Declaring the month

Every month an Algerian employer declares the same wages twice: once to CNAS, the social-security fund, for the contributions, and once to the tax office on the G50, for the IRG withheld from pay. Both declarations ask for figures Beelocity already worked out when it closed the month. This page is how you get them out of the screen and onto the form without typing them twice, and how you record that you paid them.

It is for the accountant or the clerk who files the declarations. Everything the payroll hands to the authorities is on one page, Payroll › Declarations, in three tabs: Monthly declarations, Annual declarations and Payroll book. Working the month out and closing it is Monthly payroll; paying it is Paying the salaries.

See the month’s figures

Open Payroll › Declarations. The first tab, Monthly declarations, opens on the latest closed month; pick another in Month. Under the month you see when its declarations are due (below), then its figures. A closed month carries the same figures on its own Declaration figures tab, under Payroll › Months.

The figures come in two parts, because the two declarations ask different things:

• Social security — one line per person, with their employee number, their name, their social-security number and what the month counted for them: the contribution base, the employee’s contribution, the employer’s contribution and social works. Underneath, the totals, and Total contributions — the employee’s share, the employer’s and social works added together, which is the one figure the CNAS declaration asks for.
• Income tax — the month’s taxable pay and the IRG withheld, which is the salary line of the G50.

Only a closed month has figures to declare. A month that is still a draft can change, and a figure copied onto a declaration from a draft is the mistake these figures exist to prevent. Pick a month that is not closed and the tab says so, with its due dates; close the month first.

Take the figures away as a file

On Monthly declarations, click Export the month’s declaration figures beside the month. The same file is in More actions at the bottom of a closed month’s own page; on a month that is not closed yet it is greyed out there, because the figures are declared from a closed month. Beelocity hands your browser a spreadsheet file (.csv) and it lands in your downloads.

Open it in your spreadsheet application. It has one row per person, in employee-number order — the order the fund keeps its own listing in — and ten columns, headed in the language you are reading Beelocity in:

There is no total row. The totals are on the screen, under the listing — and a file whose last row is not a person cannot be sorted or pasted as a block, which is what you will want to do with it. Your spreadsheet sums a column in one click.

The figures are exactly the ones on screen. Nothing is rounded or reformatted on the way into the file: what you read on the tab is what lands in the cell.

When each declaration is due

Beelocity shows when each declaration is due: the month’s two on Monthly declarations, the year’s two on Annual declarations, and the next of all four on the Payroll home. Each date names the article of the law it comes from.

• Thirty days after a period is not the 30th. January’s contributions are due on 2 March, and on 1 March in a leap year.
• Monthly or quarterly depends on how many people you employ. The law asks for monthly contributions above nine workers and quarterly ones below ten, without saying how to count them; Beelocity counts the people the month pays. Near the line, check with your accountant.
• The DAS is shown on 30 January, the date the law gives. The fund announces a window to 31 January; a date one day early costs you nothing.
• The date is the law’s own, never later. The tax office often grants more time by announcement, and moves a G29 that falls on a Friday or a Saturday to the next working day. Beelocity shows the date the article gives, so the real deadline is sometimes later than the date shown and never earlier.
• A date whose article has not been read in the law itself would say To confirm with your accountant. All four have been read.

A declaration filed late costs money: contributions paid late are surcharged 5%, plus 1% a month; a late DAS, 15% of the contributions due, plus 5% a month. Beelocity does not know whether you filed, but it knows whether you paid once you record it (below): beside a G50 or a CNAS date it says To pay or Paid.

Pay a declaration

The G50 and the contributions are paid as well as declared, and once you record the payment Beelocity knows the month is declared. On Monthly declarations, or in the Declare step at the top of a closed month’s own page, click Pay a declaration. Pick the Declaration — each is offered with the amount the month declared and the day it is due — check the Payment date, and click Pay a declaration.

• You never type the amount. The G50 pays the month’s IRG; the contributions pay the employee’s share, the employer’s and social works together, the Total contributions the figures show.
• It is paid from the salary account, by your usual transfer, as the salaries are. The payment appears in Treasury › Receipts & Payments as a draft, naming the declaration and its month, and your treasurer confirms it the day the money leaves, as for any payment.
• Pay one declaration at a time: the fund and the tax office are paid separately, often on different days. Open Pay a declaration again for the other.
• A business of nine people or fewer pays the quarter once its last month is closed. Until then each month of the quarter reads Period not closed beside its contributions, and any of them pays the whole quarter afterwards.
• A declaration that declared nothing has nothing to pay. A month in which nobody’s pay was taxed reads Nothing to pay beside its G50.

