IRAS Lodgement Report

Overview

The IRAS Lodgement report is located on the Reports > IRAS Lodgement page and allows you to generate, download, edit and publish annual income details for your employees. Employee income information must be reported to the Inland Revenue Authority of Singapore (IRAS) by 1 March each year, for the previous year. Employers with four or more employees must submit this information electronically via the Auto Inclusion Scheme (AIS). Employers with less than five employees, are currently able to provide their employees with a paper version of the forms. If paper versions are provided, the employees are required to log into their tax portal and report the income information to the IRAS.

For a short video on how to generate and lodge the report, see here.

Getting Started

Firstly, to lodge electronically via the Auto Inclusion Scheme (AIS) businesses must be registered and the appropriate digital services must be enabled within CorpPass. Any authorised users must be configured correctly for the submission to be successful.

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  • To configure your settings go to Pay Roll Settings
  • Then Click on Statutory Report Settings
  • Then the IRAS Settings Tab
  • Here you can select whether you will be lodging the income data electronically (via the AIS) or manually (via forms). If you select the electronic option, you will not be able to change this selection once data has been lodged. 
  • Select if you are a Tax Agent transacting on behalf of your business client by checking or leaving this box unchecked.
  • Click Save.

Generating the report

You can filter the report via the following ways: IRAS_amendment.jpeg

  • Basis period: Will only include years for which there is existing data;
  • Employing entity: This field will contain all employing entities in the business (if there are any). You are able to select a specific entity if required. Please note to generate forms, publish forms or lodge data, an employing entity must be selected (where set up); 
  • Employee: If you want to generate the report for all employees you can leave this field blank. Alternatively, enter an individual employee's name to generate the report on an individual basis;
  • Employee Default Location: You can choose to filter the report by default location. This refers to the location listed on the Employee file > Pay run defaults page. 
  • StatusUnpublished, Published, Lodged or Amendment Required. This is optional. If you leave it blank, The report will display the current data (where the forms haven't been published or lodged) for the year based on pay period end date. Otherwise it uses the snapshot data, that was stored at the time the forms were published or lodged.

Once you have set the above filters, click Run report.

If there have been changes to the data since publishing forms/lodging, the employee row will show in red indicating action needs to be taken.  

Where the forms had previously been published or lodged you will need to re-generate and publish (at employee level) or lodge an amendment to refresh the data and submit any differences. Once you have re-generated or lodged the amendment, re-run the report to see the updated data on screen, the text will no longer display in red.

 

Action items

After you run the report, there are a number of page level actions that you can take. These include:

  • Publish: This will make the forms available to the selected employees within their employee portal and Swag.
  • Publish forms and send notifications: This will make the forms available to the selected employees within their employee portal and Swag AND send a notification to the employee to let them know that it is available. You can check each employee's notification settings by going to their Employee file > Pay run defaults page, OR running an Employee details report and filter it for 'notification'.
  • Un-publish forms: This will remove the forms from the employee portal and Swag for the selected employees.
  • Send notifications: This action will send an email notification to all employees with a published IRAS form. Employees who have already been sent a notification will not be included - if you need to resend the notification to an employee who has already been sent a notification, you can do so via the "Actions" button that appears next to their record in the list.
  • Lodge: This will submit data electronically to the IRAS for the selected employees. Please note once processed, any changes you make to your employees data will need to be re-lodged as an amendment to the IRAS. If you have not enabled electronic submission, this option will not be available.

         NB: To lodge data electronically the following process occurs:

  1. Data is sent to IRAS to validate the files. The data is not lodged at this point,  just validated.
  2. If there are errors or warnings they are displayed. Errors must be corrected before continuing with the lodgement, however warnings can be accepted. 
  3. If there are no errors (or warnings are accepted) the system makes a request to CorpPass, where you will be redirected to the SingPass log in page - log into CorpPass with your Singpass login details or the SingPass app.
  4. Once logged into CorpPass give KeyPay permission to transact on your behalf to submit the income information. Once 'Allow' has been selected you will be redirected back to the IRAS Lodgement screen for confirmation the submission has been successful. The IRAS submission number and lodgement details are displayed for your records.
  • Generate forms: Generate and download the forms for the selected employees. If forms have already been published, the data displayed will be the data stored at the time of publishing. To refresh the data, the form will need to be re-generated at the employee level. Please note that generating these forms WILL NOT submit the data automatically to the IRAS.  Employers are not required to submit these hard copy forms to the IRAS, but they must be provided to the employees by 1 March each year. The employees are responsible for reporting the earnings data into their tax portal if the employer is not registered for AIS. This option will not be available if you have enabled electronic submission. 

