The “new generation” of medical aid systems provides a solution for smaller businesses to manage their own healthcare. These flexible schemes combine comprehensive hospital cover, a fund for day-to-day medical expenses and an optional health savings account to top-up cover.
Only one in five South Africans can actually afford comprehensive medical aid cover, the rest of the population rely on the state for medical care. At the beginning of this year South Africa had 119 registered medical schemes. Not all medical schemes are open. In fact, of the 119 medical schemes, only 37 are open to the public.
“In South Africa at the moment there are fewer medical schemes but membership to existing medical aids is increasing rapidly,” says Alexandra Serwa, Communications Manager for the Council for Medical Schemes.
To understand how medical schemes (medical aids) operate isn’t difficult. Medical schemes use the income they receive through members’ contributions to pay claims as well as other non-health costs that are necessary to enable the effective administration of the scheme. By law, it is required that all schemes need to have a 25% solvency level. Should a scheme not manage to maintain its reserves at this level, the Registrar of Medical Schemes may put the fund under review, invoke changes to benefits and contributions and, in extreme cases, even put the fund under curatorship.
Taking care of employees
Finding a medical scheme that meets the needs of all your staff at an affordable cost is daunting. But it can be done, usually with the help of a broker, or directly with medical aid providers and through local or national business associations, who often offer group health insurance plans that you can join.
Another option for small business owners is that they can form a group with other similarly situated small businesses and pool resources. Medical insurance companies provide discounts to people or businesses that are engaged in similar types of activities.
Because there are certain known factors about a particular group of people, medical schemes have a better idea of what the risks are and can therefore price their products more competitively. Business owners also have to consider the financial implications carefully if the company elects to subsidise monthly contributions.
Some smaller companies use the “cost to company model” where the employee receives a salary package, which includes a monetary provision for healthcare, and they must source their own healthcare scheme. This can make a company more attractive as an employer.
“Employee benefits such as medical aid, increase staff motivation and encourage workplace commitment as employees see these benefits as ‘giving them something’,” says Melissa Appel, GM of customer retention and quality assurance at Spectramed.
These are the pros, according to Appel:
- Medical cover reduces liability for the small business in cases where employees require a loan for medical expenses
- It provides the security of knowing that staff have access to quality primary healthcare so they don’t come to work ill, which results in better productivity
- Access to disease management programmes (such as HIV/Aids) encourages employee wellness and compliance with treatment regimes
- Compulsory medical aid membership for all employees, including new staff members, means that they can join, regardless of age or other factors, without a waiting period before they can make a claim
- It’s easier to manage staff as medical aid membership means employees don’t spend long periods of time queueing at public hospitals.
“Dependent on the option, your staff members have access to preventative healthcare, such as blood pressure tests and access to GPs so that ailments can be treated before they need sick days off,” adds Appel. “It therefore improves workforce productivity. The peace of mind that comes with knowing you have healthcare cover can lead to improved health due to reduced stress,” she says.
Appel says there are some cons to medical cover:
- Medical aid membership can be expensive for small businesses
- Only higher-earning salaried employees, as opposed to wage earners, can afford medical cover
- There are no lower rates for small groups. For larger groups of over 60 members, there is the advantage of group underwriting.
- The cost in this economic climate is an inhibitor; employees may choose the wrong option for their needs and thus run out of benefits
“An increase in medical inflation coupled with an above average increase in contributions across the industry affects affordability for both employer and employees,” Appel says. “Once a small business is committed, it is difficult to ‘buy-out’ of that commitment.”
Choosing a medical scheme
Small businesses should look at options available in the industry and select a medical scheme with a range of product options to suit all employees’ needs. Consult with staff to get an understanding of their thoughts, needs and requirements as well.
“Small businesses must take into account the solvency of the medical scheme they are considering, or at least review the business plan approved by the Council for Medical Schemes, to ensure that the scheme is in the black,” says Appel.
There are some important points to think about. Once you have worked out which medical scheme may fit your profile, the research process will continue. You will need to consider service levels offered by the medical scheme and whether or not the medical scheme has a service level agreement (SLA) with various service providers.
- Small businesses must look at the non-health expenditure of the medical scheme in question
- Consider the company budget and decide whether or not you will subsidise employees or build “cost of employee benefit” into the salary package as cost to company
- Choose the top three schemes to present to the company – their products, contributions, benefits
- Finally, make sure that the scheme you have selected has a good relationship with hospitals and service providers
Business owners need to make a principle decision based on several factors: Eligibility for membership (will you subsidise the employee only or the entire family?); is membership compulsory or voluntary (if there is a subsidy then it’s usually compulsory); what options will the company subsidise and what will you offer employees?
