual

This section allows user to enter the bonus amount/ factor by Individual Staff.

Processing Procedures:

1. At the “Process Bonus Record”, click on the “Individual” tab

2. (Optional) To retrieve the Bonus Factor from Update Employee, please at the option.

3. Click on “Generate Record”

4. The system will generate an employee listing:

5. This allows user to key in fixed amount or the bonus factor for each staff. After the entry, proceed back to “Bonus Parameter” tab to process the bonus.

2…. 3…. 7….

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6. To update the entry back to “Update Employee” Bonus Factor field, check on the “Update Bonus Factor to Update Employee?” check box.

7. Click on “Generate Record” button to update the Bonus Factor.



parameter’ tab and the ‘Group’ tab.

If the individual setup is not in use, please ensure that the list is

empty before processing the standard bonus run.

Updated from

Individual Tab

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Process Bonus by Group

This section allows users to be able to execute the Bonus Run by Group.


1. At the “Process Bonus Record”, click on “Group” tab.

2. Selection for group by option includes:

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 entry is done, proceed to the Bonus Parameter tab to process the bonus.



parameter’ tab and the ‘Individual’ tab. If the group setup is not

in use, please ensure that the list is empty before processing the

standard bonus run.

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Item Explanation

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

Bonus Payment By

Case 1 – Bonus Run on 201712

Case 2 – Bonus Run on 201701

Commonly used option.

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

5….

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Item Explanation

6. Bonus Amount

Only use this field if you have Fixed Amount

payment selected in Item 5.

7. Which Period To Pay Bonus

Select which Pay Cycle to pay out the bonus:

- Mid-Month Period: The bonus amount will be 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 Bonus Cycle.

The use of Separately option

is strongly recommended, so

the system could differentiate

the CPF contributions of the

bonus pay cycle with the

normal pay cycle.

8. Bonus Calculation By

Prorate the bonus based on:

- Service Month Example: Hired date: 11/05/2017

Cut Off Bonus: 12 - 2017

Bonus factor: 1

Bonus method: By Calendar

Basic Salary: $2,000

Which period to pay bonus: Separately

Service Month Cut Off Day: 15

The bonus will be computed as follows: (8/12) month X $2,000 =S$1,333.33

7….

6….

8….

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Item Explanation

- Calendar Days :

Example: Hired date: 11/05/2017

Bonus factor: 1

Bonus method by: Calendar



Cut Off Bonus: 12 – 2017

Exclude NPL= 3 days (Use the “Leave Exclusion” function to further prorate bonus if

staff is on NPL for more than 3 days)

The bonus will be computed as follows:

Total calendar days = 365 days


Actual calendar days: (21+30+31+31+30+31+30+31) - 3= 232 days

232/365 calendar days X $2000.00= S$1271.23

- Working Days: Example:

Hired date: 11/05/2017

Bonus factor: 1

Bonus method by: Working Days



Cut Off Bonus: 12 - 2017

NPL: 3 days


Total working days for 5 Days/Week in year 2017: 260 days

Actual working days less NPL days (3)

15+22+21+23+21+22+22+21 -3= 164 days


164/260 working day X S$2000.00 = S$1261.54

- None: No proration will be done to the bonus amount

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9. Service Month Cut-Off Day

This option is only applicable when Service Month

is selected under Item 8.

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.

10. Contribute Community Funds

Option to include community funds into the Bonus

Cycle or exclude it and lump the amount in End

Month Cycle.

If you had processed the End

Month, this option will no longer 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

12. Leave Exclusion

If any of the checkbox is , system will prorate the

bonus amount according to the leave taken by the

employees.

12….

10…. 11…. 13….

9….

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13. Exclude Bonus Condition

- Exclude Unconfirmed Staff

The system will exclude all unconfirmed staff when

processing the bonus cycle.

- 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.

This option is turned on by default.

14. Clear Record

This option clears processed bonus records in the

Modify Bonus Record.

15. Trial Run

This option generates a sample bonus report.

Payment will not be generated into

the Modify Bonus Record.

16. Process

This option process bonus figure into the bonus

cycle.

17. Close

This option exits the current screen and returns to

the main screen.

15…. 14…. 16….

13….

17….

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Bonus Run - Import from Excel User can import bonus with an Excel file. The Excel should not contain

“$” sign and “,” comma under Bonus Amount.

1. Once the excel file is ready, go under Custom Add-On and select the “Bonus/Allowance Data Import”.

2. Select the allowance code from the “Code” drop down option.

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3. Select the excel file from the look up button in the “Filename” field.

4. 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.

5. Select the pay period “Bonus” and click the “Process” button.

Modify Bonus cycle showing the import of the allowance.

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1.3 CPF EXCESS

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, CPF

Excess can only be identified through 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:

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There is CPF Excess when there is a value under Employee/Employer

variance column.

1. If the employee has CPF excess and CPF file has not submitted

to the CPF Board, the amount can be manually recovered via

Modify Pay Record to reduce the EECPF and ERCPF. 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 larger than December CPF

contribution, CPF Refund form and the IR8S form has to be

submitted in order to recover CPF Excess from the CPF Board.

3. To manually adjust the CPF value for the affected employee(s), first

go to the Update Employee Record > Other Tab. Tick on the

“Change CPF/FWL/SDF?” option 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.

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How to modify CPF figures?

Employee Variance is $400.00

Employee CPF contribution is $1200.00.

Hence, the Employee CPF should be manually adjusted to:

-$1200.00 + $400.00 = -$800.00

Employer Variance is $340.00

Employer CPF contribution is $1020.00.

Hence, the Employer CPF should be manually adjusted to:

$1020.00 - $340.00 = $680.00

This is what should be reflected in the Modify Pay Record:

IMPORTANT NOTE!!!

After saving the manual adjustment. DO NOT REPROCESS

PAYROLL or CLICK ON THE RECALCULATE button, as this

action will revert the Employee and Employer CPF amount to the

original figure.

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1.4 Initialize New Year

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 2018.

Creating a public holiday table for the year 2018

Bring forward leave balances of year 2017 to year 2018.

IMPORTANT NOTE!!!

Employees can only apply leave in year 2018 after Initialization

of New Year. This is an important step if employees would like

to plan 2018 leave in advance via the Time Leave System.

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1.4.1 Backing Up of Database(s)

Before initialization of New Year, it is highly recommended for

users to back up the database(s).

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 to backup and click on the Diagnostic button:

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3. Click on the “Backup” button.

4. The default back up location is in the TP8 folder. To reselect another location drive to store back up folder, click on the “Folder” button. When ready, click on “START” to commence back up process.

5. Repeat steps 3 to 5 if you have more than one database.

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1.4.2 Initialize of New Year

FREQUENTLY ASKED QUESTION

What does this message mean?

The message will be prompted when initialize new year has not

been performed before logging in to period 201801.

FOR CUSTOMERS WHO HAVE E-LEAVE, PLEASE

ENSURE ALL THE PENDING LEAVE(S) APPLIED ARE

CLEARED BEFORE YOU INITIALIZE THE NEW YEAR.

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Once the backing up process is complete, you may initialize the

New Year for the year 2018.

1. Login into the “Timespay8” program and select 201712 in

the period field.

2. Click on “Utility” button and select “Initialize New Year”.

Please ensure period is 201712

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3. You will see the following screen:

4. Please ensure that the database year is 2018

5. Please select your rounding method of the B/F leave

o To round leave that will be carried forward, select Round.

Rounding method used is >0.5:=1 or <0.5:=0 or

0.5:=0.5

o To not round carry forward leave, select Not Round.

