Categories

Reports

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Employment Equity – Reports

Blueprint Summary

The purpose of this Blueprint is to provide simple and easy to follow guidelines to help employers to successfully complete and submit their employment equity report.

Areas that will be covered are:

  1. Items to consider before completing an EE report
  2. How to complete the prescribed forms
  3. Submission
  4. Duty to keep records

Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

The person that is accountable for this specific process.

All parties that have a vested interest in this process.

Requirements that need to be recorded during this process. What, How, Where.

Requirements that need to be reported on during this process. What, How, When, Where.

Reporting Requirements

Audit Requirements

Notifications

Reminders

Requirements that need to be stored during this process. What, How, When, Where.

Requirements that need to be met in to comply with Auditing Regulations.  What, How, When, Where & Type of Audit Requirement.

Any Notifications that need to be Generated and/ or Actioned During this Process.

Any Reminders that need to be Generated and/ or Actioned During this Process.

Transparency & Communication

Knowledge & Skills

System

Workflows

 Any Transparency, Communication & Distribution Requirements needed for this Process.

 Any Knowledge & Skills required to successfully complete this process.

Links and Process within a system that directly relates to this Process.

Are there any Workflows that drive this Process? This can be Manual or NFE Workflows.

Legislation & Governance

Templates, Forms, Guides and Work Instructions

S.A. Board for People Practices

Any Legislation, Bodies, Processes, Policies that Govern this Process.

Links to Templates, Forms Guides and Work Instructions that are either to be used for application or as Guidelines to meet minimum requirements for this Process

Does this Process Align with SABPP. This can either be Fully, Partially or Not at All.

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Employment Equity Plan

Tasks are the Step-by-Step Actions to be taken to complete the Process.

  • Employment Equity Report

Step I – Items to consider before completing an EE report

  • Ensure that an Employment Equity Plan exists and it informs the content of the EE Report. The latter is a progress report on the EE Plan.
  • The tables in the EEA2 forms on numerical goals and targets, as well as the section on affirmative action measures, are informed by the EE Plan.
  • If the company is part of a group of companies, consider whether to submit a consolidated or a workplace report.
  • The reporting method used should be consistent with the duration of the current Employment Equity Plan.
  • An employer should be consistent regarding the cut-off date for the workforce profile (i.e. table1.1 of the EEA2 form).
  • All designated employers need to report annually.
  • An employer should be consistent regarding the twelve-month period to be covered for workforce movements i.e. recruitment, promotions and terminations

Step II – How to complete the prescribed forms

  • The prescribed reporting forms EEA2 and EEA4 published on 1 August 2014 in the above-mentioned Amended Employment Equity Regulations must be completed.
  • In the case of manually submitted reports, note that non-prescribed forms, fax copies and e-mailed copies are not acceptable. (This includes payroll printout).
  • The forms may be downloaded in MS Word format from the Department of Labour website, www.labour.gov.za.
  • The forms may also be completed online by accessing the Department website, www.labour.gov.za, scroll down to “Online Services” and select “EE Online Reporting”.
  • The EE Online Service opens on 1 September and closes on 15 January.
  • Consult the instructions on page 2 of the EEA2 form and page 2 of the EEA4 form.
  • Numerical goals and targets that reflect only the projected workforce changes are not acceptable. Numerical goals and targets are required to reflect the entire workforce profile at the projected date.
  • Ensure that consultation has taken place with all relevant stakeholders before the forms are forwarded to the CEO for signature.
  • Ensure that the CEO’s signature on page 9 of the EEA2 and EEA4 on page 5 form corresponds with the name of the CEO in Section A of both the EEA2 and EEA4 forms on page 1 of 9 and 1 of page 5 respectively.

