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

Compassionate Leave is now Family Responsibility Leave on SimplePay

Since our inception, we’ve been using the global term ‘Compassionate Leave’ to represent short-term leave taken by employees when a close family member is ill or passes away. This leave type is also referred to as Bereavement Leave in some countries, while South African legislation has called it ‘Family Responsibility Leave’ since 1997 (although Compassionate Leave and Family Responsibility Leave are often still used interchangeably in practice).

Due to increasing queries on the subject, we’re clearing up any confusion by bringing our labelling in line with the Basic Conditions of Employment Act. After all, local is lekker. Compassionate Leave is therefore now labelled as Family Responsibility Leave. Admins can expect to see this change on the system, in reports and on payslips, while employees can expect to see the changes on payslips and in the self-service portal.

Don’t worry, this change does not impact leave balances, leave entitlement or any other aspect of how leave is calculated. As always, SimplePay takes the hassle out of system updates as all changes have automatically been applied to the system. All you need to do is sit back and remember the new lingo on the system.

If you’re an admin user and want more information on Family Responsibility Leave, head to our help article here

Not a SimplePay client but want to record Family Responsibility with ease? SimplePay takes the hassle out of payroll and leave management. We offer a 30 day free trial that allows you to explore the system and see just how easy and stress-free payroll can be. To find out more or to sign up for a trial, click here

Team SimplePay

Employee Filtering Revamp

SimplePay has always taken a user-orientated approach to payroll. It’s why we focus on two things – building an outstanding product and providing quality customer support. In a nutshell, SimplePay is all about you – our clients! So when the requests came streaming in for an easier way to filter employers, we jumped right on it. Introducing our newly revamped employee filters.

Our new employee filters functionality gives you more options for filtering employees. Depending on what page you’re on, you can filter employees according to pay point, pay frequency or active / inactive status. All pages with filters also let you select employees individually or use the convenient search bar to find specific employees by searching for their name or employee number.

Filters have been added or revamped for the following:

  • Employee list (Under Employees)
  • Employee users (Under Employees > Self-Service)
  • The leave overview calendar (Under Employees > Leave Overview)
  • All bulk action options (Under Employees > Bulk Actions)
  • Bulk finalising payslips (under Pay Runs)
  • All reports (Under Reports)

Finding an employee or selecting only the employees that you need has never been easier! Go check it out and let us know what you think.

Not a SimplePay client but want a payroll system that is all about you, the user? The good news is that we offer a 30 day free trial that allows you to explore our system and see just how easy and stress-free payroll can be. Sign up is a breeze! You can find out more and sign up for a trial here.

Team SimplePay

Repo Rate and Employer Loans Interest Rate Cut

Update 29 July 2020: We have updated the system to reflect the changes to employer loans benefit calculations. All employer loans on payslips dated from 1 August 2020 will make use of the new interest rate. As our system is built to be intuitive, any payslips dated before 1 August 2020 will make use of the previous interest rate.

In a historic, yet somewhat expected announcement, the Monetary Policy Committee has cut the repurchase rate (repo rate) by 25 basis points. This brings the repo rate to an all-time low of 3.50% per annum, effective as from tomorrow (24 July 2020).

The official interest rate, which is used to calculate employer loan benefits, is set at 1% above the repo rate. The new official interest rate will therefore be 4.5% per annum, effective 1 August 2020. Although the change in the repo rate is effective tomorrow, income tax legislation prescribes that changes in the official interest rate only occur at the start of a new month.

Being a SimplePay client means that you’ll benefit from updates to the system without having to install these updates or make any manual changes to your settings. You simply process payroll as normal and our system will use the correct official interest rate for the period of the payslip. Our development team are busy making the necessary system updates for the latest interest rate change and we’ll let you know as soon as they’re ready. This means that you should not yet finalise payslips for August for those employees with outstanding employer loans.

For more information on employer loans, head to our help page.