Case #1 Case #2 Case #3

Carry Forward Leave: 12.27

Round: 12.00

Not Round: 12.27


Round: 11.50

Not Round: 11.50


Round: 16.00

Not Round: 15.51

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IMPORTANT NOTE!!!

(Rounding formula depend on the method selected in the Leave

Setup > Leave Administration > Current Leave)

6. Carry forward leave methods:

All (Balance Leave) – This option carry forward ALL current year YTD leave balance to the following year.

Screen capture as at Current Year

Screen capture as at Following Year

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One Year (Without B/F) – This option carry forward current year earned leave. Unutilized BF from previous year will not be carry forward to the following year

Screen capture as at Current Year

Screen capture as at Following Year

Maximum Days C/F (Manual) – This option carry forward balance annual leave as defined by user or the actual annual leave balance, whichever lower.

Case #1 Case #2 Case #3

Annual Leave Balance: 7

days

Max Carry Forward: 10 days

BF in the following year: 7

days


days



days


days



days

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Maximum Day C/F (Allocation) – This option carry forward leave based on number of days as specified in Leave Setup > Leave Allocation > Current Year Carry Forward column.

Maximum Day C/F (By Percentage) – This option carry forward based on 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.

12 x 25% = 3 days

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Maximum Day C/F (Allocation by Service Year) – This option carry forward Leave will be based on your Service Status.

The service year will always be rounded down. Example: 3 years 5 months become 3 years

None – This option forfeit all balance annual leave.

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7. Initialize Employee’s Cost Centre Allocation Table:

This option will to copy current year the Cost Centre

Allocation to the following year.

Ensure it is when initializing new year for the first time.

8. Click on “OK” button to start the “Initialize New Year”

function.

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9. The “Holiday Table” under Leave Setup will be prompted.

The screen reflects the Public Holidays in the year.

IMPORTANT NOTE!!!

If the Public Holiday table is empty, this indicates that the

application is not updated.

10. Click on Proceed to Initialise to continue.

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IMPORTANT NOTE!!!

The initialization processing time will varies depending on the

size of your database. Please DO NOT END TASK or force

shut down during this period as it might corrupt the data.

11. Initialize New Year process is completed when the

“COMPLETED PROCESS!” message box is prompted.

To proceed click on “OK” button.

12. 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.

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13. With the B/F Leave Report button, 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.

14. Once the initialize New Year process is completed, staff can

now apply leave for the calendar year in 2018 and proceed

to process 2018 payroll.

Initialize of New Year for Financial Year

For example, the company’s leave financial year is from April

to March:

Initialize of New Year has to be done twice. Once in year 201712

and the other in period 201803, to repeat Step 3 to Step 14 (Refer

to Page 36 - 44).

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1.5 PREVIOUS YEAR

BONUS (YEAR 2018)

This section covers bonus that are paid in year 2018 which is

intended for 2017 tax assessment.


1. To process a bonus, click on “Process Payroll” button and select “Bonus Record”.

Please ensure period is 201801

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2. Select BONUSP under Bonus Code in this case.

3. For the Cut Off Bonus (Mth/Period), please enter as 12/2017.

4. The rest of the setting should follow chapter 1.2 (Refer to

page12 onwards).

IMPORTANT NOTE!!!

BONUSP is a reserved code for Bonus paid in 2018, but to be declared as 2017 income. According to IRAS only Contractual bonus 2017 paid in 2018 can put back to 2017. Non-contractual bonus 2017 paid in 2018 must treat as 2017 income. DO NOT process bonus with BONUSP after 1st March 2018, (or before February 2018’s CPF cut off deadline by 14th March 2018). Clients are advised to use bonus codes that are NOT BONUSP for the bonus after 1st March 2018. These bonuses will NOT be included for the tax assessment of the year 2017.

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Part 2 – IRAS Submission

Link existing allowance /

deduction codes with their

respective Tax Line

Does your company

have employees with

Voluntary CPF?

YES

NO

Setup

Voluntary CPF

contributions to

Singaporeans

and PRs

Do any of your

employees have

Excess CPF?

YES

Input all taxable

benefits such as

Accommodation,

Car benefits and

Pension

NO Print

Displays the

Appendix 8A

form

Do any of your

employees have

benefits which are

taxable?

Fill up the IR8S

form to declare

the CPF refund

caused by

Excess

contribution. YE

S Print

Displays the

IR8S form

NO

Do any of your

employees have

Share Options?

YES Input the Share

Options for

Appendix 8B

Print

Displays the

Appendix 8B

form

NO

Submits

electronic files

to IRAS via

IRAS website

or CRIMSON

LOGIC

Upon first login, the system will

bring you to this option. You

must complete this setup

before proceeding.

Page 52

Page 60

Page 68

Page 73

Page 75

Page 82

Page 160

Page 186

Page 189

Page 199 Page 85 Page 119

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2.1 Exclusion from IRAS

Submission

To exclude a certain group of employee(s) from IRAS submission, configure it in the payroll system before proceeding to the IRAS program.

1. To exclude this group of employee(s), go under Update Employee Record > Confirm & Termination Tab.

2. Under the Exclude from IRAS? Indicator field, click on the drop down button and select “Yes”.

Once it is selected, the employee will be excluded from the IRAS submission.

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2.2 IRAS 2018 Program

Before proceeding further, users MUST ensure that the latest

IRAS2018 application is installed. It is a separate application

from the payroll.

The function of this application enable the user(s) to generate

year end 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 e-Submission.

How to run the application?

1. To create a shortcut icon, please go to \\TP8 folder and look for the “IRAS2018.exe” icon.

Select the application and perform a right click. Select “Send To” option and select “Desktop (create shortcut)”.

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2. Double click the icon to launch the program.

3. The main login screen will be display on your screen.

VER 9.7.24

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4. To login:

Select the company to login by doing a left-click on the company code.

Click on “Logon” button to proceed.

Login with payroll User ID and Password to proceed.

Print Date is the date that will appear at the bottom of the IR8A form.

IMPORTANT NOTE!!!

Only User(s) with full access in the payroll application

can access the IRAS application.

During the initial login, system will default it to IRAS Settings screen. Please refer to the next page on how to proceed from the screen.

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2.3 IRAS Settings Upon first login to the IRAS 2018 application, system will automatically link any employee with more than 1 profile for year 2017 based on their FIN or NRIC No.

1. Once the linkage is completed, a prompt will appear on the screen. Click “OK” button to view the linked records. In the event if there are no records to be

linked the following prompt will appear:

Sample of Linked Record:

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2. The following screen will be displayed. To proceed, the correct information must be keyed in the highlighted fields.

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IMPORTANT NOTE!!!

The system will prompt the following message if you fail to

provide the relevant information in IRAS Settings:

When “Yes” is selected, the system will divert it back to the IRAS

Parameter Setup screen. If “No” is selected, the application will

shut down automatically.

You will not be able to proceed further if you did not provide

the relevant information.

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Fill in the blanks in accordance to your company’s settings:

Item Explanation

Types Of Organization :

- MINDEF

- Govt Department

- Statutory Board

- Private Sector

- Others

Payer’s ID Type :

(Format yyyy = year,

n = numbers,

P, Q, X = alphabet)

UEN-BUSINESS (ROB)

Company registration ID with the following format nnnnnnnnX. E.g 52912345A

UEN-LOCAL COMPANY (ROC)

Company registration ID with the following format yyyynnnnnX. E.g 200312345A.

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

Gross commission payment by :

Indicate if company pays out commission by:

- Monthly

- Others

- NA

Director fee approval date

It is default to 31st Dec 2017. Indicate the date of the company's annual general meeting or when the director's fee is approved by the board of the company.

