uFiling System User Guide

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uFiling System User Guide

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Introduction
uFiling is a free online service which completely replaces the manual declaration of monthly UIF returns
and contributions. Employers (Commercial and Domestic), Agents or Tax Practitioners can easily use
uFiling to declare and pay UIF contributions online, view all previous declarations and contributions
made, and receive notifications about future declarations.

Background
Employers are required to provide the UIF with details of all their employees every month, by not later
than the 7th of every month, as defined by the Unemployment Insurance Act 63, 2001, which excludes
non-natural persons and independent contractors. These details are added to the UIF Employee
Database in order to maintain a record of each employee’s employment history, which will form the
basis for the payment of benefits in terms of section 57 (2) of the Unemployment Insurance Act 63,
2001.

Benefits
There are many benefits to using UIF, which include:
• Submit Claims for various UIF Benefits
• Submit a request for Payment for various UIF Benefits
• View Claims History
• Submit a Notice of Appeal
• View your Employee Declaration Status
• Declare and pay UIF contributions to the fund
• Verify that returns are up to date
• Submit monthly or annual returns

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Table of Contents
Introduction ................................................................................................................................................... 2
Background ................................................................................................................................................... 2
Benefits ..................................................................................................................................................... 2
Chapter 1: uFiling Registration Process ....................................................................................................... 4
Chapter 2: Benefit Application and Payments .............................................................................................. 9
2.1 Supporting Documents ..................................................................................................................... 14
2.2 Notice of Appeal................................................................................................................................ 19
Chapter 3: Registrations ............................................................................................................................. 20
3.1 Register a new Employer .................................................................................................................. 20
3.2 Add an existing Employer ................................................................................................................. 28
3.3 Register as a Labour Practitioner ..................................................................................................... 30
3.4 Register as a Sole Proprietor ........................................................................................................... 37
Chapter 4: Declarations Manager (Manage Employees and Declarations) ................................................ 39
4.1 Manage Employees and Historical Declarations ............................................................................ 40
4.2 Manage Declarations ..................................................................................................................... 45
4.3 Bulk Employee Registration ........................................................................................................... 54
Chapter 5: Payment History ........................................................................................................................ 74
Chapter 6: Employment .............................................................................................................................. 74
Chapter 7: Manage Profile .......................................................................................................................... 75
7.1 Change Password............................................................................................................................. 75
7.2 Banking Information .......................................................................................................................... 75
7.3 Beneficiary Manager ......................................................................................................................... 76
7.4 Personal Details ................................................................................................................................ 76

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Chapter 1: uFiling Registration Process
In order to use the uFiling website and services, you need to complete a registration process to obtain
your own unique login name and password.

Step 1

Open a browser and go to https://ufiling.labour.gov.za to access the home page. Click on

“REGISTER” in the top right-hand corner to review the terms and conditions for use of the
Unemployment Insurance Fund portal. You need to accept the terms and conditions and
then click on “Continue” to proceed.

Step 2

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Complete all the required information and click on “Register”. This will send the captured data to the
UIF for verification.

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Step 3

When you receive the activation message via your preferred method of contact, click on the link
provided to activate your account.

Step 4

Use the username and temporary password provided in the email or SMS to log in to your new uFiling
account.

Step 5
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After your first login, the system will prompt you to change your password.

Step 6

For security reasons, you will then have to complete a vetting process by confirming demographic
information about yourself, which will be compared to the data available to the Department of Labour.

If any of the questions are answered incorrectly, a message will appear to indicate that you failed the
vetting process. Please contact uFiling Support through the “UIF Services Support”.

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Step 7

Once you successfully completed vetting, you will be directed to a page where you can update your
personal details before you can proceed to the uFiling website.

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Chapter 2: Benefit Application and Payments
Individuals can apply online for the following UIF benefits on the uFiling website:

• Unemployment Benefits
• Reduced Time Benefits
• Maternity Benefits
• Illness Benefits
• Adoption Benefits

Step 1

Click on “Benefit Application and Payments” on the left, and then click on “Apply for Benefits”.

