Self-Service Employee Claim Requests

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:

  • Expense claims
  • 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.

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

New Feature: End Service Checklist

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:

Please note: Expansion of this feature is in our pipeline. At this stage, this new checklist only works for:

  • employees terminated individually, not in bulk.
  • positive balances (i.e. if an employee’s leave balance is a negative, then it will not appear on the checklist).

We hope this new feature is everything that you imagined it would be, and more!

If you need assistance with any of these payslip items, please contact us.

Team SimplePay

Improved Functionality for Deleting Leave Requests

At SimplePay, we believe in continuous improvement and are therefore committed to refining and enhancing the system to better suit your needs. With that in mind, we have made tweaks to our leave functionality to improve the deleting of leave requests. We’d like to highlight some of these changes:

  • In addition to payroll administrators and leave admins, previously approved leave requests can now also be deleted by any leave approver that is part of the employee’s approval group.
  • Where the payslip for the period when the leave dates occurred is unfinalised, the leave request will immediately be deleted in its entirety when clicking on Delete
  • Leave requests with leave dates that fall during a pay period with finalised payslips will result in the opening of a new screen when clicking on Delete. From this screen, you can
    • see which of the leave days cannot be deleted as they impact the pay on a finalised payslip, and which of them can be deleted;
    • directly open the payslip where the nett pay is impacted by the leave, if you have administrator rights in addition to being a leave approver; 
    • opt to delete leave in its entirety (the default) or superficially*.

*The Retain these leave dates? checkbox is used to indicate whether leave should be deleted in its entirety or superficially. If you leave the option unchecked, the leave request will be deleted in its entirety (the leave request will be deleted, the leave days will be removed from the calendar and the leave days will be added back to the employee’s leave balance). If you select the checkbox, the leave request will be deleted superficially (only the actual request will be deleted, but the leave will remain recorded in the leave calendar and the leave balance will still take into account the leave days recorded).

You can read more about deleting leave on our help page here.

We hope these improvements provide more useful information and a more enjoyable user experience. 

If you require any assistance, please reach out to our Support team here.

Team SimplePay

New Feature: Show More Payslip Info

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.

Team SimplePay

Updates to the Temporary COVID-19 Wage Subsidy Scheme

The Temporary COVID-19 Wage Subsidy Scheme provides financial support to employees affected by the COVID-19 pandemic. This scheme allows employers to pay their employees a non-taxable subsidy amount as well as an additional top-up amount. These amounts are subject to certain maximums based on the employee’s Average Revenue Net Weekly Pay (ARNWP), calculated based on the amounts submitted to Revenue for January and February 2020. 

For more information on the Scheme and how you can operate it through SimplePay, please visit our blog post here.

Since introducing subsidy measures, there have been a few changes in the rules and application. On Wednesday 15 April, the Minister for Finance announced further updates to the Temporary COVID-19 Wage Subsidy Scheme. These changes allow for employees with an ARNWP of more than €960 to now receive support under this scheme with effect from the 16th April 2020. Previously employees with an ARNWP higher than €960 were offered no relief in the form of subsidies.

From 4 May 2020, the Scheme will ensure that employers are informed by Revenue of the maximum subsidy amount payable per employee based on their ARNWP. It will also allow Revenue to refund employers a more accurate amount.

Additionally, from 4 May, employees whose ARNWP is less than €500 will also benefit from an improved subsidy amount.

Note: The subsidy will be tapered to ensure that the employee’s current net weekly pay (subsidy amount plus top-up amount) does not exceed the lesser of the ARNWP and €960 per week. Effectively, this means that employees whose usual pay amount has been reduced but is still above €960 are not eligible for the subsidy.

More information on the aforementioned changes be found on the Revenue website here.

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).

Pay Frequency Expansion

At SimplePay, we realise the importance of balancing simplicity with functionality that allows you to customise the system for your payroll needs. That’s why we’ve expanded our pay frequency settings to give you more flexibility to customise payment dates.

As most employers align their pay frequency end date with the payment date to employees, SimplePay based all calculations on the payslip end date, which you could customise for your business. The extension of the pay frequencies functionality caters for employers where there are significant differences between the payslip end date and the payment date (for example, an employee is only paid one week after their payslip date). You can now set a payment date that falls in the current, previous or following month (for monthly pay frequencies) or set a payment date relative to the payslip end date (for other pay frequencies). You can also edit the payment date for individual payslips.

This increased flexibility to tailor the system allows you to better align the tax, tax credits, tax cut-offs and year-to-date total calculations with your business practices. The payment date will also be used to determine in which submission and tax year the payslip will be included.

To specify a payment date:

  • Go to Settings > Pay Frequencies
  • Select the pay frequency to edit or add a new pay frequency. Editing pay frequencies will impact tax calculations, so this should be done with caution.
  • Select the checkbox Pay date is different to the period end date?
  • For monthly pay frequencies, specify the date of the payment in the current, previous or next month
  • For other pay frequencies, specify the relative payment date
  • Click Save when you are satisfied with the pay frequency set up.

For more information on pay frequencies, head over to our help page here.

Team SimplePay