Payslips and UIF declarations, done monthly.

Every employee is entitled to a proper payslip, and every employer must declare staff to the Unemployment Insurance Fund (UIF) each month. Most small business owners do this late, by hand, or not at all, and it comes back to bite them at a Department of Labour inspection or when a former employee claims UIF. For R190 a month we do it properly: payslips that meet the Basic Conditions of Employment Act (BCEA), the UIF declaration prepared, leave tracked, and everything in your portal by the 25th.

R190per month for up to 5 employees · R30 per extra employee · first month free with the Employer Admin pack

Payslips and UIF declarations, done monthly costs R190 at ProperSA. That is our fixed service fee; government and authority fees are charged at cost on top. If you give us everything we ask for and we still fail to deliver what this page promises, we refund our fee; a refusal by the authority is not refundable.

What you get

A BCEA-compliant payslip for every employee, every pay date: employer details, employee name and job, pay period, hours, rate, overtime, every deduction, UIF contributions and net pay
The monthly UIF declaration prepared with the uFiling and UI-19 details filled in, so it can be submitted in minutes
Leave balances tracked: annual, sick and family responsibility leave, updated every month and shown on the payslip
Running year-to-date totals per employee, so the IRP5 figures for the employer reconciliation are ready at the end of February
Delivered to your client portal as PDFs by the 25th of each month, with a one-page summary of what to pay and to whom
New starters and leavers handled: the payslip changes and the UI-19 employee details updated in the same month

How ordering works

Order online with the button below and pay the first month by card or instant EFT (PayFast), or wait for the EFT invoice. After that we invoice monthly.
In your portal form, list your employees with their pay, normal hours and start dates. We set up the pay file and send the first payslips within 1 business day.
Each month, send any changes on WhatsApp or email by the 20th: hours, overtime, leave taken, new starters, leavers. If nothing changed, say so in one line.
Payslips, the UIF declaration and the payment summary land in your portal by the 25th. Cancel any time with one month's notice, in writing.

Start secure order

Not sure this is the right one for you? Ask us first and you get a written answer within one business day.

What a payslip must legally show

The Basic Conditions of Employment Act sets out what has to appear on every payslip, and it has to be given to the employee at the workplace during working hours. A handwritten note of the amount paid does not satisfy it.

The employer’s name and address
The employee’s name and occupation
The period the payment covers
The wage rate and the overtime rate
The number of ordinary hours worked, and the overtime hours
The number of hours worked on a Sunday or public holiday
The total wage, and the amount and purpose of every deduction
The actual amount paid
Where relevant, the total pay for the period and how any bonus or allowance was calculated

Payroll records have to be kept for three years. In a CCMA dispute over money, the employer who cannot produce compliant payslips is arguing from the weaker position, whatever actually happened.

What we need from you each month

Each employee’s name, identity number, job title and start date the first time round only.
The agreed wage or rate, and how it is calculated.
Hours worked, including overtime, Sundays and public holidays, for anyone paid by the hour.
Any changes: someone joined, someone left, someone took leave, someone got a raise.
Any deductions you have agreed in writing with the employee.

Only need one payslip now? The free payslip generator builds a compliant one in your browser, and the PAYE calculator shows the tax on any salary.

Frequently asked questions

What must a payslip show by law?

The Basic Conditions of Employment Act (BCEA) says every payslip must show the employer's name and address, the employee's name and job, the pay period, the pay rate, ordinary hours worked, overtime hours and the overtime rate, any other pay such as bonuses or allowances, every deduction with its reason, and the net amount paid. Our payslips show all of these, plus the Unemployment Insurance Fund (UIF) contributions for both employee and employer.

Do you submit the UIF declaration for me?

We prepare the monthly declaration with every figure filled in, in the format uFiling and the UI-19 form need. If you give us access to your uFiling profile we submit it for you and put the confirmation in your portal. If you prefer to keep your login private, you submit it yourself in a few minutes using our sheet. Either way the UIF payment itself is made from your bank account, not ours.

What if my employees are paid weekly or their hours change?

That is normal for small businesses. You send us the hours, overtime, leave taken or any pay change on WhatsApp or email by the 20th of the month. Weekly and fortnightly pay runs are fine; we issue a payslip for each pay date at no extra cost. If nothing changed, tell us that in one line and we run the month as before. Want to check a figure yourself first? The free take-home pay calculator and UIF calculator use the same rules we do.

What happens at tax year end?

We keep the running totals of pay, PAYE (Pay As You Earn tax), UIF and SDL (Skills Development Levy) for every employee through the year. At the end of February you get the year-end figures per employee, ready for the IRP5 employer reconciliation on SARS e@syFile or eFiling. If you want us to do the reconciliation and submit it, that is a separate fixed-price job we quote in writing first.

Payroll administration, not tax or legal advice. We prepare figures from the information you give us; you remain responsible for paying UIF, PAYE and staff on time.