Revamped Preview Page for Bulk Finalising Payslips

We understand the importance of capturing payroll correctly. Many clients spend countless hours downloading and reviewing the PDF draft payslips for employees before finalising them. We thought that there has to be a better way to review payslip information in bulk! Introducing our new and improved bulk finalisation page.

This newly improved page allows you to use various toggles to show or hide additional payslip information so that you can focus on the information and figures that you want to see, whether this is simply the nett pay for each employee or more detailed information like payslip inputs or payslip values. The recent activity for payslips is now more clearly laid out, which is particularly useful to review if your payroll is prepared by multiple users.

For more information on the various aspects of this page, please refer to our help page here.

Just another way that the SimplePay team is working to improve payroll for you! 

Not a SimplePay client but want a payroll system that makes you more efficient? Sign up for our free 30-day trial here and see just how simple payroll can be.

Team SimplePay

Week 53 Guidance for Non-Monthly Salaried Employees

Week 53 payments apply to employees that you pay on a weekly, fortnightly or four-weekly basis and whose final pay date of the year falls on 30 or 31 December. They arise every five or six years, due to the fact that a standard year has 52 weeks and one (1) day. 

This year has a week 53 scenario, so to ensure that your employees get tax credits and deductions and so reduce the amount of tax they pay, we’ve made this blog post to guide you on the steps to follow.

Weekly / Fortnightly Employees Whose Pay Dates Don’t Fall on Friday, 1 January 2021.

By week 52 of the tax year, an employee taxed on the cumulative basis has exhausted his or her annual allowances, tax credits and rate bands. This means that if week 53 continued to be taxed in the same way, your employees would experience a drop in their take home pay.

To get around this, the submission for Week 53 needs to be done on a week 1 basis for your non-monthly paid employees.

To do this, all you need to do on SimplePay is:

  1. Ensure you have the correct / latest RPN or the relevant employees; and
  2. complete your submission to Revenue for the relevant period.

Your employees will receive additional amounts of tax credits and rate bands, proportional to their pay frequency to accommodate the extra submission (e.g. an increase of 1/52 the value of the credits and deductions is provided for weekly paid employees).

Weekly / Fortnightly Employees’ Whose Pay Date Falls on Friday, 1 January 2021.

You are normally required to report your employees’ pay to Revenue on or before their pay date. However, if you pay your non-monthly paid employees on a Friday, the week 53 pay date falls on Friday, 1 January 2021, which is a bank holiday. 

Where an employee’s pay date falls on a bank holiday you’re allowed to pay your employees on the previous working day (i.e. Thursday 31 December 2020). If this applies to some of your employees, you must do the following:

  1. Ensure you have the correct / latest RPN or the relevant employees;
  2. Record the pay date as 1 January 2021 and NOT 31 December 2020
  3. Complete your submission to Revenue for the relevant period.

SimplePay will use the RPN to calculate the amounts due, based on the 2021 credit rates and rate bands. Because this allows the use of 2021 rates, the payment falls in the 2021 tax year and so it is not a week 53 payment.

Reminder for 2021 Payroll Submissions

At the start of each year the RPNs from the previous year will expire, meaning that for us to calculate your employees’ tax liability, we need you to create / request a new RPN for the new year. The default until this has been completed is to process tax on the emergency basis, so we would strongly recommend you do this before making any payments or submissions for 2021.

As we like to make your life easy, SimplePay allows you to do this as one single bulk action. All you need to do is sign into your SimplePay profile and go to:

  • Employees > Bulk Actions > Update RPNs.
  • Use the checkboxes next to the employees’ names to select which employees you wish to request an RPN for.
  • Click Create / Update at the top of the screen.

That’s it, you’re then ready to complete your first pay run of 2021. Easy! More information on this can be found on our help site page, linked here

We hope that you have found the above information useful. If you have any questions on how the information above relates to SimplePay, please feel free to contact us at [email protected]

Equally, if you are not yet a client of SimplePay but would like to be, or if you’d like to know how we can take the effort out of filing and calculating payroll, get in contact with us or visit our website: www.simplepay.ie

Keep well and stay safe.

Team SimplePay

Updated App: Version 2.0

As part of our vision to simplify and revolutionise payroll, we’ve focused on creating an enjoyable user experience and a payroll system that is easily accessible. The release of our mobile app in March this year meant that employees can now access their payroll from their phone at any time – they’re essentially carrying their payslips around with them wherever they go.

We’re happy to announce the release of Version 2.0 of the app, available to Android and iOS users. Version 2.0 includes more functionality which lets you:

  • Submit a leave request (employees)
  • View leave requests (employees and approvers)
  • Update leave requests with comments (employees and approvers)
  • Upload documents to leave requests (employees and approvers)
  • Approve or deny the request (approvers)
  • View leave balances (employees and approvers)

These updates to the app mean that processing leave is now even easier. Employees can log a sick leave request while in bed, or use their mobile phone to take photos of their medical certificate and upload it into the app. Approvers can then approve the request while sipping on their morning coffee.