Select which type of Benefit you want to apply for, and click on “Apply” in the bottom right corner.

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Step 2

You must accept the terms and conditions to proceed: check the tick box and click on “Next”.

Step 3

Verify your bank details and click on “Next” to continue or click on “Banking Details Incorrect?”. Bank
details may only be captured once on the uFiling system, to update new bank details, download the
UI2.8 Form from the Department of Labour website (https://www.labour.gov.za/).

One portion of the UI2.8 Form must be completed by your bank and the other portion by you. Email the
completed UI2.8 Form and your contact details to VOsupport@labour.gov.za

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Step 4

Confirm or update your personal details, including physical and postal addresses and click
on “Next”.

Step 5

Complete the information related to your occupation and qualifications, and click on “Next”.

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Step 6

Update your work seeker information and click on “Submit” when you are done to send your
application to the UIF. You will receive a confirmation message if your application was successfully
submitted.

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Step 7

The processes to apply for other Benefit types are the same:

 Select the type of benefit you wish to apply for

 Confirm banking details
 Confirm personal details
 Complete occupation and qualification information
 Confirm employment status
 Submit application to the UIF

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2.1 Supporting Documents

Step 1

Once you have completed and submitted your Application for Benefits, you may be required to
supply supporting documentation. Download the required documents or check your email for the
required documents to be completed.

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Step 2

Within your Application History, Click on the Upload Documents button

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Step 3

Click on the Choose button and select your document to upload.

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Step 4

Your uploaded file will be displayed. Click on the Choose button again to load more files.

Click on the Submit Documents

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Step 5

You have successfully submitted your supporting documents. Check your application status by
selecting the Application History menu item on the left hand side of the screen.

Step 6

A full record of your application history is available on the uFiling website, click on “Benefit Application
and Payments” on the left-hand side, and select “View Application History”.

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2.2 Notice of Appeal

Step 1

You can lodge a notice of appeal if your application for benefits was declined. Click on “Benefit
Application and Payments” on the left-hand side and select “Notice of Appeal” and click on “Next”.

Step 2

Verify or update Personal details if needed.

Step 3

Complete required information related to the declined application.

Click on Submit to lodge your Notice of Appeal.

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Chapter 3: Registrations
Users can register new Employers with the UIF on the new uFiling website or add existing UIF reference
numbers or employers to your uFiling profile to submit and pay declarations. You can register as a
domestic employer, a commercial employer or a labour practitioner with the UIF.

3.1 Register a new Employer

3.1.1 Domestic Employer

Step 1

Select which type of Employer you want to register and uFiling will display the steps to follow to
complete registration. In this example we selected a Domestic employer. Click on “Register” at the
bottom on the right once you’ve made your selection.

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Step 2

Verify the domestic employer details that you wish to register. If you are not completing the registration
for yourself, you need to be a registered Labour
Practitioner. You will also be asked to complete a vetting process, verifying historical contact details
below to complete the registration as Domestic Employer on behalf of another individual. The
information you may need to verify includes:
 Physical Address
 Postal Address
 Email
 Mobile number

You can only register as a Domestic employer once with your ID number.

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Qualification Criteria: confirm employer status by selecting the “Yes” radio button and complete the
required information, then click “Next” to continue.

Step 3

Complete personal and contact details for the new Employer.

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Step 4

Add at least one employee as part of the registration process, starting with their identity number and
then click on “Retrieve”. This will send a request for the information available for that ID number at the
UIF and populate this on the next screen.

Step 5

Confirm the name and date of birth for the employee, and click on “Next” to continue.

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Step 6

Complete all required fields related to the individual’s employment, including demographic details and
salary information. Click on “Up” or on “Next” to continue to the last step.

