Providing employees with bicycles as part of the Bike-to-Work scheme or travel passes for commuting to work can be great ways to offer tax-free benefits to employees while also encouraging more sustainable travel solutions. You may wish to recoup some or all of the costs associated with these benefits by offering employees a salary sacrifice. Our new system items simplify the process of correctly recording and reporting these salary sacrifices.
These new system items are set up to automatically reduce the gross pay that is reported to Revenue by the amount of the salary sacrifice for the period. The reduced gross pay also means that the salary sacrifice for the period correctly reduces the PAYE, USC and PRSI automatically calculated by the system, without you needing to manually set up a custom item for this.
The Bike to Work – Salary Sacrifice system item allows you to spread the salary sacrifice over multiple pay periods, since these are usually large once-off purchases. You can record the total value of the benefit that needs to be recouped through a salary sacrifice and how much of this will be recouped on each payslip. The system will then automatically keep track of the balance that still needs to be recouped in forthcoming pay periods.
For information on how to use these system items, refer to the following help pages:
We hope these new system items make your payroll processing even easier.
Not a SimplePay client but want an easy-to-use payroll software solution that is tailored to Irish payroll legislation? We offer a free 30-day trial that allows you to see just how simple payroll processing can be. You can learn more and sign up here.
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:
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.
We love innovating to make payroll simpler and our new self-service employee claims feature does just that.
Our employee self-service option was built to ease the administration burden that comes with payroll:
Employees can access historic payslips and tax certificates at any time without having to ask the payroll administrator to send it to them.
Leave requests allow employees to request leave and upload supporting documentation (such as medical certificates), saving you the hassle of having to remember to record leave or follow up with employees for their supporting documentation.
Info update requests allow employees to request changes to their basic information, ensuring that you have up-to-date and accurate information for employees.
Our new feature expands self-service to allow employees to submit inputs for the following payslip items:
Custom items, with the Input Type as “Once-off for specified payslips”, “Different on every payslip”, “Hourly rate * factor * hours” and “Custom rate * quantity”
Employees can enter the amounts that they wish to claim and upload supporting documentation. An approver simply needs to approve the request. It will then be added to the employee’s next draft payslip without the payroll administrator needing to capture any of these payslip amounts. In addition to saving the payroll administrator processing time, it also takes the hassle out of verifying claims, since a separate approver (such as a direct line manager) can be set up for this purpose.
Note: As this is an opt-in feature (for now), you need to request it from our support team, at no additional charge. More information on how this feature works can be found on our help page here.
Not a SimplePay client but you want to use our self-service feature? Unfortunately this feature is 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.
You asked us for a way to help you remember to capture the necessary payslip items associated with employee terminations, and we’ve been listening. Introducing our newest feature: the End Service Checklist.
When ending an employee’s service on the system, there will now be a pop up if the employee:
has a positive leave balance that you need to pay out
has a savings balance that you need to pay out
has a loan balance that still needs to be paid
If you are capturing the termination and the employee only has the last payslip as a draft (i.e. prior payslips have been finalised), you can click on each item in the checklist to open the system item where action is needed.
More information on these topics can be found in the following help articles:
When capturing payroll from an employee’s profile, our approach has always been to display only the payslip items that impact nett pay directly. This makes it easier to view exactly what impact (if any) the payslip item has on the salary or wage that the employee actually receives.
To view other payslip items, like statutory employer contributions or benefits-in-kind, you can click on the Preview link to view the employee’s payslip. We are now delighted to introduce a new feature that allows you view these other payslip items without opening the payslip. Clicking on More next to the Preview link will display all the payslip items from the payslip on the screen.
On the left hand side of the screen, you will see all the items that appear in the payslip section that are used to calculate nett pay. On the right hand side, you will see the other payslip items that do not impact nett pay directly (i.e. they are not directly added or subtracted to get the nett pay – however, they could impact the nett pay indirectly by influencing the tax calculation, which impacts nett pay).
We hope this new feature for viewing payslip details faster makes payroll even simpler.
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 Actionspage to allow users to do the following for their employees in bulk:
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.
We are happy to announce that we have increased our bulk actions functionality to include bulk actions for once-off payslips. If you have multiple employees with once-off payslips and need to add items to these payslips, you can now do so in bulk by going to Employees > Bulk Actions.
From here, you can select either Payslip Inputs or Clocking Imports. Then click on Switch to once-off payslips and capture your data accordingly. Please take note of the following:
Payslip Inputs: As always, only once-off items (i.e. no regular items) can be added to once-off payslips.
Clocking Imports: Only custom items with Payslip Inputs are supported for this method.
To read more about these functions, the following help pages are available:
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.
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.
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.