COVID-19 UIF Quick Reference Guide

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]

In an effort to alleviate payroll strain and to simplify the various UIF codes and forms for employers to understand, we have put together a summary of how these all work.

UIF CODES

The Unemployment Insurance Fund (UIF) has allowed for existing Employment Status Codes, 10, 14 and 17, to be used when submitting the monthly UIF declaration for employees whose employment has been negatively impacted by the COVID-19 pandemic. The below table outlines when these codes should be used in relation to COVID-19, but does not outline how these codes are used for employees not impacted by COVID-19.

Employment Status CodeWhen to Use ItAdditional Information
UIF 10 – Illness leave– The employee is diagnosed by a medical practitioner as having COVID-19 and is unable to work.
– On agreement between the employer and employee, the employee has self-isolated to remove themselves from society (for 14 days) and is unable to work from home.
UIF 14 – Business Closed
– There is a complete cessation of employment. i.e. even after the 21 day lockdown, the employee will not be returning to work.
This will normally be the case when the business ceases to operate.
UIF 17 – Reduced Working Time– The employee is put on reduced hours due to lockdown or business needs.
– The employee has been sent home for the 21-day lockdown period, but is expected to return to work when the lockdown is lifted.
It does not have to be certain that they will return at the point that lockdown ends, this merely has to be the original intention.
It is advisable that if you intend to reopen and it seems likely at the time of ending an employee’s service, employers should go for this over code 14, as it means that employees can rely on the 3 months of UIF payments.

The above codes can be used when ending an employee’s service, permanently or temporarily, due to COVID-19. When ending an employee’s service with codes 10 or 17, please also immediately capture their reinstatement using the date on which you foresee the employee returning to work. This will allow SimplePay to populate the correct date ranges and amounts when generating individual UI-19s and UI2.7s (functionality coming soon). For more information on ending an employee’s service on SimplePay, refer to the following help pages:

UIF Forms

We have listed the various forms below that need to be completed when applying for employee UIF benefits. 

Employees can submit applications themselves via uFiling or can use the contact details listed in the Easy Aid Guide

It is worth noting that if the employer has all the relevant documents from the employee, they will be able to file the application on their employee’s behalf, by emailing the completed documents to their provincial UIF processing centre, which are listed in the Easy Aid Guide above. 

SimplePay currently generates the consolidated UI 19 for monthly submission to the UIF. We are in the process of creating individual versions of this form, which employers will be able to complete and provide to their employees to claim the UIF benefit. We will make another announcement when this is available.

Temporary Closure / Reduced Hours

DocumentPurposeInformation RequiredCompleted by
UI 19 (individual version)An individual version is submitted by the employee when applying for benefits. – Employer details: UIF employer reference number, PAYE ref number, business name & Address, contact info.
– Employee details: Name, ID number, gross remuneration paid (monthly), hours worked, employment start and end date, reason for termination, contributor?
Employer
UI 2.1Application form for UIF by employee– ID / passport number
– DOB
– Name & address
– Contact number, email 
– Occupation
– Signature
Employee
UI 2.7Remuneration of employee whilst still employed– Name of the employee
– ID number of employee
– Employer’s UIF ref. number
– Date the employee has been on leave since
– Remuneration in date ranges leading up to leave.
– Expected return date
– Actual return date
– Employer signature
Employer
UI 2.8Application to pay benefits into a bank account– Name of employee
– Identity number
– Signed and dated
– Proof of bank account

This needs to be stamped by the bank. Most straightforward is to get a stamped statement.
Employee’s bank
Letter by employer Confirming company shutdown due to COVID-19

