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  • Company Compliance

COIDA Registration Compliance Checklist: Everything Your Business Needs for 2025

We breakdown everything you need to know about COIDA Registration Compliance in South Africa for 2025

To safeguard your company and employees, it is crucial to be in compliance with the Compensation for Occupational Injuries and Diseases Act (COIDA). In this article, we outline the requirements for COIDA registration and give you a checklist to help your business avoid any legal and financial problems in 2025.

Expert tip from Company Partners on COIDA Company Registration in SA

Company Partners COIDA specialists assisted over 2500 companies with their COIDA Registration at the Department of Labour in 2024. We make COIDA Compliance easy and fast!

Before we start with the checklist, let’s just define what exactly COIDA is and why it matters.

What is COIDA?

Workers who sustain injuries or illnesses on the job are protected by the Compensation for Occupational Injuries and Diseases Act. Companies are required by COIDA to enrol and make financial contributions to it. This money is then utilised to pay employees who suffer from certain illnesses or injuries due to work responsibilities.

You can see it as a form of insurance that an employer needs to have in place, which prevents employees from suing the employer for injuries or diseases sustained at work.

Why COIDA Matters?

  • Among the many reasons why COIDA is important is that it protects businesses against employees’ potential civil claims. Companies that pay into the Compensation Fund are protected from personal responsibility in the event of a lawsuit, regardless of who is at fault.
  • An employee is eligible for benefits including medical costs, missed pay, and, in the worst case scenario, benefits in the case of disability or death if they experience a work-related accident or disease.
  • In the event that an employee suffers a work-related injury or illness, they are eligible for benefits such as compensation for medical bills, lost wages, and, in extreme circumstances, benefits in the event of incapacity or death.
  • If the employee is put on sick leave due to an injury on duty for a period longer than 3 months, the employer pays the injured employee at a rate of at least 75% of the employee’s salary for the first 3 months.
  • There are serious consequences and fines for not following COIDA’s regulations. Normally about 10% of their annual turnover, and can include further interest and penalties. That’s why, regardless of sector or size, the majority of firms that employ people are legally obligated to register with COIDA.


Now, let’s look at the checklist by answering the most popular FAQs that our COIDA  expert consultants deal with daily.

The COIDA Registration Compliance Checklist for 2025

COIDA registration checklist for SA companies

1. Register Your Business for COIDA

Is it a legal requirement to register with COIDA?

  • The COID Act requires registration with the Compensation Fund from all businesses with one or more employees. This includes a company where the director is a working as a director in the company.
  • This includes a person who works as a domestic worker for a private family.


Who is exempt from COIDA?

  • Any anyone who is not a member of the Permanent Force of the South African Defence Force, including state employees, who is serving in the military or receiving training as described in the Defence Act, 1957 (Act No. 44 of 1957);
  • A person serving in “service in defence of the Republic” (as defined in Section 1 of the Defence Act, 1957) as a member of the Permanent Force of the South African Defence Force;
  • A person serving in “service in defence of the Republic” as defined in Section 1 of the Defence Act, 1957, while employed as a member of the South African Police Force under Section 7 of the Police Act, 1958 (Act No. 7 of 1958);
  • An individual who hires other people to carry out the tasks specified in a contract. (Please note that when it comes to subcontracted work like construction contracts, the principal can be held liable for a subcontractor’s lack of COIDA registration and compliance. Meaning the principal is liable for any injuries on duty.)

When to register for COID?

  • When hiring new employees, businesses must register within seven (7) business days to ensure compliance.


What do you need to register for COID?

  • A completed W.As.2 form, which is the Employer Registration Form.
  • Proof of business registration (CIPC certificate for companies).
  • The company’s tax clearance certificate from SARS.
  • Identity documents of directors, owners, or partners.


Where to register for COID?

  • For speedier processing, you can use the Department of Labour’s COIDA online registration portal. You can also complete the COIDA company registration manually and submit it, go to the Department of Labour offices, or ask a professional service company such as Company Partners to do it on your behalf without the headaches and hassles.


How much is the COIDA registration fee?

  • Registering for COIDA is free. However, you will be required to pay an “assessment fee” based on your turnover and industry risk factors. The registration fee varies depending on your industry and the number of employees. It’s critical to be aware of this fee as part of your business’s operational costs. If you’re wondering how much COIDA registration costs, it will depend on the nature of your business and employee salaries, as the premiums are calculated based on your annual wage bill.

Need Help with your COIDA Registration?

We offer comprehensive COIDA Registration Packages to help your business stay COIDA Compliant. Our streamlined process to register for COID ensures a hassle-free experience, allowing you to focus on your core business operations.
Get a FREE COIDA Consultation
COIDA Registration fee broken down

For a breakdown of the different categories and how the COIDA registration fee, including the annual assessment, is calculated, take a look here.

2. Submit Your Return of Earnings (ROE) Annually

Is submitting the ROE required?

  • It is mandatory to file the Return of Earnings (ROE) with the Compensation Fund annually. You can see this as your “renewal” of your COIDA registration.

What is the ROE?

  • Earnings per employee for the prior year are detailed in the return on equity report.
  • This is how your yearly COIDA payment is determined by the Compensation Fund.

How to submit the ROE?

  • Go to access your COIDA account. Start here.
  • Make sure that the payroll information you provide on the ROE form is accurate.
  • To prevent fines, turn it in before the yearly due date.