This image has an empty alt attribute; its file name is Android1-640x1024.jpg
This image has an empty alt attribute; its file name is Android2-640x1024.jpg
This image has an empty alt attribute; its file name is Android4-642x1024.jpg

Not a SimplePay user but want your employees to have access to their payslips and leave from their phones? Unfortunately our app is only available to SimplePay users, but we offer a free 30-day trial for you to examine just how easy payroll can be with SimplePay. You can sign up for our trial here.

Team SimplePay

TWSS Reconciliation

Update 14 October 2020: Included clarification on which payslips are included in the TWSS Reconciliation CSV file.

The Temporary Wage Subsidy Scheme (TWSS) closed on 31 August 2020. Revenue will be conducting a reconciliation of the subsidy amounts refunded by Revenue to employers and the amounts of the subsidy that were paid to employees by employers to be completed.

The reconciliation will determine:

  • if any amount of the subsidy paid to the employer should be paid back to Revenue
  • if the company is entitled to receive additional payments from Revenue if they did not receive the full subsidy

The reconciliation will also allow Revenue to confirm the subsidy amount that was actually paid to employees so that Revenue can accurately calculate the Income Tax and USC liability for individuals that forms part of the End of Year review.

The reconciliation process consists of two phases:

Phase 1

The first phase in the reconciliation process is to submit a reconciliation report to Revenue by 31 October 2020. To do this:

  • Log into SimplePay, go to Reports and click on TWSS Reconcilation CSV – 2020. Please note that only payslips that meet the following criteria will be included in the report:
    • The payslip was submitted to ROS through SimplePay
    • The PRSI class for the employee was J9
    • The otherPayments COVID19 field was not included

Note: The OtherPayments field, introduced in mid April, enabled SimplePay to include the wage subsidy amounts in your submissions to Revenue (read more here). The TWSS Reconciliation CSV will not contain payslips submitted to Revenue after this field was introduced because these subsidy amounts have already been submitted to Revenue. The CSV provides Revenue with the wage subsidy amounts that were paid to employees that haven’t already been reported in your submissions to Revenue.

  • Then log into ROS to upload the CSV report. The steps for uploading the report is outlined in this Revenue document.

Phase 2

All active payslips submitted will be examined to determine the subsidy payable amount for each payslip based on the rules of the TWSS.

Following the completion of the stages, a Statement of Account will be sent to the employer’s ROS inbox.

If you have any questions about the Reconciliation Report, feel free to reach out to our Support team.

Team SimplePay

UI Tweaks for Profile Pages

We take our mission of simplifying payroll seriously! It’s why we believe that the small details matter. With that in mind, you may have noticed some slight changes to our user interface for profile pages, such as Companies, Billing and User Profile. These are the pages that you can access when clicking on the profile icon. 

We’ve made these changes so that you can more easily identify when you are working on your profile as opposed to within a specific company, eliminating any confusion around whether your changes will apply at a company or profile level. 

When working in a specific company, you’ll see the usual interface that you have come to know. When working on one of the profile pages, you’ll now see the following changes:

  • In the top left corner, you’ll now see the G-ref number for your profile or the page name, depending on which page you are on. The top bar has also changed to a darker colour to make it clear that you are working on the profile as a whole and not on a specific company.
  • The sidebar menu for the company that you were working in no longer appears. To return to the company, click on the link that says “Go back to <company name>” that appears in the top left corner next to the G-reference number of page name.

We hope you enjoy this small, but useful change to your user experience.

Not a SimplePay client but want a payroll software provider that cares about your experience? SimplePay offers a free 30-day trial that allows you to see just how easy your payroll experience can be. You can sign up here.

Team SimplePay

Employment Wage Subsidy Scheme

The Employment Wage Subsidy Scheme (EWSS), a COVID-19 relief measure, is effective from tomorrow (1 September 2020) is currently expected to run until 31 March 2021 (although provision has been made for a possible extension at a later stage). This scheme replaces the Temporary Wage Subsidy Scheme (TWSS) which comes to an end today (31 August 2020). 

If your business’s turnover has been impacted by COVID-19 and you require cash flow relief to pay employees, you may qualify for the new EWSS. The specific eligibility requirements for receiving the EWSS are outlined on our help page.

As a result of the changes discussed above, we have made adjustments to the system to assist you in making claims and to keep you compliant:

  • The Temporary COVID-19 Wage Subsidy Scheme system item on SimplePay can no longer be added to payslips dated after 31 August 2020. 
  • We have created a new system item called Employment Wage Subsidy Scheme which can be added to payslips dated after 31 August 2020. 

