Password Protected Payslips Are Here!

Gone are the days of employees only being able to receive printed versions of their payslips. Accessing payslips is easier than ever before with our mobile app and self-service portal, and companies have the option of attaching payslips to the emails that are sent to employees when payslips are released to self-service.

We’ve recently seen an increase in requests for password protecting the payslips that are sent via email. Although an employee’s email inbox should be protected with a secure password, we understand that problems can arise where an incorrect email address is entered for an employee, or if an employee leaves their email inbox open and unattended. We took your concerns to heart and are delighted to announce that this feature is now available.

To enable passwords for payslips:

  • Go to Employees > Self-Service > Settings > General
  • Ensure that the checkbox for Attach payslips to emails on Self-Service release is selected
  • Select the Enable password protection for attached payslips (using employee identity numbers or birthdates checkbox
  • Click Save

All payslips sent via email will now be password protected. The password used will be the employee’s identity (ID) number, or where no ID number is available, their date of birth.

Please note that the password is based on the information available at the time of the email being sent. Therefore, changes to an employee’s ID number or date of birth will only impact payslips sent via email after the change and not historic ones.

We hope that this new feature gives you peace of mind over the security of payslip information.

To learn more about emailing payslips to employees, head to our help page here.

Not a SimplePay client? Surprised to hear that payslips can be accessed via a self-service portal and a mobile app? Sign up for our free 30-day trial here and see just how simple payroll can be!

Team SimplePay

TERS Application Period for September / October Open

We are happy to start the blog today with news that applications for TERS benefits for the period of 16 September to 15 October are now open. We mentioned this previously in our blog post on the President’s national address, but we can now provide you with more details.

The application period opened yesterday, 23 November and runs until 31 December 2020. The eligibility criteria remain the same as for the 16 August to 15 September period, with more information available on this here. As always, you need to make the claim via the TERS portal and upload the relevant documents along with your application.

First Time Applicants

It is still possible for you to apply for TERS for the first time, but it should be noted that you will only be able to apply for the 16 September to 15 October period. If you wish to claim, you’ll need to activate your profile online as soon as possible on the TERS portal, following the instructions to sign the Memorandum of Association and Letter of Undertaking.

If you experience any difficulty you can call the UIF on 0800 030 007. They will provide you with a reference number, which can be used as evidence of your efforts to comply if your submission is late. 

Bank Verification

Our last blog post on TERS covered in detail many of the problems that have arisen through the bank verification steps. If you are continuing to experience any issues with bank verification, that post may provide a useful port of call. 

As the bank verification process is fully automated, the details you provide have to exactly match those that the bank has. If in any doubt, please contact your bank to make sure that the details you input are correct.

Digital UI-19

The UIF has stated that It is ceasing to process manual UI-19 submissions. In its place, the UIF has introduced an online equivalent called Digital UI19. The aim of this is to streamline their operations and reduce the amount of manual inputting on their side.

SimplePay users, no need to be alarmed! With the exception of foreign employees, who have to be submitted separately for TERS, if you are a part of SimplePay we enable you to generate and send  your UIF submissions from the SimplePay site. Easy, we know. This in turn means you don’t have to manually input data and can avoid the dreaded typo!

Because of this, you can read the following explanation on Digital UI19 safe in the knowledge that you don’t have to get to grips with new software. 

So… Digital UI19, what is it?

Digital UI19 provides a way for employers to fill in an online spreadsheet with the relevant information, download it and then send it to the UIF, where it will be automatically processed. To us this sounds like a lot of extra typing. You could nonetheless do this and brush up on your touch typing (yawn)…

… or you could start / continue using SimplePay, make payroll a breeze and treat yourself with all that time you’ve saved!

We hope that this information has proved useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected] 

Equally, if you are not yet a client of SimplePay but would like to be, why not check out our website? Or, better yet, try out our service for free with our 30-day trial, get acquainted with our user-friendly service by reading our getting started page, or take our free online course

Keep well and stay safe.

