We’re Making It Easier to Identify Draft Documents

Getting confused between the draft payslips that you saved to your computer and the finalised payslips that you gave to your employees?

To make it easier for you to keep track of versions of your documents, we have added a stamp  to the draft version of the following documents:

  • Payslips
  • Monthly EMP201s
  • UIF declarations

To remove the stamp, simply finalise the document by clicking on the Finalise button or link for the document.

For more information on the processes for generating these draft documents, refer to the following help pages:

Let us know if there are any other features you would like to see on the system – we’re always looking for ways to make payroll better for you!

Your App can now Integrate with SimplePay!

After several requests for integration with other systems, we are happy to announce that we have built a SimplePay API!

 

If you’re a non-technical person, just think of an API as a way for other systems to talk to our system. For example, an HR system that wants to sync employee info to payroll, or a time and attendance system that wants to automatically send hours worked through, can do this via an API. If you’ve ever wished SimplePay could integrate with another HR or time and attendance system in this way, get in touch with them and tell them about our API.

 

If you are a developer and have been interested in SimplePay integrating with your system,  take a look at our Developers page.

 

Our API allows you to:

  • Obtain information about the company and all employees, pay points and pay frequencies within the company.
  • Create, update and delete employees.
  • Access payslips for employees.
  • Create or view calculations on a payslip.
  • Access monthly reports, such as a Transaction History Report.
  • Record leave and obtain leave balances.

 

We hope that you are excited about the launch of our API. We’re just getting started, so be sure to let us know what functionality you’d like to see in the API in future.

Tax Certificates Now Available via Employee Self-Service

At SimplePay we strive to create value for you by meeting your payroll needs in a simple and easy manner. With that in mind, we are thrilled to announce the launch of a new feature to make the tax year-end even easier for you – employees can now view their tax certificates via the self-service function.

This means that you can release IRP5s/IT3(a)s to your employees at the end of the tax year at the click of a button. Employees will be informed via email that their tax certificates are available on their employee self-service. You can also attach a PDF of their tax certificate in this email. Please note: you can only release final year-end IRP5s/IT3(a)s to employees i.e. interim IRP5s/IT3(a)s for the first 6 months of the tax year cannot be released to employees.

Please see the following help page for more information on the steps to enable and use this function.

Team SimplePay

Add Supporting Documents to Self-Service Leave Requests

You asked and we delivered! We have expanded the self-service functionality so that employees can add documents when they request leave. Now employees can attach doctor’s certificates, birth and death certificates, or any other supporting documents to leave requests with ease.

To find out how to add documents as an employee, read more on this help page.

Leave approvers can view these documents without needing the employee to hand them to each person directly.

To find out how to view documents as a leave approver, read more about it on this help page.

Just another way that SimplePay is working to make payroll simpler for you!

 

The SimplePay Team

Accounting Splits Made Easy

We’ve listened to your suggestions and are thrilled to launch our long-awaited Accounting Splits feature.

Now you can create groups of employees (known as Accounting Splits) based on your expense-tracking needs, and split payroll items according to how you wish to account for the various expenses associated with each specific group e.g. Directors. The Accounting Splits feature gives you more insight into your payroll expenses, promising to save you time and increase your efficiency.

The impact of the Accounting Split can be seen in the Accounting Info report, which shows the effect of the split across the various expense and liability amounts for the payment run – useful for reporting purposes.

In the past, our accounting reports only reflected a single total per payroll item making it difficult to identify expenses for specific employee groups e.g. Directors.

This new functionality also lets you map the payroll items for a particular Accounting Split, according to your company’s structure and needs, before posting the information directly to your journal in your accounting system.

If I’m a Xero user, how  do Accounting Splits differ from tracking categories?

  • Tracking categories let you see how different areas of your business are performing and can be used to keep track of cost codes – our accounting report will reflect payroll items lumped under one figure, but Xero will allow you to split accounts by tracking category.
  • In contrast, Accounting Splits will split figures on our accounting report as per the groups you created. When posting to Xero, you will be given the option to post to different accounts, based on the group.

More information about setting up Accounting Splits can be found on our help site.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

Leave Take-Ons: New and Improved

We are very happy to inform you that we have re-designed the way that leave take-on balances are captured. The new and improved take-on screen will provide you with greater flexibility and is also more informative. Additionally, you will now have the option to add leave take-on balances in bulk.

Please note: the information in this blog post does, unfortunately, not apply to clients who are still on Version 1 of our leave system; however, we’re working very hard on migrating everyone to the latest version as soon as possible.

In cases where you previously used another payroll system before you started using SimplePay,  you can add leave take-on balances for your employees.

