New Feature: Approver Override

We’re all about helping your business be more efficient, which is why we have a mobile app and self-service portal that allows employees to log their own requests for leave, info updates and claims. But what happens when the approver for that request is on leave? Does the request hang in limbo, bringing your payroll processing to a grinding halt? Now it doesn’t have to. Introducing our new approver override function for Full Admin users.

Full Admin users now have the option to step in and make decisions on pending requests that they are not an approver on. The Full Admin’s approval temporarily overrides the need for it to be approved by the approvers in the approval group – in other words, it bypasses the whole approval structure and the Full Admin user’s decision is taken as final.

For more information on how this works, head to our Approval Override help page.

Need assistance with this new feature? Have an idea for how we can improve this? Get in contact with our helpful Support team who are ready to listen and assist if needed.

Team SimplePay

2021 ROE Submissions Are Due

It’s time for you to complete and submit your Return of Earnings (ROE) or W.As.8 to the Compensation Fund. This submission is a declaration of your employees’ earnings for the period 1 March 2020 to 28 February 2021 (the same as the tax year). In addition, you also need to provide projected earnings for the next year (1 March 2021 to 28 February 2022).

The deadline for this submission is 31 May 2021.

As always, SimplePay tries to make your life easier by automatically generating a report on the system that will help you to complete your W.As.8. Simply go to Submissions > OID (Workman’s Comp) Return to download the report.

The current 2020/2021 Return of Earnings threshold of R484 200 is already taken into account by SimplePay. Additionally, the Compensation Fund has published a new annual earnings threshold of R506 473 per annum for the 2021/2022 Return of Earnings (form W.As.8). We have updated our system to accommodate this.

More information about the Compensation for Occupational Injuries and Diseases (COID) Act can be found on our help site.

Please feel free to contact [email protected] if you need any assistance.

Team SimplePay

New Feature: Bulk Leave Import

We’ve had several requests asking for a way for payroll administrators and leave admins to record leave in bulk and we’re delighted to let you know that this feature is now here! This means that there are now 3 ways for leave to be captured on the system:

  • Employees can request leave via self-service or our mobile app which then gets captured once approved by a leave approver.
  • Payroll administrators and leave admins can record leave for individual employees via an employee’s profile.
  • Payroll administrators and leave admins can download an Excel file, complete it with the relevant leave days and upload the file into SimplePay.

For more information on how to use this new feature, head to our help page.

We’re continuing our mission to revolutionise payroll, and in the process make SimplePay the preferred payroll software provider for small and medium sized businesses. We hope that with the additional method for recording leave, every user now has an option that meets their needs.

If you have any queries on how to use the system or any suggestions on how we can better serve your needs, please reach out to us.

Team SimplePay

2021 Employer Annual Reconciliation Filing Season

The 2021 Employer Annual Reconciliation filing season will soon be opening on 1 April 2021. You have until 31 May 2021 to submit your Annual Reconciliation Declaration (EMP501) for the period 1 March 2020 – 28 February 2021 to SARS.

SARS has warned that late submissions will result in a penalty of 1% of total annual PAYE being levied each month after May 2021 until the EMP501 is submitted (up to a maximum of 10%). This principle will no doubt be a permanent feature for the future and we can expect it to be applied to the August 2021 mid-year tax certificate submissions too. In addition, please remember that any employer who wilfully or negligently fails to submit a return to SARS is guilty of an offence and is liable, upon conviction, to a fine or to imprisonment for a period of up to two years. This applies to EMP201’s as well as EMP501’s.

SimplePay automatically generates the IRP5s / IT3(a)s and EMP501 needed for year-end filing with SARS. These are available under the Filing section of the sidebar menu. Submissions of your EMP501 can be done via eFiling (for less than 50 employees) or the [email protected] application. You may need to update your [email protected] application to the latest version, 7.1.0. This can be done here. Please remember to back up your current information on your computer before installing a new version of [email protected]

For more information about the bi-annual filing process, refer to this help page. We also have a useful guide to take you through it step by step. The guide contains an important checklist which will help you eliminate unnecessary validation errors when trying to upload files to [email protected]

Please always check the status of submissions to ensure their EMP501 has been successfully filed at SARS.

As always, please feel free to contact us at [email protected] if you have any questions.

Team SimplePay

COVID-19 TERS Phase 2 Claim Process

Update 19 March 2021: The UIF has released a Frequently Asked Questions Document on the two extended periods. To view it, click here.

Today’s blog post highlights the salient points from the UIF’s correspondence with employers on 3 March 2021 regarding the two new extension periods for Covid-19 TERS: 16 October to 31 December 2020, and 1 January to 31 March 2021. 

Who Can Claim?

