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.
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:
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.
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 happy to announce that we have increased our bulk actions functionality to include bulk actions for once-off payslips. If you have multiple employees with once-off payslips and need to add items to these payslips, you can now do so in bulk by going to Employees > Bulk Actions.
From here, you can select either Payslip Inputs or Clocking Imports. Then click on Switch to once-off payslips and capture your data accordingly. Please take note of the following:
Payslip Inputs: As always, only once-off items (i.e. no regular items) can be added to once-off payslips.
Clocking Imports: Only custom items with Payslip Inputs are supported for this method.
To read more about these functions, the following help pages are available:
As of 1 March 2019, all contributions made by employers to funds provided by Bargaining Councils should be treated as a fringe benefit and are therefore subject to tax. These funds include, but are not limited to sick and holiday funds for employees that belong to the Bargaining Council. Note that if the fund administered by the Bargaining Council is a retirement fund, the taxation rules for retirement funds that are effective from 1 March 2016 (and that provide for a tax deduction to reduce the taxable benefit value) are applied.
In some instances, both you (the employer) and the employee contribute to the fund. The taxable fringe benefit is equal to your contribution and should now be reported on the IRP5/IT3(a) under the following new codes:
4584: Employer contributions to a Bargaining Council Fund
3833: Taxable benefit iro Employer contributions to a Bargaining Council Fund
Employee-paid contributions do not impact PAYE (they are not tax deductible) and therefore are not reported.
What action do you need to take?
If you set up these contributions using a Custom Employer Contribution item, you need to update this custom item on your payroll or Bargaining Council template to a Custom Benefit item. This will ensure that the contribution is treated as a taxable fringe benefit.
A new checkbox has been added which allows you to indicate that the Custom Benefit item is a Bargaining Council Item. This ensures that the new tax codes are applied to the custom item.
If you have many companies and need to automate this process, please get in touch with our Support team to discuss possible solutions.
If you have any further queries, please do not hesitate to contact us.
SimplePay is all about you, our users. So when you asked for more power to customise the system to suit your payroll needs, we listened. We’re delighted to announce our latest feature – the ability to create custom items that follow the same tax and payroll rules as system items.
This new feature allows you to:
Create multiple items of a certain type:
Customise the names of these items. For example, you may want to differentiate between different types of commissions.
Map different versions of a specific type of item to different Xero accounts. For example, you may want to give an annual bonus to two different employees but you want one of them to be mapped to an account in Xero called “Director’s Costs” and the other to an account in Xero called “Employee Costs”. You can add the bonus to the payslips as two different items.
How does it work?
When creating a custom item (Settings > Custom Items > Add), there is now 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.
ETI is aimed at reducing youth unemployment by providing a tax incentive to employers who hire young workers aged 18 to 29. It was meant to end on 28 February 2019, with no further tax credits being granted. However, towards the end of 2018 it was confirmed that, due to the success of ETI, it would be extended until 2029.
As of 1 March 2019, the ETI remuneration brackets have also been amended to account for inflation. Employers must still pay employees who work 160 hours per month a minimum of R2 000 in order to claim ETI. However, the maximum that employees can earn and still qualify for ETI has now increased to R6 500 (from R6 000). As a result of this increase, the R2 001 – R4 000 bracket has also been amended. Employers can claim a R1 000 tax credit per month for the first 12 months for employees earning R2 000 to R4 500.
The new remuneration brackets are as follows:
ETI monthly tax credit in first 12 months of employment
ETI monthly tax credit in second 12 months of employment
You were onto something! Thanks to your suggestions on ways of making SimplePay even greater, we are happy to announce our newest feature! While we have built our system on simplicity and compliance, we understand that sometimes you have unique needs. Our new feature therefore gives you the ability to add your own fields to an employee’s Basic Info screen.
Want to capture an employee’s nickname or cellphone number? Add a custom “Text” field.
Want to record the date that employees completed their orientation training? Add a custom “Date” field.
Want to record an employee’s marital status? Add a custom “Dropdown” field with options to select from.
You can now capture the information that you want, with added features coming soon!
To learn more about how this functionality works, head over to our help page here.
We’d love to hear from you if this feature enhances your payroll experience. In addition, if you have any trouble with this new feature or would like some further guidance, please reach out to our friendly support team who would be happy to help.