Diagnosed with or Suspected of Contracting COVID-19

DocumentPurposeInformation RequiredCompleted by
Employer confirmation letterAgreement that employee must self quarantine– Employer name and ID number
– Employee name and UIF reference number
– Date range
– Signature
Employer
Employee declaration letterAgreement that employee must self quarantine– Employer name and ID number
– Employee name and UIF reference number
– Date range
– Signature
Employee
UI 2.2Application for illness benefit– Employee full name, ID, DOB, gender
– Address, contact number & email
– Tick box and signature
Employee, UIF official
UI 2.7Remuneration of employee whilst still employed– Name of the employee
– ID number of employee
– Employer’s UIF ref. number
– Date the employee has been on leave since
– Remuneration in date ranges leading up to leave.
– Expected return date
– Actual return date
– Employer signature
Employer
UI 2.8Application to pay benefits into a bank account– Name of employee
– Identity number
– Signed and dated
– Proof of bank account

This needs to be stamped by the bank. Most straightforward is to get a stamped statement.
Employee’s bank

Procedure to Claim UIF Benefits

For more information on the steps required to claim UIF benefits, refer to the following sections in our COVID-19 Lockdown – 27 March to 16 April 2020 blog:

  • Procedure for Healthy Employees Impacted by Reduced Hours or Temporary Closure to Claim UIF benefits
  • Procedure for Employees who are Suspected or Diagnosed with COVID-19 to Claim UIF benefits

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]

COVID-19 Lockdown – Support For Business

Update 3 April:A resource which may be of use to you is the “Disaster Management Tax Relief FAQ’s”, created by SARS. Contents of note within this document are:

  • An outline of the requirements to be able to claim employee’s tax relief
  • An outline of the expansions made to the Employment Tax Incentive (ETI)
  • A worked example of how the 20% PAYE tax deferral will work

Please note that there is also information on provisional tax deferral. We regret to inform you that this is beyond our scope of services and so we are not able to assist with this scheme.

Please note: The information provided in this blog is correct at the time of writing, but as this is an unprecedented and ever-changing situation, we will do our best to ensure we keep ourselves and our clients up to date. Please check back regularly for updates – we will also notify you of these by email and system notifications.

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]

Update 31 March: Link added to the COVID-19 Temporary Employer-Employee Relief Scheme.

As mentioned in our previous blog, which outlined the various support options for employers with respect to their employees, there are also a number of Government initiatives being implemented to help support businesses through the lockdown period.

In this blog, we will provide a brief overview on schemes that could provide support to businesses in general, but also for businesses working in specific sectors.

Opportunities for Businesses to Claim Tax Relief

During the address by Ministers in the Economic Cluster on 24 March, a number of pledges were made to help support businesses over the coming period.

One such measure permits tax compliant businesses with a turnover of less than R50 Million to delay 20% of their EMP-201 liability over the next 4 months. We are awaiting guidance on how this is to be administered, so we will update you as to whether any changes are needed when we know more.

Additionally, a portion of corporate income tax can be delayed for 6 months, with both the EMP-201 and corporate schemes having no penalties or interest accrue over their respective periods. 

We’d like to remind and encourage all qualifying employers to avail themselves of the existing relief in the form of the Employment Tax Incentive (ETI). There is a draft proposal to expand this relief via a R500 per month subsidy. It has been proposed that this additional relief will be available for employers who were registered with SARS as at 1 March 2020 and will run between 1 April and 31 July 2020.

Additionally, there are prospects for the temporary reductions of Unemployment Insurance Fund (UIF) and Skills Development Levy (SDL) contributions.

We are awaiting announcements on the measures mentioned in this paragraph and will update you as soon as we know more.

Opportunities for Businesses to be Supported by the COVID-19 Temporary Employer-Employee Relief Scheme (TERS)

COVID-19 TERS is a scheme which is aimed at providing support to businesses that are in distress due to the COVID-19 pandemic. If a company has their funding approved, the UIF will fund companies which are directly affected by COVID-19 in the form of a TERS allowance. The default length of funding is for 3 months.

Please find the link to the COVID-19 TERS Blog here.

