Output IR56G Data File

Output IR56G Data File is under Taxation Menu. 

Employers with approval using a computerized format for IR56G should submit the Employer's Notification with the IR56G records in XML format to the IRD via the ER e-Filing Services (Online Mode only), with a limit of 5000 sets of IR56G forms in one data file in each transaction.  

The Output IR56G Data File is used to export the IR56G tax records into a standardized electronic data file format in compliance with the Hong Kong Inland Revenue Department's (IRD) requirements. This data file is typically in XML format and contains all the necessary employee cessation and departure information as required by the IRD.

Key Usage and Purpose:

• Electronic Submission to IRD: The exported IR56G data file allows employers who have approval to use computerized formats to submit employee cessation notifications electronically through the IRD's Employer's Return e-Filing Services (ER e-Filing Services). This modernizes and streamlines tax form submission.

• Compliance with IRD Specifications: The file is generated according to strict IRD data specifications, including required fields and formats, ensuring accuracy and acceptance by the tax authority.

• Batch Submission: Employers can export up to 5,000 IR56G records in a single data file, suitable for submission in batches.

• Supports Amendments and Multiple Submissions: The exported data reflects any amendments made in HRPro to IR56G records before submission.

• Automatic Updating of Submission Date: When you generate the IR56G data file, the system automatically updates the IR56G submission date in HRPro for tracking purposes.

• Legal Requirement Compliance: Exporting and submitting this data file on time is essential for fulfilling statutory tax notification obligations for employees leaving Hong Kong.

In summary, the Output IR56G Data File function serves as the final step to produce the official electronic file for reporting employee cessation and departure to the IRD, facilitating accurate, efficient, and compliant tax reporting for employers in Hong Kong.

To submit the IR56G XML file to the Hong Kong Inland Revenue Department (IRD) after the file is generated in HRPro, you need to use the IRD’s Employer’s Return e-Filing Services (ER e-Filing Services) online platform following these steps:

1. Log in to ER e-Filing Services

   • Access the IRD's Employer’s Return e-Filing Services website.

   • Log in using an authorized signer's account, which could be via Individual Tax Portal (ITP), Business Tax Portal (BTP), MyGovHK password, iAM Smart+ account (with digital signing function), or a recognized personal digital certificate.

2. Upload the IR56G XML File

   • Use the online upload function to submit the IR56G XML file.

   • Each upload can contain up to 5,000 employee records. For more than 5,000 records, submit multiple files separately.

3. Digital Signing and Authorization

   • The authorized signer must digitally sign the IR56G data file during submission using one of the accepted authentication methods mentioned above.

4. Submission Confirmation

   • After successful upload and signing, you will receive a confirmation from the IRD.

   • The submission date will be automatically updated in HRPro as the IR56F/IR56G submission date.

5. Additional Notes

   • Paper submissions or data submissions via removable storage devices are not accepted.

   • You must have prior approval from the IRD if you are using self-developed software (such as HRPro) to generate the IR56G data file.

   • The IRD’s online service supports amendments and multiple uploads per day for IR56G forms.

This screen is not available to the user that does not grant Manage All Employees in Manage Employees by Group unless the option Grant Manage Employees by Group Users access to taxation module sensitive screens in System Manager is turned on.