Subject to falling within one of the relevant claim codes, the TERS benefit for the extended periods is available for any employees who are registered with the UIF as a contributor and who have not been able to work normally. Each of these elements are broken down below:

Registered with the UIF

This requirement stipulates that only employees who are registered to contribute to UIF are eligible for Covid-19 TERS payments. 

Have not been able to work normally

To be able to claim the benefits for the two extended periods, employees need to fall into one of the following four categories:

CategoryDescription
Claim Code 1Employees (on temporary lay-off or reduced working time) within those sectors that have not been able to operate due to regulatory restrictions as per directives issued. A list of these sectors is detailed in the table below – to verify your company’s eligibility, the UIF will require you to provide the relevant Sector Industry Class (SIC) for your business.
Claim Code 2Employees aged 60 and above, and who cannot be reasonably accommodated at work.
Claim Code 3Employees in isolation and quarantine to prevent the spread of Covid19.
Claim Code 4Employees with co-morbidities and who cannot be reasonably accommodated at work.

Additional Info: Eligible Sectors for Claim Code 1

A list of the eligible sectors in Claim Code 1 is provided in the UIF’s correspondence on 3 March 2021, but is tabled below for your convenience:

  • Cinemas
  • Theatres
  • Casinos
  • Museums, galleries, libraries and archives
  • Gyms and fitness centres
  • Restaurants
  • Venues hosting auctions
  • Venues hosting professional sports
  • Night clubs
  • Swimming pools
  • Bars, taverns and shebeens
  • Public parks
  • Domestic and international air travel
  • Rail, bus services and taxi services
  • E-hailing services
  • Sale, dispensing and distributions, and transportation of liquor
  • Beaches, dams, rivers and lakes
  • Passenger ships
  • Venues where social events are held
  • Venues hosting concerts and live performances
  • Hotels, lodges, bed and breakfast, timeshare facilities, resorts and guest houses
  • Conferencing, dining, entertainment and bar facilities
  • International sports, arts and cultural events
  • Professional services (cleaning and security) within regulated restricted sectors (e.g. hospitality)
  • Other services and activities within regulated restricted sectors (e.g. hospitality)

When to Apply

Applications for the 16 October to 31 December 2020 period are open for employees eligible for TERS under the first category (Claim Code 1). The UIF is still tweaking their system to accommodate applications for employees eligible for TERS under categories 2, 3 and 4; they will communicate as soon as the system is ready to accept these applications.

The UIF is not yet accepting TERS applications for the 1 January to 31 March 2021 period; the opening date for these applications will be announced in due course.

How To Claim

The application process remains the same as the first extension period.  Your applications need to be accompanied by the following documentation:

  • Signed approval / acceptance letter (i.e. the Memorandum of Agreement or application, pre-signed by and for the UIF)
  • Bank Confirmation Letter (current)
  • Proof of payment to employees for previous benefits claimed and received for the prior period (e.g. EFT, payroll report, pay recon)
  • Refund to the UIF (if applicable)
  • Letter of authority

The claim for eligible employees can be captured either on the TERS online portal itself or by completing the spreadsheet template attached to the UIF’s email (also available to download here).

Unfortunately the CSV upload facility is not currently available for these applications, so it is of utmost importance that you ensure that the relevant information is captured correctly in the online portal or spreadsheet. 

To complete the application correctly, the UIF highlights the following critical data fields in particular:

FieldImportant Notes from the UIF
Monthly SalaryThis needs to be the employee’s regular monthly salary and should not be increased in line with the full application period
Remuneration Earned for Hours Worked (Yellow Column on Spreadsheet)This amount must reflect the full lockdown period’s cumulative remuneration, i.e. the amount you have paid your employee between 16 October and 31 December 2020 for the work they’ve done across this full lockdown period but not  payment of advances, leave entitlements or gifts.

Should you have any questions on any of the above, you can contact the UIF on 0800 030 007. Greater detail can also be found in the UIF’s correspondence sent to employers. 

We hope that this information has proved useful to you. If you have any questions on how the information provided relates to SimplePay, you can 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

New Feature: Custom Beneficiaries

We’ve expanded our beneficiaries functionality so that you can add beneficiaries for custom items that are set up as benefits, deductions or employer contributions. This gives you more flexibility in tailoring the beneficiaries report for your needs, making any payments linked to payroll even easier.

To add a custom beneficiary:

  • Go to Settings > Beneficiaries and select Add under Custom Beneficiary
  • Enter the details for your beneficiary and click Save

Once you have added your custom beneficiary, you can link it to custom items as follows:

  • Go to Settings > Custom Items and select the custom item (or click Add to create one)
  • Tick the checkbox Link to beneficiary
  • Select the Beneficiary Type:
    • ‘Fixed’ should be selected if there is only one beneficiary for this custom item for all employees. You will then need to select the beneficiary from the dropdown list.
    • ‘Different on every employee’ should be selected if different employees have different beneficiaries for this custom item. If you select this option, the beneficiary will need to be specified when adding the custom item to the employee’s payslip.
  • Then click Save

For more information on setting up custom items, head to our help page here.