The new EWSS system item should only be added if you are a qualifying employer AND it should only be added to the payslips of qualifying employees. You need to evaluate eligibility on a monthly basis. Revenue may consider it an offence if you add it to payslips if the qualifying criteria have not been met for that period.  

Adding the new EWSS system item to an employee’s payslip will have no impact on an employee’s payslip or any of its calculations. However, it will be reported to Revenue when completing your submission for the pay period so that claims can be calculated and validated, since the subsidy amount depends on an employee’s earnings:

Employee Gross Weekly WagesSubsidy Payable
From € 151.50 to € 202.99€ 151.50
From € 203 to € 1,462€ 203

The total subsidy amount calculated for all employees as a result of these claims will then be paid out by Revenue on a monthly basis.

For more information on this scheme, head to our help page.

Team SimplePay

Ending Service on SimplePay

One of the demands that COVID-19 has placed on businesses is the need to be flexible in the number of staff under their employ at a certain period in time. We at SimplePay appreciate this and so the blog today is aimed at informing you on what you need to do to accommodate your situation through the system to ensure accurate submissions, enable employees to claim benefits and prevent unnecessary billing.

Employees Leaving your Company

Ending Employees’ Service

If for any reason, one or more of your employees are no longer able to work for your business and the Temporary Wage Subsidy Scheme (TWSS) is not a viable option, it is important to end their service on SimplePay for the following reasons:

  1. Ending employees’ service correctly provides them access to Pandemic Unemployment Payments (PUP) or social welfare benefits.
  2. SimplePay’s pricing model is based on the number of active employees on the system at the start of your monthly billing cycle. Therefore, if the employee is still active on the system when your invoice is generated, you will be charged for the employee even if no payslips have been processed for that employee. 

Information on ending an employee’s service is detailed in this help article, including the end service checklist and managing employee’s end service. You can also read more about our end service checklist in our blog from 25 June.

If you have several employees whom you have to end service for, you can do this in bulk as detailed on this help page.

Actions to Take upon Ending an Employee’s Service

The date which an ex-employee ceases to work for you needs to be recorded on SimplePay so to inform Revenue. Ending an employee’s service on a certain date, then finalising the payslips for the month in question means SimplePay will automatically include this employee’s end date on your submission to Revenue.

If whilst still under your employ, an ex-employee was sent invoice emails from SimplePay, the billing email list needs to be amended. To do this, click on the Profile Icon > Billing > Update Billing preferences and remove the relevant billing email(s). The same is true for any granted admin roles on SimplePay, where these rights should be deactivated for ex-employees.

Shutdown of Business

If lockdown or other reasons mean you need to close your business on a temporary or permanent basis, your intention on whether to reopen your business or not determines the appropriate actions to take.

Closing for a Period of Time

If it becomes necessary to close your business, but you intend to reopen, you should end the service for all employees. 

As you are charged per active employee, ending the service for your workforce means that you will not be billed until they become active again.

Permanent Business Closure

In the unfortunate event that you need to close your business permanently, the following steps  need to be followed:

  1. End Service for Employees and Submit to Revenue – as described under “Employees Leaving Your Company” (above), the employees’ service should be ended and this needs to be reflected on their regular submission to inform Revenue.
  2. Deactivate Admin Users on your Account – if you have provided administrative privileges to your company to any ex-employees, we would recommend that these are deactivated upon ending their service. To do this, click on the profile in the top right corner > Manage Users > Delete. Should you wish for an ex-employee to retain access, you can leave their access rights unamended.
  3. (Optional) Remove the Company From SimplePay – If you wish you can delete your company from SimplePay. We strongly recommend against this as it will mean you no longer have access to information assimilated on SimplePay, which might come in useful e.g. should you have any documents requested by Revenue. If you wish to delete your company, details of how to can be found here.

Closing Your Account on SimplePay

It may be the case that you have come to the decision to close your account on SimplePay. If you are sure that this is the right decision for you and there is nothing we can do to change your mind you will need to do the following:

  1. Get in touch with SimplePay at [email protected] and request they close your account. It would be greatly appreciated if in this email you include:
    1. The reason(s) for ending your SimplePay membership
    2. Method of payment used (direct debit / EFT etc.)

N.B.  SimplePay provides you with the option of freezing your account, meaning you can still access SimplePay for three months. This provides you with ample opportunity to ensure that there is not any information that you need which is still on SimplePay.  If though, you are certain that you have all the information you need, you can also opt to close your account with immediate effect.

  1. If there are any outstanding sums, these must be paid. If you are not in a position to do so, please advise us of this so that our billing team can engage with you to determine the best course of action.

We appreciate that this must be an extremely stressful and turbulent situation for you, with many hard decisions to make. If this is the end of your use of SimplePay, thank you for the support. We wish you well and hope that we will get the opportunity to work symbiotically with you again in the not-so-distant future. Should you have any questions on the above, please do not hesitate to contact us at [email protected].