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Item Explanation

3. Do you have 2016 bonus that are paid in 2017 (Y/N)? (Excluding BONUSP)

This is the non-contractual bonus declared payable in 2016 but paid in 2017.

to enable this option.

Important Note: The bonus amount will appear in a separate IR8A form (Supplementary Form).

For 2016 Bonus paid in 2017 up to? Select the cut off period where this bonus will apply.

4. Do you have 2017 bonus that are paid in 2018 (Y/N): (For BONUSP Only)

Define bonus that are declared in 2017 service year and paid in the following year (2018).

to enable this option.

Important Note: When paying out this bonus in 2018, use the code: BONUSP before 1st March 2018

Please tick if your Database was converted from other payroll software in year 2017

if database is converted from other payroll software with data

migration.

Important Note: OT figures may not be captured into the form IR8A if this option is not indicated.

NSP Code 1 / Code 2

Select the relevant National Service Pay code used in your existing database. The default code is NSP.

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Item Explanation

ERIS START-Ups Date

(Share Option only)

Stock options or shares granted from 16 Feb 2008 to 15 Feb 2013 (both

dates inclusive). The grant date must be within the first three years of

the company's incorporation.

Auto Compute Residence Value (For Appendix 8A)

When the option is , system will auto calculate the Residence Value

when the IR8A report is generated.

Overwrite Benefit in Kind- Cost of Home Leave Passage based on computation from Payroll – Allowance

When the option is , system will capture amount from the allowance

code if the setup below is done:

Link allowance code to home leave passage from Tax Line Setup Icon.

In the event where no setup is done, the amount entered in the Benefits

in Kind will be the amount declared on Appendix 8A.

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Item Explanation

5. Authorized person making the declaration*

*Compulsory field

Enter the name of the person who has the authority to confirm the information.

Designation*

*Compulsory field

Designation of the Authorized Person making the declaration.

Email address of contact person*

*Compulsory field

Email Address of the Authorized Person making the declaration.

Important if you are using auto-inclusion scheme.

Close

This option exits the current screen and returns to the main screen. System will prompt user to save the record before exiting.

After saving the record, system will prompt if you would want to recalculate CPF.

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NEW FEATURE!!!

Users can choose to Recalculate CPF first to preview IR8A form

for checking purposes, provided that there are no changes in the

Allowance/ Deduction Table.

IMPORTANT NOTE!!!

To make changes to the settings, it can be amended by

accessing the IRAS Settings icon in the main menu.

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2.4 Tax Line Setup This function allows the assignment of the tax line to the

allowance and deduction codes used in the payroll system for

the year, in order for the amount to reflect correctly on the

employees’ IR8A form.

Mapping Procedures:

1. Click on the “Tax Line Setup” icon.

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2. The allowance / deduction code maintenance table will be prompted. Ensure all codes are linked to their respective tax line. For more information, please refer to the sample IR8A Form on the next page.

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1. Gross Salary

2. Bonus

61. Allowance – Transport

62. Allowance – Entertainment

63. Allowance – Others

3. Director’s Fee

4. Commission

5. Pension 71. Gratuity 73. Notice Pay 74. Ex-gratia

Payment 75. Gratuity - Other

Payment 72. Loss

of Office

Key from

Benefits In Kind

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2.4.1 Per Diem Allowance Source taken from IRAS Website on Acceptable Rates for Per

Diem Allowances:

https://www.iras.gov.sg/irashome/uploadedFiles/IRASHome/Ind

ividuals/2017%20Acceptable%20Rates%20for%20Per%20Die

m%20Allowances.pdf

https://www.iras.gov.sg/irashome/uploadedFiles/IRASHome/Individuals/2017%20Acceptable%20Rates%20for%20Per%20Diem%20Allowances.pdf



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3. Any allowance code that is used but not assigned to any tax line will be highlighted in Red.

4. To exit, click on “Close” button.

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2.5 Voluntary CPF Setup

This section is to setup Voluntary CPF for Singapore Citizens or

Permanent Residents.

Please skip this step and proceed to Chapter 2.6 (page 60) if

voluntary CPF is not applicable.

Voluntary CPF for Singaporeans

1. Click on “Voluntary CPF Setup” icon and click on “Singaporean”.

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2. Refer to the below screen. This setup is link directly from Update Employee > MISC Tab.

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3. Tick on “Show Employees Contribute Voluntary Fund?”

option to enable the filter function by reflecting only those

whom contribute voluntary fund.

Clicking on “Add All” button will automatically reflect voluntary contribution amount in the Vol’ Er or Vol’ Ee accordingly. In the event if the staff’s voluntary fund is not found in this list. Select the staff and click on “Add” button.

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Voluntary CPF for Permanent Residents

IMPORTANT NOTE!!!

Only contributions that ARE NOT APPROVED by the CPF

Board ARE considered as Voluntary Contribution.

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.

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2. Employee Fund Class screen will be prompted:

In the event where graduated rate for employer CPF and

normal PR first year rate for employee CPF is

contributed for first year PR employees.

Kindly indicate the following settings as the additional

Employer CPF is considered as voluntary CPF:

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2.6 Recalculate CPF *Please note that this is a COMPULSORY step.

This step will recalculate the CPF contributions for the year 2017.

Recalculate CPF will breakdown the CPF into 3 different

categories:

Voluntary Contribution

Supplementary Bonus

CPF Contribution

Recalculation Procedures:

1. Click on the “Recalculate CPF” icon.

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2. Period Initialize screen will be prompted:

3. Click on “Process” button to proceed with the CPF calculation.

4. Once the recalculation is completed, the program will end the automatically, and goes back to the main screen.

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2.7 Modify IR8S This function allows user to modify the IR8S record for individual employee. 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 voluntarily contributed to CPF which is not

compulsory under the CPF Act.

Foreigners are not required to make CPF contribution. The

CPF contributions made by employer for foreign employees

or on director’s fees are considered as voluntary

contributions.

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.

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When is IR8S filed?

IR8S form has to be filed with CPF refund information when there is CPF excess after submitting December’s CPF or if the CPF excess is too huge to recover by modifying the Employee CPF or Employer CPF.

Modification Procedures (CPF Excess Refund):

1. Click on “CPF Excess/Short” icon to check on which employee has CPF excess.

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This report shows the amount of CPF Excess that the

employee has for the year. It is reflected under Employee

Variance and Employer Variance column.

What does the amount under Employee/

Employer Variance Column defines?

If amount is positive – There is an excess in the CPF

contribution, you will need to request for a refund.

If amount is negative – There is a short fall in the CPF

contribution, you will need to pay the amount back to CPF.

2. Go to Modify IR8S > Refund Info tab to fill the information.

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How to derive with the OW/AW Wages Amount?

Generate the employee Pay History and calculate CPF Excess

with the following formula:

CPF Excess = Total CPF contributed (OW+AW) - 102000 (CPF Max)

In the scenario given below:

CPF Excess = (64400+42000) -102000 = 4400

To fill up the form, enter the amount declared under OW/AW

Wages under Modify IR8S reflected on the CPF Adjustment

Listing Report, the amount is $4,400.

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3. For “OW or AW Wages From Date”, enter 01/02/2017 and the end of the month of the CPF Excess in the “OW or AW Wages To Date”. In this case enter 28/02/2017.

4. Under the “Employee’s Refund” and the “Employer’s Refund”, key in the amount which is taken from the CPF Excess/Short Report under Employee Variance and Employer Variance column.

IMPORTANT NOTE!!!

Please indicate the date refund as it was received. If the refund

has not been received, please indicate the date the claim was

made or expected to be made as at the date of completion of this

form.

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5. Once refund information is filled, Form IR8A item (7) will reflect as NA

in the amount column.

