FSS end-of-year submission

Overview

As we head into the new year, all employers with an active PE number will be required to submit their end-of-year documents to the Commissioner for Revenue (CFR). While some might view this as an onerous task, Talexio aims to make this as easy a task as possible. Keep on reading for a step-by-step guide on how to do this. 

Manual submission

If you will be submitting more than 9 FS3 forms then you will need to submit the files via the CFR’s online portal. Employers submitting 9 FS3 forms or less have the option to either submit the files electronically, or to send them by post to the following address:

          Office of the Commissioner for Revenue
          FSS Section, Tiġrija Palazz Level 0
          Republic Street,
          Victoria VCT1015
          Gozo

Online submission

Before submitting these files, you need to ensure that the following is in place:

1. All your employees who have featured in at least one payroll in 2023 (and thus have an FS3 with your company) have a valid ID card number, residence card number or tax number saved in their profile under their details section.
   
   

2. All your employees who have featured in at least one payroll in 2023 (and thus have an FS3 with your company) have a valid Social Security number saved in their profile under their details section (employment field). 
   
   
   
   

3. Each employee’s name and surname are in line with those on their ID card/residence card. 

4. All payrolls for the year are locked and each payroll is assigned to an FS5 (for more information on this, click here). 

5. Make sure that the company's reporting details are filled in. For more information on this, click here.

Generating the End-of-Year documents

In the Payroll section, click on three dots and End-of-year wizard: 

Now go through the following five steps:

1. 1. Electronic Lodgement

   

   The first step is to download the F3 and SSC files required to be uploaded to the CFR online portal.
   

   You can also click on the provided link to access the CFR portal directly from here. 

   If you are submitting the end-of-year documents for your own company, you will need to ensure that you have a CFR03 form. If you are a tax practitioner and you are submitting the end-of-year documents on behalf of a company, then you will need to ensure that you have a CFR02 form. 

   From the CFR portal, click on submit FSS files. Here you will be required to fill in the data in your FS7 (such as total gross emoluments, total tax deductions, etc.). You will also be able to upload the F3 and SSC files from here. 

   After doing so, you may click Test to check whether the submission will be accepted or not. Should it yield successful results, then you can proceed to pressing Submit.

   If the test results in some errors, then you will need to fix them and try again. 
   
   

2. 2. FS3s

   

   The next step is to generate the FS3s of each employee who worked with your company during the year. Here you have the option to download the FS3s, to save them to the employees' documents section on Talexio, and to email the FS3s. Should you wish to check them out before sending them to your employees, you will need to untick the checkbox next to 'Email'. 

   Please note that for employees who were terminated during the year and have already been emailed their FS3, the 'email' option will be automatically unticked. You may, of course, choose to tick it again. 

   For more information on how to generate FS3s, click here. 
   
   

3. 3. FS7

   

   Here, you may download the FS7 (a document which aggregates all your company's FS5s in a year), save it to your documents section and send it to yourself via email. Please note that the FS7 will be saved in the documents section and sent via email to the user who executes this action and not to other employees. 
   
   

4. 4. FS7 Submission Report

   

   Here, you can download the electronic lodgement report.
   
   

5. 5. Done
   
   

Testing your submission

You also may test your end of year documents for any errors by means of the FSS e-filing sheet provided by the CFR. Click on this link to access it. This will download an Excel spreadsheet. Here, you will be able to log in with your company's PE number and your E-ID (ID card number and E-ID password) by clicking on 'Personalise'. After inputting these details, the FS7 in the sheet will automatically populate (on the basis of the FS5s previously submitted to the CFR for this year). 
You will then need to navigate to the second and third tabs of the sheet.



Here you will be able to upload your F3 and SSC files respectively:


Once loaded, you will be able to see the data in these files, and you will be able to identify any mistakes (such as incorrect ID card numbers or employee names) and fix them through the sheet. Once fixed, you can click on 'Export FS3/SSC file' to generate the updated file. This can then be reuploaded to the CFR online portal. 

Please note that any changes done through this sheet must then be fixed on Talexio. Alternatively, you may use this sheet to identify the errors, then fix them directly on Talexio and re-generated the F3/SSC files from the end-of-year wizard again. 

Once the test on the CFR portal yields zero errors, you are ready to submit the files. Click on the submit button.

Congratulations, you have now closed off the year!