We hope you love this new feature and that it’ll make your payroll processing more efficient.

Team SimplePay

Revamped Preview Page for Bulk Finalising Payslips

We understand the importance of capturing payroll correctly. Many clients spend countless hours downloading and reviewing the PDF draft payslips for employees before finalising them. We thought that there has to be a better way to review payslip information in bulk! Introducing our new and improved bulk finalisation page.

This newly improved page allows you to use various toggles to show or hide additional payslip information so that you can focus on the information and figures that you want to see, whether this is simply the nett pay for each employee or more detailed information like payslip inputs or payslip values. The recent activity for payslips is now more clearly laid out, which is particularly useful to review if your payroll is prepared by multiple users.

For more information on the various aspects of this page, please refer to our help page here.

Just another way that the SimplePay team is working to improve payroll for you! 

Not a SimplePay client but want a payroll system that makes you more efficient? Sign up for our free 30-day trial here and see just how simple payroll can be.

Team SimplePay

New Pay Frequency: Every 4 Weeks

We’re excited to announce the release of a new pay frequency. In addition to weekly, monthly, bi-weekly and twice a month pay frequencies, you can now also set up pay frequencies with four week cycles. There is no additional charge for the extra functionality and it is automatically available to you.

Employees on this pay frequency will have 13 regular payslips per year, calculated as 52 weeks divided by 4 weeks. As always, SimplePay has one monthly fee and doesn’t charge for the number of payslips that are generated as a result of the pay frequency.

Remember that where employees accrue leave, their accrual per period (the accrual that appears on each payslip) is calculated as Entitlement per cycle / number of pay periods per cycle. Therefore, employees on an annual leave cycle will accrue leave according to the following formula: Annual leave entitlement / 13

If you’d like to use this pay frequency, you can set it up by following the steps in this help article. If you get stuck and need further assistance, or if you have any other queries, please get in touch with our Support team.

Not a SimplePay client but looking for a payroll software provider that cares about your needs, one that listens and takes action, one that doesn’t bill you with unnecessary charges? Find out more about us on our home page or sign up for a free trial.

Team SimplePay

February Adjusted Level 3 Amendments

Last night (1 Feb 2021) President Ramaphosa once again took to the TV screen to update South Africans on the coronavirus pandemic. The arrival of the first set of vaccines and a reduction in cases has allowed the Government to announce some relaxations to adjusted level 3 regulations, which were previously covered in this blog post from 14 January. 

From 1 February, the rules relating to Adjusted level 3 are as follows:

Hotspot & Non-Hotspot Areas
Curfew23:00 – 04:00 daily
Business closing timesNon-essential stores close at 22:00*
GatheringsAll uncontrolled social gatherings are prohibited. Gatherings at businesses and faith-based institutions are permitted, in line with occupancy limitations, health protocols and social distancing. Remote working is still encouraged where possible.
Beaches, dams, lakes and riversOpen, subject to health protocols and social distancing.
Businesses that must remain closedNight clubs
Sale and distribution of alcoholOffsite consumption
Mon – Thurs: Permitted 10:00-18:00
Fri – Sun: Not permitted**

Onsite consumption
Mon – Sun: Permitted 10:00-22:00 for licensed premises.

*List of establishments which must close by 22:00: Cinemas; theatres; casinos; museums, galleries and archives; gyms and fitness centres; restaurants; venues hosting auctions; bars taverns; shebeens and venues hosting professional sport.

**wineries, wine farms, microbreweries and microdistilleries exception: these institutions may provide alcohol for on and off-site consumption throughout the week under adjusted level 3, provided they adhere to the curfew (22:00), health protocols and social distancing measures.

From the table above you can see that the current adjusted level 3 removes the restrictions on hotspots. It also allows the vast majority of businesses that were forced to close under adjusted level 3 to reopen their doors.

We hope that you have found this information useful and that these relaxations give you a boost for the start of February. If you have any questions for us, you can 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

New Feature: Payslips Export

Being a SimplePay client means that you’re used to the benefits of a simple and efficient payroll system. But we’re always looking at ways to make your job even easier and faster. We heard your cries for a quicker way to download multiples payslips for an employee and are happy to announce that this is now available.

Our new Payslips Export report allows you to download a ZIP file with all the payslips within a specific date range for selected employees or pay points. For more information on how to generate this, head to our help article here.

This report makes the task of assisting employees with payslip requests much faster. Remember that employees also have the option to download payslips themselves using the self-service portal or app.

For any further questions, do not hesitate to contact our support team.

Not a SimplePay client? Want a payroll software provider that actually listens to their clients? Sign up for a free 30-day trial here to see just how simple payroll can be when using SimplePay.

Team SimplePay