1. USER REGISTRATION you to to check your credentials.

On the second
Question: How would you register a new user on the u-Filing attempt click on forgot password.
website?
Answer: Please follow the following steps: Question: The user is trying to login and the system
 Go to www.ufiling.co.za displays a message “we can’t log you in until you
 Click on REGISTER activate your account”
 Agree to terms and conditions Answer: Log a call by sending your query to
 Include details of user ufilingsupport@labour.gov.za,j the technical team will
 You will receive sms / email with confirmation attend to it.
with temporary / default password
 Log in using these details Question: How do I reset my password?
 After login, the system will prompt you to Answer: Request the password by selecting one of the
change password options found under the Login menu:
 Complete the user vetting process (5 steps)  Forgot username option:
 Update personal information if required  Preferred contact
 Once registered – choose whether you are  id/passport number of the user
employer / employee  Forgot password option :
 Preferred contact
NOTE: It is suggested that employer (user) register and  Id /passport number of the user
DELEGATE to a practitioner, if a practitioner is  Username
appointed to provide service to complete UIF.  Password option
You can choose either to receive the password or
2. FAIL VERIFICATION username via email or sms. If you choose email, then
Question: what does it means? an email confirmation will be sent and the user must
Answer: Before a user can login, the system will click on the link sent to the user. Then login again and
request the user to answer random questions as a put in username and password.
Question: Browser keeping previous user’s/Employers
means of verification. If the user fails the verification,
details, what should I do?
the user should then send a copy of his/her ID to Answer: Click on the back button on the User’s/Employers’
adminchangerequest@labour.gov.za profile and click F5 to refresh the page.

Question: The password is locked, what should I do? Domestic Employers should supply the following details:
Answer: Check your credentials. The portal will allow Your valid UIF registration number, your valid 13 Digit bar-
you with 3 attempts and on the third attempt prompt coded RSA identity number, a valid e-mail address and your

1
banking account details from which you will pay your UIF You can also add your clients (Commercial Employers
contributions. and Domestic Employers) to your practitioner profile
and conduct all the relevant uFiling functions on your
Commercial Employers should supply the following: client's behalf.
Your valid UIF registration number, your valid RSA identity
number or passport number, a valid e-mail address, Your
company's official registration name and details as provided
Question: How do I add my clients?
by the Registrar of Companies which is the CK1 form for CC's Answer: Once you have activated your practitioner
and CM1 or CM3 for Proprietary Limited companies, and account and been authenticated as an practitioner
lastly your banking account details from which you will pay with uFiling, you can register your clients as uFilers.
your UIF contributions. The request for activation is processed immediately
Practitioners should supply the following: once the UIF reference number has been correctly
Valid UIF registration numbers for Domestic or Employers as entered and once the accuracy of information
above, your valid 13 Digit bar-coded RSA identity number or submitted is confirmed, you will be notified via email.
passport number, a valid e-mail address, Your company's UFiling will then be activated for your client.
official registration name and details as provided by the
Registrar of Companies which is the CK1 form for CC's and
CM1 or CM3 for Proprietary Limited companies, and lastly
your banking account details from which you will pay your Question: how does the client/user change delegation
UIF contributions. from one Practitioner to another (3rd Party Delegation)
Foreign Domestic Employers should supply the following: Answer: The New Primary user must be a registered
Your valid UIF registration number, passport number, a valid uFiling user. If the Practitioner is changed the client
e-mail address and your banking account details from which (user) must send a request to the UIF Support Services
you will pay your UIF contributions. and request that the primary user details is updated.
Applicants/Claimants should supply the following: This cannot be done via the system
Your valid ID Number, a valid e-mail address and your
banking account details to which payment of benefits will be
Question: My ID Number is locked. How do I Unlock it?
made.
Answer: A clear copy of ID must be sent to
ufilingsupport@labour.gov.za
3. PRACTITIONER REGISTRATION
Question: How do I register as a Practitioner Question: My account is locked. How do I Reset my
Answer: You can activate your client for uFiling or, if Password?
they have already registered, access your client's Answer: You can Use the Forgot Password
account and conduct all of the regular uFiling functions functionality under the Login menu item to reset your
on your client's behalf (as per your own agreements password. This will send a temporary password to the
and privacy policies with your client). preferred method of contact you setup upon

2
registration. If those details have changed, you will 4. EMPLOYER REGISTRATION
need to contact the call centre on 012 337 1680.
COMMERCIAL EMPLOYER
Question: How do the accountant / user add salaries Question: How to register Commercial Employer on
for the periods not declared (from February 2019)? uFiling system?
Answer: Steps to follow: Answer: The Owner / Partner / Director / Member's
 Menu valid 13 Digit South African ID number or a valid
 Declarations manager Passport number
 Select employer
 Edit/view button (next to the employee’s name) The Owner / Partner / Director / Member's e-mail
 Add employment info address where all correspondence will be emailed
 Save declarations The company's official registration name and details as
provided by the Registrar of Companies which is the
Question: How does the accountant / user submit the CK1 form for CC's and CM1 or CM3 for Proprietary
declarations? Limited companies.
Answer: Steps to follow:
 Menu The company’s owner details
 Declarations manager Banking account details and valid branch code that you
 Select employer will nominate to be used to securely pay your UIF
 View declarations contributions. For commercial employers this would be
 Calculate declarations your company's bank account
 Select the view button on the grid Your employee's valid 13 Digit South African ID number
 Submit declarations or a valid Passport number
Your employees employment details
Question: How do I pay the amounts owed?
Answer: Steps to follow:
 Menu 5. DOMESTIC REGISTRATION
 Declarations manager Question: How to register a Domestic Employer on the
 Select employer uFiling system
 View declarations submitted Answer: The Domestic employers valid 13 Digit South
 Calculate declarations African ID.
 Select the view button on the grid for the Your e-mail address where all correspondence will be
applicable month emailed.
 Choose the pay option either manual or online

