Prepare IR56B for submission

14-Mar-2023 · Felix Fung
Available in other languages 中文

What do we need?

Let's make sure the following are done before we move onto IR56B reporting:

Tax information of employer is updated (Master Data --> Organization)
Employees' personal infomation is updated (Staff --> Applicant)
Payrolls from last April to March are done and posted (Payroll --> Payroll Batch)
Pay types are correctly configured on whether it is taxable with proper tax category (Master Data --> Job Order Template)
➡️ Details setting can take a look at Get Ready for using Taxation

Steps to preparing IR56B for submission

1. Preparing IR56B Batch

Go to Taxation --> IR56B
Click "Add New"
- Specify the company and tax period
- Confirm. You now have a blank IR56B batch
Click "Add Placement"
- Pick who you are reporting tax. Just like payroll.
- Confirm. The staff are being added to the IR56B batch.

2. Reviewing IR56B

Check and make changes to individual tax forms one by one, or
Generate the reports to check the amount
- Go to Analytic->Taxation->
  - Tax Details Report,
  - Tax Summary Report, or
- Go to Analytic->Payroll->Payroll Details by Placement
  - remember to choose the date of the tax period
    ➡️ Take a look at How to handle the "-ve" in tax form? if you find there "-ve" after generating the tax form.

3. Submitting IR56B

Please do not submit the IR56B hard copy to IRD directly as it is NOT accepted by the IRD

You can choose to submit IR56B to IRD via eTax or by CD/USB disc

Difference between the file for submitting via CD and etax

In 2019, IRD has updated the IR56B format and the employer can submit IR56B via e-tax. But you need to get the IRD approval before. Take a look at Obtain approval from IRD on preparing IR56 forms by using Employer's Self-developed Software if you do not get the approval from IRD

In IR56B batch, go to More->Generate IR56B for eTax
- Save the XML file
- Make sure you can see the line <IR56VER>B0001</IR56VER> in the file.
Go to GovHK website upload the XML file :https://www.gov.hk/en/residents/taxes/etax/services/efiling_er.htm
- Submit IR56 via etax Mixed Mode
- Choose Mixed Mode and input the information needed(Tax file number, Employer Identification Code)
- Check and Submit the information
- Save and Print the Acknowledgement and the Control List
- Sign and Submit the Control List with a duly completed and signed paper BIR56A
  ⚠️ The Authorized Signer is required to sign on each and every page of the Control List
You can refer to the below websites for the procedures
1. Online Demo
2. User Guide in PDF (P.30)

Please DO NOT submit the IR56B by CD/USB to IRD if you have submitted your company tax file number to IRD for eTax approval already! IRD may reject your submission.

In IR56B batch

Input [2019] in the Remark, otherwise the XML file generated would be not supported for CD/USB submission
- Make sure the file WITHOUT the line <IR56VER>B0001</IR56VER>
Go to More --> Generate IR56B for eTax
- Download and burn the XML file to CD/USB disc.
More --> Generate Control List
- Print and Sign the control list
Together with the reply slip, submit your media and the checklist to IRD
If your company has more than 800 employees, you can submit via eTax but prior approval from IRD is required. You can go to More->Generate IR56B for eTax in .zip

4. Delivering IR56B to your staffs

If you have ESS module, once your IR56B batch is posted, your staffs will see it available for download in ESS.
Alternatively, you can Print or Email the forms to staffs

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