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

Automatic Quote Generator

We consider ourselves fortunate to have grown steadily over the years without the need for extensive marketing campaigns. We’re truly grateful to you, our clients, for spreading the word on our product and the service that we offer. As people hear about us through word of mouth, the first question that usually gets asked is, “Ok, but how much does it cost?”.

We’ve always maintained transparent pricing through the fees graph on our pricing page and there are never any hidden fees – one monthly fee that gives you full access to all that we offer.

We’re now making the process of determining the cost even easier with the introduction of an automated quote generator. Prospective clients (and existing clients that are expanding) that would like a formal quote can get a PDF quote sent directly to their email inbox. This quote uses the same pricing from the pricing graph.

To use this feature, go to https://simplepay.co.za/request_quote, complete the details needed for the quote and click the Request Quote button. You’ll then receive the quote in your inbox within a few minutes.

Alternatively, you can navigate to this page by first going to https://simplepay.co.za/cost and then clicking on the link in the sentence “If you would prefer a formal quotation, we’ve made that simple too.”

It’s as simple as that!

Team SimplePay

Self-Service Employee Claim Requests

We love innovating to make payroll simpler and our new self-service employee claims feature does just that.

Our employee self-service option was built to ease the administration burden that comes with payroll:

  • Employees can access historic payslips and tax certificates at any time without having to ask you to send it to them. 
  • Leave requests allow employees to request leave and upload supporting documentation (such as medical certificates), saving you the hassle of having to remember to record leave or follow up with employees for their supporting documentation.
  • Info update requests allow employees to request changes to their basic information, ensuring that you have up-to-date and accurate information for employees.

Our new feature expands self-service to allow employees to submit inputs for the following payslip items:

  • Expense claims
  • Travel allowance
  • Custom items, with the Input Type as “Once-off for specified payslips”, “Different on every payslip”, “Hourly rate * factor * hours” and “Custom rate * quantity”

Employees can enter the amounts that they wish to claim and upload supporting documentation. An approver simply needs to approve the request. It will then be added to the employee’s next draft payslip without the payroll administrator needing to capture any of these payslip amounts. In addition to saving the payroll administrator processing time, it also takes the hassle out of verifying claims, since a separate approver (such as a direct line manager) can be set up for this purpose.

Note: As this is an opt-in feature (for now), you need to request it from our support team, at no additional charge. More information on how this feature works can be found on our help page here.

Not a SimplePay client but want to use our self-service feature? Unfortunately this feature is only available to SimplePay clients. The good news is that we offer a 30 day free trial and sign up is a breeze! You can find out more and sign up for a trial here. Come and experience the joy of stress-free payroll.

Team SimplePay

New Feature: EMP201 Breakdowns and Variances

If you’re managing a business or department, you know the importance of tracking variances and maintaining an audit trail. Similarly, if you manage the submissions to SARS, it is important to be able to track any changes to your payroll which impact your submission and resubmit if necessary. What if there was a way to make these easier? Well now there is! Introducing the expanded EMP201 web view.

In a previous blog post, we introduced the ETI breakdown, accessible from the EMP201 web view. We have now applied the same concept to other areas of the EMP201, with breakdowns available for PAYE, SDL and UIF. 

Each breakdown shows a list of your employees and the total PAYE, SDL or UIF calculated for each employee. 

Remember, you can view the PAYE, SDL and UIF trace for each employee by going to their profile (announced in this blog post).

We have also created a variance feature for months where more than one EMP201 has been generated. Remember, if you make changes to your payslips after your EMP201 is finalised, a new EMP201 is generated so that you have a clear audit trail for resubmitting to SARS if needed. The breakdowns for any updated EMP201s now also show the differences between the PAYE, SDL, UIF and SDL in the updated EMP201 compared to the previous EMP201. The differences are shown per employee and the total difference is shown at the bottom of the breakdown.

We hope you love this new functionality and the benefits that it provides.

Need more information? The following help articles may be useful:

Not a SimplePay client? The EMP201 form and all functionality covered in this blog post and on our help site are only available to SimplePay clients. The good news is that we offer a 30 day free trial and sign up is a breeze! You can find out more and sign up for a trial here. Come and experience the joy of stress-free payroll.

Team SimplePay

Gross Remuneration Override for UI-19

At the onset of the COVID-19 pandemic, we worked swiftly to bring you solutions to new payroll challenges that arose. One of these was the introduction of the pre-populated individual UI-19 form (announced here), saving you the inconvenience of having to fill out these forms manually. We’ve now introduced an override option for the Total (Gross) Per Month field, so you can further tailor the form to your employees’ circumstances, if necessary.

The Total (Gross) Per Month should contain the value of the employee’s regular remuneration subject to UIF, and as such, the field is pre-populated with the gross remuneration earned by the employee in the month prior to the month of termination. This is because remuneration from the month of termination is often distorted, due to pro-rata earnings, leave paid out, severance pay and other transactions that arise as a result of termination. The prior month’s earnings therefore have a higher probability of accurately reflecting the employee’s regular earnings. 

