Returns Submission Guide Monthly Returns

Overview of Submission Methods

NAPSA iCare offers three methods for submitting employee returns:

Method 1: CSV Upload Process

Required Data Fields

The CSV template must include these columns for each employee:

• Account Number: Your NAPSA employer number
• Year: Return year (e.g., 2025)
• Month: Return month (1-12)
• SSN: Employee's Social Security Number (if applicable)
• NRC: Employee's National Registration Card number
• Surname: Employee's last name
• First Name: Employee's first name
• Other Names: Additional names
• Date of Birth: Format: DD/MM/YYYY
• Gross Pay: Total earnings for the month
• Employee Share: 5% of gross pay (calculated automatically)
• Employer Share: 5% of gross pay (calculated automatically)

CSV Upload Steps

1. Log in to your NAPSA iCare employer account
2. Navigate to "Returns" → "Submit Returns"
3. Select your employer card from the dropdown
4. Choose "CSV Upload" option
5. Click "Choose File" and select your prepared CSV file
6. Wait for file validation and error checking
7. Review any validation errors and correct them
8. Click "Upload Returns" to submit
9. Note down the tracking number provided

Method 2: Manual Entry Process

1. Select "Create from Scratch" in the returns section
2. Choose the return period (year and month)
3. Enter individual employee details:
   • Social Security Number or NRC
   • Employee name and personal details
   • Gross wage for the period
   • Year and month being paid for
4. Click "Add to Returns" for each employee
5. Review all entries in the summary
6. Click "Submit Returns" when complete

Method 3: Contributions Without Returns

This method is used to reconcile payments made without corresponding returns:

• Unposted Returns: When payment was made but no return was submitted
• Unbalanced Returns: When return amount doesn't match payment made
• Period-Specific: Corrections for specific past periods

Resolution Process

1. Identify the unbalanced or unposted period
2. Select "Contributions Without Returns" option
3. Upload the correct return that matches previous payment
4. Verify the return amount equals the payment made
5. Submit for reconciliation and approval

Post-Submission Actions

• Tracking Number: Save the reference number for monitoring
• Status Monitoring: Check return status regularly
• Payment Processing: Proceed to payments after successful submission
• Record Keeping: Maintain copies of all submitted returns
• Confirmation: Wait for email/SMS confirmation