Enhanced Domestic Revenue System

USER GUIDE ON HOW TO FILE WITHHOLDING TAX RETURN

Version 2.0
Contents
Task Summary .................................................................................................................................... 1
Getting Started .................................................................................................................................... 2
1.0 HOW TO ACCESS WITHHOLDING TAX MANAGEMENT MODULE ............................................... 3
STEP 01: Accessing Taxpayer Portal (through Official TRA Website) ............................. 3
STEP 02: Log in into Taxpayer portal page ........................................................................... 4
STEP 03: Accessing Services .................................................................................................. 4
STEP 04: Select “File Tax Returns” ........................................................................................ 5
STEP 04: Select “Session” ....................................................................................................... 5
2.0 HOW TO CREATE BRANCH ........................................................................................................ 6
STEP 05: Creation of Branch .................................................................................................... 6
3.0 HOW TO CREATE BATCH........................................................................................................... 8
STEP 06: Creation of Batches .................................................................................................. 8
OPTION 01: Single addition of deductions .......................................................................... 10
OPTION 02: Multiple addition of deductions ....................................................................... 11
4.0 GENERATING CONTROL NUMBER FOR WITHHOLDING TAX PAYMENT/REMITTANCE .............. 14
STEP 07: Creation of Control Number .................................................................................. 14
5.0 HOW TO FILE WITTHOLDING TAX RETURNS ............................................................................ 17
How to file Withholding Tax Return HOW TO ACCESS WITHHOLDING TAX
MANAGEMENT MODULE

Task Summary
This User Manual (UM) provides the information necessary for Withholding tax agents
(Withholders) to deduct, remit and submit Statement of Tax Withheld (Withholding Tax
Returns) for payments other than PAYE, through the new Withholding Tax management
module in the Taxpayer portal.

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MANAGEMENT MODULE

Getting Started
In order to perform actions as per instructions outlined in this user guide, the user must
have an active Taxpayer Portal Account as a Director/Administrator or Declarant or
Individual Taxpayer. Among important things to note when using Withholding Tax
Management Module includes the following:
i.) A taxpayer must create a batch and add deduction transactions to it
ii.) A taxpayer may have branches for withholding tax purposes and each branch may
create its batches
iii.) Remittance or payment of principal withholding tax shall be done by creating order
forms (Control Numbers) from a batch and not from the assessment. The assessment
is issued for the purpose of assessing penalty for late filing only
iv.) Creation of a batch is the only trigger for filing return for a particular period
v.) Users must use correct TIN of withholdees and other details when using the module.
Default TIN (999-999-999) can be used for Non-Resident withholdees only
vi.) Withholding Tax Module shall be used for withholding compliance in respect of Non-
Resident Employees instead of normal PAYE return
vii.) Taxpayers who have several cost centers may create them as branches in order to
distinguish them

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MANAGEMENT MODULE

1.0 HOW TO ACCESS WITHHOLDING TAX MANAGEMENT MODULE

By following these steps, the Declarant will be able to create branch, batch, request
control number and submit Withholding tax return in the Taxpayer portal.

STEP 01: Accessing Taxpayer Portal (through Official TRA Website)

Go to the official TRA website then click “Taxpayer Portal” button under Do it online.

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How to file Withholding Tax Return HOW TO ACCESS WITHHOLDING TAX
MANAGEMENT MODULE

STEP 02: Log in into Taxpayer portal page

The Taxpayer portal will appear, so as to enter correct Declarant TIN and Password then
click “Login”.

STEP 03: Accessing Services

Upon logging in click on “Services”, to access all available services offered by the
Authority in the Taxpayer Portal.

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MANAGEMENT MODULE

STEP 04: Select “File Tax Returns”

Select File Tax Returns session so as to trigger the display of Entities managed by
declarant.

STEP 04: Select “Session”

Select a session by choosing the entity or individual whose Withholding Tax TRA

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 How to file Withholding Tax Return HOW TO CREATE BRANCH

2.0 HOW TO CREATE BRANCH

STEP 05: Creation of Branch
This step shall be followed by taxpayers who have several cost centers, they may add
branches in order to distinguish them. However, this is optional and taxpayers
without any need for branches may skip this step
Click Manage Tax Returns menu, select WITHHOLD then Branch.

For Branch addition, click Branch submenu as depicted below;

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How to file Withholding Tax Return HOW TO CREATE BRANCH

Branch management menu will display Add Branch button for creation of Branches.

Important branch information must be selected in each of the five fields for the submit
button to appear; once it does, the branch will be established and its details can be edited
or deleted.

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 How to file Withholding Tax Return HOW TO CREATE BATCH

3.0 HOW TO CREATE BATCH

STEP 06: Creation of Batches

A Batch is created to include deductions transactions of a taxpayer for a particular month.