Alternatively, you might want to enter leave balances as at a particular date. The redesigned leave take-on screen allows you to do this too because you are able to choose the date for the end of the take-on period.

The system will automatically calculate the leave accrued from the start of the leave cycle to the end of the take-on period and will also take into consideration leave days taken and leave adjustments recorded on the system. It will even allow you to enter the number of leave days that were captured off-system.

Additionally, the system will automatically calculate a closing balance – as at the end of the take-on period – based on information in the other fields. However, if the leave policy allows for leave to be carried forward, you will be able to override the automatically calculated closing balance and enter the desired balance.

More information about leave take-on balances and the handy new take-on fields that we’ve added can be found on our help site.

Another great improvement is that it is now possible to add leave take-on balances for your employees in bulk – thereby eliminating the need to repeat the same steps over and over for all your employees.  More information about how to do these bulk inputs can be found here.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

New Roles and Permissions

Another exciting new feature has just gone live!

In response to requests from many clients, we have increased the number of roles that you can assign to users on the system, each of which has a different set of associated permissions that determines what the user can see and do on the system.

Previously, you were only able to restrict the access of users to certain companies / payment frequencies / pay points. You will now still be able to do this… and more! There are now three possible roles that you can assign to a user: Admin, Leave Admin and Approval Only.

All existing users on the system will, by default, be assigned the Admin role. Therefore, they will still be able to do exactly what they were able to do in the past. Additionally, any restrictions to companies / payment frequencies / pay points that you had previously put in place, will still be in effect.

The two new roles – Leave Admin and Approval Only – were designed to make your life easier and give you more flexibility. For example, you can assign the Leave Admin role to someone who only administers leave but should not have access to any salary information, or someone who should only be able to approve leave / info update requests, can be assigned the Approval Only role.

However, if you have no need for these new roles, you can ignore these changes and continue as you did before – with all users having the Admin role.

If you would like to read more about the new roles that we have introduced, you can click here. Additionally, you can find more general information about managing users by clicking here.

Please note: this new feature has necessitated some terminology changes on the system: previously, we used to talk about multiple “roles” that could be associated with an email address. However, now we will refer to multiple “users” being associated with that email address. More information about multiple users is available here.

As always, your feedback will be highly valued, especially since we are considering adding more roles in the future.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

New Look Payslips

You spoke… and we listened! We have received lots of feedback regarding our payslip design and numerous requests for an updated version.

Therefore, we are very pleased to announce the introduction of a new look payslip. We trust that you will find this new format fresher and more up-to-date.

All new companies added after 26 July 2017 will automatically have the new payslip format. However, you will be able to switch a newly added company back to the old payslip format by going to Settings > Payslip Settings and ticking the box next to Use old format (Version 1).

Additionally, all existing clients will be able to switch individual companies created before 26 July 2017 to the new payslip format in a similar way – by going to Settings > Payslip Settings and ticking the box next to Use new format (Version 2).

Alternatively, if you are a user with multiple companies, you could contact our support team to request the activation of the new payslip design for all the companies in your profile.

Here is a sample of the new design:

All the existing payslip features and settings will still be available; for example, if you want to use self-sealing confidential stationery, that is still possible.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

Accounting for ETI Made Easy

As always, we are doing our very best to make your life simpler and save you time – therefore, increasing your efficiency.

In the past, you might have had to do manual journals in Xero to account for ETI Utilised because ETI is not included in payslips and, consequently, is not posted as part of the posting of other payroll information.

We are happy to inform you that you will no longer need to do these manual journals because of a new feature that we have introduced. Accounting for ETI Utilised (as per your EMP201) in Xero, will now be as easy as clicking a link in SimplePay.

More information about this very useful and time-saving feature is available on our help site. You might want to look at the section about the Cutoff Date, in particular, to ensure that you use the new feature only from the month that suits you.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

Payslips Delivered Right to Your Inbox

Amongst all the big updates that always come with the start of a new financial year, our tenacious developers have been able to sneak in some small but very useful features that we’re hoping will make your life just that little bit easier.

One of these handy new tricks is the ability to directly email payslips to employees via the employee self service feature. This makes it possible for employees to skip the login step and access their payslips directly from their email inbox in PDF format.

You can activate this right now by going to your Employees tab and clicking on the Manage Self Service option towards the right of the page. From there click on the Manage Payslip Settings option and tick the box labelled Attach payslips to emails on self-service release.

From now on, whenever an email goes out to employees notifying them that their payslip has been made available, it will also have a PDF copy attached.

For more information on any of the multitude of other time saving features that SimplePay has to offer, feel free to get in touch with our super helpful support team at any time.