Effective Date: October 2026
1. Scope of Services
1.1. The Payroll Geeks provides remote, B2B payroll administration, statutory compliance calculations (PAYE, UIF, SDL), EMP201 reconciliation, and reporting services.
1.2. All services are performed based strictly on the employee data, attendance records, and instructions provided by the Client.
2. Client Responsibilities & Data Accuracy
2.1. The Client is solely responsible for providing accurate, complete, and timely payroll data (including new hires, terminations, variable pay, and leave records) prior to the agreed monthly cut-off date.
2.2. The Payroll Geeks accepts no liability for processing delays, interest, or statutory penalties arising from inaccurate, late, or incomplete information supplied by the Client.
2.3. Final authorization of salary payouts and electronic bank transfer (EFT) files remains the sole responsibility of the Client.
3. Statutory Submissions & SARS Compliance
3.1. The Payroll Geeks will calculate statutory liabilities (PAYE, UIF, SDL, COIDA) in strict accordance with South African tax laws and SARS guidelines.
3.2. Final payment of statutory liabilities to SARS, the Department of Labour, or third-party benefit providers remains the direct responsibility of the Client.
4. Data Protection & POPIA Compliance
4.1. Both parties agree to comply with the Protection of Personal Information Act 4 of 2013 (POPIA).
4.2. The Payroll Geeks acts as an "Operator" processing Personal Information on behalf of the Client ("Responsible Party").
4.3. All employee data, tax details, and earnings records will be encrypted, processed securely, and stored exclusively for lawful payroll, accounting, and statutory audit requirements.
5. Fees & Payment Terms
5.1. Payroll services are billed monthly in advance or per pay run as stipulated in the agreed Service Level Agreement (SLA).
5.2. Invoices are payable within 7 days from the invoice date.
5.3. The Payroll Geeks reserves the right to suspend payroll processing or withholding report release if invoices remain unpaid past the due date.
6. Limitation of Liability
6.1. To the maximum extent permitted by South African law, The Payroll Geeks shall not be liable for indirect, incidental, or consequential damages, loss of revenue, or penalties resulting from third-party banking delays or Client-side authorization errors.
6.2. Total liability under any circumstances shall be limited to the total fees paid by the Client for the specific payroll run in question.
7. Termination
7.1. Either party may terminate the service agreement by providing 30 days' written notice via email to support@thepayrollgeeks.co.za.
7.2. Upon termination and full settlement of outstanding invoices, The Payroll Geeks will provide the Client with complete employee take-on and YTD tax records.
8. Governing Law
These Terms & Conditions are governed by and construed in accordance with the laws of the Republic of South Africa.