To cater for employees whose earnings fluctuate frequently or whose month prior to termination was abnormal, the new override option gives you the flexibility to enter the gross remuneration that best reflects the average earnings of the employee. You can make use of the payslip items on the Transaction History Report generated by SimplePay or the Income Subject to UIF in the UIF Trace (outlined under the UIF Contributions heading here) when determining this figure. Alternatively, you can contact the UIF if you are uncertain.

To make use of the override option, follow these steps:

  • Click on Manage End of Service for an employee whose service has already been terminated on the system
  • Under Service Period History, click on Termination Certificate Inputs
  • Enter the monthly remuneration amount into the Override Gross Remuneration (UI-19) field
  • Click Save

It’s that simple! The individual UI-19 form will now reflect the gross remuneration that you entered.

For more information on terminations, the following help articles are available:

If these help articles do not solve your query and you need further assistance, please reach out to our support team.

Not a SimplePay client? All of the forms and functionality covered in this blog post and on our help site are only available to SimplePay clients. The good news is that we offer a 30 day free trial and sign up is a breeze! You can find out more and sign up for a trial here. Come and experience the joy of stress-free payroll.

Team SimplePay

New Feature: End Service Checklist

You asked us for a way to help you remember to capture the necessary payslip items associated with employee terminations, and we’ve been listening. Introducing our newest feature: the End Service Checklist.

When ending an employee’s service on the system, there will now be a pop up if the employee:

  • has a positive leave balance that you need to pay out
  • has a savings balance that you need to pay out 
  • has a loan balance that still needs to be paid

If you are capturing the termination and the employee only has the last payslip as a draft (i.e. prior payslips have been finalised), you can click on each item in the checklist to open the system item where action is needed.

More information on these topics can be found in the following help articles:

Please note: Expansion of this feature is in our pipeline. At this stage, this new checklist only works for:

  • employees terminated individually, not in bulk.
  • positive balances (i.e. if an employee’s leave balance is a negative, then it will not appear on the checklist).

We hope this new feature is everything that you imagined it would be, and more!

If you need assistance with any of these payslip items, please contact us.

Team SimplePay

Expanded Functionality: Download Responses to Electronic UIF Submissions

In our blog on 18 May, we informed you that in addition to our email confirming UIF submissions, we had added new functionality where you could download your submitted file. In order to keep you in the loop with UIF communications, whilst saving you the hassle of having to go through the UIF submission process, we have enhanced our UIF submission functionality. SimplePay now allows the downloading of both monthly submissions and responses from the UIF on one page. 

To reiterate, whilst these files may not be useful for payroll administration purposes, they will provide records of the file submitted and the response from the UIF.

To locate and download the files:

  1. Go to Filing
  2. In the UIF Declaration section for the relevant month, click Submit
  3. After submission, click on awaiting_response. This will open up a new pop-up, from which you can download your submission file.
  1. When SimplePay receives a response from the UIF, the status will either change to confirmed or error.
  2. Click on confirmed or error to obtain more information on your submission.
  3. As was the case in step 3, you can download your submission by clicking on the icon under Submission. You can download the UIF’s response to your application by clicking on the icon under Response.

In the case of confirmed applications, the icon for downloading the UIF’s responses are shown below:

In addition to being able to download the submission file and response, submissions with an “error” response also provide insight into the reason for the error. This can be viewed by hovering over the blue question mark to the right of the failure status:

More information on UIF submissions, submissions for foreign employees and re-submissions can be found on our help page.

Please note: Should you need to open these files, you will need to rename the file to include “.csv” at the end (and remove the abbreviation for the current file format). This will allow you to view the file in Excel, Google Sheets or another spreadsheet application.

We hope that this information proves useful to you. If you require any assistance regarding this functionality, please do not hesitate to contact our customer support team at [email protected].

Keep well and stay safe.

Team SimplePay

New Feature: UIF, SDL and Retirement Deduction Traces

In our blog post on 5 June, we announced a new ETI trace, which shows the ETI calculation for each employee. Today, we are happy to announce that we have also created traces for the UIF, SDL and Retirement Deduction calculations.

To view these traces, go to an employee’s profile, click on More  next to Preview to  open the web view of the payslip that you are on.

Click on any of the following to open the trace for that payslip item:

  • UIF – employee (new)
  • UIF – employer (new)
  • SDL – employer* (new)
  • Retirement deduction (new)
  • Tax (existing)

When you open the UIF trace, you will then be able to click on Income Subject to UIF to view how the income used in the UIF calculation was determined.

Similarly, when you open the SDL trace, you will be able to click on Income Subject to SDL.

*Reminder: the government has provided an SDL holiday until the end of August. The SDL trace will therefore only be available for payslips after August.

We hope these new features help you to answer some of the questions that you may have on how these payslip items are calculated, so that you can more easily check your payroll and also answer questions that employees may have.

If you need any assistance with these new features, please reach out to our support team.

Team SimplePay