The above actions will apply to all employees who are selected at the time. The actions at the individual employee level may be slightly different based upon the actions that have already been completed:

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  • Publish: This will make the forms available to the employee. The publish option will only be available if the forms have previously been generated or lodged.
  • Un-publish: The un-publish option will display once a form has been published.
  • Lodge amendment: The lodge amendment option will display at the employee level once the form has been lodged. This only applies if the electronic submission has been enabled. Amendments can only be completed for a single employee at a time. See instructions below on how to lodge an amendment. 
  • Re-send notification: The re-send notification option will display once a notification has been sent.
  • Re-generate: The re-generate option will display once a form has been published. Re-generate will un-publish the form and refresh the data from what was used at the time of generation/publishing. This only applies if the electronic submission has not been enabled.
  • Edit: This option only shows for employees who have been paid the following pay categories during the basis period :
      • Compensation for loss of office
      • Retirement Benefits (Amount accrued up to 31 Dec 1992)
      • Retirement Benefits (Amount accrued from 1993)

Once you click Actions > Edit for that specific employee, a side panel will show. With this option you are able to edit the following. 

Editable fields for Compensation for loss of office : 

    • Approval obtained from IRAS (required)
    • Date of Approval (required if date of Approval Obtained from IRAS is "Yes")
    • Reason for payment
    • Length of service within the company/group - by default the system will fill this up for you based on the employee's start date till end date.
    • Basis for arriving at the payment

Editable fields for Retirement benefits : 

    • Name of fund

Here's a sample of one employee who was paid a Compensation for loss of office 

edit.jpegAnd another who was paid Retirement benefits.          bart3.jpeg

 

Download the report

There are two options for downloading the reports. The report can be exported to Excel or downloaded in bulk if required by clicking the Download button.

Click Download

You will see the two options

Click either Excel or to Bulk Download, Download PDF with a number in brackets after it. 

The file will download to your computer. 

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N.B. The download PDF button only works for records which have not been submitted via IRAS electronic submissions for the tax year. The download button exists for admins to check the records or record keep before they submit their original electronic records to IRAS. If you wish to re-download the PDF, you can return to the employee profile to download them.

Report results

The following data is included in the report:

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Employee Identity number - Employee's Identity number as entered into the Statutory details tab.

Employee name - Employee's full name as entered into the employee details section. Preferred name is not used.

Employing entity - The name of the employing entity the employee is/was linked to. If an employee was linked to multiple employing entities during the year, there will be multiple records displayed in the report i.e. a record for the earnings associated with each employing entity (unless the employing entity filter has been selected). This field only displays if employing entities are set up for the business.

Salary - Salary is the sum of earnings associated with the 'Gross salary, fees, leave pay, wages and overtime' payment classification for the year, with the exception of lump sum payments, retirement benefits and compensation for loss of office earnings. This includes earnings added into opening balances and/or pay runs.

Bonus - Bonus is the sum of all earnings associated with the 'Bonus payment classification for the year. This includes earnings added into opening balances and/or pay runs.

Directors fees - Directors fees is the sum of all earnings associated with the 'Directors fees' payment classification for the year. This includes earnings added into opening balances and/or pay runs.

Allowances - Allowances is the sum of earnings associated with the 'Allowance (transport)', 'Allowance (other)' and 'Allowance (entertainment)' payment classifications for the year. This includes earnings added into opening balances and/or pay runs.

Gross commission - Gross commissions is the sum of all earnings associated with the 'Commissions' payment classification for the year. This includes earnings added into opening balances and/or pay runs.

Pension - Pension is the sum of all earnings associated with the 'Pension' payment classification for the year. This includes earnings added into opening balances and/or pay runs.

Gratuity

Notice pay

Exgratia Payment

Others

Lump sum payment - Lump sum payment is the sum of all earnings associated with the termination payment categories for the year, with the exception of retirement benefits and compensation for loss of office earnings as they are reported separately. This includes earnings added into opening balances and/or pay runs.

Excess employer contribution - Excess employer contribution is the sum of voluntary employer CPF and MediSave contributions for the year. This includes earnings added into opening balances and/or pay runs. If there are values in this column, the IR8S form will be produced for the employee.

Gains from share plans - Gains from share plans is the sum of 'total gains' associated with employee share plans for the year. Negative earning values are not included.

If there are values in this column, the Appendix 8B form will be produced for the employee. The gains from share plans are always associated with the current employing entity for the employee i.e. as at the generation date.

Value of benefits in kind - Value of benefits in kind is the sum of all benefits in kind values added for the year, with the exception of the following:

  • Place of residence:

The taxable value of place of residence is the value included in the benefits in kind calculation. The formula to obtain the taxable value of place of residence is either based on the value of the residence and furnished status or the value of rent for the place of residence.

