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    Guide

    Statutory reporting

    Insurance and tax reports are recurring obligations a company cannot get wrong, while the data behind them is scattered across many places. Rifena compiles them from the payroll and insurance data already closed, so filings are ready on time; submitting them and the legal responsibility stay with the company, as the law requires.

    Who this is for

    For HR, payroll, or accounting staff preparing reports from Rifena data. The person responsible for checking the filing should review the file before handing it to the filing owner.

    Outcome

    You have a report for the correct template and period, know which template version it used, have reconciled the figures, and know what remains before external filing.

    Before you start

    Confirm the organisation, reporting period, and reviewed source data. Excel templates need a published version; the template owner can follow Set up a statutory report template. For 01/PLI, the generator currently uses an annual period; do not select a year as a substitute for the six-month duty. See the 01/PLI scope under Handoff.

    Steps

    1. Open statutory reports, filter by the report type and period, and look for an existing record. If one exists, open it and check its status. Do not create another just because the current filters hide the original.
    2. If the existing report is Submitted, Accepted, or Rejected and a post-filing correction is needed, select Create amendment from that report. Select Regenerate only after the responsible owner approves voiding the existing report and replacing it; record the reason and impact before confirming.
    3. To create a new report, select Generate report. If the form shows Statutory definition, Provider template, and Version to use, select the correct type, Excel template, and published version in that order. Only published versions are selectable for a new report. If no template exists, hand over to the template owner using Create report template. If Excel templates are not enabled, the form still offers the built-in report types; select the required type from the options shown.
    4. Enter Reporting year and Reporting month if requested. Check the period again after changing the type or template; a custom template name does not add a reporting period that its data source does not support. Select Review data. For an Excel template, warnings that require acknowledgment open the review step; when there are no warnings, the report is generated immediately. For a built-in report type, this button also generates the report immediately.
    5. Read each warning under Rifena data and Mappings and legal references. Correct inaccurate data where that data is managed; send column-mapping problems to the template owner. If acknowledgment is required, select the checkbox only after reviewing the warnings and understanding what remains to be checked in the file. Do not judge by colour alone. Use the resulting file for review; acknowledgment does not establish that the file is suitable for filing.
    6. On the warning-review step, select Reviewed, generate report after acknowledgment. If the data check already generated the report, go to step 7. If A report already exists for this period appears, stop creating a new record and follow step 2. If the warnings change, review them again before confirming. Do not repeatedly select generate while the outcome of the previous attempt is unknown.
    7. Once the result is Generated, check Template used if shown, then select Open report. Download an available file and compare the organisation, period, people count, required fields, and totals with the source data. The report retains the template version used at generation; a newer template does not change an existing report file. Use only the formats offered for that report; check compatibility with the receiving software or portal separately.
    8. After the file has been reviewed and the filing owner has submitted it externally, a person with submission access selects Mark as submitted and enters the reference. Select Portal accepted or Portal rejected only after checking the external result. These actions record what you verified; they do not submit the file or request a result from the portal.

    Check the result

    The report type, period, and template version are correct; the file opens; figures have been reconciled; and remaining warnings have an owner. No duplicate was created outside an approved replacement or amendment. Submission and receipt states are recorded only after the corresponding external result exists.

    If you cannot continue

    Stop if a six-month cycle is being handled in the annual generator, the Regenerate impact is not approved, an amendment does not start from a Submitted, Accepted, or Rejected report, technical errors or unreconciled partial data remain, or the result has not reached Generated or the report cannot be opened. Correct the cause or hand off; do not file that artifact.

    Handoff

    Hand over the reviewed file, report type, period, template name and version, outstanding issues, and filing owner. After filing, retain the submission reference and receipt result under your organisation’s process. Redact personal, payroll, and tax information from files or screenshots sent to support.

    01/PLI scope and external filing

    Under the rules reviewed as at 1 September 2026, employers submit the six-month workforce-change report before 5 June and the annual report before 5 December, using Form 01/PLI.

    Submit Form 01/PLI through the National Public Service Portal to the provincial Department of Home Affairs and notify the regional social insurance authority for each relevant head office, branch, or representative office.

    If the National Public Service Portal cannot be used, send the paper form to the Department of Home Affairs and still notify the regional social insurance authority; also send it to the management board for an industrial or economic zone, while a high-tech park requires a check of current local guidance before filing.

    Rifena currently lets you select a year and creates one 01/PLI record for that year.

    Rifena does not currently support a separate six-month report-generation flow; do not use the annual record as a substitute for the six-month report.

    Submission, authority notification, and receipt confirmation take place outside Rifena; a user records the submission reference after filing and records the status after checking the external result.

    Rifena does not call, synchronize with, or confirm results from the National Public Service Portal.

    Next

    Choose the next guide according to the context you need to verify or the reporting problem you need to resolve.