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6. This is what it will look like in the IR8S Report Section C:

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2.8 IR8S Report

This section allows the user to print IR8S report.

Generating Procedures:

1. Click on “IR8S Report” icon.

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2. The below print dialog box will appear.

3. Click on “Preview” button to view the IR8S report. Sample IR8S report is shown in the following page.

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Sample IR8S Form

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2.9 IR8A Report IMPORTANT: DO YOU HAVE ANY EMPLOYEES POSTED OVERSEAS? IF YES, PLEASE REFER TO PAGE 177. IF YOU DO NOT HAVE SUCH EMPLOYEES, PLEASE PROCEED TO THE NEXT STEP.

This section enables the users to generate various reports for

both checking purposes and submission purposes.

2.9.1 IR8A Report The following steps will enable the user to generate, view and

print the IR8A reports / (IR8E for electronic submission). This is

important for users who are using the manual submission.


1. Click on “IR8A Report” icon. Select “IR8A Report”.

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2. IR8A Form Print Dialog box will appear:

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Item Explanation Print Supplementary Forms Only (if applicable)?

to print Supplementary Forms (for IRAS YE2016)

To print IR8E Heading?

The form header will display FORM IR8E instead of FORM IR8A. Please note that if you are doing manual submission, this option must be untick.

Print Employee Number on IR8A Form

To print the employee number on IR8A form. It will be displayed on the top left side corner of the form.

Print (POSTAL CODE)

Postal Code description is indicates in the IR8A form.

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Item Explanation Do not Print the Service Years?

(II) Lump sum payment (item d4 of Form IR8A) i. The details of payment are to be classified into the respective

fields in the table within the Form IR8A. ii. Compensation for loss of office is not taxable. The payment

should not include taxable components such as gratuity, notice pay, ex-gratia payment, etc.

iii. Employer needs to state the:

respective taxable components of the lump sum payment under items 4(i), (ii), (iii) and (iv) and declare the total amount under item d4;

amount of Compensation for loss of office under item 4(v);

date of approval (if approval has been obtained from IeRAS) that the compensation for loss of office is not taxable; and

reasons for the payment, the basis of arriving at each component and the employee’s length of service.

Do not round the Community Fund/Donations?

The IR8A form does not allow you to input cents under: Income (items a to e) Deduction (Employee's compulsory contribution to CPF, Donations, Contributions for Mosque Building Fund and Life Insurance premiums)

IRAS give the benefit to taxpayers when rounding up or down to the nearest dollar. For income fields, drop the cents. For the items d1 to d9, drop the cents only after obtaining the total for items d1 to d9. For deduction fields, round up to the next dollar. E.g.1 Salary of $31,220.98 is to be entered as $31,220 (drop the cents). E.g.2 Deduction such as CPF contributions of $5,566.22 is to be entered as $5,567 (round up).

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Item Explanation Do not round the nearest dollar in the IR8A Report?

Display non-rounded figure of the community funds.

Staff excluded from IR8A Submission Run

to exclude Staff with Yes indicator under Exclude from IRAS. IR8A form will not be generated.

Batch Indicator Allows user to show Original figures, Amendment figures (if any), or the Final figures which is the combination of both the original and amendment.

Name of CPF Fund

This enables user to choose the name of the Employee’s compulsory contribution fund. It is either “CPF” or “Designated Pension/Provident Fund”.

The screenshot shows a sample of how it will appear in the IR8A form.

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Item Explanation Preview Click the “Preview” button to preview the IR8A report.

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Additional Filter Information:

Item Explanation Print Click on “Print” button to directly send IR8A forms for printing to the printer.

Close This option exits the current screen and returns to the main screen.

Item Explanation Sorted By Allow user to sort IR8A forms by the following options:

Employee To filter a range of employee by the employee number.

Tabs

“Employee”

BY EMPLOYEE

NUMBER

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IMPORTANT NOTE!!!

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.

Item Explanation

“Department” “Cost Centre”

BY DEPARTMENT

BY COST CENTRE

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2.9.2 IR8A Checking Report

This report allows the user to print out the IR8A Checking

Report for checking purposes before submission.

Generating Steps:

1. Click on the “IR8A Report” icon. Select “IR8A Checking Report”.

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2. IR8A Checking Report Print Dialog box will appear:

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3. The following is a sample of the IR8A Checking Report

upon clicking the “Preview” button:

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2.9.3 IR8A Checking Report Landscape Format

The IR8A Checking Report allows user to perform checking in

one page view.

Generating Steps:

1. Click on “IR8A Report” icon. Select “IR8A Checking

Report Landscape format”.

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2. IR8A Checking Landscape Format Dialog box will appear:

Item Explanation Export IRAS to excel?

This option allows user to export Landscape Checking Report to excel: on Export IRAS to excel? and the File Location field will be activated.

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Landscape Format upon clicking the “Preview” button.

Here is a sample of the IR8A Checking Report Landscape

Format in excel format.

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2.9.4 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.

Generating Steps:

1. Click on “IR8A Report” icon. Select “Grand Total IR8A Checking Report” option.

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2. Click on the “Preview” button to generate the grand total figure for IR8A.

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upon clicking the “Preview” button.

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How to tally Grand Total IR8A Checking Report with

Pay History (Whole Company)?

1. Generate Company’s Pay History from Timespay8. Internal Reports > Pay History Report:

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2. Under print dialog for Employee Pay History Report, select Print By : By Whole Company

3. Click on the “Preview” button to generate the Pay History Report.

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4. The following is a sample of the Pay History Report by

Whole Company:

5. Generate Grand Total IR8A Checking Report from IRAS Application. IR8A Report > Grand Total IR8A Checking Report:

Select option as follows and click on “Preview”:

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6. The following is a sample of the IR8A Checking Report:

The amount under Gross Salary, Fees, Leave Pay etc. comprised item from Tax Line 1 is $467940.

Add up item from the pay history:

461940 +3600 +2400 = $467940

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2.9.5 IR8A Adjustment

This section allows user to manually edit the IR8A details for either Original submission or Amendment submission.

Amendment Procedure:

1. Click on “IR8A Report” icon and select “IR8A Adjustment” option.

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2. Adjustment Employee Record window will be prompted. This window shows which staff has an IR8A Amendment record.

A blank screen would define that there are no amendment records for any employees.

3. To create amendment record, click on “New” button.

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4. The adjustment window will be prompted.

5. Select the affected employee from the button located beside Employee code.

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6. Indicate “IRAS Year” as Current Year and the “Batch Indicator” as Amendment.

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7. Fill in the details accordingly.

How to do Amendment?

Example 1:

Actual Salary = $28,000

Original Submission = $24,000

Amended record should show as “$4,000”

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Example 2:

Actual Bonus = $3,000

Original Submission = $5,000

Amended record should be shown as “-$2,000”

8. Click on the “Save” button to save the changes.

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9. After exiting the adjustment window, the Adjustment Employee Record window will reflect the employee details of the employee who has an amendment record.

Item Explanation Source Document

‘A’ indicates that employee has an adjustment in Amendment Record. ‘O’ indicates that employee has an adjustment in Original Record.

Tabs

New: To create an amendment record for affected employee. Edit: To make changes to existing records created. Delete: To remove existing records created. Import: To import amendment record in batch using excel template provided. Download Template: Allow user to download excel template file to perform Import function. Close: This option allows user to exit from Adjustment Employee Record and return to the main screen.

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NEW FEATURE!!!

Download Template Function

User can download excel template to upload a batch of employee if applicable.

1. Click on Download Template, the Download Template Window will be prompted.

2. Indicate where to save the file under Download To and click on Download.

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3. Sample of Import IR8A Adjustment Import Template.

