Submit a List of Employees to Revenue for PAYE Modernisation

In preparation for PAYE Modernisation, employers need to submit a list of employees to Revenue through Revenue’s Online Service (ROS). This will ensure that Revenue’s records are aligned with yours so that you receive the most up to date employee information for processing payroll.

SimplePay now has an option to generate this report for Revenue with all the requested information. To do this, go to Reports > ROS Employee Export.

It is important that you ensure the accuracy of the report before submitting it to Revenue. If an employee is no longer working for you but they remain active on SimplePay, you will need to end their service on the system first before downloading the report. If any information has been incorrectly captured in Basic Info, you should correct this first.

Upon submission of the list of employees, Revenue will communicate any changes to their records based on the list you provided.

If you need any assistance or have any further queries, please contact us.

Team SimplePay

Increased Security Features with 2-Factor Authentication

At SimplePay, protecting your data is a fundamental part of our business. That’s why we have the highest of security standards in place to ensure the privacy and protection of your information.

We want your time using SimplePay online to be enjoyable and worry free. One of the ways that users put themselves at risk of cybercrime is with their choice of passwords or by saving their passwords to the device they are using. When it comes to internet security, you can never be too careful. We are therefore launching an optional security feature, called 2-factor authentication. This feature requires users to enter a verification code as an additional step when logging into SimplePay or when changing their password.

With this feature, users can establish a device as a trusted device, so that they only have to do 2-factor authentication every 30 days. All other devices will require 2-factor authentication with each log in.

As this is an opt-in feature, you will need to request it from our support team, at no additional charge. To learn more about how it works, read our help page here.

Just another way that we are helping you to stay safe online.

Team SimplePay

New Feature: More Leave Functionality

Been wanting more control over employee leave balances? We have heard your requests and are excited to announce the launch of a new feature which allows you to customize your leave settings even more.

Want to stop employees from logging leave if it will result in a negative leave balance? No problem!

Our new feature allows you to do just this. If a self-service leave request will result in the minimum balance not being maintained, you can opt to:

  • prevent the leave request from being logged (see image below), or
  • warn the employee of the outcome if they continue (see image below).

For more information on leave settings and setting this up, refer to our help page here.

We hope you love the new feature and, as always, we welcome any feedback that you may have.

Team SimplePay

Edit: Please note that there was an error on the previous version of this blog post where it stated that you could set a minimum leave balance for employees to maintain in preparation for the annual shutdown of your company. The feature is currently only available for setting a minimum leave balance of 0 or a negative number, not a positive minimum balance, which is likely to be developed shortly in the future. Our apologies for the error.

We’re Making It Easier to Identify Draft Documents

Getting confused between the draft payslips that you saved to your computer and the finalised payslips that you gave to your employees?

To make it easier for you to keep track of versions of your documents, we have added a stamp to the draft version of the following documents:

  • Payslips
  • Monthly P30s

To remove the stamp, simply finalise the document by clicking on the Finalise button or link for the document.

For more information on these processes, refer to the following help pages:

Let us know if there are any other features you would like to see on the system – we’re always looking for ways to make payroll better for you!

Your App can now Integrate with SimplePay!

After several requests for integration with other systems, we are happy to announce that we have built a SimplePay API!

 

If you’re a non-technical person, just think of an API as a way for other systems to talk to our system. For example, an HR system that wants to sync employee info to payroll, or a time and attendance system that wants to automatically send hours worked through, can do this via an API. If you’ve ever wished SimplePay could integrate with another HR or time and attendance system in this way, get in touch with them and tell them about our API.

 

If you are a developer and have been interested in SimplePay integrating with your system,  take a look at our Developers page.

 

Our API allows you to:

  • Obtain information about the company and all employees, pay points and pay frequencies within the company.
  • Create, update and delete employees.
  • Access payslips for employees.
  • Create or view calculations on a payslip.
  • Access monthly reports, such as a Transaction History Report.
  • Record leave and obtain leave balances.

 

We hope that you are excited about the launch of our API. We’re just getting started, so be sure to let us know what functionality you’d like to see in the API in future.

GDPR is Here

A few weeks ago we sent out an email briefly detailing the General Data Protection Regulation (GDPR), which comes into force today (25 may 2018), as well as the steps being taken by SimplePay to ensure complete and timely compliance.

Privacy and security of clients’ data has always been our top priority so the system was already built based on the concept of “privacy by design”, as required by GDPR. This means we were largely compliant long before GDPR came into being.  We have therefore only had to make minor tweaks to our already stringent internal and external privacy and security policies.

With that in mind, we’d like to give you a brief update on what we’ve been working on recently to meet our obligations as a Processor under the GDPR:

  • Conducted a gap analysis on existing policies as well as any updates required to these policies highlighted in the gap analysis
  • Designed and documented processes for data subject requests
  • Appointed an EU Representative as required by Article 27
  • Reviewed all third party processors for compliance
  • Reviewed all employment contracts for GDPR compliance
  • Implemented GDPR readiness training for all staff
  • Reviewed and updated processes and policies for incidents and data breaches

More detailed information about GDPR,  and how it affects your SimplePay data, can be found on our GDPR page. Details of the process for requests by data subjects are also available on this page.

As always, we are more than happy to answer any queries or concerns you may have so please get in touch.