Step III – Submission

  • In the case of manual submission, ensure that the EEA2 and EEA4 forms are submitted together, failing which the form submitted will be rejected.
  • In the case of online submissions, online users must press the submit button. Forms completed online but not submitted will not appear in the Public Register.
  • Note that no changes to the content of the EE Report are possible after it has been electronically submitted.
  • If signed by an acting CEO, an authorization letter signed by the CEO must be enclosed with the Employment Equity report.
  • In the case of online submission of the EE Report, the employer should retain the signed original copy of the report, as well as the EE System generated print out on the EE Online Service.
  • Assistance may be obtained from the following:
    • Website www.labour.gov.za
    • EE Helpline 0860 101018
    • The Department of Labour Provincial offices and Labour Centers
    • The Department of Labour, Directorate Employment Equity front desk service at Laboria House, 215 Francis Baard Street, Pretoria 0001

Online Submission

  • A reminder letter to the CEO and assigned EE manager is forwarded annually with instructions and the activation link.
  • Employers may verify their username on the EE Public Register for the previous reporting period.
  • Employers may also request their activation link online by clicking “forgot password”.
  • Employers retain responsibility for the confidentiality of their username and password.
  • Employers are requested not to refer their consultants and service providers to the Department for the issuing of their activation link.
  • Employers must not “register” online if they have previously submitted an EE report online or manually, click “forgot password” instead.
  • Employers are requested to view “How to login” pamphlet and the slides providing step by step guidance to log in.

Step IV – Duty to keep records

  • Always file a signed copy of the Employment Equity Report for at least three years.
  • It is advisable to retain records of Employment Equity Reports and plans longer than the minimum prescribed period for future reference and benchmarking purposes.

General Information

  • Be reminded to check the instructions contained in the EEA2 and EEA4 forms respectively.
  • All mandatory fields in section A must be completed.
  • All information must be fully and accurately completed. Failure to do so may result in the employer being deemed not to have reported. 
  • This will result in the employer not being listed in the EE Public Register published by the Minister of Labour in terms of section 41 of the Employment Equity Act.
  • Online users who have previously submitted EE reports will have the benefit of having existing section A information displayed online.
  • Online users should check if the information displayed is correct, and if required, update with new information e.g. telephone, email.

Trade name

  • When completing the trade name note that special characters cannot be used.
  • Be consistent in the use of the trade name and when completing future EE Reports (Be cautious when using abbreviations).
  • Trade name changes require the employer to notify the Department of Labour in writing, to avoid incurring a duplicate entry on the EE System. This also applies to online users.
  • Requests for company name changes should be in writing on the company’s letterhead. The letter should be signed by the CEO/Accounting officer and be accompanied by a proof of name change certificate.

DTI Registration number

  • When completing the DTI registration number omit using slashes e.g. 2001/09400/00 must be 20010940000.
  • National, Provincial and Local Government does not have DTI registration number.
  • Check with your Company Secretary, Bookkeepers or Legal Division, alternatively, contact the Department of Trade and Industry telephonically at 0861 843 384 or email to:contactus@thedti.gov.za

PAYE/SARS number

  • Complete the 10 digits PAYE/SARS number.
  • Check with your Finance Division, Bookkeepers or payroll office, alternatively, contact the South African Revenue Service telephonically at 0800 00 7277 or by emailcc@sars.gov.za

EE reference number

  • The EE Reference number is the same as the DoL reference number and the username.
  • Note that employers reporting for the first time will not have an EE reference number, and this will be generated by the EE System upon registration.
  • All EE System generated correspondence will display the EE reference number on the top right-hand
  • Employers who have previously reported may check previous correspondence received from the EE Registry of the Department of Labour to obtain their EE reference number.
  • Employers who previously reported may also consult the EE Public Registers published, which be accessed at www.labour.gov.za to obtain your EE Ref number. 

Seta classification and Industry Sector

  • SETA and Industry Sector information may be viewed by online users via the drop-down lists on the EE online reporting system and the relevant SETA and Industry Sector must be selected.
  • Employers completing reports manually may consult the SETA and industry/sector list on the DOL website www.labour.gov.za or www.dhet.gov.za.
  • To retain the Industry Sector, Employers may consult schedule 4 at the back of the Employment Equity Amendment Act, Act 47 of 2013.

