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How to Prepare SSS Remittance Report Using R3 File Generation

Updated on February 14, 2016

SSS developed a new way in posting the contributions. With the help of R3 File Generation, it is more convenient to prepare report for the monthly contribution of the employers.

SSS or Social Security System

SSS or Social Security System continually develops its system to serve the community at their best.
SSS or Social Security System continually develops its system to serve the community at their best.

Pay You Remmittance

First thing to do is to fill up R-5 form which is the SSS form for paying the remittances. Fill up the necessary data like SSS number, name and address of the employer as well as the amount to be paid. A copy of the R-5 will be given to you wherein on the upper right portion is the payment details and the reference of the payment.

This form will now be the primary source for the R3 File Generation and this is the basis for the encoding of the details in the program.

Download the Program

Have yourself a copy of the R3 File Generation Program from the SSS office or you can download it in the SSS website. After successfully downloading the program, install it in your unit by following the steps provided.

Now you are ready to use the program.

Encode correctly

Encode the SSS number of the employer including the registered name of the employer. Choose the applicable date of the payment.

For initial use of the program, encode the details of your employees which includes their complete name, SSS number, select n for normal to avoid inconvenience, then choose update.

If you add an employee, encode the necessary details.

If you delete an employee from the because of termination, retirement or has no earnings and then encode the SSS number, enter and choose DELETE.

After encoding necessary details for employer and employee, click the Inquire totals to update the record payment in SSS. Make sure that you the encoded data will be the same amount in that of your receipt.

If your payment is understated, pay the balance to the nearest SSS office.

Employee File

Employee file report includes the names of the employees and their SSS number including the amount of remittance. So it is very important to correctly input the data.
Employee file report includes the names of the employees and their SSS number including the amount of remittance. So it is very important to correctly input the data.

Employer Record Report

This will show the applicable month of the report, number of employees and the total amount required to be paid.
This will show the applicable month of the report, number of employees and the total amount required to be paid.

Create the SSS text file

Make sure that you are already paid in SSS before you proceed to this step. Mark the box if you are already paid. Enter the date of payment in this pattern (January 31, 2016) 09312016. Enter the receipt number which can be found in the upper right portion of the OR. You can type all the alphanumeric or first 3 and last two character of the pay reference number. Enter the amount paid.

Note that if you have underpayment and you have settled it already, you will have two or more receipts. Select the receipt that has the highest amount and enter the right amount which is equal to the amount when you click the INQUIRE TOTALS. Click CONTINUE to successfully create the SSS text file.

Create SSS Text File

Make sure to encode correctly the SBR reference number
Make sure to encode correctly the SBR reference number

Saving the file

In saving the SSS text file, take note the direction of the file where it is saved. In the picture provided it is saved in DOCUMENT. This file will then be copied to your USB and will be checked by the SSS staff upon receiving the final copy of this file. A dialogue box containing a message that you successfully created a file will pop up.

Printing the reports

BACK to main menu so you can generate a report.

Choose REPORT GENERATION. You need to print the 2 reports which are transmittal certificate and the employee file. Print in two copies, one for the SSS and one for your office.

Click quit after printing the copies. Make sure that the file you make is copied in the USB.

Have it Received in SSS Office

After printing the reports, photocopy the receipt and attach the reports. Making it you have already two copies of each reports and receipts. Then Go to the nearest SSS office and have your report received by the SSS staff for posting. This USB is accompanied with the printed reports.

To summarize the steps PAY your remittance. DOWNLOAD R3 File Generator Program. INSTALL the Program. ENTER necessary details. PRINT the Transmittal Certificate and EMPLOYEE FILE. COPY the file to the USB. GO to nearest SSS office and bring USB and printed report.

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