SimplePay is all about you, our users. So when you asked for more power to customise the system to suit your payroll needs, we listened. We’re delighted to announce our latest feature – the ability to create custom items that follow the same tax and payroll rules as system items.
This new feature allows you to:
Create multiple items of a certain type:
Customise the names of these items. For example, you may want to differentiate between different types of commissions.
Map different versions of a specific type of item to different Xero accounts. For example, you may want to give an annual bonus to two different employees but you want one of them to be mapped to an account in Xero called “Director’s Costs” and the other to an account in Xero called “Employee Costs”. You can add the bonus to the payslips as two different items.
How does it work?
When creating a custom item (Settings > Custom Items > Add), there is now an option to select create a copy of an existing system item. Select the system item that you wish to use and give it a custom name. You can then add it to your payslips in the same way you would the system item of that type (Regular Inputs or Payslip Inputs).
Read our help page here for more information on creating custom items.
You were onto something! Thanks to your suggestions on ways of making SimplePay even greater, we are happy to announce our newest feature! While we have built our system on simplicity and compliance, we understand that sometimes you have unique needs. Our new feature therefore gives you the ability to add your own fields to an employee’s Basic Info screen.
Want to capture an employee’s nickname or cellphone number? Add a custom “Text” field.
Want to record the date that employees completed their orientation training? Add a custom “Date” field.
Want to record an employee’s marital status? Add a custom “Dropdown” field with options to select from.
You can now capture the information that you want, with added features coming soon!
To learn more about how this functionality works, head over to our help page here.
We’d love to hear from you if this feature enhances your payroll experience. In addition, if you have any trouble with this new feature or would like some further guidance, please reach out to our friendly support team who would be happy to help.
Revenue have made updates to the way agents are notified about an employer’s Statement of Account, additionally Revenue have also introduced Revenue Assessments from this year. These changes can be found in the Employer’s Guide to PAYE and are discussed below.
New procedures for agents relating to ROS Inbox Notifications
In our blog earlier this month we discussed that employers and / or agents will receive an email notification from Revenue when the Statement of Account is ready and available. Revenue will no longer be sending these Statement notifications to agents each month, this is to avoid issuing large numbers of emails to certain agents. Employers will still receive the Statement emails each month to the email address registered in ROS.
Revenue will generate the Statement of Account for every employer by the 5th of every month. Agents must ensure they check their ROS Inbox on the 5th of each month to view the monthly Statement of Account for each employer linked to them. Alternatively, the statements can be viewed by signing into ROS.
For more information on the Statement of Account and how to access it, please refer to our previous blog on the ROS Statement of Account.
Introduction of Revenue Assessment from 1 January 2019
From 1 January 2019, employers may be up for an assessment if they have not submitted a return for a month or have submitted a return which does not include the total deductions due.
We’re making it even easier for you to get the support that you need with the introduction of our live chat functionality. When logging into the SimplePay system, a new icon now appears in the bottom corner that allows you to initiate a live chat with our friendly support team.
This means that you can start a chat from any area in the system while capturing payroll and get the answers that you need. To send our support team a message, simply click on the chat icon and then click New conversation.
Then type your message and send. Please note that while we strive to minimise our response times, these may vary during peak times.
If the chat indicates that the team will only be back tomorrow, please do not hesitate to send us a message and we will respond as soon as we return in the morning. Alternatively, our comprehensive help site is also always available for more information.
If you have a longer query, you are of course still welcome to send this to our support team via email at [email protected]
Your first Statement of Account is produced by the Revenue computer system based on all payroll submitted with a pay date in January 2019. The Statement of Account contains a chronological list of all tax liabilities incurred, any amendments to these liabilities, all payments made in respect of these liabilities and the balance outstanding at the end of the period referred to in the statement. The Statement of Account for January will need to be submitted by 14 February 2019, with all subsequent submissions due on the 14th of the month following the payroll month.
Employers and/or agents will receive an email to the email address registered in ROS to inform you when the Statement of Account is ready and available. The statement will be stored in your ROS inbox as a .pdf document.
The ROS Statement of Account utility allows you to make payments for your returns using the following payment methods:
using your bank account
ROS debit instruction (if registered for this)
To access the ROS Statement of Account:
Log into your ROS account.
Go to My Services > Employer Services > Statement of Account.
3. Click on View/Accept
4. The statement will then be displayed.
5. Complete the Declaration and then click on Submit.
6. You will then need to sign off the submission using the password for your digital certificate.
6. You will now be able to make payment.
To learn how to make payments via the ROS Statement of Account utility, watch the video created by ROS here.
We thank you for your patience and support in this transition period. If you experience any technical difficulties with any of the new functionality or if you need any assistance in using it, please contact our support team who will be happy to assist.
Last week, we announced the release of Phase 1 of our major PAYE Modernisation changes – uploading of ROS Authorisation Certificates, which you can read about here.
As promised, we’re pleased to inform you that today we’ve released Phase 2: bulk retrieval of employee RPNs. As with the ROS Certificates, this is an important step in ensuring you’re ready to process payroll in 2019. This short and handy guide will take you through the steps of bulk RPN retrieval.
As part of this release, SimplePay will automatically retrieve RPNs once for the 2019 tax year for all employees that have a PPSN but no RPN. This functionality will soon be expanded to provide daily automated updates.
As always, if you have any queries or concerns around this new functionality and process, please feel free to contact our friendly support team who will gladly assist.
Over the past few months, we have been discussing PAYE Modernisation on our blog. The new functionality for PAYE Modernisation will be released in stages over the next 2 weeks. We are happy to announce the first release, which allows you to upload ROS Digital Certificates to SimplePay.
If you are unsure about obtaining these Digital Certificates, please refer to this guide provided by Revenue.
This is a very important process for PAYE Modernisation and all employers or agents (such as payroll bureaus or accounting firms) will need to do this before processing payslips in 2019. Without uploading these certificates, requesting RPNs from ROS and submitting payroll information to ROS is not possible.
To help you through this process, we have compiled a useful guide which can be downloaded here:
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.
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.