Telephone number

  • Complete the telephone number of the employer.
  • Online users may update the telephone number of the employer if this has changed.

Postal address

  • Complete the postal address of the employer.
  • Online users may update the postal address if this has changed.

Physical address

  • Complete the physical address of the employer.
  • Online users may update the physical address if this has changed.

Details of CEO/Accounting officer and EE Manager at the time of submitting this report.

  • Complete the details of the CEO/Accounting Officer and EE Manager.
  • Online users may update the information if this has changed.
  • EE System generated correspondence is forwarded to the CEO/Accounting Officer and the EE assigned manager.
  • Change request for CEO/Accounting officer or EE Manager’s details should be in writing on the company’s letterhead. Guidelines to change organisational details can be found on the EE login page under the information tabs.

Year of submitting this report

  • In case of manual submission the year the organisation is reporting for should be reflected e.g. 2017.
  • EE Reports for previous reporting years will not be accepted.
  • For online users, the reporting year will be automated when the form is successfully submitted.

The duration that the EE report covers (EEA2 only)

  • All organisations should have an EE report that covers a period of 12 months. The “from” date stated in the EEA2 should follow where the previous report ended.
  • Employers who become designated before the first working day of April must submit their first report on the first working day of October in the current year.
  • Employers who become designated on or after the first working day of April but before the first working day of October must only submit their first report on the first working day of October of the following year.

Duration of current EE Plan (EEA2 only)

  • The EE Plan should not be less than one year or more than 5 years.
  • The “from” date in the EEA2 should reflect the start date of the EE plan and should remain constant for the duration of the EE Plan.
  • The “end” date should reflect the date when the EE Plan ends.
  • The date on the EE Report must be informed by the EE Plan.
  • The above dates may change if the employer has introduced a new EE Plan, either because the duration of the EE Plan has lapsed or because business imperatives require a full review of its EE plan.

How to login

  • The reminder letter sent via email to the CEO/Accounting Officer and EE Manager contains an activation link.
  • Open and view Reminder letter from the email.
  • Click the link on the Reminder Letter and press “activate” to create your password.
  • Should you choose to click “cancel” your reminder letter will become void and you will be requested to go to Forgot Password.
  • Please note: The rule for acceptable passwords: Password must be alphanumeric and consist of a minimum of 8 characters (at least 1 special character, one uppercase character and 1 lowercase character).
  • Remember and memorize the password you created for accessing the EE system!
  • If no reminder letter has been received, click on “Forgot Password” above and follow the prompts.
  • If the CEO/Accounting Officer or EE Manager email address has changed, the CEO/Accounting Officer must inform the Department of Labour in writing.
  • An Accounting Officer/Chief Executive Officer (CEO) is not equivalent to the Chief Financial Officer (CFO). It is equivalent to the Municipal Manager/ Director-General and it can be equated to Managing Director. A Chief Financial Officer cannot sign on behalf of the CEO. An Accounting Officer (AO) is therefore equivalent to the Chief Executive Officer (CEO).
  • If you are reporting for the first time, please click on “Register” and follow the prompts.

Benefits of EE Online reporting

  • Capture your Report piecemeal online and return to complete but not later than 15 January 2018.
  • Return later to change or edit your report.
  • Complete and save Employment Equity (EE) reports.
  • Print report for approval by CEO/Accounting Officer.
  • A copy of the EEA2, EEA4 and the acknowledgement letter will be emailed to you after successful submission.
  • Receive an Acknowledgement letter.

Useful Advice

  • Manual and posted EE Reports will not be accepted after 2nd October 2017.
  • EE Reports will not be accepted by fax or email.
  • Check for incomplete sections or sections with errors.
  • In the case of Online submission, complete and finalise corrections in the EE Reports by no later than 15 January 2018.
  • Do not forget to press the submit button when your report is complete.
  • No Changes are allowed after submission.
  • If you have not received the EE reports and acknowledgement letter in your Inbox, please check in the Junk mail/Spam folders (Move mail from the Junk mail/Spam folders to Inbox before opening the attachments).

END OF PROCESS