Support for Small, Medium and microsized Enterprises (SMMEs)

In her speech on the 24 March, Ms Khumbudzo, Minister for Small Business Development laid out plans to support SMMEs during the lockdown period. R2 billion was donated by the Rupert & Oppenheimer families, solely to support small businesses and their employees. This is intended to be done in multiple ways, through the Business Growth and Resilience Facility, as well as the SMME Debt Relief Finance Scheme.

In order to qualify for the schemes, Ms Khumbudzo laid out qualifying criteria, namely the SMME, self employed individual or small company must:

  1. Have been registered with CIPC by at least 28 February 2020
  2. Be 100% SA owned
  3. Employ at least 70% South African citizens
  4. Be SARS & UIF registered and compliant.
    • (Non-compliant SMMEs can still apply, but they will only be considered when they are fully compliant.)
  5. Be registered on the national SMME database (www.smmesa.gov.za).
  6. Be able to show that it was negatively affected by the COVID-19 pandemic.

Businesses owned by women, the youth demographic and people with disabilities will be given preferential treatment for funding. If your company does not meet all of the above criteria, the Small Enterprise Development Agency (SEDA) can assist you in becoming compliant.

The application forms for the schemes detailed below are to be released on 2 April, so it is advisable to ensure that your company is registered on the SMME database and you have inspected your SARS & UIF compliance to see where you stand.

Debt Relief Finance Scheme

The aim of this scheme is to fund working capital for self employed and informal workers and is the “safety net” the president referred to in his lockdown speech on 23 March. The intention is to run the scheme for 6 months, with working capital being loaned at a rate of prime less 5%. The size of the facility available to each SMME will be determined by comparison of their cashflow before and after COVID-19.

Additionally, Small Enterprise Finance Agency (SEFA) funded SMMEs will be able to take advantage of a payment holiday, removing loan obligations for 6 months. The deferment of the loans will not be capitalised, meaning that you will not pay any interest for the 6 month period. SEFA SMMEs will also be able to benefit from an audit to determine whether the client could benefit from a debt restructuring, with options such as converting to longer loans and additional funding to be explored.

The specific requirements for the Debt Relief Finance Scheme are found here.

Business Growth and Resilience Facility

In this scheme businesses geared to take advantage of the supply opportunities and shortages resulting from the COVID-19 pandemic will be able to partake in the scheme.

Working capital will be funded, but only for those that are directly linked to the direct cost of the business. The amount of funding will be based on the individual needs of the business, with loans being made at prime less 5%. In an attempt to dissuade any abuse of the scheme, if any entity is found to abuse this beneficial rate, they will be forced to repay the loan in full at prime plus 10%.

The page relating to the requirements can be found here.

SMMEs are encouraged to make use of the alternative support email and hotline number in preparation for the release of the application forms on 2 April. The contact details are [email protected] & 0860 633 7867.

Solidarity Fund

In the president’s speech on 23 March, there was mention that seed capital will be provided for the Solidarity Fund. The fund will be administered by a team made up of financial institutions, accounting firms and the Government.

The aim of the fund is to alleviate the suffering and distress the virus inflicts on the country through: preventive measures to flatten the curve; more widespread testing to help detect new cases; caring for those who have contracted the disease; and supporting families affected. If you are in the position to be able to donate to the solidarity fund, you can do so at www.solidarityfund.co.za.

As always, we’re here to help where we can. Please feel free to get in touch if you need help with any of the above on SimplePay.

Take care, stay home, stay safe.

Team SimplePay

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]

New Feature: Managing End of Service in Bulk

To ease the payroll burden on employers and payroll administrators during the COVID-19 pandemic, we have introduced a new Employee Actions section to our Bulk Actions page to allow users to do the following for their employees in bulk:

  • End Service
  • Reinstate
  • Undo End of Service

This new bulk functionality allows you to manage multiple employees’ services in one place on SimplePay. This means that whether you are putting your employees on Reduced Working Time due to COVID-19, or you are reinstating them when business has returned to normal, you will be able to do this easily and for all your employees at once!