Row 2 indicates definition of items in Row 1.

Please note to indicate records from Row 4 onwards.

4. Once the file is ready for importing.

Click on Import and the Open window will be prompted.

Select the file to be imported and click on Open and the records will be reflected on the Adjustment Employee Record window.

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5. After amendment details are ready. Proceed e-Submission file generator (Page 114) change the “Batch Indicator” to Amendment as shown below.

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IMPORTANT NOTE!!!

Two important things to take note of: 1. Existing figures will be replaced with the amended figures

in the IR8A form.

2. Indicate the differences for IRAS amendment submissions. For more information, please refer to the example below.

Only prepare the affected employees' records

Only edit the fields that are required to be amended. Leave other numeric fields not affected by the error blank

Ensure the accuracy in all information before submitting to IRAS. IRAS do not allow deletion after submission.

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2.9.6 Pay History Report By Employee

Pay History Report is used to check on Taxable Income, Additional Wage Capping and Employees’ CPF contribution.


1. Click on “IR8A Report” icon. Select “Pay History Report

by Employee” option.

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2. The Reports Parameter window will appear. Select the

period range, then select employee (optional) and click on

the “Process” button to generate the report.

3. The following is a sample of the Pay History Report upon

clicking the “Preview” button.

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2.10 E-Submission

This section allows 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 Submission Medium Description

Income Tax

Format Method

Submit via IRAS

website

This is a free service provided by

IRAS.

Crimson Logic

Method

Submit via CRIMSON

LOGIC website

This is an electronic application

developed by Crimson Logic Pte

Ltd and subscription is required.

What is 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 pay slips

or their auto included income via the Income, Deductions and

Reliefs Statement (IDRS) at myTax Portal.

https://mytax.iras.gov.sg

https://mytax.iras.gov.sg/

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2.10.1 INCOME TAX FORMAT

This section allows the user to generate the text file for

submission to IRAS via My Tax Portal.

IMPORTANT NOTE!!!

This E-Submission DOES NOT link directly to IRAS Website

http://www.iras.gov.sg. The application only generates the

output file for uploading. User will need to login into IRAS E-

Submission Website to upload the text files for submission.

Generating Steps:

1. Click on the “E-Submission” icon. Select “Income Tax Format” option.

http://www.iras.gov.sg/

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3. The IRAS Generator Dialog Box will be prompted.

Item Explanation

File Detail This indicates the default directory of where the text file will be saved. The system will direct the text file to the following default directory. C:\Timesoft\TP8\IRAS To change the directory, click on button at the top right corner of the dialog box to select the directory. Please note that system will not generate all files to the directory, only the relevant files based on employee’s details will be generated.

Staff Excludes From IR8A Submission Run

Staff with Yes indicator under Exclude from IRAS. IR8A form will not be generated.

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Item Explanation

Batch Indicator

First submission to IRAS for the employee select Original under Batch Indicator. Subsequent submission to IRAS for the employee when there is error on figures on first submission select Amendment under batch indicator.

Name of CPF Indicate CPF under Name of CPF Fund.

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Generate This option generates text files to the designated file location. During the file generation process, the system will check through the employees’ details for compulsory IRAS related information. If the system detects missing information, it will force user to enter the relevant information before proceeding further. (Illustrated on Pages 119 -129) If there are no missing information, system will generate text file and prompt “COMPLETED PROCESS”.

System will reflect the total count for the respective forms at the bottom of the screen.

Close This option exits current screen and returns to main screen

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a) Nationality Code

Linking of nationality code to its respective IRAS nationality

code is mandatory.

Otherwise “Nationality code not defined. Please setup the

IRAS code!” message will be prompted:

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The system will then prompt a list of nationality codes currently

used by the payroll system.

To enter the missing IRAS Nationality Code under IRASCODE,

click on button to browse for the codes:

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The search dialog window will be prompted:

User can search by country name or IRAS Nationality Code to

perform a wildcard search by entering a specific key word in

“Search Text” field and click on “Search”:

For the full list of IRAS Nationality Code, please go to:

https://www.iras.gov.sg/IRASHome/uploadedFiles/IRASHome/

Businesses/List%20of%20Country%20and%20Nationality%20

Codes.pdf

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1. Enter Key Word: Mal and click on search

2. Select Malaysia and click on OK.

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3. The IRAS Nationality code will be reflected in the Nationality

Code Setup Window.

Click on “Close” to proceed.

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b) Fin Number

Fin Number is a mandatory field for IRAS Submission.

System will prompt Update Fin Number Dialog window when

the employee’s FIN Number is absent.

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To resolve the issue you could either copy the FIN Number from

NEW_IC field to FIN_NO field.

Click on “Close” to proceed and click “Yes” when system prompt

Confirm window to save changes.

Otherwise, FIN Number details can be entered under Update

Employee > Other tab on the SG NRIC# / Fin No # field.

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c) Gender

If the employee’s gender is missing in the Update Employee

the system will then generate a list of affected employees in

the Update Gender Dialog.

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To resolve the issue, select Gender from accordingly.

Otherwise, Gender can be entered under Update Employee >

Other tab on Sex/ Title field.



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d) Address

Address is a mandatory field for IRAS field.

System will prompt Update Address Dialog window when the

employee Address is absent.

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To resolve the issue, enter employee’s address TO ADDR1,

ADDR2, ADDR3 and POSTAL_CODE fields respectively.



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How to retrieve generate text file Location:

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_YYYYMMDDHHMM.txt.

The files generated would be in the desired directory. Here is a

sample of the IRAS text file:

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2.10.2 CRIMSON LOGIC FORMAT

This section allows the user to generate the text file for submission using CRIMSON LOGIC FORMAT

Generating Steps:

1. Click on “E-Submission” icon. Select “Crimson Logic Format” option.

The system will display the following dialog box.

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3. The IRAS Generator Dialog Box will be prompted.

Item Explanation

File Detail This indicates the default directory of where the text file will be saved. The system will direct the text file to the following default directory. C:\Timesoft\TP8\CrimsonLogic To change the directory, click on button at the top right corner of the dialog box to select the directory. Please note that system will not generate all files to the directory, only the relevant files based on employee’s details will be generated.

Staff Excludes From IR8A Submission Run

Staff with Yes indicator under Exclude from IRAS. IR8A form will not be generated.

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Item Explanation

Global update IRAS submission to zero values?

This option remains unticked.

Batch Indicator

First submission to IRAS for the employee select Original under Batch Indicator. Subsequent submission to IRAS for the employee when there is error on figures on first submission select Amendment under batch indicator.

Name of CPF Indicate CPF under Name of CPF Fund.

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Generate This option generates text files to the designated file location. During the file generation process, the system will check through the employees’ details for compulsory IRAS related information. If the system detects missing information, it will force user to enter the relevant information before proceeding further. (Illustrated on Pages 119 -129) If there are no missing information, system will generate text file and prompt “COMPLETED PROCESS”.

System will reflect the total count for the respective forms at the bottom of the screen.

Close This option exits current screen and returns to main screen

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How to retrieve generate text file Location:

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

TSPLIRAS_CS_IR8A.txt.

The files generated would be in the desired directory. Here is a

sample of the IRAS text file:

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2.11 Guide to Validation & Submission Application

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.

Installation Procedures: 1. At IRAS website www.iras.gov.sg, choose Businesses >

Employers > Auto-Inclusion Scheme (AIS) for

Employment Income > Validation and Submission

Application.

https://www.iras.gov.sg/IRASHome/Businesses/Employers

/Auto-Inclusion-Scheme--AIS-/Validation-and-Submission-

Application/

http://www.iras.gov.sg/

https://www.iras.gov.sg/IRASHome/Businesses/Employers/Auto-Inclusion-Scheme--AIS-/Validation-and-Submission-Application/



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2. Click Validation and Application Version 8.0 to download and install the program.

