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.
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.
It’s as simple as that. For more information on leave management and bulk leave actions, refer to the following pages:
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.
Sometimes small changes make a big difference, so you may spot some modifications that we have made to leave.
A new report
We have added a new report called Leave Days Report. This report shows the specific days that employees have taken/will take leave for the specified leave type and period. It complements our current Leave Report, which shows you the total number of leave days taken during the period, made up of the individual days shown on the Leave Days Report. This added leave report will simplify your payroll duties, as you can confirm leave dates with employees or managers. It is also useful in the management of employees and communication with other departments.
Visual tweaks to entitlement policies
We have made it clearer to see whether or not an employee is on the default company leave policy. When going to an employee’s profile and clicking on Leave > Entitlement Policies > Edit, (company default) will now display next to the leave policy if the employee is on the company’s default policy. In addition, we have updated the heading to display as Active Entitlement Policies.
You can still see the company default policy by going to Settings > Leave > View (next to the leave type) and scrolling to the bottom. However, we have changed the heading to Active Entitlement Policies (company defaults) to align with the changes made in the employees’ profiles.
We hope that these small changes will make a big difference in your payroll experience. If you need any help with leave management, refer to our help page here. For more information on reports, click here.
We are very happy to inform you that we have re-designed the way that leave take-on balances are captured. The new and improved take-on screen will provide you with greater flexibility and is also more informative. Additionally, you will now have the option to add leave take-on balances in bulk.
Please note: the information in this blog post does, unfortunately, not apply to clients who are still on Version 1 of our leave system; however, we’re working very hard on migrating everyone to the latest version as soon as possible.
In cases where you previously used another payroll system before you started using SimplePay, you can add leave take-on balances for your employees.
Alternatively, you might want to enter leave balances as at a particular date. The redesigned leave take-on screen allows you to do this too because you are able to choose the date for the end of the take-on period.
The system will automatically calculate the leave accrued from the start of the leave cycle to the end of the take-on period and will also take into consideration leave days taken and leave adjustments recorded on the system. It will even allow you to enter the number of leave days that were captured off-system.
Additionally, the system will automatically calculate a closing balance – as at the end of the take-on period – based on information in the other fields. However, if the leave policy allows for leave to be carried forward, you will be able to override the automatically calculated closing balance and enter the desired balance.
More information about leave take-on balances and the handy new take-on fields that we’ve added can be found on our help site.
Another great improvement is that it is now possible to add leave take-on balances for your employees in bulk – thereby eliminating the need to repeat the same steps over and over for all your employees. More information about how to do these bulk inputs can be found here.
If you have any questions, you are welcome to email us at [email protected] to assist you.
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.
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.
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.