As 2019 (and the decade) draws to a close, we’d like to thank you for choosing SimplePay as your payroll software provider. We really value the loyalty, ideas, feedback and love that we get from you, our clients.
We would also like to take this opportunity to reflect on the year that has been and share some important information with you.
In January, our annual price adjustment will come into effect. As always, this will be an inflationary-related increase, which allows us to maintain the quality of our product and the service that we offer. Our current prices are available here – we will send out a notice in January to alert you of the new prices.
When looking back on 2019, it was certainly a year of growth for our team, which led to the fantastic accomplishment of being nominated as a Xero App Partner of the Year. Some of the major features and functions that we accomplished were:
Custom items based on system items, and the subsequent expansion of this feature
Custom employee fields in Basic Info
A new leave days report
Customisation of employee self-service
Bulk actions for once-off payslips and overriding payslip end dates
QuickBooks integration upgrade
Automatic logout for idle accounts
In 2020, you can expect the team to continue striving to enhance your payroll experience. As always, all added features are completely free for all and do not change the monthly fee that you pay.
From all of us here at SimplePay, have a joyful festive season. We are looking forward to a great 2020 together!
As the year draws to a close, our holiday elves have been bustling behind the scenes to enhance your payroll experience, focusing on our QuickBooks integration. SimplePay integrates with both QuickBooks and Xero, allowing you to send your payroll information straight from SimplePay into your general ledger accounts with the click of a button. This means that you do not have to switch between systems to transfer information, saving you time and reducing the possibility of human error.
You’ll be happy to hear that our QuickBooks integration has been refined to give you an upgraded user interface and setup. These improvements will make the process easier to navigate and simpler to understand if you wish to integrate your payroll and accounting information.
If you have already integrated QuickBooks and SimplePay in the past, please note that you may be required to re-authenticate your account due to the work done behind the scenes.
For more information on integrating SimplePay with QuickBooks, head on over to our help page.
In March 2019 we announced a new feature that allows you to create customised items that follow the same tax and payroll rules as certain system items. It proved to be so popular amongst you, our users, that there were requests to allow for more system items to be customised. We’re happy to say that we have now expanded this feature to also include the following items:
Subsistence Allowance Local
Subsistence Allowance International
Remember, this feature allows you to:
Create multiple items of a certain type
Customise the names of these items
Map different versions of a specific type of item to different Xero accounts
How does it work?
When creating a custom item (Settings > Custom Items > Add), there is an option to select create a copy of an existing system item. Select the system item that you wish to use and give it a custom name. You can then add it to your payslips in the same way you would the system item of that type (Regular Inputs or Payslip Inputs).
Read our help page here for more information on creating custom items.
If you need assistance on this, please reach out to our support team who would be happy to help.
SimplePay is delighted and proud to announce that we have been chosen as a finalist for the App Partner of the Year: South Africa for the Xero Awards taking place in March 2020. Xero is the leading cloud-based accounting software in the market and we are honoured to be recognised for our integration and synergy.
As SimplePay uses the same approach to Xero integration in all our regions, you can be assured that you are receiving the same quality features no matter what region you are in. We aspire to be finalists in all regions when these awards are announced in the future.
A huge thank you to our wonderful team. Your dedication and commitment to making SimplePay the best cloud-based payroll system for our customers has made this possible. And of course, an even bigger thank you to our customers. Without your support, loyalty and feedback, we wouldn’t be what we are. We look forward to continuing to serve your payroll needs.
To find out more about SimplePay’s integration with Xero, head over to our help page here.
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:
Go to Settings > Leave.
Click on View next to the leave type that you wish to edit.
Under Available Entitlement Policies, click on View next to the entitlement policy that you wish to edit.
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.
In the new field , enter the number of months that leave must be held for before expiring.
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.
We have been working on expanding our self-service functionality recently and are pleased to announce that we have added two new features. These changes allow you to disable different types of self-service requests (i.e. leave and / or info update requests). You’re now also able to hide leave balances for all or some of your leave types.
You can make these setup changes by navigating to Employees > Self-Service > Settings and then selecting either General or Leave from the drop-down menu.