To learn more about how this functionality works, head over to our help page here.

For larger companies we recommend limiting this bulk functionality to batches of 50 employees to ensure smoother results.

If you have any questions, please contact our support team.

Team SimplePay

COVID-19 Lockdown – 27 March to 16 April 2020

Please note: The information provided in this blog is correct at the time of writing, but as this is an unprecedented and ever-changing situation, we will do our best to ensure we keep ourselves and our clients up to date. Please check back regularly for updates – we will also notify you of these by email and system notifications.

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]

A Note on UIF Forms: Our existing functionality allows you to submit the monthly consolidated UI-19 for all employees each month directly to the UIF from the SimplePay website. We’re currently working on new functionality that will provide UI-19 forms for individuals. This is needed for employees to claim.

Queries about UIF payments being delayed should be directed to the UIF. Unfortunately we won’t be able to provide much insight or assistance with this. Contact details for the UIF processing centre can be found in this the Easy Aid Guide for Employers.

30 March 2020: Information on the option for employers to complete the UIF application on behalf of their employees. Further UIF code 10 is unpacked, related to employees who fall ill.

27 March 2020: 

  • Greater detail on the process required to submit both types of UIF applications has been added, including who is responsible for each part of the process.
  • More information on what is required when handling employees with reduced hours, to enable them to claim a benefit.
  • Clarification on the different codes required when ending your employee’s service in different situations.
  • Brief update on the progress of TERS at the foot of the blog.

26 March 2020: Updated the requirements for form UI 2.8 to be accompanied by a bank statement, stamped by the bank.

On Monday 23 March, President Ramaphosa announced a 21 day lockdown from 23:59 on Thursday 26 March. Many South Africans welcomed this but are also uncertain as to what this means for their employees and businesses. Over the past few days, the respective Governmental Departments have released information regarding plans to support companies and their employees through the COVID-19 pandemic. 

The aim of this blog is to provide guidance to employers on the options available to them around paying employees, putting them on paid and unpaid leave and UIF benefits.

Earlier in the week we let you know that our team has gone fully remote and are pleased to be able to support our clients and employees in this way. In some sectors, this mode of working can be adopted relatively easily and many have already done so; however, for a lot of sectors and employees this is unfortunately not an option. For those employers who have to scale back or suspend regular activities, the following options exist:

Options for Healthy Employees Impacted by Reduced Hours or Temporary Closure 

Where employees are healthy and able to work, but are prevented from doing so due to the lockdown, employers and employees can agree that annual leave be used to cover some or all of the lockdown period on full pay. You are also always able to extend extra paid leave days to all employees should you so wish.

Where none of the paid leave types are an option, employees can be put on unpaid leave. Employees impacted in this way are able to claim Unemployment Insurance Fund (UIF) benefits as a result of either reduced hours or closure. To do this on SimplePay, you will need to provide a code when ending your employee’s service. Please use code 17 for temporary closure or reduced hours, i.e use this code if employees are expected to return to work on 17 April 2020. It is important to note that you must end the employee’s service on SimplePay. If you simply record unpaid leave on the calendar, UIF will not be claimable by employees.

The government intends to extend UIF benefits for these employees for up to three months. Employees who receive no income will be entitled to full UIF benefits.

If you’re paying your employees reduced pay, a partial UIF benefit will be available. For this benefit to be available, there must be an agreement between the employer and their employees to reduce hours as an alternative to retrenchment.

