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.

 

2016 Payroll Changes – Additional Medical Tax Credit

With the start of the new financial year looming ahead of us, lawmakers have been hard at work drafting legislative changes that will require Payroll administrators to keep their wits about them if they want to keep up.

To make your life easier, we make it our business to keep abreast of any and all changes that could effect how you process your payroll. In the coming weeks, we will be posting some of the most interesting changes that you should be taking note of, so be sure to check back regularly.

One of the most significant changes taking place in the upcoming financial year, is the introduction of the Additional Medical Tax Credit (AMTC).

This credit serves to give tax relief to employees who are over the age of 65, in the form of an increased Medical Tax Credit for each month.

As of 1st March 2016, employees aged 65 and up will be eligible to receive an additional reduction to the monthly amount of PAYE withheld to the value of 33.3% of the excess total contribution paid to the medical scheme that exceeds three times the regular Medical Tax Credit value. This Additional Medical Tax Credit will be reported separately from the Medical Tax Credit on the tax certificate.

For example:

An employee makes a monthly contribution of R1500 to his medical aid and has no dependents. The Medical Tax Credit in this case would be R270.

To calculate the Additional Medical Tax Credit, we first need to determine difference between 3 x R270 and the contribution. In this case the calculation would be as follows:

R270 x 3 = R810

R1500 – R810 = R690

R690 x 33.3% = R229.77 Additional Medical Tax Credit

This employee would then receive a total tax credit tax credit to the value of:

R270 (Medical Tax Credit)
+ R229.77 (Additional Tax Credit)
= R499.77 (Total Medical Tax Credit)

You’ll be glad to know, that our development team has been hard at work in order to ensure that this feature will be ready to go from the first of of March, with absolutely no additional input required from your side.

As always, if you have any comments or concerns, feel free to get hold of us in the comments or through our super helpful support team 🙂

New Leave Overview

With annual shutdown just around the corner for many companies, our dedicated team of coding elves have been cooking up a feature that a lot of you have been asking for.

This brand new Leave Overview page can be accessed under the “Employees” tab and  allows you to see all of your employees’ approved and pending leave in one place. Scroll backwards or forwards to see leave that has been recorded historically as well as leave that has been scheduled to be taken in upcoming months.

For a quick rundown on how to access and use the leave overview, check out the short video below.

Leave Calendar Updates

Just in time for the festive season, we are super excited to present to you our updated leave calendar.

This new calendar is more than just a pretty face; it sports a number of new features to make leave recording simpler and more accurate.

Do you need to record a partial day of annual leave as well as one of compassionate leave for the same employee on the same day? Just select the day(s) in question and  the type of leave, tick the box for partial day and put it into the system. Repeat this as many times as needed.

Take it for a spin while you record leave for the upcoming December period and check it out in action in the video below.

 

 

Improved Self-Service Leave Workflow

You may have noticed that the leave hierarchy has had a facelift. The interface is now cleaner, more intuitive and easier to use. But the improvements go far beyond aesthetics; the entire approval workflow has been updated to provide you with a simpler and more reliable experience.

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Multiple approvers. You asked, we listened – employees and approval groups can now submit leave requests to more than one approver. You can also decide whether only one or all of the assigned approvers must respond to requests.

Approval groups have replaced the old leave hierarchy and can be comprised of individual employees, specific pay points or even the entire company. Where employees are part of a higher level group i.e. pay point or company, and are subsequently assigned to a more specific group, this latest assignment will take precedence. New staff will automatically be assigned to the relevant approval group. This allows you to manage complex situations with ease.

For example, let’s say you initially create one approval group for the entire company but later decide that certain departments should have requests approved by their HOD, you can simply create new groups for each department without having to individually move each employee out of the old group and into the new one. And, when staff join or change departments, they will automatically be added to the correct approval group.

Administrators can now be leave approvers even if they are not employees.

Mappings, requests and comments preserved. We’ve brought it all across to ensure that you still have all of your info without any of the issues.

Constantly improving. We will soon be introducing the ability to add users as approvers only, whether they are employees or not. And, to ensure that you always have the best and simplest experience possible, the rest of the leave management is also being updated to be more customisable and user-friendly.

For more information on setting up approval groups, please see our help site.

And of course, as usual, we welcome any feedback or suggestions that you may have.

 

New Website Just Launched

“I believe that one defines oneself by reinvention. To not be like your parents. To not be like your friends. To be yourself. To cut yourself out of stone.”

Henry Rollins

We have been working hard on a new website design to provide you with an even better SimplePay experience and are very excited to announce that it just went live!

Along with a sleek updated look, our website also has shiny new Terms of Service and an improved Privacy Policy – please ensure that you read these as continued use of the system will be deemed as acceptance thereof.

At SimplePay we deliver “Payroll that simply works” in a beautiful way and we hope that you have an enjoyable experience navigating the new site. As always, we welcome any comments or suggestions.

Loads of New Features!

As usual, we’ve been hard at work adding new features to the system over the past few months, but haven’t gotten around to telling you about all of them yet. So, without further ado:

  • Improved Maternity Leave Function: A subtle improvement. Now, the employee can be re-instated without losing the historic status indicators on the UIF declarations. And the payslip date will automatically be moved forward to the first available date after returning to work.
  • Payroll admins can now approve leave requests: Previously, only another employee could approve leave. However, since in many companies the employee responsible for approving leave is also a payroll admin, this makes sense.
  • Better handling of paying out leave for weekly workers: After paying out multiple weeks of leave for a weekly worker (which is accomplished by overriding the end date of the payslip), the system will now default to the correct next payslip period corresponding to when the employee returns from leave.
  • Added Nedbank CSV EFT Format: Depending on how your internet banking is set up, this may be the preferred format for you to use.
  • Option to print residential address on payslips: Some clients asked for this so that employees can use payslips for proof of residence. This may or may not be acceptable depending on the institution requiring the proof.
  • Option to print pay point on payslip
  • Xero: Assigning pay points to Xero tracking categories
  • Custom deductions / contributions can now be calculated as a % of income

Please keep the suggestions coming. And as always, please contact us if you have any questions.