Keep well and stay safe.

Team SimplePay

Employee Filtering Revamp

SimplePay has always taken a user-orientated approach to payroll. It’s why we focus on two things – building an outstanding product and providing quality customer support. In a nutshell, SimplePay is all about you – our clients! So when the requests came streaming in for an easier way to filter employers, we jumped right on it. Introducing our newly revamped employee filters.

Our new employee filters functionality gives you more options for filtering employees. Depending on what page you’re on, you can filter employees according to pay point, pay frequency or active / inactive status. All pages with filters also let you select employees individually or use the convenient search bar to find specific employees by searching for their name or employee number.

Filters have been added or revamped for the following:

  • Employee list (Under Employees)
  • Employee users (Under Employees > Self-Service)
  • The leave overview calendar (Under Employees > Leave Overview)
  • All bulk action options (Under Employees > Bulk Actions)
  • Bulk finalising payslips (under Pay Runs)
  • All reports (Under Reports)

Finding an employee or selecting only the employees that you need has never been easier! Go check it out and let us know what you think.

Not a SimplePay client but want a payroll system that is all about you, the user? The good news is that we offer a 30 day free trial that allows you to explore our system and see just how easy and stress-free payroll can be. Sign up is a breeze! You can find out more and sign up for a trial here.

Team SimplePay

New Process for Company Transfers

At SimplePay, the protection of your data and privacy is of utmost importance to us. With that in mind, we’re changing the way that we do company transfers. Our new 4-step process makes company transfers even more secure and gives you greater control over the process. 

Company transfers involve moving a company from one SimplePay profile to another. Transferring the company will change which profile owns the company on SimplePay and consequently which profile gets billed for the company.

It is important to note the following, which often causes confusion:

  • Ownership of a company on SimplePay is not necessarily related to the actual ownership of a business. When a new company is added to SimplePay, it belongs to the profile that the user was logged into when creating it. For example, a small business may be owned by an entrepreneur, but the company’s payroll is managed by an accounting firm. If the company was added to the accounting firm’s profile, the accounting firm is the owner of the company on SimplePay, even though they are not the owners of the registered business.
  • The need for company transfers must not be confused with the need for different users. If you need to give or revoke an individual’s access to a company, this can be done by adding or removing the individuals as users. (The exception being that you cannot remove the account owner i.e. the user with the email address used to create the profile that owns the company).

The following examples illustrate when company transfers are necessary:

  • A business’s payroll is managed by an accounting firm and the business now wishes to process their own payroll. The company on SimplePay would be transferred from the accounting firm’s profile to the business’s profile.
  • A business is sold. The previous owners should no longer have ownership of the company on SimplePay. The company on SimplePay would need to be transferred from the prior owner’s profile to the new owner’s profile.

If you have determined that a company transfer is necessary, you will need to follow our 4-step process for company transfers, which is outlined in the following help article:

Can I transfer a company to a different profile?

Not a SimplePay client but want to enjoy the benefits of secure payroll? Unfortunately our payroll system is only available to 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.

Team SimplePay

Updates to COVID-19 System Items

We have implemented two changes to our COVID-19 system items: Temporary COVID-19 Wage Subsidy Scheme and COVID-19 Employer Refund Scheme.

Temporary COVID-19 Wage Subsidy Scheme

Revenue has introduced a new field to the Payment Submission Request (PSR) for amounts paid to employees under the Temporary COVID-19 Wage Subsidy Scheme.

We have updated our system to incorporate this change. When adding the Temporary COVID-19 Wage Subsidy Scheme system item to an employee’s payslip (outlined in this blog post) the subsidy amount will be reported separately to Revenue. This is reflected in the Other Payments column in the Excel spreadsheet showing submissions to Revenue. Revenue has indicated that they may use this field when doing reconciliation later in the year for the subsidy payments made to employees.

To view the Excel spreadsheet, go to Filing > Regular submissions and click on the Excel link under the relevant period date.

 COVID-19 Employer Refund Scheme

The COVID-19 Employer Refund Scheme was applicable from the 15th to the 25th March 2020. To avoid errors in reporting, the system item for it was removed when the Temporary COVID-19 Wage Subsidy Scheme replaced the COVID-19 Employer Refund Scheme. However, we have made the system item available again for those employers who paid employees under this Refund scheme but did not finalise payslips and submit the information to Revenue. Please only use this system item if you made an actual payment to employees during the 15-25 March period. If the payment was made after the 25th March, you must use the Temporary COVID-19 Wage Subsidy Scheme system item.

To add the system item to payslips with a payment date in the 15-25 March period, go to the employee’s profile. Click on Add next to Payslip Inputs and select COVID-19 Employer Refund Scheme (obsolete).