What is uFiling, And How it Works

by

What is uFiling? 

Since April 2002, all South African employers and employees must declare their income and contribute to the Unemployment Insurance Fund (UIF).

The UIF, which was established in terms of Section 4(1) of the Unemployment Insurance Act No. 63 of 2001, gives short-term financial support to workers if they become unemployed or are unable to work because of maternity leave, adoption leave, commissioning parental leave, parental leave or long-term illness.  

All employers and employees in South Africa are legally required to make monthly UIF contributions to the South African Revenue Service (SARS) commissioner and the Unemployment Insurance Commissioner. The following people are exempt from UIF making contributions:

  • employees working less than 24 hours a month for an employer
  • the President or any Member of Parliament in government
  • learners
  • public servants
  • foreigners working on contract
  • workers who only earn commission

uFiling is a free online service that enables you to submit your UIF declarations and make monthly payments. Once registered, employers must declare and pay contributions to the UIF or SARS by the 7th​ ​ of every month. For the UIF contribution, 1% of the worker’s total earnings (excluding commission) is deducted. In addition, the employer also contributes 1% for every other worker they employ. The total contribution paid for UIF is, therefore 2%.  

Advertisement

How will you benefit from uFiling?

  • The online service is free of charge, and you have 24/7 access from anywhere in the world.

The system automatically issues monthly declarations for your employees and sends e-mail notifications on the 1​st​ of each month. It also sends updates when there are legislative changes.  

  • It allows for bulk uploading of employee data.
  • It accurately calculates the employee UIF contributions based on the salary information provided
  • It provides ready-to-use reports.
  • You can make online payments.  
  • The system regularly backups current and previous information to secure your information.  

Prior to activating a uFiling account online, you will need to register for UIF onlin​e or at​ the nearest Department of Labour branch. You will be issued a UIF reference number which will be used to activate your uFiling account.  

How to activate your uFiling account online

To activate your uFiling account online, visit https://www.ufiling.co.za/uif​     / ​ and click on “Activate my uFiling account”. The following activation options will appear on the screen. Select the option which applies to you:  

  • Domestic Employer
  • Employee
  • Commercial Employer  
  • Agent

The activation process for domestic employers

To activate your domestic employer uFiling account, you will need the following information and supporting documents:  

  • Your valid UIF reference number that was assigned to you upon registering
  • Your valid South African ID number or passport number
  • An e-mail address where you will receive all correspondence
  • Your bank account details to securely pay your UIF contributions  

Once you have these, proceed with the following steps:

  • Step 1: Read and accept the terms and conditions of the application.
  • Step 2: Enter your UIF reference number, a suitable user name, and a password that you will use for the login once the process is complete.  
  • Step 3: Fill in the required details, such as your postal address and banking details.  
  • Step 4: Click on the “Finish” button to complete the activation process. After that, you have to log in to your e-mail for the confirmation message.  

The activation process for employees

To activate your employee uFiling account, you will need the following information and supporting documents:

  • Your 13-digit valid South African Identification number
  • An e-mail address where you will receive all correspondence

Once you have these, proceed with the following steps:

Step 1: Read and accept the terms and conditions of the application.

Step 2: Enter your UIF reference number, a suitable user name, and a password that you will use for the login once the process is complete. 

Step 3: Enter the required details, such as your postal address and banking details.  

Step 4: Click on the “Finish” button to complete the activation process. After that, you have to log in to your e-mail for the confirmation message.  

Activation process for commercial employers

To activate your commercial employer uFiling account, you will need the following information and supporting documents:  

  • Your valid UIF reference number that was assigned to you upon registering  
  • Your valid South African ID number or passport number  
  • An e-mail address where you will receive all correspondence  

Your company’s official registration name and details as provided by the Registrar of Companies (DTI)  

  • The company bank account details to securely pay your UIF contributions

Once you have these, proceed with the following steps:

  • Step 1: Read and accept the terms and conditions of the application  
  • Step 2: Enter your UIF reference number, a suitable user name, and a password that you will use for the login once the process is complete.  
  • Step 3: Enter the required commercial employer details.  
  • Step 4: Select your organisation type from the options provided. Fill in the details of your contact person and their postal address.
  • Step 5: Click on the “Finish” button to complete the activation process. After that, you have to log in to your e-mail for the confirmation message.  

Activation for agents

You will be required to have the following information and supporting documents available to activate your commercial uFiling account: 

  • Your valid UIF reference number that was assigned to you upon registering  
  • Your valid South African ID number or passport number  
  • Your e-mail address where you will receive all correspondence  
  • The company’s official registration name and details as provided by the Registrar of Companies  
    • Advertisement
  • The company bank account details to securely pay your UIF contributions

Once you have these, proceed with the following steps:

Step 1: Read and accept the terms and conditions of the application  

Step 2: Enter your UIF reference number, a suitable user name, and a password that you will use for the login once the process is complete. 

Step 3: Enter the required commercial employer details.  

Step 4: Select your organisation type from the options provided. Fill in the details of your contact person and their postal address.

Step 5: Click on the “Finish” button to complete the activation process. After that, you have to log in to your e-mail for the confirmation message.  

UIF application forms

What if you find yourself unemployed or unable to work and in need of UIF benefits? You can register and claim benefits online through uFiling or visit the nearest Department of Labour branch. You should receive your benefits within eight weeks, and they will be paid on a monthly basis. For online applications, you will generally be required to submit the following:

  • a copy of the individual UI-19 form
  • a fully completed registration form
  • UI-2.7 form outlining a record of remuneration whilst during employment  
  • a copy of the last six payslips
  • a 13-digit barcoded South African ID or valid passport
  • a medical certificate (only for illness benefit)
  • a letter from the employer confirming shutdown (for Reduced Working Time)

If you apply for UIF benefits at a branch, you will be required to submit some of the following forms in addition to the ones listed above (depending on your reason for benefits). You can access them on the Labour Department’s websit​e:​

  • UI-2.: application for unemployment benefits form.
  • UI-2.2: application for illness benefits (you will need a medical certificate) form.
  • UI-2.3: application for maternity benefits form.
  • UI-2.4: application for adoption benefits form.
  • UI-2.5: application for dependant’s benefits by surviving spouse or life partner document form.
  • UI-2.6: application for dependant’s benefits by the child or children of the deceased form.  
  • UI-2.8: authorisation to pay UIF benefits into a confirmed banking account form.  
  • UI-3: application for continuation of payment for illness benefits form.  
  • UI-4: application for continuation of payment for maternity benefits form.  
  • UI-5: application for continuation of payment for adoption benefits form.  
  • UI-6A: declaration to confirm unemployment form.
  • UI-7: payment advice form (available for employers who do not pay unemployment insurance through the SARS)
  • UI-8: application form to register as an employer with the UIF.  
  • UI-8D: application form for registration as an employer of domestic workers with the UIF.  
  • UIF – Electronic Declaration Specifications: contains details of the format and guidelines of the testimonials that an individual should send electronically to UIF.  
Advertisement