Skip to main content

UIF uFiling

Not all employers submit UIF through EMP201 declarations. Some employers are required to submit and pay UIF directly through the uFiling platform because they are not registered for PAYE.

Written by Mariska

The UIF uFiling module in DataGrows helps firms manage these clients by automatically scheduling reminders, tracking submissions and payments, and ensuring UIF obligations are not overlooked.

The goal is simple: ensure UIF submissions and payments are completed on time while maintaining visibility across your payroll team.

When Should UIF uFiling Be Used?

The UIF uFiling table is intended for:

✅ Clients that submit UIF directly through uFiling

✅ Clients that are not registered for PAYE

If a client submits UIF through their normal EMP201 process, this service is generally not required.

The UIF uFiling table can be found under:

Payroll Department → UIF uFiling

Activating UIF uFiling for a Client

To enable UIF uFiling reminders:

  1. Navigate to the Clients Table

  2. Open the Client Record

  3. Scroll to the Billing & Services section

  4. Enable the UIF checkbox

  5. Save the record

Once enabled, DataGrows will automatically schedule UIF uFiling tasks for that client.

The tasks will be assigned according to the Client Roles configured for the client.

Automatic Scheduling

Once the UIF service has been enabled:

✅ Tasks are scheduled automatically

✅ Reminders are created

✅ Due dates remain visible

✅ Responsibilities are assigned to the correct team members

This removes the need to manually create recurring UIF reminders each month.

Tracking the UIF Process

The UIF uFiling task provides a central location for tracking:

✅ UIF Submission Completed

✅ UIF Payment Made

✅ Client Follow-Up

✅ Notes and Comments

✅ Supporting Information

This creates a clear audit trail and helps management monitor progress.

Monitoring Payments

One of the most common payroll compliance risks is assuming that payment has been made after the submission has been completed.

DataGrows allows firms to track both activities separately.

For example:

UIF Submitted = Yes

UIF Paid = No

This immediately highlights clients who may still need to release payment.

Useful Filters

Saved filters can help payroll teams manage their workload more effectively.

Examples include:

Due This Week

Identify submissions approaching their deadline.

Submitted but Not Paid

Track clients who still need to release payment.

Assigned to Me

Focus on your own workload.

Outstanding UIF Tasks

Identify work that still requires attention.

All Tasks Due Integration

Every UIF uFiling task creates a reminder within:

All Tasks Due

This provides visibility into:

  • Upcoming submissions

  • Outstanding payments

  • Assigned responsibilities

  • Overdue tasks

Many firms use All Tasks Due as their primary operational dashboard.

Working on UIF Tasks

To work on a UIF task:

  1. Navigate to Task Departments → Payroll Department → UIF uFiling

  2. Open the relevant task

  3. Update progress as work is completed

  4. Record notes where required

  5. Save the record

As progress is updated, the task remains visible until completed.

Best Practices

Enable the Service Promptly

Switch on UIF uFiling as soon as the client requires this service.

Track Submission and Payment Separately

Submitting UIF does not necessarily mean payment has been made.

Use Saved Filters

Filters help identify outstanding work quickly.

Monitor All Tasks Due Daily

Regular review helps prevent missed deadlines.

Record Notes

Capture client-specific information and follow-up actions directly within the task.

Key Takeaways

✅ The UIF uFiling table is located in the Payroll Department.

✅ It is designed for clients who submit UIF through uFiling rather than EMP201.

✅ The service is activated from the Client's Billing & Services section.

✅ Tasks schedule automatically once enabled.

✅ Submission and payment can be tracked separately.

✅ Reminders appear in All Tasks Due.

✅ Saved filters help identify outstanding submissions and payments.

✅ Automated scheduling reduces the risk of missed UIF deadlines.

Remember: A successful payroll compliance process requires visibility over both submissions and payments. The UIF uFiling module helps ensure that clients using uFiling remain compliant, while giving your team clear reminders and workflow oversight throughout the month. 📋✅💼

Did this answer your question?