Common Errors Encountered during Download

IRAS Validation and Submission Application will not be downloaded if the Java is out of date. Hence click on “Update (recommended)” to update Java and download the application again after Java is updated.

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Launch the application

1. Launch by double-clicking the AIS Salary File Validation and Submission Application from the desktop.

The application will prompt “Do you want to run this application”, click on “Run” to proceed.

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2. The IRAS Validation and Submission Application window will prompted after loading:

To proceed click “Next”.

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Begin validating a file 3. Click “Browse” button to select the generated file from the

payroll software

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4. Select the file to validate and click “Open” button to load the

selected file into the application file.

5. Click on the “Validate” button to start the validation process

for the selected file.

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6. For successful validation the message “File validation is successful” will be shown.

7. Click “Next” button to proceed.

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What to do when errors are detected during Validation

a. In the event when the application detects an error(s). Error

will be reflected as shown.

b. To save the list of error(s), click button. User can contact us by sending us the error log file on how to rectify the error(s).

c. After rectifying all errors, regenerate the file for validation.

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Verify summary of file

1. To verify the summary of the file before submitting to IRAS,

click on button.

2. User are able to view individual employees’ records at the bottom row of the file summary. Each row represents an employee’s record.

Note: The individual employee’s record summary is

only applicable to Form Type IR8A.

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3. Click on if there is more file(s) to be submitted to IRAS.

Note: Maximum number of files per submission is 4.

If there are more than 4 files to be submitted, you have to

repeat the validation and submission process for the

remaining files.

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4. Once ready, click on to login to myTax Portal to submit the file(s).

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5. System will prompt the following window: Click “Yes” to proceed.

6. System will prompt Confirmation window as follows: Click “Yes” to proceed.

IMPORTANT NOTE!!!

Kindly ensure you are connected to the Internet, as you will be directed to IRAS Website for submission. Make sure your Sing Pass account has been authorised to upload the submission.

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Login to myTax Portal

1. The application will direct to myTax Portal webpage.

2. Under Login for select “Organisation/Business Tax Matters” with select either “SingPass” or “IRAS PIN” to login.

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3. Login with SingPass ID and enter Password accordingly.

4. Enter 2FA with registered mobile number.

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5. Continue by entering the Organisation Tax Reference Number.

IMPORTANT NOTE!!!

Users who are not authorized to the upload the data file will be prompted with the screen as follows:

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6. To upload data file, click on “Select File” button.

7. Go to Document Folder to select salaryzippedfile.iras file.

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8. Click on “Upload”

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Successful Upload

1. Upon successful upload, the Upload Data File for Employment Income page will be shown.

2. Print the acknowledgement page or take down submission reference number for future reference.

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2.12 Benefits in Kind

What is Benefits in Kind?

Benefits in Kind is a non-wage compensation given to

employees in addition to their normal wages or salaries. If

employee DO NOT 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 NOTE!!!

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.

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2.12.1 Benefits in Kind

Additional Record Procedures:

1. Click on “Benefits in Kind” icon. Select “Benefits in Kind”.

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2. Benefits In Kind window will be prompted. This window shows which staff has a Benefits In Kind Amendment record.

A blank screen would define that there are no Benefits In Kind records for any employees.


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4. The Additional Employee Record window will be prompted.

5. Select the employee from the button located beside Employee code.

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2.12.2 IR8A Additional Record Tab

This section allows the user to enter additional record details of employee’s benefits in the Appendix 8A.

Item Notes Director’s fees approved at the company’s AGM

Director’s fees are assessed in the year that a director becomes entitled to the fees.

Retirement benefits including gratuities/ pension /commutation of pension /lump sum payment .etc from Pension/ Provident fund

All retirement benefits including gratuities and pensions are taxable unless they are specifically exempted under the Income Tax Act.

Amount accrued up to 31-12-1992$

The retirement benefits accrued from existing approved pension and provident funds up to 31 Dec 1992 will remain tax-exempt.

Amount accrued from 1993

Amount are taxable only on funds accrued from 1 Jan 1993 to date of retirement. The funds will be taxed at the time the benefits are received.

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Item Notes Contribution made by employer to any Pension/Provident Fund constituted outside Singapore

Any contribution made by employer to any Pension/Provident Fund outside Singapore is taxable. Declare the amount and name of the fund.

Are contributions Mandatory?

Tick if contribution made above by employer to any Pension/Provident Fund constituted outside Singapore is/are mandatory. Default grey tick is unticked.

Full Wages contributions charged/deductions claimed by a Singapore permanent establishment?

Tick if full wages contributions charged/deductions claimed by a Singapore permanent establishment.

Default grey tick is unticked.

Section 45 applicable indicator? (applicable for foreign director’s withholding tax)

If Section 45 withholding tax has been paid on director’s fees payable to a nonresident director, indicate ‘S45 applied’ against your employee’s designation on the Form IR8A.

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Item Notes Whether approval has been obtained from CPF board to make full contributions (for SPR granted on/after 31 Dec 2002)

For PR 1st year or 2nd year contributed full CPF rate or full employer rate & graduated employee rate.

Renouncement of SPR

Indicate the date of cancellation for permanent residence status.

Whether Voluntary CPF Contribution are obligatory by contract of employment?

Indicate Yes, No, Na if voluntary CPF contributions are obligatory by contract of employment.

Adjust Voluntary Contribution?

To manually adjust the Voluntary CPF contribution:

1) Check on the “Adjust Voluntary Contribution?” checkbox. 2) Click on the “Save” button. You will see two fields appear on the screen

as shown below. 3) Enter the CPF amount. This will override the computed amount, in the

field provided.

Adjust Employer Variance?

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.

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Item Notes Approval obtained from IRAS for Compensation/ Retrenchment benefits

Indicate approval if there are pay out item(s) with tax line 72, remember to obtain IRAS approval for tax relief. Kindly fill in the indicator and approval date.

Date of Approval

Employee’s Income Tax Borne by Employer?

If employee’s income tax is borne by employer select from “Tax fully borne by employer” or “Tax partially borne by Employer” or “A fixed amount of income Tax borne by Employee”. If “Tax partially borne by Employer” or “A fixed amount of income Tax borne by Employee” is selected a textbox will appear for user to enter the amount.

Gains from exercise of stock option?

Indicate if ESOP/ESOW plan granted while an individual is exercising employment in Singapore / NOT exercising employment in Singapore.

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2.12.3 Housing Tab

This section allows the user to enter details of employee’s residential related benefits in the Appendix 8A.

a. Starting YA2015, IRAS no longer requires the declaration of furniture and fittings details.

Item Notes Address 1 Enter accommodation address.

Address 2 In the event if there is a change in accommodation within the year, enter 2nd address under Address2 tab.

Address? If the address is the same with the address in UPDATE EMPLOYEE, just tick on the checkbox.

Furniture Type If the premise is partially furnished, the value of the furniture and fitting will be 40% of the “Annual Value”.

If the premise is fully furnished, the value of the furniture and fitting will be 50% of the “Annual Value”.

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Item Notes Period of Occupation Number of days accommodation is provided by the

employer.

No of Days Auto populated by system after Period of Occupation is indicated.

Number of employee sharing the Quarter

Number of employees living / sharing the accommodation

Annual Value Annual value (AV) of the property or market rent of the property

Total Value of Furniture/Fitting Auto populated by system after Furniture Type is indicated.

