How to prepare IR56B

This section offers a comprehensive guide to generating IR56B: Employer's return of remuneration and pensions in a computerized format:

1. Define the IRD Category: Set the IRD Category for each pay type in the Payroll Module Setup under the Pay Type Tab. If the Pay Type Table is enabled, define the IRD Category within the Pay Type Table.

2. Configure Taxation Details: Input your Tax File No., Name, Designation, and Company Chop in the Taxation Module Setup.

3. Generate IR56B Batch: Generate the IR56B Batch (ensure all payroll batches from April to March are protected before proceeding).

4. Print IR56B Checklist: Review and print the IR56B checklist to confirm accuracy.

5. Print Taxable Income Report: Generate and print the Taxable Income Report by IRD Category or Taxable Income Report by Pay Type, then distribute it to your employees.

6. Distribute MPF Statement (Optional): Optionally print the Employee MPF Statement and share it with employees.

7. Export and Re-import Data: Export, modify as needed, and re-import data back into the IR56B Batch.

8. Process IR56B Amendments: Make necessary amendments to the IR56B Batch.

9. Output IR56B Data File: Create the IR56B Data File for upload to ER e-Filing Services. See How to upload "Completion of Employer's Return IR56B" via Mixed Mode. 

10. Print and Distribute IR56B Forms: Print or email the IR56B forms related to the submission and distribute them to employees. Note that a hard copy is not required for Department submission. Refer to IR56B Sample Output for details.

11. Handling Post-Submission Amendments: For any amendment (whether it’s an increase or decrease in reported income) or correction of other information after submission, follow these steps:

    •     Generate a new IR56B Batch with the "Replacement" form type for specific amendments.

    •     Follow step 8 for amendments.

    •     Complete step 9 to create an XML file with the Replacement Form.

12. Manage Multiple Employers: If applicable, repeat Step 3 for each employer within the database to generate unique IR56B batches.

13. Protect the IR56B Batch: Once all processes are completed, protect the IR56B Batch using the Protect button in the IR56B Amendment toolbar to secure the batch and prevent any changes to the data.

14. Enable Employee Portal Download: After the taxation year is protected, employees can access and download their IR56B forms via the Employee Portal.