Updated 11 August 2025
Can an employer still file a manual UIF declaration in South Africa or is everything online now? The short answer: the Department of Employment and Labour has moved almost every step to the UIF Easy-Aid portal, but there are still a few situations where a paper form is accepted.
What counts as a “manual” UIF declaration
Paper UI-19, UI-2.7 and UI-8 forms that are filled in by hand and handed to a Labour Centre counter. Before 2021 this was the norm; today it is the exception.
When you might still use paper
- No internet access in rural areas.
- System downtime on uFiling or Easy-Aid.
- Power cuts (load-shedding) lasting more than a day.
- Company is deregistered and must submit final returns in person.
Step-by-step: how to submit a manual UIF declaration
- Download the latest UI-19 (employee info) and UI-8 (company details) from labour.gov.za or collect at any Labour Centre.
- Complete in black ink, block letters.
- Attach certified copies of each employee’s ID and latest payslip.
- Hand the bundle to the counter clerk; ask for a date-stamped receipt.
- Keep the receipt for five years ; SARS or the UIF may audit it.
Why electronic is better for most firms
- Convenience: File from your phone, even during load-shedding with a UPS router.
- Fewer errors: Built-in validation stops wrong contribution rates.
- Instant proof: PDF confirmation lands in your inbox within minutes.
- Same-day credit: Employees see updated service days on their uFiling profile.
Quick checklist before you switch to online
☐ Register on uFiling with your PAYE number.
☐ Create a secure password and save the OTP settings.
☐ Upload the May 2025 EMP201 to pre-populate salaries.
☐ Click “Submit Monthly Declaration” and screenshot the reference.
Common Google queries South Africans ask
“Can I post the UI-19 form?” – Yes, but use registered mail to Pretoria Labour Centre, Private Bag X117, Pretoria, 0001.
“UI-19 form download link” – labour.gov.za → Forms → U-I19.
“Manual UIF declaration deadline” – 7th of every month, same as online.
“Penalty for late manual submission” – 10 % of total UIF owed plus interest.
Bottom line
Manual UIF declarations are still legal, yet only useful in emergencies. Switch to the free Easy-Aid portal or uFiling app to save time, petrol and penalties.