Team SimplePay

State of the Nation Address: 11 November 2020

On Wednesday evening (11 November 2020), our President once again took to the stage to address the nation on how the country is faring against the global pandemic. Whilst the coronavirus remains a real and present threat, the overall tone of the speech was to get the economy back up to running at full capacity. Therefore, if you have concerns about how a potential second lockdown will affect your business, this hopefully provides some reassurance.

In addition to addressing how the Government intends to proceed, there were some more specific and relevant points to pick out of the speech. Here are some of the points that we thought were worth blogging about.

TERS

We can’t remember the last working days that TERS hasn’t come up in some capacity, but the President announced that the final period that TERS will run is for 15 September to 15 October 2020. 

For all the frustration that this scheme has caused you (and us!) it has been a vital lifeline to many over the past eight (8) months. We hope that this news of its conclusion has come to you at a point where your business has sufficiently recovered.

The UIF has not communicated anything further on the opening date for applications  or whether there are any changes to the requirements, but we shall do our best to inform you as and when we know.

State of National Disaster

To be able to react to hotspots of the coronavirus, the state of national disaster has been extended once again until 15 December 2020. 

As stated in our previous blog post, there is a possibility for TERS to run as long as South Africa remains under a state of national disaster, but the President’s speech suggests that instead the relevant Minister will announce the conclusion of TERS to be 15 October 2020.

COVID-19 Social Grant

The Government’s social relief of distress grant helps individuals who are unemployed and do not receive any other type of income or grant, such as TERS or UIF benefits. This was due to conclude in October, but has now been extended until January 2021. More information on the grant can be found here.

Respect for Those Lost to Coronavirus

As a gesture of respect and solidarity to the individuals, families and friends who have lost someone to coronavirus, the Cabinet has suggested that the nation embark on 5 days of mourning for the victims of COVID-19. Between 25 and 29 November, you are encouraged to wear a black armband or similar token to signify respect for those who have departed. 

We hope that this information has been useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Keep well and stay safe.

Team SimplePay

COVID-19 TERS Update

Hello and welcome to another TERS update blog 🙂 The UIF released another TERS update on 6 November, which addressed some of the outstanding issues still being experienced by TERS applicants. You can read our summary of their previous update letter from 19 October in this blog post.

Please note that if you aren’t currently experiencing issues with TERS, you don’t need to change anything on your current TERS profile or applications. However, we still encourage you to read this post in case it covers actions you need to take in the future.

Bank Verification Issues

If your TERS profile is showing that your bank verification has been unsuccessful, the UIF has released advice for certain situations.

If your company bank account was:

  1. Opened in the name of an individual – rather than using the “Trade Name” bank verification, you should use the individual’s RSA ID number to verify the account.
  2. Opened by a partnership / dual account holders – Use the “Trade Name” verification and insert the exact name of the bank account profile.

N.B. The above advice should be read alongside that provided in our previous blog post, linked here for ease of reference.

You should only make changes to your verification details if your bank account verification status registers as failed. Trade Name verification can take a number of days to be verified by your bank, so if you made the change recently, this might still be being processed.

Refunds

If you have refunded a sum to the UIF for any TERS overpayments and want a receipt for this refund, you can get this by completing the following steps:

  1. Log in to the TERS portal.
  2. On the red banner, click “Employer Details”, then Refunds to UIF.
  3. Enter your UIF reference number and Click Proceed.
  4. A table will appear with the refunds you’ve made, their amounts and the date of each refund.

Letter of Authority

If you have assigned the TERS application process to a member of staff or outsourced it, the individual needs a letter of authority in order to act on behalf of your company. Having logged on to the TERS portal, there will be a box titled “Applicant Information”. If under “Applicant Type” you select ORGANISATION STAFF or EMPLOYER REPRESENTATIVE, it is necessary to upload a letter of Authority.