Step 7

Add details of at least one beneficiary for your employee and click on “Add Beneficiary”. Repeat this
step to load more than one beneficiary, and then click on “Submit” to finalise the new Domestic
Employer registration.

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Step 8

You will receive an email from the Department of Labour with the UI number for the new employer once
the registration application was processed successfully.

Repeat this process for all new domestic employer registrations.

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3.1.2 Commercial Employer
Step 1

To register a new Commercial Employer, select this option on the “Registrations – Register” page and
click on “Register” to continue.

Step 2

Select Ownership type: In this example, Company is selected.

Select an “Authorisation Type” from the options listed for the ownership type you picked.

Step 3

Complete Ownership details and verify or complete address fields, then click “Next” to continue.

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Step 4

Qualification Criteria: Complete the required information and click on “Next” to continue.
Follow Steps 4 – 9 to complete the rest of the registration process for a new Commercial Employer.

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3.2 Add an existing Employer
Step 1

Select “Registrations” on the right-hand menu pane and click on “Add”.

Step 2

Select “Commercial Employer” if applicable, and complete the UI reference number for the employer
before clicking on the “Add” button;
Or
Select “Domestic Employer”; complete the employer’s ID number and UI reference before clicking on
the “Add” button.

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Step 3

A system generated email will be sent to the Owner/ Director/ Member of the organisation for
approval. To track progress, click on “Registrations” on the right and select “Requests”, this will
display a list of all requests. The status next to a request will reflect as “Pending” until approved,
when the status will update to “Accepted”.

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3.3 Register as a Labour Practitioner

Step 1

On the Home screen, select the Registrations block, or on the main menu on the left, select
Registrations >> Register.

Step 2

Within the Register Employer page, select the Labour Practitioner Tab. Click Register after you have
read the steps.

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Step 3

If you are registering as a Labour Practitioner in your own capacity, click in the OWN Radio button. If you
have selected it in error, click on the Cancel button below and select Labour Practitioner again to proceed.

Step 4

Accept the Terms and Conditions and click on Next.

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Step 4

Update your details as the contact person and click Next.

Step 5

Lastly, click on the Submit button to complete your registration as a Labour Practitioner.

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Step 6

Both the screen and email will confirm your registration.

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Step 7

To add an employer, click on the Registrations >> Add menu item on the left. The Add Employer
screen will allow you to add either a Commercial or a Domestic Employer.

Step 8

Once the employer details are captured, the Employer will receive an email requesting approval for
the practitioner to register and submit declarations on the employer’s behalf.

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Step 9

Once the employer clicks on the “Accept” link on their email, the employer will be directed to the uFiling
system with confirmation that the request has been approved.

Step 10

As the practitioner, you can view your requests for employer additions to your profile by clicking on the
Registrations >> Requests menu item on the left.

Step 10

As soon as the employer accepted your request for addition, your employer addition status will change
from pending to accepted.

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Step 11

You can go to Declarations Manager and submit declarations on behalf of the employer.

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3.4 Register as a Sole Proprietor

Step 1

On the Home screen, select the Registrations block, or on the main menu on the left, select
Registrations >> Register.

Step 2

Select “Commercial Emloyer” as your Registration Type.

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Step 3

From the “Ownership Type” menu item, select “Sole Owner”

Step 4

The message on the screen will confirm that you need to submit your sole owner documents to
newui8registrations@labour.gov.za

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Chapter 4: Declarations Manager (Manage Employees and

Declarations)

Through uFiling, Employers (Commercial and Domestic), Agents or Tax Practitioners can easily declare
and pay UIF contributions online, view all previous declarations and contributions made, and receive
notifications about future declarations.
Simply capture or update employer and employee details when needed, including salary and
employment details, uFiling will automatically prepare and populate your monthly declarations for review
before you submit.

Please note: All information populated on the UI declarations are retrieved from the information you
captured for employer and/or employee(s). Declarations can’t be modified or edited, you need to update
or correct employer or employee details which will update the declaration in turn.

