An IRP5 is a critical tax document required when filing your income tax return with SARS (South African Revenue Service). It shows the salary you earned, the tax deductions made by your employer, and is essential for accurate tax filing. If you no longer work for the company that employed you during the tax year, you can still access your IRP5 from that previous employer. This article explains how to get your IRP5 from a former employer, how to handle issues with unresponsive employers, and what to do when you face challenges obtaining it.
Understand Why You Still Need the IRP5
Even after leaving a job, your tax obligations remain:
- SARS requires your income records for each tax year.
- IRP5 is issued by every employer separately.
- Past employment must be declared for accurate tax assessments.
- Missing IRP5s can delay your tax return process, so ensure you get it even if you no longer work for that employer.
Know When IRP5s Are Issued
The timing of receiving your IRP5 is important:
- IRP5s are issued after the tax year ends, typically available in May or June.
- They are provided before SARS tax season for ease of filing.
- If lost, they can be reissued upon request, and you can always request your IRP5 at any time.
Contact the Previous Employer’s HR Department
Your HR department should be your first point of contact when requesting an IRP5:
- Call or email HR or payroll with your request.
- Provide your full name, ID number, and employee number (if available).
- Most employers retain payroll records for several years, so this request should be straightforward.
Reach Out to Payroll or Finance Directly
If HR doesn’t respond quickly, try contacting payroll directly:
- Ask for the payroll officer or the person in charge of issuing IRP5s.
- Be polite and professional in your communication.
- Follow up if no response is received; clear communication helps speed up the process.
Check Your Old Employee Self-Service Portal
If you still have access to the company’s payroll system:
- Try logging into the employee self-service portal.
- Look for sections labeled tax documents or certificates.
- Download your IRP5 if available and save it immediately.
- Some portals may remain active even after you’ve left the company.
Search Your Email and Old Records
It’s possible that your IRP5 was sent electronically:
- Search your email for terms like IRP5 or tax certificate.
- Check your spam or junk folders for missed emails.
- Look through old backups, such as cloud storage or USB drives, for past records.
- Many companies automatically send IRP5s, so you might already have it.
Use SARS eFiling to Check Preloaded Information
SARS often receives employer-submitted IRP5 data:
- Log in to SARS eFiling and open your income tax return.
- Check the pre-populated IRP5 details.
- If available, confirm that the employer information matches what you expect.
This can help if you cannot reach the employer directly.
What to Do if the Employer Has Closed
If the employer has shut down or is no longer in operation:
- Try contacting former managers or directors for assistance.
- Use old payslips as supporting evidence for your tax filing.
- Check SARS eFiling for any submitted records.
- Contact SARS directly for further assistance, as they may already have the data.
What to Do if the Employer Is Unresponsive
If your employer is not responding to your requests for the IRP5:
- Send a formal written request for your IRP5.
- Keep proof of emails or messages you have sent.
- Allow a reasonable response time, then follow up if necessary.
- Escalate the matter if the employer remains unresponsive.
Ask SARS for Help if Necessary
If you are still unable to obtain your IRP5, SARS can help:
- Visit a SARS branch or contact their support team.
- Explain that the employer is unreachable and provide any relevant payslips or bank statements as proof.
- SARS may provide guidance or alternative reporting options.
Difference Between IRP5 and IT3(a)
Understanding the difference between IRP5 and IT3(a) certificates is essential:
- IRP5 is for salaried employees.
- IT3(a) is issued for income without PAYE deductions, often for contractors or freelancers.
- Both certificates need to be declared in your tax return, but make sure you use the correct document for the right situation.
Check That Your IRP5 Details Are Correct
Ensure the IRP5 you receive contains accurate information:
- Verify your ID number and ensure it matches your records.
- Confirm income amounts and PAYE deductions are accurate.
- Double-check employment period and employer details.
- Request corrections immediately if you spot any discrepancies.
Can You Submit Tax Without the IRP5?
While it’s possible to file taxes without an IRP5, it’s risky:
- Use payslips as estimates if you cannot access your IRP5.
- SARS may request verification and can cause delays in processing.
- You may face penalties if the information is incorrect, so always try to get your IRP5 first.
Keep Copies of All Communication
Documentation is crucial when dealing with employers and SARS:
- Save emails and messages for future reference.
- Note down dates of contact and follow-ups.
- Keep call logs if possible.
- Store all tax documents in a safe, organized place for easy retrieval.
How Long Employers Must Keep Records
Employers are legally required to keep payroll records:
- Employers must retain records for at least five years.
- If you lose your IRP5, your employer can reissue it.
- You have the right to request access to these records at any time.
Tips to Speed Up the Process
To ensure a smooth process:
- Be polite and clear when communicating with employers or SARS.
- Provide complete information to avoid delays.
- Follow up respectfully if necessary.
- Act early to reduce stress and avoid last-minute issues.
Common Challenges and Solutions
Some challenges when obtaining an IRP5 can be resolved:
- If contact details are lost, search online or on LinkedIn.
- For delayed replies, send a formal follow-up.
- If the data is incorrect, request a correction from your employer.
- If the employer has closed, work directly with SARS to resolve the matter.