Rent Paid to landlord including rental of Furniture/Fittings

Annual rent paid to landlord

Rent paid by employee

Residence Auto populated by system after Total Value of Furniture/Fitting and Furniture Type or Rent Paid to landlord including rental of Furniture/Fittings is indicated.

Calculate Click on Calculate so that system will populate Residence Value

Clear This option clears all data entered.

Overwrite This option allows disable auto population of rescidence values and allows user to define residence value to be declared.

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Item Notes Public Utilities Utilities bills will be taxed based on the actual amount paid by employer.

Telephone Telephone and cable bills will be taxed based on the actual amount paid by employer.

Pager

Suitcase

Golf Bag/accessories

Camera

Servant/ Gardener/ Upkeep of Compound

Gardener and housekeeping costs are $35 per month or actual wages paid by employer, whichever is lower.

Driver Amount Taxable = [Annual cost of driver x (private mileage / total mileage)]

Save This options Saves all record ot changes made.

Cancel This options cancel data or changes made.

Close This options exits current screen and returns to Benefits In Kind Window

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2.12.4 Hotel / Travel Tab

This section will allow the user to enter details of Hotel Accommodation for the staff’s dependents and children as well as Travel benefits entitled in Appendix 8A.

Item Notes 1. Actual Hotel accommodation/ Service Apartment within hotel building

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.

2. Amount paid by employee

3.a. Cost of home leave passages and incidental benefits provided to employee and his family

Tax Treatment of Home Leave Passage From YA 2018

The home leave passages provided to expatriates, their spouses and children are taxable in full.

b. Interest payment made by employer to the third party on behalf of an employee and/or loans provided by the employer interest free or at a rate below market rate to the employee who has substantial shareholding or control or influence over the company

Loans to Company Directors

Benefits directors derive from loans are taxable. The Income Tax Act regards company directors as employees, the benefits from interest-free / subsidised loans are taxable as employment benefits.

Information on prime lending rates is available on the MAS website.

c. free or subsidised holidays including air passage,etc.

Overseas holiday trip and Holiday reimbursement is taxable

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2.12.5 Others Tab

This section allows the user to key in other benefits which are not covered in the previous tabs.

Item Notes Education expenses including tutor provided

Tax treatment of training fees and expenses paid by the employer including course fee subsidies, scholarship awards, overseas training related expenses.

Non-monetary awards/benefits eg. Non-cash gift or long service awards exceeding $200

Tax treatment of awards given to employees for passing examinations, innovation, long-service, service excellence, referrals, work performance, etc.

Entrance/transfer fees and annual subscription to social or recreational clubs

Tax treatment of subscriptions paid by the employer for employees including gym subscriptions and subscription fees for professional networks.

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Item Notes Gains from assets,e.g. vehicles, property,etc sold to employees at a price lower than open market value

Tax treatment of staff discounts on products and services given to employees, employees' family members, relatives and friends.

Taxable Staff Discount = Market Value - Amount Paid by Employee

If the market value of goods or services offered to the employee exceeds $500, the full amount of the staff discount enjoyed is taxable.

For example, if the market value of a handphone is $600 and the employee is able to purchase the handphone at $550 from his employer, the taxable amount is $50 ($600 - $550).

The benchmark of $500 is applicable to market value inclusive of GST where applicable

Full cost of motor vehicle given to employee

Car-related benefits given to an employee are taxable based on the value of benefit derived from the employee’s private usage of the car or car-related items.

Taxable conditions includes

1. Car park charges reimbursed or provided by employer when an employee drives from home to work and parks his own car in the office car park or a nearby car park (season parking or daily car park charges)

2. Taxes, repairs and maintenance expenses of employee's own vehicle

3. Reimbursement on ERP Charges

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Item Notes Car benefit. Please refer to IRAS website for more detailed information.

Car benefits given to an employee are taxable based on the value of benefit derived from the employee’s private usage of the car items.

(a) New Car provided by employer

Petrol cost borne by Value of Benefit

Employee 3/7 x (Car Cost – Residual Value)/10 + ($0.45/km x private

mileage)

Employer 3/7 x (Car Cost – Residual Value)/10 + ($0.55/km x private

mileage)

i) “3/7” refers to the use of the car outside office hours for private matters, which is estimated at 3 out of 7 days in a week.

ii) "Car cost" refers to the acquisition cost of a car (inclusive of COE) paid or payable on the date of purchase. If the car is not provided to the employee for the full year, the cost of the car can be apportioned based on the number of days that the car was provided to employee in the year.

iii) “Residual Value” is equal to 80% of the Open Market Value (OMV) of the car if the car was registered on or after 1 Nov 1990. The OMV of the car at the time of purchase is reflected on the vehicle registration card.

(b) Leased car provided by employer

Petrol cost borne by Value of Benefit

Employee 3/7 x Rental Cost incurred by the employer

Employer 3/7 x Rental Cost incurred by the employer + ($0.10km x

private mileage)

i) “3/7” refers to the use of the car outside office hours for private matters, which is estimated at 3 out of 7 days in a week.

ii) If you have rented a car for your employee's use, the rental cost of the car should be used instead of the car cost.

For more information on how to compute the taxable value of a second-hand car, refer to www.iras.gov.sg>Quick Links>Calculators>Individual Income Tax>Car Benefit Calculator

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Item Notes Insurance premiums paid by the employer

Tax treatment of insurance premiums paid by employers including personal insurance policies, group insurance policies, travel insurance policies and workman compensation.

Taxable Condition includes:

1. Personal Insurance policy where employee is the policyholder.

2. Group Insurance policy (e.g. group insurance policies covering life, personal accident or critical illness) where employees are entitled to the payout contractually

The employee is taxable on the premium as he receives benefits in the form of an insurance protection.

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2.12.6 Remarks Tab

This section allows user to enter remarks which will be reflected on the IR8A Form for E-Submission.

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2.12.7 Misc Tab

This section contains other miscellaneous items for tax reporting.

How do employers report if employee was posted overseas?

Step 1: Go under Benefits in Kind > Misc Tab, indicate exempted

amount in Exempt Income/ Income subject to Tax Remission/ Income

from Overseas Employment/ Income from Overseas Pension Fund with

Tax Concession.

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Step 2: Go under Others Tab, indicate insurance premium if applicable.

Step 3: Go under IR8A Report > IR8A Adjustment. Indicate batch

indicator to ORIGINAL, enter CPF contributions, donations, contributions

to Mosque Building Fund for the whole year accordingly.

Step 4: Click “Save” button to save the entry.

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6. After exiting the additional employee record window, the Benefits In Kind (Original Record) window will reflect the list of employee who has a Benefits In Kind record.

Item Explanation Tabs

New: To create an amendment record for affected employee. Edit: To make changes to existing records created. Delete: To remove existing records created. Import: To import amendment record in batch using excel template provided. Download Template: Allow user to download excel template file to perform Import function. Close: This option allows user to exit from Adjustment Employee Record and return to the main screen.

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NEW FEATURE!!!

This option allows users perform multiple deletion.

1. Tick applicable employee under selected column.

2. To delete click on “Delete” button.

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2.13 Benefits in Kind Amendment

This section allows the user to manually edit the Benefits in Kind details for either Original submission or Amendment submission.

Amendment Procedure: 1. Click on the “Benefits In Kind” icon and select “Benefits In

Kind Amendment” option.

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2. Benefits In Kind (Amendment) window will be prompted. This window shows which staff has a Benefits In Kind Amendment record.

A blank screen would define that there are no amendment records for any employees


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4. The additional employee record window will be prompted.

5. Select the affected employee from the button located beside Employee code.

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6. Fill in the details accordingly.

How to do Amendment?