Once this has been agreed, an employer application form must be signed. Next, each employee must complete a membership application form.
The employer will pay the contributions to the scheme as monthly payments and then recover the funds back from employees through salary deductions.
Do-it-yourself vs advisors
If you don’t have any idea where to start, an advisor or medical aid broker could be the answer. Make sure the person you choose is FAIS (Financial Advisory and Intermediary Services) accredited so that you can be sure they are offering sound advice.
“If you know what you are looking for then going direct to the medical scheme is advisable as this minimises the scheme’s exposure by not having to pay unnecessary broker commission,” explains Appel.
With or without a broker’s help, look carefully at your specific needs. If you’re still unsure, talk to another objective independent healthcare broker who will be able to help you choose the right scheme and product option.
Once your business offers medical aid to its staff, make sure that the scheme is evaluated regularly so that you can adapt it to your needs as the business expands.
Can staff switch medical aids?
It is very easy for someone who already has a medical aid to switch to a company package. All they have to do is give notice and request a transfer to the company medical aid. “The larger the risk pool offered by the small business, the better the underwriting terms and conditions can be,” says Appel.
Most small businesses have a policy in place whereby employees don’t have to belong to the company’s scheme if they belong to a spouse’s or partner’s medical scheme.
Do employers get a discount of any sort?
The Medical Schemes Act 131 of 1998 does not permit discounts in a community rated environment.
The only negotiable is a reduction or waiver on terms and conditions applicable to underwriting. This means that big companies can underwrite a better rate and scheme for a company if there are enough members.
Are medical aid contributions tax deductible?
From 1 March 2009, the monthly monetary caps for tax deductible contributions to medical schemes increased from R570 to R625 for each of the first two beneficiaries, and from R345 to R380 for each additional beneficiary. Replacement of the medical aid contribution deductions with a non-refundable tax credit is currently under discussion and could be implemented within the next two years. The tax credit would be set at about 30% of the prevailing deduction.
All contributions made by employers to the medical aid fund on behalf of employees would then be taxable in full, and the employee would therefore be able to claim a tax deduction for the contributions up to the cap.
Take The Toll Out Of Tax
Remember that degree you’ve got in taxation? Of course you don’t, because you didn’t. Your job isn’t understanding tax code – that’s ours.
When you connect QuickBooks to your bank, credit cards and other accounts, your transactions are automatically imported for you, helping you ensure that come tax time, your books are balanced, and every rand is accounted for.
Once you find the right QuickBooks product for your business needs on your computer, downloading the QuickBooks companion app turns your phone’s camera into an instant receipt scanner. Snap, save and store tax deductible receipts with built-in receipt scanner. Simply take a photo of a receipt and QuickBooks will attach it to the expense in your books. Plus, the scanned receipt is saved as a digital file for documentation at tax time.
Not only does the QuickBooks app come with built-in receipt scanning to help you track and organise your expenses, it can enable you to run your business with the following features:
- Automatically sort your expenses and save over 40 hours a month
- Easily send invoices and payment reminders directly from your mobile device, anytime anywhere
- Imports your transactions for you so you’ll spend only minutes reconciling your accounts at the end of the month
- Create customised reports to get important insights specific to your business
7 Direct And Indirect Taxes You Should Consider Before Registering Your Business
Tax planning is critical for us all more so for the success of your newly registered entity.
If your business has been registered, guess what in the eyes of the law your business is now a legal entity, congratulations. What does this mean? Well this means your business is a distinct legal entity separate from you in the eyes of the law, this means your business can now enter into contracts to purchase assets, utilise debt instruments and hire staff amongst other things. This unfortunately also means your business is subject to tax compliance. Let me try and give you a snapshot of what taxes to be aware of as a business owner however not all will automatically be applicable to your business.
1. Income Tax
Income tax is one of the state’s main sources of revenue and is levied on taxable income determined in terms of the Income Tax Act. All businesses must be registered for Income Tax. It is illegal not to be registered for Income Tax if you have a business.
2. Provisional Tax
The payment of provisional tax is to assist taxpayers in meeting their tax liabilities by way of installments out of their taxable income. Income tax is only paid once the full 12 months of trading is complete. It would be impractical to expect taxpayers to pay one large lump sum of income tax to SARS. Companies automatically fall into the provisional tax system.
Related: Tax Basics For Business Owners
3. Small Business Corporations Tax
SBC Tax was introduced as a tax relief measure for small business. SBC Tax will not be calculated on the flat 28% of taxable income. Dependent on your annual taxable income, you will be liable at the percentages in the table.