3
If a practitioner is registering a domestic employer as a, Question: Explain the colours on the Grid
the domestic employers details are required. Answer: Red – Issue with the declarations not yet
Your banking details and valid branch code that you will submitted
nominate to be used to securely pay your UIF Green – Declarations submitted for that month
contributions.The employees valid 13 Digit South Orange/Amber – This means there is a declaration
African ID number.The employee's employment details. submitted via another mode for the same month.
Grey – No Declarations
6. EMPLOYER DECLARATIONS
Question: Can I only submit my current declarations Question: Why is a period in my declarations grid
on uFiling? What about prior declarations that have showing as "Red"?
not been submitted? Answer: When a period on your declarations grid
Answer: All of your outstanding declarations can be displays as Red, uFiling is notifying you that a problem
submitted via uFiling for the past five years. The Act exists with the period highlighted in "Red" as there are
requires an employer to submit monthly declarations, either missing employee declarations for the period or
you may have to do multiple declarations submissions there are no declarations at all for the period.
and payments. You will not be able to submit any declarations for any
periods after the period which has been identified with
Question: Can I access historical data with respect to issues. The issues needs to be resolved before you may
my declarations and payments? continue with submitting declarations for periods
Answer: Yes. UFiling keeps a minimum of five years following this period.
history of both declarations and payments. These only
apply to those declarations and payments made via Question:
uFiling. The new uFiling system shows employees that are no
longer employed by the company/employer
Question: Can I adjust a declarations if submitted in Answer: This issue can be due to employers never
error? having updated the UIF on the termination of the
Answer: The return remains active until it has been employee or the system has not updated from the
paid. Under the returns history section you can change Master data held by the UIF.
your return as many times as required until paid. If a If the information was previously declared the historical
payment was effected, the return cannot be reversed data needs to be retrieved.
due to transaction processes with the bank. You can Steps to follow:
submit an alteration in the following month's  Menu
declaration period to affect a change on a previous  Declarations manager
declaration period.  Select employer

4
 View declarations Question: The system indicates that the user (client)
 Calculate declarations owes the Fund money although they normally pay via
 Select the view button on the grid for the SARS?
applicable month Answer: This is an error and you need to inform the
 Open declarations UIF Support Services by emailing
 View declarations ufilingsupport@labour.gov.za
 Calculate declarations
Question: My client has more than one employee, is
If the information was NOT previously declared then a there an easier option to submit the information?
backdated termination needs to be completed Answer: If the client has more than one employee,
Steps to follow: then a bulk declaration can be submitted.
 Menu Steps to follow :
 Declarations manager  Declarations
 Select employer  Employer
 View declarations  Bulk upload
 Calculate declarations  See example
 Select the view button on the grid for the  BUT fill in form, do not complete the example as
applicable month where the employee left you will receive error messages when
 Select edit / view next to the employee submitting the example
 Add employee information  Upload
 Select termination date  Calculate
 Update salary  Pay
 Save
 Update termination Question: Terminated employees are reflecting as
active on uFiling
Answer: Once logged into the portal the portal will
Question: The system indicates that the data is not display a list of ALL employees within the year cycle
available? and then click on the drop down button and select
Answer: This is an error and you need to inform the active or terminated employees
UIF Support Services by emailing
ufilingsupport@labour.gov.za 7. EMPLOYEES
Question: The new uFiling system does not have all my
clients’ employees

5
Answer: This issue can be due to employers never
having updated the UI Fund on the appointment of the 8. PAYMENTS OF CONTRIBUTIONS
employee or the system has not updated from the Question: How do I pay the amounts owed?
Master data held by the UI Fund. Answer: Steps to follow:
 Menu
If the information was previously declared the historical  Declarations manager
data needs to be retrieved.  Select employer
Steps to follow:  View declarations submitted
 Menu  Calculate declarations
 Declarations manager  Select the view button on the grid for the
 Select employer applicable month
 View declarations  Choose the pay option either manual or online
 Calculate declarations
 Select the view button on the grid for the Question: How will my clients pay their contributions
 applicable month to UIF?
 Open declarations Answer: Your clients may pay their UIF contributions
 View declarations via the payment mechanisms provided by uFiling for
 Calculate declarations the payment of UIF contributions. The uFiling system
If the information was NOT previously declared then a automatically generates correct references for the UIF
backdated new registration needs to be completed contributions when the payment is processed
Steps to follow:
 Menu
 Declarations manager
 Select employer
 View declarations
 Calculate declarations
 Select the view button on the grid for the
applicable month when the employee was
appointed
 Choose add employee option
 Add employee information
 Update salary information and date of
appointment
 Save