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”

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7. Click on “Save” button to save the changes. System will prompt “Record saved.” message upon saving.

IMPORTANT NOTE!!!

There are two important things to take note: 1. The existing figures in the Benefits in Kind will be overwritten

with the amended figures.

2. User will only need to indicate the difference for IRAS amendment submissions. For more information, please refer to the example below.

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2.14 Appendix 8A This section allows the IRAS program to print the Appendix 8A report.

IMPORTANT NOTE!!!

This report will only display a report when there are entries under the Benefit In Kind section. If there are no entries, NO report will be generated.

Generating Steps:

1. Click on “Appendix 8A” icon.

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2. Appendix 8A Form Print Dialog box will appear:

Item Explanation Batch Indicator Allows user to show Original figures, Amendment figures (if any), or the

Final figures which is the combination of both the original and amendment.

Staff excluded from IR8A Submission Run

to exclude Staff with Yes indicator under Exclude from IRAS. IR8A form will not be generated.

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3. The following is a sample of the Appendix 8A form upon

clicking the “Preview” button:

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2.15 Shares Option

What is Appendix 8B?

Appendix 8B is only applicable to companies that have stock option. This portion must be completed and signed off by the company secretary/director, representative of a non-resident company or a person authorized by the employer. In respect of an employee who has derived gains or profits; either directly or indirectly from the exercise or any benefit where such a right/benefit was obtained by any office or employment reason. This section is for users to key in the Appendix 8B information. Generally, ESOP is taxable in the year in which it is exercised. The date of exercise is the date when the gains accrued to your employee. ESOW is taxable in the year in which it is granted. However, if there is a vesting period imposed on the ESOW, the gains will be taxed in the year in which it is vested. If a moratorium (selling restriction) is imposed on ESOP/ESOW plan, the gains are accrued on the date when the moratorium is lifted.

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To furnish details of the stock option gains derived by the employee in year 2017 and segregating the gains into the following schemes, where applicable:-

Item Explanation (i)Company registration number (ii) Name of company

Complete these 2 columns only if the name of employer granting the stock option is not the same as the company making the declaration.

(iii) Indicate type of plan granted

Whether it is ESOP or ESOW plan granted

(iv) Date of exercise of ESOP or date of vesting of ESOW plan (if applicable). If moratorium (i.e. selling restriction) is imposed, state the date the moratorium is lifted.

If ESOP is granted without moratorium, to indicate the date the ESOP is exercised.

If ESOW plan is granted without moratorium but with vesting imposed, to indicate the date of vesting of ESOW plan.

If ESOP/ESOW plan is granted with moratorium, to indicate the date the moratorium is lifted for the ESOP/ESOW plans.

(v) Open market value per share as at the date reflected at Column (d) of Appendix 8B

Where the shares acquired are listed on the Singapore Exchange, please use the last done price on the listing date of the shares so acquired.

Where it is not possible to determine the open market value of the shares or an arm's length price for the shares and the shares are not listed on the Singapore Exchange, please use the net asset value of the shares.

(vi) Price in foreign currency for columns (e) to (m), except (h)

You are required to convert the share/stock option price in foreign currency to S$ when completing the Appendix 8B. The price of the foreign share/stock option should be converted using:

ESOW Exchange Rate To Use for conversion to

S$

Without Selling Restriction and no vesting

Without Selling

Restriction and with

vesting

Actual exchange rate on the date of grant of

shares.

Actual exchange rate on the date of vesting

of shares

With Selling

Restriction

Actual exchange rate on the date

moratorium is lifted

ESOP Exchange Rate To Use for conversion

to S$

Without Selling

Restriction

Actual exchange rate on the date the

employee exercised the stock option

With Selling

Restriction

Actual exchange rate on the date

moratorium is lifted

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Shares Option Procedure: 1. Click on the “Shares Option” icon.

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2. Stock Option Data window will be prompted. This window shows which staff has a shares option record.

A blank screen would define that there are no shares option record for any employees


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4. The additional employee record window will be prompted.

5. Select the employee from the button located beside Employee code.

6. Select the relevant tab accordingly.

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Section A – Employee Equity-based Remuneration (EEBR) Scheme

Section B – Equity Remuneration Incentive Scheme (ERIS) SMEs

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Section C – Equity Remuneration Incentive Scheme (ERIS) All Corporations

Section D – Equity Remuneration Incentive Scheme (ERIS) Start-

Ups

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7. To auto-populate the RCB number from TIMESPAY8, tick on

the “Populate RCB No”.

Otherwise user can input the RCB No. manually.

E-Filing for IR8B form only accept up to 15 records. Each page

will 3 reflect rows. To input more rows, click on the arrow up

button beside the Next Page No box.

In the event when user has exceeded the limit of 15 records,

system will prompt the following message:

8. Click on “Delete” button to delete the records.

9. To save the records, click on “Save” button.

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10. After exiting the Stock Option Data Entry window, the Stock Option Data window will reflect the list of employee who has a Benefits In Kind record.

Item Explanation Tabs

New: To create a shares option record. Edit: To make changes to existing records created. Delete: To remove existing records created. Import: To import shares option record in batch using excel template provided. Download Template: Allow user to download excel template file to perform Import function. Close: This option allows user to exit from Stock Option Data Entry and return to the main screen.

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NEW FEATURE!!!

This option allows users perform multiple deletion.

1. Tick applicable employee under selected column.

2. To delete click on “Delete” button.

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2.16 Appendix 8B This section allows the IRAS program to print the Appendix 8B

report.

IMPORTANT NOTE!!!

This report will only display a report when there are entries under the Shares Option section. If there are no entries, NO report will be generated.

Generating Steps:

1. Click on “Appendix 8B” icon.

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2. Report Printing Dialog box will appear:

Item Explanation Print FORM8E Heading

Default report title is Appendix 8B. When option is ticked report will reflect Appendix 8E.

Print Revised Copy

In the event when revised copy are printed, user can indicate by ticking on this option. The report will be indicated as revised copy as follows:

Order By Name Default order is by employee number. When Order By Name is ticked, Appendix 8B form will order by name.

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3. The following is a sample of the IR8B upon clicking the

“Preview” button:

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2.17 Query

This section allows users to create a query based on particular group of employee(s). This may be necessary when user needs to generate selective records.

1. Options available for query includes:

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“Query Expert"

Query Expert is an advance querying tool for queries which involves more

complex conditions.

No Description

1 The criterias available to choose. You can do a quick search of the criteria by

clicking on HEADING.

2 Once you had selected the criteria from (1) it will appear here.

1

2 3 4 5

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No Description

3 OP stands for Operators. The Operators available are

Symbol Description

= Equals. Only select employees with the exact criteria.

< Lesser than (for numeric values e.g, Basic Pay)

<= Equal or lesser than (for numeric values e.g, Basic Pay)

> Greater than (for numeric values e.g, Basic Pay)

>= Equal or greater than (for numeric values e.g, Basic Pay)

<> Not equals. Select everything except of employees meeting selected

criteria.

Like Wild card.

4 The value of the criteria.

5 REL stands for Relational Operator.

REL Description

AND Used to combine different criteria. All criteria linked with “AND”

operator must be fulfilled

OR Select by either criterion within the query. Select by either this

condition or that condition

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“Query Selection” is to open up a specific Query to work with.

“Adhoc Query” allows users to select the employees using field such as

employee code, employee name, department, occupation.

By ticking at the ‘selected’ column and click the button ‘Use query’. User

can also apply exclusion on the selected group or employee.

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“Quick Search By NRIC” allows user to search the affected employees

by NRIC/FIN when error listing report when validating the file by searching

their NRIC/FIN.

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