UIF Employer Registration Guide (2026)

As an employer in South Africa, registering for UIF (Unemployment Insurance Fund) is a legal requirement. UIF registration ensures your employees are protected and can access unemployment, illness, and maternity benefits when needed. This comprehensive 2026 guide covers everything employers need to know about UIF registration, contributions, compliance, and ongoing obligations.

Who Must Register for UIF?

Mandatory Registration Requirements

All employers must register for UIF if they:

• Employ one or more workers (full-time, part-time, or temporary)
• Pay employees a salary or wage
• Operate a business in South Africa
• Have employees working more than 24 hours per month

This includes:

• Companies (Pty Ltd, Ltd)
• Close corporations (CC)
• Sole proprietors
• Partnerships
• Non-profit organizations
• Government departments
• Household employers (domestic workers)

Exemptions

Limited exemptions apply to:

• Employees working less than 24 hours per month
• Certain categories of learners and interns (under specific conditions)
• Employees earning above the UIF contribution ceiling (but registration still required)

Note: Even if employees are exempt from contributions, employers must still register if they have employees.

UIF Registration Requirements

Documents Needed for Registration

For Employers:

1. Company Registration Documents:
   • CK1/CK2 (for companies)
   • CK7 (for close corporations)
   • Business registration certificate
2. Tax Registration:
   • SARS tax number
   • PAYE registration number
3. Identity Documents:
   • ID of business owner/director
   • ID of authorized signatory
4. Business Details:
   • Business name and trading name
   • Physical and postal address
   • Contact details (phone, email)
   • Bank account details
5. Employee Information (for existing employees):
   • Employee names and ID numbers
   • Employment start dates
   • Salary information

Registration Information Required

Business Information:

• Business name and registration number
• Trading name (if different)
• Business type (company, CC, sole proprietor, etc.)
• Industry/sector
• Physical address
• Postal address
• Contact numbers and email
• Bank account details

Contact Person:

• Name and ID number
• Position/title
• Contact details
• Authorization to act on behalf of business

Step-by-Step Registration Process

Method 1: Online Registration via uFiling (Recommended)

Step 1: Access uFiling

1. Visit www.ufiling.co.za
2. Click on "Employer Registration" or "Register as Employer"
3. Select "New Employer Registration"

Step 2: Create Account

1. Enter business email address
2. Create username and password
3. Verify email address
4. Complete security questions

Step 3: Complete Registration Form

1. Enter business details (name, registration number, etc.)
2. Provide business address and contact information
3. Enter tax registration details (SARS number, PAYE number)
4. Upload required documents
5. Enter employee information (if applicable)
6. Review all information

Step 4: Submit Registration

1. Review all entered information
2. Accept terms and conditions
3. Submit registration
4. Save reference number
5. Wait for confirmation (typically 5-10 working days)

Step 5: Receive Confirmation

1. Check email for registration confirmation
2. Log in to uFiling account
3. Access employer dashboard
4. Begin submitting declarations

Method 2: Manual Registration at Labour Centre

Step 1: Prepare Documents

1. Gather all required documents (listed above)
2. Make certified copies of ID documents
3. Prepare business registration documents
4. Complete UI-8 form (available at Labour Centre)

Step 2: Visit Labour Centre

1. Locate nearest Department of Labour office
2. Bring all required documents
3. Complete UI-8 registration form
4. Submit to UIF official

Step 3: Receive Confirmation

1. Get receipt/acknowledgment
2. Note reference number
3. Wait for registration confirmation (10-15 working days)
4. Follow up if no confirmation received

UIF Contribution Rates and Calculations

Contribution Structure

Current Contribution Rates (2026):

• Employee Contribution: 1% of salary (deducted from employee)
• Employer Contribution: 1% of salary (paid by employer)
• Total Contribution: 2% of salary (1% + 1%)

Contribution Ceiling:

• Maximum salary for UIF contributions: R17,712 per month (2026)
• Contributions calculated on salary up to this ceiling
• Salary above ceiling not subject to UIF contributions

Calculation Examples

Example 1: Employee Earning R10,000/month

• Employee contribution: R10,000 × 1% = R100
• Employer contribution: R10,000 × 1% = R100
• Total UIF contribution: R200/month

Example 2: Employee Earning R25,000/month

• Employee contribution: R17,712 × 1% = R177.12 (capped at ceiling)
• Employer contribution: R17,712 × 1% = R177.12
• Total UIF contribution: R354.24/month

Example 3: Employee Earning R5,000/month

• Employee contribution: R5,000 × 1% = R50
• Employer contribution: R5,000 × 1% = R50
• Total UIF contribution: R100/month

Monthly UIF Declarations

Declaration Requirements

All registered employers must:

• Submit monthly UIF declarations
• Declare all employees and their salaries
• Pay UIF contributions monthly
• Submit by the 7th of each month (for previous month)

How to Submit Declarations

Online via uFiling:

