New Feature: Employee Leave Expiration

Introducing the latest system expansion from the SimplePay team: employee leave expiration for leave days carried over.

With our aim to give you the ultimate payroll experience, you can now customise your leave settings even further by specifying how long leave carried over from a previous
leave cycle remains valid for. For example, you might have a policy that any unused leave from 2019 may carry over to 2020, but if it is not used by the end of June 2020, it will expire and be forfeited.

This is usually done to ensure that your employees’ leave does not excessively accumulate. In addition, by prompting employees to take their leave in due course, it leads to increased employee well-being which has long-term benefits for both employees and the company. Before implementing this on the system, ensure that it aligns with your company’s leave policy and your employees’ contracts to avoid any labour disputes.

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To make use of this new feature on current policies, follow these easy steps:

  1. Go to Settings > Leave.
  2. Click on View next to the leave type that you wish to edit.
  3. Under Available Entitlement Policies, click on View next to the entitlement policy that you wish to edit.
  4. If the Allow leave to be carried forward to next cycle? checkbox is set, there will now be an additional line that appears under it.
  5. In the new field , enter the number of months that leave must be held for before expiring.
  6. Click Save.

If you are creating a new leave policy, you will be able to follow the same process when creating the entitlement policy.

For more information on creating and editing leave entitlement policies, head over to our help page here.

Team SimplePay

Small Changes Can Make a Big Difference

Sometimes small changes make a big difference, so you may spot some modifications that we have made to leave.

  • A new report

We have added a new report called Leave Days Report. This report shows the specific days that employees have taken/will take leave for the specified leave type and period. It complements our current Leave Report, which shows you the total number of leave days taken during the period, made up of the individual days shown on the Leave Days Report. This added leave report will simplify your payroll duties, as you can confirm leave dates with employees or managers. It is also useful in the management of employees and communication with other departments.

  • Visual tweaks to entitlement policies

We have made it clearer to see whether or not an employee is on the default company leave policy. When going to an employee’s profile and clicking on Leave > Entitlement Policies > Edit, (company default) will now display next to the leave policy if the employee is on the company’s default policy. In addition, we have updated the heading to display as Active Entitlement Policies.

You can still see the company default policy by going to Settings > Leave > View (next to the leave type) and scrolling to the bottom. However, we have changed the heading to Active Entitlement Policies (company defaults) to align with the changes made in the employees’ profiles.

We hope that these small changes will make a big difference in your payroll experience. If you need any help with leave management, refer to our help page here. For more information on reports, click here.

Team SimplePay

New Feature: More Leave Functionality

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.

Team SimplePay

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.

Leave Take-Ons: New and Improved

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

Getting Started with Employee Self Service

Here at SimplePay, we believe that taking leave and getting paid should be the least stressful work related things that your employees can do. In the past, however, this hasn’t always been the case, mostly because of all of the red tape and paperwork involved in collecting payslips, and requesting and approving leave.

In our mission to make your payroll experience as simple as possible, we decided to address this issue by including a convenient and easy to use leave requesting and approval system. Your  employees will never have to be late for the holiday of a lifetime because their leave didn’t get approved in time. Check out the rest of the post for more information on how you can make your life easier by using employee self service.

Once you’ve logged into SimplePay, click on the Employees tab and then select Manage Self-Service on the right side of the page.

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This will bring up a page displaying all of the employees in the company, with blank spaces in which you can fill in their E-Mail addresses. Go ahead and fill these in for all of the employees for whom you want to enable self-service, after which you can tick the Enabled box. After you have done this you can click on the Save button, which will send emails to everyone on this list, requesting them to create an account that they will be able to use to check payslips and request or approve leave.

The next step in this process is to go to Manage Leave Settings in order to set up your organisation’s approval groups.

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The first step will be to click on Add Group. This will allow you to tell SimplePay who will be applying for leave, and who will be approving it. When setting up who requests will be approved by, you will need to choose from one of four options for each group:

  • Single Approver – This person holds all the power. All requests get approved by them and them alone.
  • Any of – If at least one person on this list approves the leave, you’re good to go.
  • All of – Every single person on this list has to approve the leave request for it to be approved.
  • All in order – Each person on this list will be notified of the leave request only if the person before them in the list approved it.

Once you have selected which of these modes you want, you can click on the plus icon, select somebody from the list and then click Add. Repeat this process for each leave approver. Specifying who will request leave for this group works in the same way. Click on the plus, select the name and then click Add. Easy. To make things even simpler, if the whole company will be using the same leave approver(s), you can just select the company name from the drop down menu.

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Believe it or not, that was the hard part. From now on, your employees will be able to log into their own SimplePay account in order to view or download any payslips they have available or to submit leave requests.

To put in a leave request, employees can simply click on Requests and then Submit Leave Request. From there they can just select the days of leave that they want to request as well as the type of leave before clicking Confirm. After this there will be an option to record a personalised message that will be seen by whoever is approving the leave.

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As soon as they click Save, an email will be sent to the appropriate leave approver(s), notifying them of the request.

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This email will contain a link to the Approval tab, which will allow yourself or the appointed employee to either approve or deny the request, along with a comment.

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So there it is. Getting the go ahead for that dream get-away has never been easier. If you can think of any way that we can make this process even simpler, please feel free get in touch with us and let us know.

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