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.
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!
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.
- ‘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.
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.
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:
- 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.
- 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.
- 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.
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:
The standard rate income tax band for all earners increased by €750. This will be reflected in your employees’ P2Cs.
The 2.5% rate of USC was reduced to 2% and the 5% rate of USC decreased to 4.75%
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.
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
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.
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
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