Beside each date you then see where it stands: To pay, or Paid with the payment’s number, which opens it in Treasury. Once both of a month’s declarations are paid, or declared nothing, the month’s Declare step is done.

A payment the bank sends back is cancelled in Treasury, like any other; the declaration reads To pay again, and you pay it once more.

A cheque handed in at the tax office cannot be recorded here yet. Beelocity records a declaration paid by transfer.

Declare the year

Once a year the same wages are declared again, whole: to the social-security fund in January, for the year that has just ended. Open Payroll › Declarations and click the Annual declarations tab.

The page opens on the year that ended, which is the one you are filing for. Change the Year if you need another. Beside it you get when the year’s two declarations are due, and what the year holds:

• Employer — your legal name, your NIF, your CNAS employer number and your address. These are the details the form opens with, and they come from your Organization profile. If any is blank, fill it in there.
• The year — how many months of it you have closed, how many people it paid, and the totals: gross, contribution base, both contributions, taxable pay and IRG.

Only closed months count. A month still in draft contributes nothing to the year, because its figures can still move. If the count of closed months is lower than you expect, close the rest before you declare.

Click Annual salary declaration to download the file. One row per person, in employee-number order, with their number, their social-security number, their name in two columns, their job title, the date they were employed from and the date they left if they left during the year, how many months they were paid, their unpaid days, and the year’s contribution base and both contributions.

Two things you fill in by hand, and it is better to know now than at the counter:

• The employer details are not in the file. They are on the page, beside the download, because a spreadsheet whose first rows are labels and values cannot be sorted or pasted as a block.
• The absences are a count, not dates. A payslip records how many unpaid days a month had, not which days they were, so the file gives the number. If the fund asks for periods, take them from your leave records.

The year for the tax office

By 30 April the tax office wants the same year again, told its way: what each person was paid and what IRG you withheld from them. It is the form the accountant calls the G29.

It is the same page and the same year. Click Annual salary statement to download it: one row per person, with their number, their name in two columns, the sums paid over the year, their taxable pay, the net taxable amount — taxable pay less the tax withheld — that tax, Income tax paid over and the Difference.

• Income tax paid over is each person’s tax of the months whose G50 you paid in Beelocity (Pay a declaration); Difference is the year’s tax less it. A month’s G50 is paid whole or not at all, so a month you have not paid counts nothing yet.
• A G50 paid outside Beelocity counts as not paid over. If you paid one before you recorded payments here, the difference shows it: check it before you file.

One box on the form is not in the file, and cannot be: the sums paid in kind, separately from those in cash. Beelocity does not record whether an allowance is paid in money or in kind, so a column of zeros would be a claim rather than a gap.

What these files are for, and what they are not

They are figures to read and carry. Take the contribution base and the headcount to the CNAS declaration — the portal works the contributions out from the base you declare — take the month’s IRG to the G50, the year’s contributions to the fund’s annual declaration and the year’s tax to the G29. Keep them with your paperwork if you want a record of what you declared.

They are not files to upload. Neither the CNAS portal nor the tax office accepts them: each has its own layout, and a file written to a guessed layout is refused at the counter after it has looked finished all month. When we have seen a real file that one of them accepted, we will add an export that writes it.

Who can do this

Seeing the figures and taking them away are two different permissions, deliberately:

• anyone who can view payroll runs sees the Declaration figures tab;
• exporting needs its own permission — the same one for the month’s file and for Annual declarations — so you can give your accountant the figures and the files without giving them the authority to open, work out, close or pay a month. Somebody with that permission alone sees Declarations with one tab, Annual declarations.

The Human resources officer role has both. If somebody cannot see Export the month’s declaration figures, or the Annual declarations tab, it is that permission they are missing — ask whoever manages roles in your business.

Paying a declaration needs the permission to pay the salaries, because it is the same money leaving the same account. The Human resources officer role has it too; confirming the payment in Treasury is your treasurer’s, as for the salaries.

If something looks wrong

The figures are not there. The month is still a draft. Close it first.

A person’s social-security number is blank. It is blank on their employee record. Open Human Resources › Employees, open them, click Edit and fill it in. It will be on the next month’s file; a closed month never changes, so this one keeps the blank.

Somebody is missing from the file. They had no payslip in that month — they were not employed in it, or their contract was not signed when the month was worked out. The file lists exactly the people the month paid, and the year’s file exactly the people its closed months paid.

The names look wrong in the file. If accented or Arabic letters come out as symbols, your spreadsheet application opened the file as plain text. Close it, then use your application’s Open or Import and choose Unicode (UTF-8) — the file is written that way.