Procedure for Healthy Employees Impacted by Reduced Hours or Temporary Closure to Claim UIF benefits

To claim UIF for a reduction in hours or temporary closure, the following must be completed:

  1. Contact and inform the relevant provincial department representative of your temporary closure/reduction in hours. The contact details for each of the offices can be found on page 3 of the Easy Aid Guide for Employers.
  2. The following forms and documents need to be completed for each employee:
    1. UI 2.1 (application form)
    2. UI19 (Submitted monthly by the employer) and UI 2.7 (completed by Employer)
    3. UI 2.8 (accompanied by a bank statement, stamped by the bank)
    4. A letter from the Employer confirming company shutdown or employee’s “temporary lay-off” ( or reduced work time ) is due to the Corona Virus 
    5. Copy of Employee’s ID document
  3. Once completed, these forms need to be transferred to the employee to submit the claim. Claims can be done at the nearest labour office, online once the employee has registered, or via email or fax, details listed on page 7 of the Easy Aid Guide. If an employer wishes to do this on behalf of their employee, provided they have all the necessary information, this is possible by emailing the relevant processing centre with the required documents. ( n.b. Form UI2.8 could prove difficult for the employer to obtain now that lockdown is in force).
  4. To ensure the employee can claim, the must ensure they have:
    • A copy of 13-digit bar-coded identity document
    • A copy of your last six payslips
    • UI-19 supplied by your employer
    • A service certificate from the employer (point 2.4, provided by the employer)
    • Proof of registration as a work seeker
    • A fully completed registration form

This may appear a daunting number of forms, but it is worth noting that the provincial departments, listed in the Easy Aid Guide, will provide the necessary assistance with the application and payment of this benefit type. SimplePay is also in the process of making these forms available through our system, lessening the burden on you and reducing the chance of human error.

Additionally, if your business employs 50 or more employees, who may be subject to temporary lay offs, rapid response teams have been formed to aid you with this process. In respect to this you need to get into contact with your provincial office, as listed in the Easy Aid Guide.

Options for Employees who are suspected or diagnosed with COVID-19

The requirement that an employee suspected of, or is diagnosed with COVID-19, must self isolate for 14 days remains in place. This period can be covered using an employee’s sick leave as with any other instance of illness. If the employee has no sick leave, you can agree to have them use annual leave otherwise they may be placed on unpaid leave. As above, the option to grant additional paid leave is also available. For all of these, record leave on SimplePay as usual.

Where the employee has had to be placed on unpaid leave as a result of contracting COVID-19, the following options to receive some income exist:

  1. Apply for an illness benefit through UIF 
    1. This covers the 14 day isolation and requires several documents, including a letter of agreement signed by employer and employee. 
    2. This period can be extended if required. 
    3. Full details on documents required and the application process can be found at the end of this post.
  2. Apply for compensation for Occupationally Acquired COVID-19 Disease, through the recently amended Compensation for Occupational Injuries and Diseases Act (COIDA)
    1. This is available if the employee contracted COVID-19 in their place of work or on a business trip to another country or area.
    2. More details can be found in this Government Notice and the process to claim is outlined at the end of this post.

Procedure for Employees who are Suspected or Diagnosed with COVID-19 to Claim UIF benefits

To claim UIF for an illness benefit, the following must be completed:

  1. Fill in the following forms:
    1. A confirmation letter from both the employer and employee, stating that they have agreed to 14 days of “special leave”, due to COVID-19.
    2. UI 2.2 (medical portion to be ignored, as this is substituted by the above letter. This is because the employee will already be in quarantine).
    3. UI 19 (which can be completed through SimplePay) and UI 2.7 (completed by Employer)
    4. UI 2.8 (accompanied by a bank statement, stamped by the bank)
    5. Copy of employee’s ID document.
  2. On SimplePay, when completing the employee’s End Service, please use UIF code 10 – Illness leave.
  3. Once completed, these forms need to be transferred to the employee, who must then submit the claim. An application can be lodged in one of the following ways:
    1. Online at www.ufiling.co.za 
    2. Email or fax the nearest UIF processing centre. (information found on page 7 of this link). If an employer wishes to do this on behalf of their employee, provided they have all the necessary information, this is possible by emailing the relevant processing centre with the required documents. ( n.b. Form UI2.8 could prove difficult for the employer to obtain now that lockdown is in force).
  4. To ensure the employee can claim, alongside the other documents they must ensure they have:
    • A copy of 13-digit bar-coded identity document
    • A copy of your last six payslips
    • A service certificate from the employer
    • A fully completed registration form

Unlike temporary closure, there is no bespoke assistance for the filing of this application. It is likely though that there are fewer employees that qualify for this benefit, lessening the administrative load. If you do experience any difficulties, we would encourage you to touch base with your nearest UIF processing centre for guidance.