1. Taxable value of place of residence = value of premises + value of furniture and fittings 

Where the premises are partially furnished the value of furniture and fittings is = 40 % of value of premises

Where the premises are fully furnished the value of furniture and fittings is = 50% of value of premises

e.g. Value of premises is $50,000 and it is is fully furnished, taxable value of place of residence will be 50,000 + 25,000 = $75,000. The $75,000 is included in the benefits in kind value.

2. Taxable value of place of residence = rent paid by employer for period - total rent paid by employee

e.g. Employer paid $35,000 rent and employee paid $5,000 rent, taxable value of place of residence will be 35,000 - 5,000 = $30,000. The $30,000 is included in the benefits in kind value.

  • Hotel accommodation:

The taxable value of hotel accommodation is the value included in the the benefits in kind calculation for IRAS forms. The formula to obtain the taxable value of hotel accommodation is:

Actual cost of hotel accommodation/serviced apartment within hotel building minus Amount paid by employee

e.g. Employer paid $25,000 and employee paid $15,000. The $15,000 is taken away from the $25,000 to get the taxable amount, being $10,000. The $10,000 is included in the benefits in kind value.

NOTE: The system completes these calculations using the values provided in the benefits in kind page. The examples and breakdown are only provided to explain how the values are calculated.

If there is a value in the value of benefits in kind column, the Appendix 8A form will be produced for the employee. The benefits in kind values are always associated with the current employing entity for the employee i.e. as at the generation date.

Deductions - Deductions is the sum of mandatory employee CPF payments, donation deductions, MBMF contributions (both Mosque building and religious education and Mendaki) and life insurance premiums deducted from earnings for the year. This includes earnings added into opening balances and/or pay runs.

Compensation for loss of office - Compensation for loss of office is the sum of all earnings associated with the compensation for loss of office termination payment category for the year. This includes earnings added into opening balances and/or pay runs.

Retirement benefits up to 31 Dec 1992- Retirement benefits up to 31 Dec 1992 is the sum of all earnings associated with the retirement benefits up to 31 Dec 1992 termination payment category for the year. This includes earnings added into opening balances and/or pay runs.

Retirement benefits from 1993 - Retirement benefits from 1993 is the sum of all earnings associated with the retirement benefits from 1993 termination payment category for the year. This includes earnings added into opening balances and/or pay runs.

Contributions outside Singapore without tax concession - Contributions outside Singapore without tax concession is the 'value of contributions without tax concession' added into the income from overseas employment/pension fund tab within the Other Income/Benefits.

Contributions outside Singapore with tax concession - Contributions outside Singapore with tax concession is the 'value of contributions with tax concession' added into the income from overseas employment/pension fund tab within Other Income/Benefits.

Remission - Remission is the 'amount of income' value added into the income from overseas employment/pension fund tab within Other Income/Benefits.

Exempt income - Exempt income is the 'exempt income' value added into the income from overseas employment/pension fund tab within Other Income/Benefits.

Status - The status column shows the status of the employee data for the selected basis period.  For electronic submission businesses, the submission number is displayed when the cursor is hovered over the status. This is OPTIONAL. 

Options are:

  • Unpublished: forms may have been generated but have not been published and made available to the employee.
  • Published: forms have been generated or lodged and published. Published forms are available to the employee through the self service portal or Swag app.
  • Lodged: data has been lodged electronically to the IRAS. Forms have not been published to the employee.
  • Amendment Required.

Lodge an Amendment

There are two ways to view required amendments.

If running a report with no status fiter, the submissions will be either black or red. A black one needs no action, If a name is in red and has already been lodged to IRAS, it needs a review or amendment.

 

Alternatively, you can choose to view a report that exclusively shows you entries that require amendments by selecting Amendment Required from the Status drop down menu.

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  • Then, navigate to a red entry
  • Click Actions.
  • Select Lodge Amendment.lodgeamanedmend.jpeg
  • The Amendment screen will appear with the amendment income to be submitted to the IRAS.
  • Click Confirm. amanedmentpage.jpeg

 

IRAS forms

The following forms are produced as part of the IRAS Lodgement/publishing process, where applicable:

  • IR8A: Contains compensation data for the basis period
  • Appendix 8A: Contains benefit in kind/other income data for the basis period;
  • Appendix 8B: Contains employee share plan data for the basis period;
  • IR8S: Contains voluntary employer CPF contributions data for the basis period.

More information can be found on the IRAS website in relation to the forms.

Once the forms have been published in the IRAS lodgement screen, they will be available to employees within their IRAS Forms page in the employee file.

If you have any questions/comments please let us know via support@yourpayroll.io

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