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4.1 Manage Employees and Historical Declarations

Step 1

Click on “Declarations Manager” on the right, this will display a list of the Employers linked to
your uFiling profile.

Step 2

To view or retrieve active employees for an existing employer, click on the name of that employer on the
left. This will display the Employment Summary for that employer, including an employee list and
declaration summary.

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Step 2

To manage or update employee information, scroll through the employee list or use the search function
to find the relevant employee record. Click on the ‘Edit/View’ button on the right to view the employment
status and history for that individual.

• Click on the pencil icon on the right to edit employment and salary information

• Click on the trashcan icon to delete the selected employment information

• Click on Add employment Info if it was not captured previously

• Click on the Back button at the bottom to return to the employee list for the employer

Step 3

To capture new employees, click on “Add Employee” below the employee list on the Employment
Summary page and follow the remaining steps detailed in Chapter 4.2

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Step 4

Existing users may need to complete a few additional steps to retrieve historical declaration data before
processing current declarations on the new uFiling website. Click on “Declarations Manager” on the left
and click on the relevant Employer to open the Employment Summary. Click on “View Declarations”
below the table on the right.

Tip: Click on “View Issue” for a summary of possible issues with declarations. Click
on View/Edit to rectify the relevant declaration(s)

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Step 5

Click on “Calculate Declarations” to view a grid displaying a five-year history of prior declarations.

If no results are displayed immediately, click on “Calculate Declarations” again.

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Step 6

On the Employer Declaration screen, select the month displayed in red on the grid (click on View), and
click on Open Declaration
Step 7

Repeat Steps 5 and 6 and select the same period as before, the Declaration values should now be
populated for the user to review.

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4.2 Manage Declarations

Step 1

Click on “Declarations Manager” on the right, this will display a list of the Employers linked to your
uFiling profile.

Step 2

To view details for a specific employer, click on the name of that employer on the left. This will display the
employee and declaration summary. On new Domestic Employer profiles, it may be necessary to add one
employee before you can view, submit, pay or amend a declaration.

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Step 3

Add full names and ID number for an employee and click on “Next”.

Step 3

Capture employment and salary information and click on “Next”.

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Step 4

You must add at least one beneficiary for each employee. Click on “Add New” to capture more.

Capture or update demographics, including physical and postal addresses for the employee and click on
“Save” to add the employee details for the employer.

Step 4

A confirmation message will display when the employee record and declaration is saved.

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Step 5
From the Declarations Manager and by selecting an employer, you can:
 Add another employee by clicking on “Add Declaration”
 Review declarations before submission and payment by clicking on “View Returns” or “Edit/View”
 Add multiple employees in bulk by uploading a payroll file with additional employee information
 Pay a declaration or capture details of a Manual Payment
 Add extra bank details
 Delegate specific responsibility(ies) for an employer to a third party

Step 6

View Returns – click on “Calculate Returns” to display a history of declarations for 5 years, with a
status reflected for each period.

Step 7

If you click on “View” for any period, it will open a summary of the declaration for that period and list
options to allow you to open, view or submit the declaration.

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Step 8

Once all employees and related employment and salary information is added, you are ready to submit.
Click on “Submit” to send a declaration to the UIF. A confirmation message will display after successful
submission, and the status on your declaration dashboard will update to “Submitted”.

Step 9

Click on “Pay” next to an employer and declaration to view a list of outstanding payments.

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Step 10

Click on “Pay Online For Period” to create a payment instruction or click on “Manual Payment For
Period” to capture details of alternative payment via another channel.

Step 11

In Example 1, “Manual Payment for Period” was selected. Capture all details of the external payment
and then click on “Submit Manual Payment”.

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Step 12

In Example 2, “Pay Online For Period” was selected. Select a bank account from the drop-down list and
click on “Continue”.