Click Manage Tax Returns menu, select WITHHOLD then Batch.

Batch management menu will display Add Batch button for creation of Batches.
Click the Add Batch button to start adding details of the batch for a specific month.

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Created Batch Action button will display with options to Delete, Edit, View/Add
Deductions, Request Control Number and View Certificates.
a. Delete, This Submenu is for deleting a batch that has no any deductions added to
it.
b. Edit, This Submenu is for editing particulars to display for a certain Batch so as to
be differentiated easily from one another.
c. View/Add Deductions, This Submenu is for adding or editing added deductions
for the month as per range set in the Batch.
d. Request Control Number, This Submenu is for requesting order form with Control
Number and making payments of Withholding Tax for the month.
e. View Certificates, This Submenu is for viewing certificates in a certain batch after
payments.

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View/Add Deduction screen will display with options to Add New Deduction and Upload
deduction for Bulk upload of deductions using a special designed excel spreadsheet.

OPTION 01: Single addition of deductions

For taxpayers that don’t have a lot of transactions involving deduction of withholding tax
for the month can choose to use this function to add one by one deduction.
Click Add New Deduction button for addition of single deduction as depicted below;
(Fill and select the correct particulars in the required fields then the submit button will
populate thereafter)

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OPTION 02: Multiple addition of deductions

Bulk deduction addition is useful for taxpayers with a large number of transactions that
involve deduction of withholding tax for the month. This may be done using a special
designed excel template downloaded from the system.
Click Upload Deduction button to download the excel template that enables bulk
deduction addition as depicted below;
(Download the deduction file template and fill in correct particulars in the template then
Choose File and Upload button will populate)

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After upload of the excel template, system will validate the added deductions from the
excel spreadsheet then separate the correct and incorrect deductions in their respective
tabs indicated as “Correct Deductions” and “Incorrect Deductions”

Note:
Incorrect Deductions includes deductions that have not passed validation by having
some errors. They may be corrected for errors and added again by way of either one by
one transaction or by bulk uploading using excel.

Upon successfully uploading correct deductions, scroll to the bottom of the screen to
submit correct deductions.

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Upon clicking Submit Correct Deduction button, a pop-up message for confirmation will
appear as depicted hereunder;

Uploaded deductions under a specific batch for the month that they have been added will
appear as depicted below;

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 How to file Withholding Tax Return GENERATING CONTROL NUMBER FOR
WITHHOLDING TAX PAYMENT/REMITTANCE

4.0 GENERATING CONTROL NUMBER FOR WITHHOLDING TAX

PAYMENT/REMITTANCE
STEP 07: Creation of Control Number
In the taxpayer portal, the principal amount for withholding tax remittance for the month
is completed in the Withholding tax management module under the specific batch to
which deductions have been added.
To proceed with requesting for Control Number in order to effect payment for Withholding
Tax deductions under a certain batch for the month, Click the “Request Control
Number” submenu)

Click the Request Control Number button in the display for requesting order form;

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How to file Withholding Tax Return GENERATING CONTROL NUMBER FOR
WITHHOLDING TAX PAYMENT/REMITTANCE

To submit a request for an order form with a control number, complete each field with the
appropriate payment information that is necessary.

When the control number is requested successfully, a pop-up message will appear

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How to file Withholding Tax Return GENERATING CONTROL NUMBER FOR
WITHHOLDING TAX PAYMENT/REMITTANCE

After successful requesting control number, a batch will have a number of Statuses,
including
- CLOSED, upon waiting for control number from the payment system.
- PROCESSED, upon successful retrieving control number from the payment
system
- PAID, upon completion of payments and will automatically trigger WHT certificates
viewing.
The screen will automatically Go back to batch menu display and populate the status of
control number.
(Control number attached under each batch is the one used for making payments and
activates certificates of a particular batch after remittance)

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 How to file Withholding Tax Return HOW TO FILE WITTHOLDING TAX
RETURNS

5.0 HOW TO FILE WITTHOLDING TAX RETURNS

Creation of batch will trigger the obligation to file withholding tax return for a particular
period. To Submit Withholding Tax Return for the particular period, click the unfiled return
submenu in the Main Menu on the left of your screen.

All unfiled returns will populate on the display and you will click the action button on the
respective WHT unfiled return, Click the file return button to proceed with submission of
Withholding Tax return as depicted below;

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RETURNS

You will preview all the deductions created in different batches for that particular month
before clicking Final Submission button;

Click Submit Withhold Return to Final submit the return for the tax period

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RETURNS

After successfully uploading your Withholding Tax return, acknowledgement receipt will
automatically populate.

After successfully submitting your withholding tax return, the assessment will be
accessible in the filed return menu. The principal amount will be NIL because the principal
amounts are being paid through different batches created, and on the assessment, you
will only make remittance of penalty and/or interest, if any.

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