After submitting your ROE and making the required payment, you’ll receive a  Letter of Good Standing.  This is proof that your business is compliant with the COIDA. Without this letter, you may struggle to secure contracts, as many clients require it before entering into business agreements. For a more in-depth understanding of the Letter of Good Standing, you can refer to it in this online guide.

The team discussing the requirements for COIDA registration

3. Accident and Injury Reporting

What to do when an employee is injured?

  • Fill out the W.Cl.2 form (Employer’s Report of Accident) and submit it to the Compensation Fund no later than seven (7) days after the incident occurred.
  • Make sure the employee gets paid by submitting the claim.
  • You can download the required forms here.

Ensure access to medical care:

  • Get the injured worker to a doctor right away, and make sure you record everything on the documentation, so the Compensation Fund can see it.
Ensure you keep copies of your COIDA registration forms

Keep a copy of all documents related to injuries on file for your records. Keep a few printed copies in cases of emergencies.

Entrepreneur wonder about the coida registration fee in South Africa

4. Ensure Accurate Record-Keeping

Maintain up-to-date records of:

  • Time and money spent by employees.
  • Reports of injuries and illnesses sustained on the job.
  • Reports on Earnings (ROE) and COIDA payments.


Why is this important?

  • You must maintain accurate records to submit your ROE, process claims, and stay in compliance with COIDA standards.

5. Stay Aware of Key Deadlines and Requirements

Deadlines to remember:

  • The registration must be completed no later than seven (7) days after hire.
  • ROE must be submitted annually, before the Compensation Fund-set deadline of 30 June.
  • Reporting an accident must take place no later than seven (7) days after the incident.
  • Penalties for non-compliance – employees may be fined or even disqualified from receiving benefits if they do not register, submit their ROE, or report accidents in a timely manner.

6. Employee Protection Benefits

What COIDA offers to employees?

  • Insurance against illnesses and injuries sustained on the job is one benefit that COIDA provides to its members.
  • Money to cover things like medical bills, time off work (whether temporary or permanent), and missed wages.
  • The payment made to an employee is based on the degree of their injury—is it permanent, temporary, etc. The Compensation fund typically uses the below formulas:

Permanent disability:

If the injury is measured at more than 30%, the worker gets a monthly pension. If the injury is 30% or less, the worker gets a once-off lump sum.

Monthly Pension formula:

[monthly wage * (75 ÷ 100)] * (percentage disability ÷ 100)
This amount will be paid monthly for the rest of the worker's life. The formula for the lump sum is: (monthly wage * 15) * (percentage disability ÷ 30) This amount will be paid once only, and there will be no further payments. It is important to know that pensions will only be paid out once a Final Medical Report has been completed by the treating doctor.

Temporary:

The formula is: Monthly wage = Monthly wage * 75 ÷ 100, if the worker is paid monthly Weekly wage = [(weekly wage * 4) + (weekly wage ÷ 3)] * 75 ÷ 100

What the COIDA offers employers?

  • Employer protection from civil claims related to workplace injuries or diseases.
  • The compensation responsibilities shift from the employer to the Compensation Fund since compensation claims are handled by the Compensation Fund rather than the employer.

7. Avoid Common COIDA Mistakes

  • The first seven (7) business days following the hiring of staff members are the window of opportunity to register without incurring late fees.
  • To keep issues with the Compensation Fund at bay, check that your ROE fairly represents employee earnings.
  • Failing to file the Return of Earnings annually – could lead to penalties or the suspension of Compensation Fund benefits.

How to Register for COIDA?

Here is a brief outline to follow if you are unsure about where to begin:

First, collect all necessary paperwork:

The official document registering the business (the COR14.3 from the CIPC in most cases), IDs/passports of the directors, information regarding payroll, and evidence of employment. This is something that Company Partners can manage on your behalf, making it hassle-free for you and your business.

Go to the COIDA registration page:

To start off with the basics, be sure to sign up with COID and Department with Labour if you're starting a business or haven't registered with COID in the past yet. It's crucial, for any employer, with one employee to get this registration done to stay compliant and covered by the COIDA. Remember that a working director is seen as an employee and will require you to register.

Complete the COID enrolment form:

Make sure to include all pertinent details regarding your company and staff. This is another thing that Company Partners can take off your hands when you use us to complete the registration on your behalf.

Pay the registration money:

The scale of your payroll and the kind of your business determine the fees. It is important that this is as accurate as possible, as changing this at the Compensation Fund can take years. Don’t fret. Our consultants are well-trained to assist with the calculations and execution of the COIDA fees.

Do a final check before you send in your paperwork:

Before you submit your application, make sure it's accurate. With us, you have peace of mind that it’s done correctly and timely, leaving you to grow your business while we take care of the paperwork challenges.

The team discussing the requirements to register for coida in 2025

How Company Partners can assist with COIDA Compliance?

Company Partners is here to assist you with any concerns you may have with COIDA registration. We make it easier by:

  • Ensuring compliance: We’ll take care of all the paperwork and filings for your COIDA registration, so your company complies from the get-go.
  • Ongoing maintenance of Return of Earnings submissions: We will guarantee accurate and timely filing of your Return of Earnings year after year.
  • Get your Letter of Good Standing each year, allowing you to apply for tenders and contracts
Happy client assisted by Company Partners with their COIDA company registration in 2025

Speak to a COIDA Specialist today, and let’s help you navigate COIDA the stress-free way in 2025

Contact us today!

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