How to check a provider handles SARS registration and submissions

You've hired your first few staff members and now someone needs to handle tax submissions to SARS every month. Before you hand over payroll to a provider, you need to know they actually understand SARS registration and submission deadlines — and that they'll do them right. A slip-up here isn't just an inconvenience; it can land your company in trouble with tax authorities and leave your staff without proper tax certificates at year-end.

The challenge is that many small business owners don't know what a SARS-compliant payroll operation actually looks like, so they can't spot the gaps. This guide walks you through the concrete checks you can run to verify a provider knows their way around SARS requirements and won't leave you exposed.

Ask directly about their SARS PIN and e-filing setup

Start with the simplest question: does the provider have their own SARS PIN for e-filing, or will they be using yours? A competent payroll provider should have a dedicated PIN for filing on behalf of clients. Ask them to show you their SARS account name and PIN details (not the full PIN, just confirmation they have one registered as a payroll service provider). If they're vague about this or say they'll just use your company's credentials, that's a red flag. They should also walk you through how they'll set up the submission schedule — monthly IRP5s, reconciliation, leave payouts — without confusion.

Request proof of recent SARS compliance

Ask to see a sample SARS submission confirmation or an IRP5 register they've filed on behalf of another client (with client details redacted, of course). A provider who's been filing monthly for months should have no hesitation producing this. Check the submission dates against the deadlines they claim to meet. Also ask them: what happens if SARS rejects a submission? How do they track correction notices and resubmit? A solid provider has a clear answer here, not a fumble.

Verify they understand your specific setup

Not all payroll is straightforward. If you have fixed salaries, irregular wages, commissions, bonuses or leave payouts, ask the provider to explain exactly how they'll handle each category in their monthly SARS submission. They should mention:

• How they'll code different income types in the IRP5
• When and how leave payouts trigger tax adjustments
• Whether they track taxable vs non-taxable benefits
• How they reconcile if your staff numbers or rates change mid-month

If they give you generic reassurance instead of specific detail, push harder. Your payroll structure affects what SARS sees, and mistakes here compound.

Phone a client and ask about their experience

Request the names and contact numbers of two or three current clients you can call. When you reach them, don't ask if the provider is "good" — that's too vague. Instead, ask: Have you ever had SARS come back with queries or corrections? How did the provider handle it? Did they meet the monthly submission deadlines? Did tax certificates arrive on time at year-end? Did staff ever complain about missing or incorrect tax details on their payslips?

Listen for hesitation or complaints about tax queries taking weeks to resolve. A client who says "we've never had a problem, tax just gets filed" is reassuring. One who says "SARS queried something once and it took forever" is a warning sign.

Get clarity on your role

Before you sign anything, confirm in writing what you'll provide (timesheets, leave data, rate changes) and when, and what the provider will deliver (monthly submission confirmation, IRP5 register, year-end reconciliation). Ask them to show you a sample email or report they send each month — you should see evidence of the submission, not just trust. Also ask: if SARS contacts you directly about a query, who do you contact at the provider? Do they have a dedicated contact person for you, or will you chase a generic support line?

A provider who handles SARS registration and submissions cleanly will answer these questions without evasion. They'll have systems, proof of compliance, and happy clients. On Strove, you can filter payroll providers by reviews and verify credentials before making contact — use that to narrow your list, then run these checks on your shortlist to find someone you can genuinely rely on.