Step 13

Double check the details displayed of the payment you’re about to create and click on “Pay”.
Remember to log on to your banking application to approve the payment within the allowed time limit.

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Step 14

If no banking details are listed, or if a new account must be added you will need to capture this before
you can finalise online payments. Click on “Add New” on the List of Bank Accounts and capture the
details of the employer’s (new) bank account. Click on “Update” to save the captured information.

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Step 15

When needed, responsibility for an employer’s declaration(s) can be delegated to a third party.
Complete all the required fields, and remember to assign permissions for this delegate:
 Administrator
 View Only
 Pay
 Capture Declarations
 View Reports
 Submit Declarations
 Capture Declaration Adjustments

Click on “Send Invitation”.

A system generated message will be sent to the delegate with an option to accept or decline the
invitation.

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4.3 Bulk Employee Registration

Select “Download Bulk upload File”.

Rules for the upload of employees:

 If the employee record in the bulk upload file is for a new employee, the employee record will
automatically be created.

 If the employee record in the bulk upload file matches an existing active employee record and the
commencement date of the two employee records are the same then the existing active employee
record will be updated with the information for that employee as per the bulk upload file.

 If the employee record in the bulk upload file matches an existing active employee record and the
commencement dates are different, the record will not be uploaded as the active employee record
first need to be terminated. The 'view/amend employee' menu option can be used to terminate the
employee.

 If the employee record in the bulk upload file matches an existing terminated employee record and
the commencement dates are different and the termination date is prior to the new commencement
date (as per the bulk upload file), the employee in the bulk upload file will be created as a new entry
with the new commencement date.

 If the employee record in the bulk upload file matches an existing terminated employee record the
employee will not be updated unless the terminated reason specified is for maternity or illness.

 UIF Taxable Remuneration = this is the amount that the UIF Contribution amount is calculated from.

 UIF Gross Remuneration = this is amount which may include commission on top of the UIF Taxable
Remuneration, if there is no commission etc it should be the same as the UIF Taxable
Remuneration.

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4.3.1. Configuring the Bulk Upload File

Formatting Dates

Step 1

Select the Dates columns by holding down the “Ctrl ”button and clicking on the column
headers.

Right-click with your mouse and select “Format Cells”

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Step 2

• In the “Format Cells” box, select “Date”

• In the “Type” section, select the date format as YYYY / MM / DD

• Click “OK”

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Formatting the ID number field

Step 1

Select the Identity Number column header to highlight the entire column.
Right-Click within the column and select “Format Cells”

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Step 2

Within the “Format Cells” box, select Number.

Set the “Decimal places” to 0

Click OK

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4.3.2 Capturing employee data into the bulk upload file

Important notice

It is recommended that you split your Foreign employees from your South African employees
and save them into separate bulk files.

Points to remember

 There is no limit to the number of South African Citizens to be captured in the bulk upload file.
 There is no limit to the number of Foreign Nationals to be captured in the bulk upload file.
 An employee’s UIF contribution is capped to 2% of their monthly income
 The remuneration subject to the UIF ceiling is set to R17,712.00. Thus if the employee’s salary is
greater than R17,712.00, their contribution value is R354.24.
 If the employee is a non-contributor, the UIF Contribution value must be entered as “0”.

Using Codes

For the most up to date list of South African Postal Codes, click on the following link
and go to https://www.postoffice.co.za/Questions/postalcode.html

Please click on the link and go to https://countrycode.org/ for the full list of country
codes to be entered as the country of issue instead of entering the country by name.