4. Pay As You Earn
Employees’ tax refers to the tax required to be deducted by an employer from an employee’s remuneration (salary) paid. The process of deducting or withholding tax from remuneration as it is earned by an employee is commonly referred to as PAYE.
5. Value Added Tax
This is an indirect tax levied on the ‘sale’ and ‘purchase’ of goods and services. This tax is not compulsory unless your turnover has exceeded R 1 000 000 mark however you choose to register voluntarily if it makes sense for your business strategy.
Related: How to Reduce Your Taxable Income
6. Unemployment Insurance Fund
UIF contributions are compulsory for all employees working more than 24 hours a month. The contributions are paid to the Department of Labour (DOL), or can be included in the SARS payment of PAYE on the EMP201
7. Workman’s Compensation
An employer must register with the Commissioner within seven days after the day on which he employs his first employee, (this includes the Director or Owner of the company)
You might be thinking tax compliance, what’s the big deal? I’ve been doing that most of my adult life, well personal tax is very different to business tax. As the director of your newly registered business it is assumed that you have done the research as to what laws to comply with as a business owner. In reality however the thrill of having a business overshadows the mundane compliance elements that go hand in hand when running a business. Let’s face it as much as your business is now a legal entity your business won’t do the research and comply with the necessary taxes on its own that responsibility lies with the director and when I say director I mean you.
Tax Refunds – What You Need To Know
You are able to object/dispute any SARS decision not to release the refund on efiling or through your tax practitioner.
Most taxpayers are not aware of the requirements for a tax refund to be facilitated and SARS very often will delay paying out the refund. In this article, we will look at the requirements taxpayers need to be aware of and the Tax Ombud’s report on the investigation into alleged delayed payment of refunds as a systemic and emerging issue in terms of section 16 (1) (b) of The Tax Administration Act No. 28 of 2011 (TAA).
What you need to know as a taxpayer:
- The tax refund must be claimed within 5 years from date of submission of the return.
- SARS has the right to withhold the refund as per section 190 (2) of TAA: “SARS need not authorise a refund as referred to in subsection (1) until such time that a verification, inspection or audit of the refund in accordance with Chapter 5 has been finalised.”
- Authorisation of payment of refund done once SARS is satisfied with the acceptable security provided by the taxpayer in terms of section 190 (3) of TAA: “SARS must authorise the payment of a refund before the finalisation of the verification, inspection or audit if security in a form acceptable to a senior SARS official is provided by the taxpayer.”
- As a taxpayer, you need to ensure that you verify your banking details with SARS and that there are no outstanding returns in order for your refund not to be delayed.
- Any decision not to refund by SARS is subject to an objection and appeal by the taxpayer in terms of section 190 (6) of TAA.
- Refunds less than R100 are not refunded but carried forward to the next tax period.
- To view the status of your refund you can use the Refund Dashboard on efiling under the ‘Returns History’ tab for the tax period in question or contact the SARS call centre.
- Interest starts accruing from 21 business days from the date on which the refund became due, i.e. verification/audit outcome finalised.
Related: Tax Basics For Business Owners
Tax Ombud’s Report
The Tax Ombud’s report identified various mechanisms used by SARS to defer or delay the payment of refunds due:
- SARS failing to link submitted supporting documents at a SARS branch to the main file.
- The use of special stoppers on taxpayers’ accounts and the delay in lifting the stoppers, e.g. being required to verify banking details in person at a SARS branch. Even after the verification is done, there is still a lengthy delay in paying the refund.
- Using the filing of new returns as an excuse to block refunds. The system blocks already verified refunds the moment a subsequent return is submitted by the taxpayer.
- Withholding of refunds for one period while an audit/verification is in progress on another period. This is contrary to section 190 of the TAA.
- The use of historic returns suddenly reflecting as outstanding but these have never been shown as outstanding on the Tax Clearance Certificate or the Statement of Account.
- The raising of assessments and passing of journals to absorb credits on taxpayers’ accounts, i.e. overpayments. In doing so, SARS creates fictious tax liabilities instead of making a decision on the refund.
- Requesting further information during the audit to delay finalisation, thus delaying the time frame from when the interest accrues.
- No turnaround time for assessments successfully disputed.
- Obstacles regarding diesel refunds.
- Raising of assessments prematurely before the 21 days to submit the supporting documents
- Refunds for periods that have been verified automatically set-off against bad debts on other periods not withstanding a request for suspension or where there is the suspension of payment. SARS may not instate any collection steps from date of submission of request for suspension of payment until 10 days after decision to not grant the request has been communicated to the taxpayer in terms of section 164 (6).
You are able to object/dispute any SARS decision not to release the refund on efiling or through your tax practitioner.