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

A New Year – You’re Still Compliant

With the new tax year underway since 1 January, we’d like to reassure you that our system has been updated to ensure that you are always compliant with legislation. There is no need to do any manual updates as in other payroll systems – simply continue processing payslips into the new tax year. Your payroll will automatically meet all the requirements for the 2018 period, as announced in the 2018 Budget on 10 October 2017. If you are still processing payroll for the 2017 tax year, the old tax rules will still be used, as you’d expect.

 

Here are some of the most important changes that you may see in your payroll for the coming year:

Income Tax:

The standard rate income tax band for all earners increased by €750. This will be reflected in your employees’ P2Cs.

USC Rates:

The 2.5% rate of USC was reduced to 2% and the 5% rate of USC decreased to 4.75%

PRSI Rates:

The National Training Fund Levy (NTFL), collected alongside Employer PRSI for Classes A and H, increased by 0.1%. This means that the total employer PRSI contribution rates for Class A employees increases from 8.5% to 8.6% for employees earning €38 – €352, and from 10.75% to 10.85% for employees earning in excess of €376.

 

When you need to do your filing, the correct period will automatically be used and the relevant documents will be generated. For more information, please see our help site.

We will soon send out a year-end filing guide to assist you with submitting your P35 to Revenue and issuing P60s to your employees. Alternatively, you can consult our help site for more information.

If you have any questions relating to the above changes, you are welcome to contact us to assist you with these queries.

Team SimplePay

Add Supporting Documents to Self-Service Leave Requests

You asked and we delivered! We have expanded the self-service functionality so that employees can add documents when they request leave. Now employees can attach doctor’s certificates, birth and death certificates, or any other supporting documents to leave requests with ease.

To find out how to add documents as an employee, read more on this help page.

Leave approvers can view these documents without needing the employee to hand them to each person directly.

To find out how to view documents as a leave approver, read more about it on this help page.

Just another way that SimplePay is working to make payroll simpler for you!

The SimplePay Team

Enhanced Insight into Employee Tax History

We’ve just added a small but incredibly helpful feature to the system: effective dates for tax information, e.g. information that comes from P2C files.

How is this useful? In exceptional circumstances, Revenue may issue an updated P2C in the middle of the year. This may be to correct the tax credit or for other reasons. Difficulties may come in a few months down the line, when there’s no record of exactly when the new P2C came into effect, and indeed what the changes were.

We now record an effective date and keep track of the previous values for the above cases. This will enable you  to troubleshoot tax queries related to updated P2Cs with ease.

For more information, read about it in this help article.

Accounting Splits Made Easy

We’ve listened to your suggestions and are thrilled to launch our long-awaited Accounting Splits feature.

Now you can create groups of employees (known as Accounting Splits) based on your expense-tracking needs, and split payroll items according to how you wish to account for the various expenses associated with each specific group e.g. Directors. The Accounting Splits feature gives you more insight into your payroll expenses, promising to save you time and increase your efficiency.

The impact of the Accounting Split can be seen in the Accounting Info report, which shows the effect of the split across the various expense and liability amounts for the payment run – useful for reporting purposes.

In the past, our accounting reports only reflected a single total per payroll item making it difficult to identify expenses for specific employee groups e.g. Directors.

This new functionality also lets you map the payroll items for a particular Accounting Split, according to your company’s structure and needs, before posting the information directly to your journal in your accounting system.

If I’m a Xero user, how  do Accounting Splits differ from tracking categories?

  • Tracking categories let you see how different areas of your business are performing and can be used to keep track of cost codes – our accounting report will reflect payroll items lumped under one figure, but Xero will allow you to split accounts by tracking category.
  • In contrast, Accounting Splits will split figures on our accounting report as per the groups you created. When posting to Xero, you will be given the option to post to different accounts, based on the group.

More information about setting up Accounting Splits can be found on our help site.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

Leave Take-Ons: New and Improved

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.

The SimplePay Team

New Roles and Permissions

Another exciting new feature has just gone live!

In response to requests from many clients, we have increased the number of roles that you can assign to users on the system, each of which has a different set of associated permissions that determines what the user can see and do on the system.

Previously, you were only able to restrict the access of users to certain companies / payment frequencies / pay points. You will now still be able to do this… and more! There are now three possible roles that you can assign to a user: Admin, Leave Admin and Approval Only.

All existing users on the system will, by default, be assigned the Admin role. Therefore, they will still be able to do exactly what they were able to do in the past. Additionally, any restrictions to companies / payment frequencies / pay points that you had previously put in place, will still be in effect.

The two new roles – Leave Admin and Approval Only – were designed to make your life easier and give you more flexibility. For example, you can assign the Leave Admin role to someone who only administers leave but should not have access to any salary information, or someone who should only be able to approve leave / info update requests, can be assigned the Approval Only role.

However, if you have no need for these new roles, you can ignore these changes and continue as you did before – with all users having the Admin role.

If you would like to read more about the new roles that we have introduced, you can click here. Additionally, you can find more general information about managing users by clicking here.

Please note: this new feature has necessitated some terminology changes on the system: previously, we used to talk about multiple “roles” that could be associated with an email address. However, now we will refer to multiple “users” being associated with that email address. More information about multiple users is available here.

As always, your feedback will be highly valued, especially since we are considering adding more roles in the future.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

New Look Payslips

You spoke… and we listened! We have received lots of feedback regarding our payslip design and numerous requests for an updated version.

Therefore, we are very pleased to announce the introduction of a new look payslip. We trust that you will find this new format fresher and more up-to-date.

All new companies added after 26 July 2017 will automatically have the new payslip format. However, you will be able to switch a newly added company back to the old payslip format by going to Settings > Payslip Settings and ticking the box next to Use old format (Version 1).

Additionally, all existing clients will be able to switch individual companies created before 26 July 2017 to the new payslip format in a similar way – by going to Settings > Payslip Settings and ticking the box next to Use new format (Version 2).

Alternatively, if you are a user with multiple companies, you could contact our support team to request the activation of the new payslip design for all the companies in your profile.

Here is a sample of the new design:

All the existing payslip features and settings will still be available; for example, if you want to use self-sealing confidential stationery, that is still possible.

If you have any questions, you are welcome to email us at [email protected] to assist you.

The SimplePay Team

Lots of New Features

We are very excited to tell you about all the useful features we’ve developed over the last few months.

Brand new leave system

The new functionality includes the ability to allocate employees’ leave entitlement upfront by simply checking a box. Also, you will be able to create custom leave types so that our system can better mirror what is happening in your business.

Posting to Xero via bill

We have expanded our integration with the beautiful Xero accounting software. The functionality of posting to Xero via bill will allow you to post your Euro payroll to a bank account that’s in another currency, e.g. USD.

Expanded employee self-service functionality

Your employees can now use our Info Update Request feature to request changes to their personal information such as banking details. You can then simply click to approve the request, and the information will be updated.

Importing clocking data from Deputy

You can now import clocking information from Deputy directly into our system by downloading a CSV file from Deputy.

New help site

If you click on any of the links above, you will be directed to our expanded and comprehensive new help site. Many users have already found it to be very useful and informative – for both background on payroll concepts and system usage.

We trust that all of this will make your payroll processing even simpler and, as always, we value any feedback you might have.