Title Employment Status Reason for Non Contribution

2 - Deceased 1 - Temporary employees (less than 24
1 - Adv
3 - Retired hours per month)
2 - Dr
4 - Dismissed 2 - Learners in terms of the skills
3 - Hon development act
5 - Contract Expired
4 - Miss 3 - Employees in the national and
6 - Resigned
5 - Mr provincial spheres of government
7 - Constructively Dismissed
6 - Mrs 4 - Employees who are repatriated at
8 - Employers Insolvency
7 - Ms the end of their contract of service
9 - Maternity / Adoption leave
8 - Prof 5 - Employees who earn commission
10 - Illness leave only
9 - Rev
11 - Retrenched 6 - No income paid for the payroll
12 - Transfer to another branch period
13 - Absconded
14 - Business Closed
15 - Death of Domestic Employer
16 - Voluntary Severance Package
17 - Reduced Working Time

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Step 3

Once you have completed your bulk spreadsheet, select “File” and save the file to your PC.

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4.3.3 Uploading the Bulk file

South African Citizens

Step 1

Login and navigate to Declarations Manager => Bulk Upload.

From the “File Selection” dropdown, select “SA Citizens Only” as your first bulk file upload.

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Step 2

Next, select the Declaration Period Date

Step 3

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Click “Choose” and select your saved completed file. Thereafter, click on the Upload button.

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Step 4

Read and close the confirmation popup. Now, to go into your email inbox and open your email.

Step 5

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The email confirms your bulk upload as being completed. You can now log back into uFiling.

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Step 6

In this example, we have a bulk file with an error and some warnings.

Click on the “Download File” button to get a full description of errors in an excel
spreadsheet.

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Bulk File Errors - South African Citizens

Step 1

In this example, the error and warnings also specified the line number in your bulk upload file
that needs to be rectified. Once you have rectified the issues in your bulk file, repeat steps 1 –
5 of this bulk upload file for South-African Citizens.

Step 2

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You can view your consolidated employee declarations after your bulk file is successfully
uploaded.

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Foreign Nationals

Step 1

For Foreign employees, select the “Foreign Nationals”

Step 2

Refer to page 11 of this guide on how to get to the bulk upload page
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Step 3

Click “Choose” and locate the bulk upload file for foreign Nationals within your
PC.

Click the “X” button if you loaded the wrong file.

click on the “Upload” button.

Step 4

Read and close the confirmation popup. Go to your email inbox and check your email.
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Step 5

Your bulk upload is complete, you can now log back into uFiling.

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Step 6

Both SA Citizens and Foreign Nationals Bulk upload files are uploaded. In this example,
the Foreign Nationals bulk file contains 3 failed uploads.

Click on the “Download File” button to download the Bulk upload errors spreadsheet.

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Bulk File Errors – Foreign Nationals

Step 1

The downloaded file will display a list of erroneous uploads. You will need to update your Bulk
Upload file and re-upload the file. Repeat this exercise until all the upload errors are cleared.

Step 2

The consolidated employee declaration screen will display both your South African employees
as well as your foreign employees.
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Chapter 5: Payment History

The details of all electronic and manual payments are reflected on the Payment History
Page. The status listed next to each payment will update to “PAID” once the transaction is cleared.

Chapter 6: Employment

Select “Employment” on the left and click on “Employee Declaration Status” to view detail of all your
historical contributions.

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Chapter 7: Manage Profile

7.1 Change Password

Click on “Manage Profile” and then on “Change Password” to update your uFiling password when
needed. Complete all the mandatory fields and click on “Apply”.

7.2 Banking Information

Your own banking information may only be captured once. If you need to change or add another bank
account, refer to Chapter 2, Step 4. Bank details may only be captured once on the uFiling system.

To update new bank details, download the UI2.8 Form from the Department of Labour website
(www.labour.gov.za).

One portion of the UI2.8 Form must be completed by your bank and the other portion by you. Email the
completed UI2.8 Form and your contact details to VOsupport@labour.gov.za

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7.3 Beneficiary Manager

More Beneficiaries (up to a maximum of 4) can be added by clicking on the “Add New” button
and completing the name and ID number in the required fields and then clicking on “Add
beneficiary”.

7.4 Personal Details

Click on “Personal Details” to update contact and demographic information on your profile, including
physical and postal addresses.

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