At the end of the 14 day period a UI3 form needs to be completed, for the payment to be executed into the employee’s bank account. This should either be done on the ufiling website, or by emailing or faxing your closest UIF Processing centre, as listed in the aid guide. If the employee remains ill beyond the 14 day period, they must obtain a medical certificate from a medical practitioner and submit a further UI3 in order to be able to continue to claim the benefit.

Options for Healthy Employees Impacted by a Permanent Closure  of Business

Unfortunately, in some cases the strains on your business may be too great, resulting in your company ceasing to operate permanently. If this is true for yourself, you should use code 14, denoting permanent closures, i.e use this code if, upon the completion of the 21-day lockdown, the employee shall not continue their employment. Same as for the temporary closure process above, you must end the employee’s service on SimplePay in order for the employee to be able to claim UIF.

In this scenario, the normal process for claiming UIF will likely need to be followed. Therefore, the 3 months extended period of UIF benefit will probably not be applicable.

Procedure for Claiming under COIDA

There are a few key components to being able to claim under this system. The following are required elements:

  • The employee must test positive for the COVID-19 virus (as defined in COIDA).
  • The contraction of the virus must arise out of and happen in the course of employment.
  • There must be a realistic and logical explanation for the exposure to COVID-19, which occurred in the course of employment.

If the above statements apply to an employee, they could be entitled to claim under COIDA. More detail on the requirements can be found here

WATCH THIS SPACE: Temporary Employer Relief Scheme (TERS) and other Relief Measures for Employers

In an effort to avoid retrenchment, the Government is also in consultation to pay wages of employees in struggling companies through the Temporary Employer-Employee Relief Scheme. To gain an insight into the sheme, the process required to participate and to see some templates of the required forms, please send an email to “[email protected]”. You will receive an automated response with all this information. We will also be providing more information on this and other relief measures in our next blog post next week.

As always, we’re here to help where we can. Please feel free to get in touch if you need help with any of the above on SimplePay.

Team SimplePay

Should you have any queries over the content or processes to follow within this blog, please contact our support team via [email protected]


Interest Rate Change for Employer Loans

The South African Reserve Bank has decided to decrease the repurchase rate (repo rate) by 100 basis points, effective from 20 March 2020.

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 7.25% to 6.25%, effective 20 March 2020.

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 20 March onwards will use the new interest rate. If a payslip dated after 20 March was finalised before the 20 March (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 20 March, 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.

Team SimplePay

Interest Rate Change for Employer Loans

The South African Reserve Bank has decided to decrease the repurchase rate (repo rate) by 25 basis points, effective from 16 January 2020.

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 7.5% to 7.25%, effective 16 January 2020.

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 16 January onwards will use the new interest rate. If a payslip dated after 16 January was finalised before the 16 January (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 16 January, 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.

Team SimplePay

Year in Review and Price Adjustment

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
  • Leave expiration
  • 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!

Team SimplePay

New Feature: Employee Leave Expiration

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:

  1. Go to Settings > Leave.
  2. Click on View next to the leave type that you wish to edit.
  3. Under Available Entitlement Policies, click on View next to the entitlement policy that you wish to edit.
  4. 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.
  5. In the new field , enter the number of months that leave must be held for before expiring.
  6. Click Save.

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.

Team SimplePay

New Self-Service Features

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.

Team SimplePay

CF System Update

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

  • Employer Registration
  • 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:

As always, feel free to contact SimplePay support if you have any questions.

Team SimplePay