Not yet a SimplePay client but want to experience seamless payroll no matter what changes in legislation or policy occur? 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

Recap for June

Welcome to the second half of 2020! The year so far has been a bumpy ride and while we realise that the journey is not yet over, we’d like to take a moment to acknowledge and thank you for your support during these first six months. Over this period we have strived for continued excellence in meeting your payroll needs despite the challenge of ever-changing regulations and processes, and thank you for your patience and understanding during periods of high support queries.

As we move forward into the latter half of 2020, here’s a quick recap of the new features and pertinent information from the last month:

NEW FEATURES

Amongst other smaller or less visible improvements and updates, our fantastic development team managed to introduce the following new features in June:

Web View for Payslips

The web view for payslips allows you to see the payslip items that do not impact nett pay directly without having to open the PDF version of the payslip. This view also gives you access to additional traces, such as UIF. Read more.

UIF, SDL, and Retirement Deduction Traces

The web view for a payslip now allows you to see traces for how UIF, SDL and retirement deductions are calculated. Read more.

ETI Breakdown and ETI Trace

A new web view for EMP201s was introduced, with an ETI breakdown and ETI trace, allowing you to see exactly how the ETI on an EMP201 is calculated. Read more.

Download UIF Files and Responses

The introduction of TERS lead to an increased importance being placed on the UIF DecIaration and its timely, monthly submission. In response, we expanded our functionality to include downloads of the actual file submitted to the UIF, as the responses for the UIF submission. Read more.

Deleting Leave Requests

We expanded our functionality for deleting leave to provide a breakdown of leave that cannot be deleted as they are part of a finalised payslip. We also allow the option of deleting leave requests superficially or its entirety. Read more.

End Service Checklist

The End Service Checklist reminds you about positive leave balances, savings and employer loans when ending an employee’s service from their profile. Read more.

Wow! All of that in one month! Pretty cool, right? 

Besides cool features, we also brought you important information updates. This is covered in the next section. 

IMPORTANT INFORMATION

Additional COVID-19 ETI

The rules for the additional ETI as a relief measure were amended by the government. Our system has been updated to factor these new rules in, so that it’s one less thing for you to worry about. Read more

Advance TERS Payments

We clarified how to deal with situations where you wish to provide advances to employees for TERS payments that are delayed or still being processed by the UIF. Read more.

TERS May and June Applications

The June applications for TERS opened and then subsequently were halted due to technical issues. They are likely to reopen over the weekend or early next week. The May application remains open. Read more..

POPI

The Protection of Personal Information Act came into force and became law on 1 July. Due to our stringent security measures, SimplePay has been compliant with these regulations long before they even came into effect. Read more.

We hope that the second half of the year marks a turning point and sees things improving and normalising. Whatever the coming months hold, we’ll continue to be here to support you and remain committed to providing you with high quality support, informational updates and maybe even a few more features.

If you require assistance, please head over to our extensive help site, which we are regularly updating. If your query cannot be answered using the help site, please reach out to our support team.

Not a SimplePay client but interested in the functionality mentioned in this blog post? 

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. Join now and experience the joy of stress free payroll and SARS filing for years to come 🙂

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

New Feature: ETI Breakdown and ETI Trace

Despite the craziness of the COVID-19 pandemic, we continue our commitment to giving you the best payroll experience. Our team have been hard at work to bring you a web view of EMP201, an ETI breakdown and an ETI trace:

You can now see the information contained in the monthly EMP201s without opening the PDF version of the document. To do this, go to Filing > Monthly Submissions and click on Web in the EMP201 section.

The EMP201 for the month will be opened, showing you a breakdown of the EMP201 figures. You can now see more details for ETI by clicking on the amount next to ETI Calculated.

This will give you a breakdown of the ETI calculated for each employee:

You can then click on the amount next to an employee’s name to see a the ETI Trace, which shows how the ETI for that employee is calculated.

If there is no ETI calculated for the employee, the ETI trace will also show you if the employee has not been enabled for ETI, if they do not meet certain criteria, or if their earnings fell above the ETI threshold.

Pretty cool, right? We hope you love these new features.

If you have any queries regarding the new feature or the information that it contains, reach out to our Support team.

Team SimplePay