Team SimplePay

PAYE Modernisation

You may have heard that the PAYE system will be undergoing a significant change as part of the PAYE Modernisation Project. As from 1 January 2019, the pay and deductions of employees will need to be calculated and reported in real-time. This means that the P30, P35, P45 and P60 will all be eliminated and P2Cs will be replaced by a Revenue Payroll Notification (RPN). The benefits of this new PAYE reporting system can be found on Revenue’s website here.

 

We’re in the process of implementing updates to have our system ready well before the end of the year. From next year, direct payroll reporting will be made possible through seamless communication between our system and ROS to exchange the required information. With the click of a button, you will be able to:

  • request the most up to date RPN before making payments to employees
  • report employee payments in real-time
  • reconcile Revenue’s response to the payroll submission.

 

But don’t worry, we will communicate with you in good time regarding all updates to our system, as well as what and how you can prepare to ensure a smooth transition to the new PAYE process – keeping payroll simple, as always!

 

Team SimplePay

An overview of GDPR

We recently informed you of SimplePay’s current data protection standards and the steps that we are taking to ensure that we are compliant with the General Data Protection Regulation (GDPR). The GDPR replaces the Data Protection Directive 95/46/EC, effective from 25 May 2018. The following is an overview of some of the changes introduced by GDPR:

 

  • Increased territorial scope, as GDPR will apply if either the controller, processor or data subject* is in the EU.
  • Penalties of up to €20 Million for organisations in breach of GDPR.
  • Consent is required for the use of personal data and this consent can be withdrawn.
  • Breach notifications are mandatory if a breach in data protection occurs.
  • Increased rights for data subjects to obtain confirmation of whether their data is being processed, where and for what purpose.
  • Increased rights to have personal data erased and any processing of data halted, provided that it does not go against the public interest in having the data available.
  • The right for data subjects to obtain any personal data concerning them, which they may transmit to another controller.
  • Increased requirements for system designs, where data protection should be included from the onset of the design and the design must ensure that data is only held and used if absolutely necessary.
  • Increased record keeping requirements with mandatory appointments of Data Protection Officers for certain types of controllers and processors.

 

*Definitions:

  • ‘controller’ means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
  • ‘processor’ means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
  • ‘data subject’ means a living individual to whom personal data relates.

Tax Certificates Now Available via Employee Self-Service

At SimplePay we strive to create value for you by meeting your payroll needs in a simple and easy manner. With that in mind, we are thrilled to announce the launch of a new feature to make the tax year-end even easier for you – employees can now view their tax certificates via the self-service function.

This means that you can release P60s to your employees at the end of the tax year at the click of a button. Employees will be informed via email that their tax certificates are available on their employee self-service. You can also attach a PDF of their tax certificate in this email.

Please see the following help page for more information on the steps to enable and use this function.

Team SimplePay

Sparkling New User Interface Design!

We have officially launched our new user interface design!

We hope that you like our new look, which is designed to make it easier and quicker for you to find what you are looking for. The new user interface has a fresh and modern look and feel, with more user-friendly navigation. Of course, we haven’t lost sight of your needs and all the usual features and functions that you have come to expect with SimplePay are still there.

Take a moment to explore the new user interface design. You will discover:

Improved Navigation:

  • The tabs that were previously at the top of the screen have been moved to a menu on the left-hand side.
  • No more overlooking the actions on the right of the screen, as these now appear on the top of the screen when clicking on a menu item.

Shortened and more relevant terminology:

  • Submissions is now called Filing, and Payment Runs has been changed to Pay Runs.
  • Payment Frequencies has also been shortened to Pay Frequencies.

New icons:

  • The top-right hand corner of the screen has 2 new icons: the Help icon and the Profile icon.
  • The Help icon has the following options:
    • Help for this page: see help pages specifically for the screen you are on (if available),
    • General Help: navigate to our help site, where you can browse various topics.
    • Support: Contact the Support team or grant them view-only access from this screen.

  • The Profile icon has the following options:
    • Companies: This allows you to add, delete and switch between companies.
    • Billing: This shows you all your billing information.
    • User Profile: You can change your password here, or switch between roles if you have more than one role.
    • Manage Users: This allows you to add, deactivate and manage the users in SimplePay for your company, including changing their permission settings or role.
    • Logout: Keep your information secure by logging out of SimplePay when you’re done.  

Improved payroll screen:

  • The payroll screen is divided into 3 columns, making it easier to do payroll.
  • Adding a regular item is now done by clicking on Add next to Regular Inputs.
  • Clicking on Add next to Payslip Inputs lets you add a once-off item to this payslip only.
  • To view a previous payslip, add a payslip or change payslip dates, click on the date dropdown field next to Payslip in the last column.

Mobile responsiveness:

  • The new user interface also has improved mobile responsiveness. This will be developed further in the upcoming weeks.
  • Mobile responsiveness means that SimplePay is more compatible with mobile phones and tablets, allowing you to process payslips on the move.
  • Employees can more easily use their phones to access their payslips and make leave requests, without needing to download any apps.

We hope that you are excited about the new user interface. If you have any questions, please do not hesitate to contact us. Please also let us know what you think of our new look – all comments and feedback are welcome. We would also love to hear suggestions for new information or topics for our help site or blog.

Thank you for your ongoing support.

Team SimplePay