The letter of authority needs to be on your company letterhead and must provide the details of your employee or employer representative. It must also state that they have had consent from the company to act for the full or the full relevant period – please confirm the dates with the UIF if you’re unsure.

UI-19s For Undeclared Employees

SimplePay cuts through admin by generating the necessary employee UI-19 forms for TERS and UIF claims for you (see our help site).

If for any reason some of your employees have not been declared to the UIF, they can’t receive TERS benefits. From 11 November 2020,  you will be able to declare these employees to the UIF by downloading and completing a Microsoft Excel template from the TERS portal. 

The Excel containing the information of any undeclared employees should then be sent to [email protected].

Switching from TERS to UIF Benefits

If your employees are no longer able to receive TERS benefits, you may wish to switch them onto claiming UIF benefits. If you do this, you must ensure that the date of termination on their UI 19 does not overlap with the last period that they had the TERS benefit claimed.

For example, if the last period for which your employees were eligible for TERS was the June period (1 to 30 June 2020), the termination date on your UI 19 needs to be 1 July 2020. If instead you selected 30 June 2020, The UIF’s system would flag this, as on 30 June your employee would receive both UIF and TERS benefits. If you submit a UI 19 form with overlapping dates there are safeguards in place to stop dual payment, but doing this will likely delay your employees’ applications.

We hope that this information has proved useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Equally, if you are not yet a client of SimplePay but would like to be, why not check out our website? Or, better yet, try out our service for free with our 30-day trial, get acquainted with our user-friendly service by reading our getting started page, or take our free online course

Keep well and stay safe.

Team SimplePay

ETI Refresher and Employer Reconciliation Recap

The calendar’s page has been turned over to November, which means that for the vast majority of you, the interim filing season is done and dusted! Our blog post today contains a refresher on ETI balances and the effect of tax periods on them, in addition to a polite reminder for any clients still to complete their filing.

Carrying Forward Unutilised ETI 

You may remember that as part of the Government’s response to COVID-19, ETI was adapted to increase both the number of eligible employees and the amount claimable per employee. Due to the scheme’s increased uptake, we thought it would be helpful to give you a brief refresher of some important points.

Under the rules that govern ETI, if your total ETI for a certain month is greater than your overall PAYE liability, you can have the balance rolled over to the following month(s). This roll-over is only allowed within any one six (6) month tax period – March to August and September to February, after which any unutilised ETI which you haven’t claimed as a payout from SARS is forfeited. As the extended COVID-19 ETI ran for the months of April to July 2020, these all fell within the last bi-annual filing period of March to August. Therefore, from August the usual roll over rules applied, meaning that any unutilised ETI is not rolled over, but should rather be claimed as a refund from SARS.

SARS has stated that despite the challenging circumstances brought about by the pandemic, these rules stand and that any ETI balance that you may have held will not be extended beyond the 31 August cut-off point. Despite this support measure no longer being available, we hope that the lesser restrictions means your business continues to regain a sure footing.

We’d also like to take this opportunity to remind you of the importance of correct and timely ETI submissions and claims, as the penalties for non-compliance can be severe. For more details, check out our ETI help pages.

Filing Reminder

Having gotten through another interim filing period, we hope that our continued endeavours to make payroll a breeze has made this filing season the smoothest yet for you! If you have not yet filed your EMP501 and IRP5 / IT3(a)s, the deadline was the end of October. We urge you to complete your filing as soon as possible, as the sooner you do this, the lesser the prospective penalty for late submission. If your EMP501 remains outstanding for several months, you could face a maximum penalty of 10% of the total amount of your employee’s tax deducted for the 2021 tax year.

If we can assist at all, please reach out to our support team who will assist you as best they can in resolving any issues you are facing with submission.

We hope that this information has proved useful to you. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Equally, if you are not yet a client of SimplePay but would like to be, why not check out our website? Or, better yet, try out our service for free with our 30-day trial, get acquainted with our user-friendly service by reading our getting started page, or take our free online course

Keep well and stay safe.

Team SimplePay