New Feature: Employee Leave Expiration

Introducing the latest system expansion from the SimplePay team: employee leave expiration for leave days carried over.

With our aim to give you the ultimate payroll experience, you can now customise your leave settings even further by specifying how long leave carried over from a previous
leave cycle remains valid for. For example, you might have a policy that any unused leave from 2019 may carry over to 2020, but if it is not used by the end of June 2020, it will expire and be forfeited.

This is usually done to ensure that your employees’ leave does not excessively accumulate and aligns with the BCEA, which requires leave to be taken within 6 months of the end of a cycle. In addition, by prompting employees to take their leave in due course, it leads to increased employee well-being which has long-term benefits for both employees and the company. Before implementing this on the system, ensure that it aligns with your company’s leave policy and your employees’ contracts to avoid any labour disputes.

To make use of this new feature on current policies, follow these easy steps:

  1. Go to Settings > Leave.
  2. Click on View next to the leave type that you wish to edit.
  3. Under Available Entitlement Policies, click on View next to the entitlement policy that you wish to edit.
  4. If the Allow leave to be carried forward to next cycle? checkbox is set, there will now be an additional line that appears under it.
  5. In the new field , enter the number of months that leave must be held for before expiring.
  6. Click Save.

If you are creating a new leave policy, you will be able to follow the same process when creating the entitlement policy.

For more information on creating and editing leave entitlement policies, head over to our help page here.

Team SimplePay

Bulk Actions for Once-off Payslips

We are happy to announce that we have increased our bulk actions functionality to include bulk actions for once-off payslips. If you have multiple employees with once-off payslips and need to add items to these payslips, you can now do so in bulk by going to Employees > Bulk Actions.

From here, you can select either Payslip Inputs or Clocking Imports. Then click on Switch to once-off payslips and capture your data accordingly. Please take note of the following:

  • Payslip Inputs: As always, only once-off items (i.e. no regular items) can be added to once-off payslips.
  • Clocking Imports:  Only custom items with Payslip Inputs are supported for this method.

To read more about these functions, the following help pages are available:

Bulk Actions

Clocking Imports

If you need further assistance with this new functionality, please contact our support team.

Team SimplePay

Option Added for Taxing Company Car at 100%

If you have an employee with a company car, the following options for taxing the fringe benefit are available on SimplePay:

  • Taxable at 80% if the employee uses the company car for less than 80% for business purposes.
  • Taxable at 20% if the employee uses the company car for more than 80% for business purposes.

This is often referred to as the SARS 80/20 rule, which outlines that employees with company cars and travel allowances are taxed either 80% or 20% based on the proportion of use for business purposes.

However, some employees have company cars that are used only for private purposes (in other words, it is not used for business at all). This means that on assessment, the fringe benefit for the company car will be 100% taxable by SARS.

To avoid the employee having to pay in tax, some employers used the Voluntary Tax Over-Deduction system item to deduct additional tax. However, this requires a manual calculation of the additional tax that the employee should pay. To make this process easier, we have now added additional functionality to the Company Car system item. When adding a company car under Regular Inputs, there is now an option to select “100%”  as the Taxable Percentage.

For more information on the Company Car system item, refer to our help page here.

We hope that this new functionality makes payroll even more effortless and we continue working towards making payroll simpler and easier for you.

Team SimplePay

Increased Security Features with 2-Factor Authentication

At SimplePay, protecting your data is a fundamental part of our business. That’s why we have the highest of security standards in place to ensure the privacy and protection of your information.

We want your time using SimplePay online to be enjoyable and worry free. One of the ways that users put themselves at risk of cybercrime is with their choice of passwords or by saving their passwords to the device they are using. When it comes to internet security, you can never be too careful. We are therefore launching an optional security feature, called 2-factor authentication. This feature requires users to enter a verification code as an additional step when logging into SimplePay or when changing their password.

With this feature, users can establish a device as a trusted device, so that they only have to do 2-factor authentication every 30 days. All other devices will require 2-factor authentication with each log in.

As this is an opt-in feature, you will need to request it from our support team, at no additional charge. To learn more about how it works, read our help page here.

Just another way that we are helping you to stay safe online.

Team SimplePay

New Feature: More Leave Functionality

Been wanting more control over employee leave balances? We have heard your requests and are excited to announce the launch of a new feature which allows you to customize your leave settings even more.

Want to stop employees from logging leave if it will result in a negative leave balance? No problem!

Our new feature allows you to do just this. If a self-service leave request will result in the minimum balance not being maintained, you can opt to:

  • prevent the leave request from being logged (see image below), or
  • warn the employee of the outcome if they continue (see image below).

For more information on leave settings and setting this up, refer to our help page here.

We hope you love the new feature and, as always, we welcome any feedback that you may have.

Team SimplePay

Edit: Please note that there was an error on the previous version of this blog post where it stated that you could set a minimum leave balance for employees to maintain in preparation for the annual shutdown of your company. The feature is currently only available for setting a minimum leave balance of 0 or a negative number, not a positive minimum balance, which is likely to be developed shortly in the future. Our apologies for the error.

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