To disable self-service request types, select General from the menu and select whichever types of requests you would like to disable for self-service. Once you’ve done this, self-service users won’t be able to submit any new requests for the type you disabled.
To hide leave balances, select Leave from the menu and uncheck the leave types for which you would like to hide the balances. After you’ve done this, self-service users won’t be able to see their leave balances for the specific leave type, but will still be able to submit requests.
We hope that these new features improve your payroll processing experience.
For more information on how to make these changes, please refer to our help site pages here or contact our support team.
In our last blog post, we informed you that the Compensation Fund is in the process of modernising its system, with the aim of developing an integrated online platform for clients. The first phase of the project involves developing a claims management system.
All users will need to be registered to be able to access this online platform. To register, you will first need the documents listed in the next section. You will then be able to do the following:
Pre-registration: You can submit all documents to [email protected] or your nearest Department of Labour office before the 25 September to pre-register for the system before it goes live. You will then have access to the system in the role that you applied for as soon as it goes live.
Regular registration: If you choose not to pre-register, you can register on the system after 1 October 2019. Please note that access is not immediately granted as the information supplied is first required to go through the vetting process.
Documents needed for registration
Company / Organisation registration document
ID document of the director(s) in the registration document
Certified ID or passport copy of the user who will be transacting
Approved User Application Form (provided)
Health Practice Registration Certificate from BHF, where the Health Provider is the primary users. It must have an ID number to prove that it belongs to Health Provider.
Proof of address for all primary users.
Power of Attorney letter for all users. It must be on the company letterhead, whose details correspond with the registration document.
The Compensation Fund has begun the process of modernising and consolidating their systems. This process includes an update to the CF-Filing platform.
To allow for this update, the CF-Filing system has been offline as of 28 August. While the technical migration to a new system is underway you will not be able to submit information through the [email protected] mailbox.
The Compensation Fund has reinstated the old ROE Online system so that filing can continue during the update. The ROE Online system can be accessed from cfonline.labour.gov.za
You will be able to perform the following actions through the ROE Online system
Submit Return of Earnings
Retrieve Letter of Good Standing
Verify Letter of Good Standing
Furthermore, the online payment platform will no longer be available and you will need to utilise the banking details on the Notice of Assessment/Invoice to make direct payments through your bank.
The following contact details are available for any queries you may have:
SARS have requested that employers amend their hiring practices as they do not require employees to have an income tax number before starting a new job.
SARS would like to encourage all employers to use online platforms to obtain income tax numbers. It will save employees and job seekers unnecessary time at branches, ultimately allowing you to hire faster and/or get new employees working productively sooner. It will also eliminate the administrative burden of having to follow up with new employees for tax numbers and avoid delays from being given the incorrect tax number.
If you’re a SimplePay user, you can obtain the tax numbers when doing bi-annual filing with our [email protected] export file. If you need more information about how easy bi-annual filing is with SimplePay, head over to the Filing and Processes section of our help site here. Importing the file from our system into [email protected] will automatically create employees on the [email protected] system if they are new employees. Then, use the ITREG function to obtain tax numbers for employees. This is explained in a clear step-by-step guide (with screenshots) in section 5 (page 105) here.
If you need further information or assistance with this process, be sure to be in touch with our support team who are happy to help.
The South African Reserve Bank has decided to decrease the repurchase rate (repo rate) by 25 basis points, effective from 19 July 2019.
The official interest rate used for calculating the fringe benefit on low or interest free loans to employees is set as 100 basis points above the repo rate. This means that the interest rate used for calculating the fringe benefit on employer loans decreases from 7.75% to 7.5%, effective 19 July 2019.
If you’re a SimplePay user, you do not need to take any action to implement the new interest rate, as we have already updated our system to reflect these changes. Therefore, all payslips dated and finalised from 19 July onwards will use the new interest rate. If a payslip dated after 19 July was finalised before the 19 July (i.e. it was finalised in advance), you will need to unfinalise the payslip and then finalise it again for the changes to take effect. As we have built our system to be intuitive, the previous interest rate will be used if you are still preparing payslips dated before the 19 July, regardless of what date you physically finalise the payslip.
If you are unsure of how to capture employee loans or calculate the fringe benefit on them, refer to our help page here.