How to Get Your IRP5:Guide for South African Taxpayers

The IRP5 is an essential tax document required by SARS (South African Revenue Service) when submitting your income tax return. It provides details about your income and the PAYE (Pay As You Earn) tax deductions made by your employer. If you no longer work for the company that employed you during the tax year, you will still need to obtain your IRP5 to ensure accurate tax filing. This article explains how to get your IRP5, who is responsible for issuing it, and what to do if you encounter difficulties in obtaining it.

Understand What an IRP5 Is

An IRP5 is a tax certificate issued by your employer that details:

• Your salary, PAYE, UIF, and SDL contributions.
• It is used when filing your SARS tax return.
• The IRP5 is linked to your tax number and must be included in your tax filing.

Know Who Issues an IRP5

Only certain parties are authorized to issue the IRP5:

• Your employer is responsible for issuing your IRP5.
• The HR or payroll departments manage the issuance process.
• SARS does not directly issue IRP5s, they are provided by your employer.
• If you had multiple employers during the tax year, you will receive IRP5s from each employer.

When IRP5s Are Usually Issued

The timing of IRP5 issuance is crucial:

• IRP5s are typically issued after the end of the tax year, which runs from 1 March to 28/29 February.
• IRP5s are usually available between May and June, before the SARS tax season opens.
• Employers may issue them earlier or on request if lost.

Get Your IRP5 From Your Employer

To obtain your IRP5:

1. Contact your employer’s HR or payroll office.
2. Request the IRP5 for the relevant tax year.
3. Provide your employee number, if available.
4. Ask for a digital or printed copy.

Most employers will provide IRP5s via email or through employee portals.

Check Your Employee Self-Service Portal

Many companies use online systems to make IRP5s available:

1. Log in to the company’s payroll system.
2. Look under tax documents or certificates.
3. Download the IRP5 as a PDF.
4. Save it for your records.

Common systems used include Sage, PaySpace, or similar payroll platforms.

Access Your IRP5 on SARS eFiling

SARS eFiling often preloads IRP5 data:

1. Log in to your SARS eFiling account.
2. Go to Returns and select Income Tax Return.
3. Check the pre-populated IRP5 details.
4. If available, confirm the employer’s information.

While you may not see the full IRP5, the necessary data should be pre-loaded for filing.

Register for SARS eFiling if You Are Not Registered

SARS eFiling is essential for tax management:

1. Visit the SARS eFiling website.
2. Create an account using your ID number.
3. Link your tax number to the account.
4. Complete the verification process.

Once registered, managing your tax documents online becomes easier.

What to Do if Your Employer Has Closed

If your employer has shut down or is no longer in operation:

• Try contacting former managers or payroll staff for assistance.
• Use old payslips as supporting evidence.
• Check SARS eFiling for any submitted records.
• Contact SARS for further guidance, as they may already have the information.

What to Do if You Lost Your IRP5

If you’ve lost your IRP5, follow these steps:

• Request a reissue from your employer.
• Download the IRP5 again from the payroll portal.
• Check your email history for an electronic version.
• Use SARS eFiling as a backup if necessary.

Employers can easily reissue IRP5s upon request.

Difference Between IRP5 and IT3(a)

It’s important to know the difference between IRP5 and IT3(a) certificates:

• IRP5 is for salaried employees who have PAYE deductions.
• IT3(a) is for income without PAYE deductions, often given to freelancers or independent contractors.
• Both must be included in your tax return, but ensure you use the correct document.

Check That Your IRP5 Details Are Correct

Accuracy is essential to avoid tax problems:

• Confirm your ID number.
• Double-check the income amounts and PAYE deductions.
• Verify the employer details and employment period.
• Report any errors to your payroll department immediately for corrections.

How to Use an IRP5 When Filing Tax

Your IRP5 supports your tax return:

1. Upload your IRP5 details to SARS eFiling.
2. Confirm the pre-populated information or make necessary edits.
3. Declare any additional income if applicable.
4. Submit your return once complete.

Accurate IRP5 data helps speed up assessments.

Can You File Tax Without an IRP5?

It’s possible to file without an IRP5, but it’s not ideal:

• Use payslips as estimates for income and deductions.
• SARS may request supporting documents.
• Processing delays and penalties are common if the information is incorrect.
• Always try to obtain your IRP5 before submitting.

Keep Your IRP5 Safe

Proper record-keeping is crucial:

• Save digital copies securely.
• Print a backup copy and store it safely.
• Keep records for at least five years as SARS may request past documents.

Common Problems When Getting an IRP5

Common issues can arise, but most are solvable:

• Employer delays in issuing IRP5s.
• Incorrect personal details.
• Payroll system errors.
• Employer did not submit to SARS.

Early follow-up can help resolve these issues quickly.

When to Contact SARS for Help

If you can’t resolve the issue with your employer, contact SARS:

• If the employer refuses to issue your IRP5.
• If IRP5 data is missing on eFiling.
• If the employer no longer exists.
• If discrepancies can’t be fixed.

Always keep proof of communication with the employer.

Important Tips to Remember

• IRP5s are issued annually, one per employer.
• Always verify accuracy before submitting your tax return.
• Do not ignore missing IRP5s; address them early to avoid delays.