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

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

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

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

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

New Feature: Give Admin and Leave Admin Users Read-only Access

Unlike many other payroll systems, SimplePay does not charge for or restrict the number of users on the system. This means that you can give system access to all the people that need it, whether this is a department head who approves leave, a payroll administrator who processes payroll or an external accountant who completes filing submissions. While our user settings already have a range of roles and restrictions that you can configure, we’ve had several requests for giving users read-only access to the system. 

We are delighted to announce that we’ve upgraded our permissions to enable you to give users read-only access, with extensive flexibility that lets you customise this on a company, pay frequency or pay point level. 

When adding a user, you can still select their permission role (e.g. Leave Admin) and restrict them to specific companies, pay frequencies or pay points. However, when restricting users with Admin or Leave Admin roles, you can select the type of access for each company, pay frequency or pay points, namely:

  • Full: gives the user full access to the areas of the system as defined by that particular role
  • Read-only: gives the user read-only access to the areas of the system as defined by that particular role
  • None: gives the user no access

For more information on setting up users with read-only access, refer to our help article here.

We hope that you love the new feature! Please reach out to us if you have any trouble setting up users or if you have any further questions.

Team SimplePay

New Feature: Bulk Assign Leave Policies

Happy new year! We hope that 2021 brings you new opportunities, improved performance and overall success in all your endeavours. As always, we’ll support you with an efficient and effective payroll system. We’re kicking off the new year with a brand new feature – you can now assign leave policies to employees in bulk.

SimplePay’s leave functionality allows you to set a company default leave policy for all employees that are added to the system. You can then assign a different leave policy to employees if they are not on the default policy. Being able to assign leave policies now in bulk saves you time if you have many employees who are not on the company default policy. It is also useful for companies who do not have a single company default policy, but rather separate policies per pay point or pay frequency.

Once you have created your leave policies, you can assign them in bulk as follows:

  • Go to Employees > Bulk Actions
  • Click on Entitlement Policies under the Leave heading
  • Use the filters to select only those employees that are part of a specific pay point or pay frequency
  • Use the drop-down menus to allocate the leave policies for each leave type for each employee on the page. If all employees on the page are on the same policy, use the Copy first value down option to save you time.
  • Click Save

It’s as simple as that. For more information on leave management and bulk leave actions, refer to the following pages:

Team SimplePay

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

Claims Request Expanded to Include Employee Hours Worked

Last month we brought you a new feature that allows employees to submit certain claims via the self-service portal (refer to our 6 August blog post). We have now expanded this functionality to include Basic Salary inputs for hourly paid employees.

Hourly paid employees can now submit their hours worked for the month*, which will then need to be approved by the approver for claims. Once approved, it will automatically be added to the next draft payslip for the employee.

As with all types of requests, employees and approvers can attach supporting documentation (in this instance, it may be a signed time sheet) or leave comments.

*Note: Payroll administrators will first need to allow Basic Salary inputs via self-service before this option is available to employees.

For more information on this functionality, refer to the following help article:

Employee Claim Requests

Not a SimplePay client? Our self-service portal allows employees to view payslips and tax certificates, update their personal information and submit leave and claims for payslip items. It’s one of the many features that makes payroll with SimplePay so easy. Not convinced? We offer a free 30 day trial that lets you try out our system to see if it suits your payroll needs. You can sign up for the trial here.

Team SimplePay

Huge ETI Update and Improvements

Managing Employment Tax Incentive (ETI) claims can be difficult and time-consuming. However, it can also be highly beneficial for many employers and is well worth taking advantage of where you can.

Over the years we’ve taken note of the difficulties faced by our clients and have used this feedback to improve our system and your experience. Our team has been hard at work to deliver a massive ETI update, which will greatly improve and simplify your ability to correctly claim ETI and includes the following changes:

Backdating: You can now set an effective date for an employee’s ETI that’s in the past. You can also do the same for other ETI settings, like minimum wage. This allows you to update your ETI setup so that your ETI on SimplePay matches your records ensuring that your current claims are correct. In some cases, it may even result in further claims for ETI.

More effective handling of under-claims: SARS has specific rules for how ETI under-claims should be handled. More info can be found on our help site, but in short, you are only allowed to claim for ETI that you under-claimed in the current bi-annual filing period. For example, we are currently in the 1 March to 31 August bi-annual filing period, therefore under-claims for periods before 1 March will be forfeited. Any under-claims for the current bi-annual filing period have to be claimed in the current month if the ETI is for a month whose EMP201 deadline has already passed. The system will now assist you in remaining compliant with this and with making these claims.

Better auditing: Seeing ETI values change on your EMP201s has often been a cause of confusion for our clients. Going forward, the system will allow you to track the source of such changes, providing a clearer audit trail and helping remove some of the stress and confusion around ETI.

Stay in sync with employee information: When correcting a setup error which impacts ETI, (such as changing an employee’s date of birth), you now have the ability to recalculate historic ETI immediately. This functionality gives you the ability to claim historic errors immediately, rather than having to wait until bi-annual filing. As always, we advise clients to be very cautious when entering information used for calculating ETI.

The following help articles provide more information on ETI and how it works (including the changes mentioned above):

Reminder:

It’s important to note that the August EMP201 is the last time you’ll be able to claim ETI under-claimed for the period March 2020 to July 2020. Any ETI for the current bi-annual filing period that was not claimed will have to be forfeited after the August EMP201.

Want to claim ETI but don’t have the right payroll software to help you? 

SimplePay clients love having a hassle-free payroll experience that keeps them compliant and keeps up to date with changes in the payroll landscape. Not convinced? We offer a 30 day free trial that lets you see just how easy payroll can be. You can find out more and sign up here.

Team SimplePay