Revenue End of Year Notice

Revenue released an end of year notice which you should have received on Friday 23 November 2018. This end of year notice serves as a reminder of the PAYE Modernisation project and its consequences, as well as some additional information and reminders that Revenue wants you to be aware of. Here is a summary of the most important parts of the notice, most of which we have already discussed in previous blog posts:

  • No further P2Cs will be issued from 30 November 2018. These will be replaced by RPNs from 1 January 2019.
  • To ensure that you are ready for PAYE Modernisation, you must ensure that you:
    • have registered all of your employees with Revenue,
    • checked you have the correct Personal Public Service Number (PPSN) for all employees. Employers can use the PPS number checker in ROS to confirm the correct PPS number for employees or pensioners,
    • operate the Revenue deduction instructions for each employee (on the P2C up to end-2018 and on the RPN from January 2019),
    • have complete payroll data, which is accurate and up-to-date,
    • have all required information on employee pay, including notional pay, on a timely basis and in the correct format to payroll; and
    • have an active ROS digital certificate on the computer you use to run your payroll.
  • You should review your ROS digital certificates to ensure that they have not expired.
  • You should review your sub-users’ digital certificate permissions for appropriate permissions.
  • Forms P45, P46, P30, P35 and P60 will be abolished after the 2018 tax year.
  • Payment due dates to Revenue remain unchanged in 2019.
  • USC rates and thresholds will change with effect from 1 January  2019.
  • For the 2019 tax year, if an employee is expected to exceed the USC threshold but their RPN states that they are USC exempt, you should advise the employee to contact Revenue to have their RPN updated.
  • Rates for Emergency Tax and the legal basis for applying Emergency Tax will change effective 1 January 2019.
  • For the 2018 tax year, employers must ensure that the correct PPSNs as per the P2Cs are used for employees.
  • Revenue’s 1890 LoCall phone system has been replaced by standard telephone numbers.

A Sneak Peek at PAYE Modernisation Changes

As you’re aware by now, it will be mandatory for businesses across Ireland to start complying with PAYE Modernisation from January 2019. Under these new processes, there will be no change to the way that PAYE is calculated, only the way that this information is reported to Revenue. Being a client of SimplePay means that you do not have to face these changes alone. After extensive research, consultations with experts and developing our plan of action, the SimplePay team continue to work hard to ensure that you will be compliant.

So what kind of changes can you expect on the system? While there may still be some tweaks and changes after our final testing phase, here is a sneak peek of some of the functionality that we have been working on:

  • As part of employer authentication, each employer will be given a ROS digital certificate and a password by Revenue. A new ROS Authentication page will be available on SimplePay where you can upload your certificate and view its validity.

Please note: This will work slightly differently for payroll and accounting firms that manage payroll on behalf of multiple companies, as a single agent certificate can be used for all companies. More information on this will be provided in the future.

  • To avoid being taxed on an emergency basis, clients previously needed to upload a P2C for an employee. With PAYE Modernisation, a P2C is replaced by an RPN. This is generated by Revenue and can be retrieved with the click of a button from the usual tax information screen on SimplePay.

  • The SimplePay system will regularly update the RPN information for employees automatically. If the tax information for an employee has been updated before the regular automated RPN update has occurred, you can request the system to fetch RPN information from Revenue from the same tax information screen.

  • The P30 will be replaced with regular online submissions for each pay period. This will still be done from the Filing section in SimplePay.

As you can see from this sneak peek, the new PAYE modernisation functions are being built with the same user-friendliness that you have come to expect from SimplePay. However, we understand that change can be overwhelming. To support you through these changes, we will be releasing a guide on how to use the new functions on the system before the changes go live. Our help site will also be updated for you to refer to should you need it.

We look forward to supporting you along this journey into a new era of modern, convenient and even simpler cloud-based payroll.

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.