1. Log in to uFiling account
2. Navigate to "Declarations"
3. Select "New Declaration"
4. Enter employee information
5. Calculate contributions
6. Submit declaration
7. Make payment

Manual Submission:

1. Complete UI-19 form
2. Visit Labour Centre
3. Submit form and payment
4. Get receipt

Declaration Information Required

For Each Employee:

• Full name
• ID number
• Salary/wage amount
• Employment period
• Contribution amount (employee and employer portions)

Payment of UIF Contributions

Payment Methods

1. Electronic Payment (EFT)

• Most convenient method
• Direct transfer to UIF account
• Use reference number from declaration
• Payment reflects immediately

2. Bank Deposit

• Deposit at any bank
• Use UIF banking details
• Include reference number
• Keep deposit slip

3. Debit Order

• Set up automatic debit order
• Ensures timely payments
• Reduces risk of late payments
• Requires bank authorization

Payment Deadlines

Monthly Payment Schedule:

• Declaration Due: 7th of each month
• Payment Due: 7th of each month (same as declaration)
• Late Payment Penalties: Apply after 7th
• Interest Charges: Apply on overdue amounts

Compliance and Penalties

Compliance Requirements

Employers must:

1. Register within 21 days of employing first employee
2. Register all employees for UIF
3. Deduct employee contributions correctly
4. Pay employer contributions on time
5. Submit monthly declarations on time
6. Keep accurate records
7. Provide UI-19 forms when employees leave

Penalties for Non-Compliance

Late Registration:

• Penalty: Up to R500 per employee
• Additional penalties for extended delays
• Possible legal action

Late Payments:

• Interest: 10% per annum on overdue amounts
• Penalties: Additional charges for late payments
• Possible legal action for persistent non-payment

Non-Registration:

• Fines: Up to R10,000
• Legal prosecution possible
• Employees may not be able to claim benefits

Incorrect Declarations:

• Penalties for false information
• Possible investigation
• Legal consequences

Managing Employee UIF

Registering New Employees

When Hiring:

1. Register employee with UIF immediately
2. Add to monthly declaration
3. Start deducting contributions from first salary
4. Provide employee with UIF information

When Employees Leave

Termination Process:

1. Complete UI-19 form (Certificate of Service)
2. Provide to employee within 14 days
3. Submit copy to UIF
4. Finalize last month's contributions
5. Update declaration to remove employee

UI-19 Form Contains:

• Employee details
• Employment period
• Reason for termination
• Salary information
• UIF contribution history

Common Registration Issues

Issue: Registration Delayed

Solutions:

1. Follow up with UIF (call 0800 030 007)
2. Visit Labour Centre for manual follow-up
3. Verify all documents submitted correctly
4. Check email for any requests for additional information

Issue: Cannot Access uFiling

Solutions:

1. Reset password using "Forgot Password"
2. Contact uFiling support
3. Try different browser
4. Clear browser cache

Issue: Incorrect Contribution Calculations

Solutions:

1. Verify salary amounts
2. Check contribution ceiling
3. Recalculate contributions
4. Submit corrected declaration
5. Pay any shortfall

Best Practices for Employers

Registration Best Practices

1. Register Immediately: Register within 21 days of first employee
2. Keep Records: Maintain all UIF-related documents
3. Submit on Time: Submit declarations and payments by 7th of month
4. Accurate Information: Ensure all employee information is correct
5. Regular Updates: Update employee information when changes occur
6. Stay Informed: Keep up with UIF regulation changes
7. Train Staff: Ensure payroll staff understand UIF requirements

Record Keeping

Maintain Records of:

• Registration documents
• Monthly declarations
• Payment confirmations
• Employee UI-19 forms
• Correspondence with UIF
• Contribution calculations
• Employee salary records

Frequently Asked Questions

When must I register for UIF?

You must register within 21 days of employing your first employee. Registration is mandatory for all employers with employees.

How much do I pay for UIF?

You pay 1% of each employee's salary (up to the contribution ceiling of R17,712/month in 2026). Employees also contribute 1%, for a total of 2% per employee.

What happens if I don't register?

Non-registration can result in:

• Fines up to R10,000
• Legal prosecution
• Employees unable to claim UIF benefits
• Additional penalties

Can I register online?

Yes, online registration via uFiling is the recommended method. It's faster, more convenient, and allows you to manage UIF obligations online.

How do I add new employees?

Log in to uFiling, navigate to declarations, and add new employees to your monthly declaration. Ensure you start deducting contributions from their first salary.

Conclusion

UIF employer registration is a legal requirement for all South African employers. By registering promptly, submitting accurate declarations, and paying contributions on time, you ensure your employees are protected and you remain compliant with labour laws. Use the online uFiling system for convenient management, keep accurate records, and stay informed about UIF requirements. Proper UIF registration and compliance protect both your business and your employees, ensuring they can access benefits when needed.