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

New Feature: Payslips Export

Being a SimplePay client means that you’re used to the benefits of a simple and efficient payroll system. But we’re always looking at ways to make your job even easier and faster. We heard your cries for a quicker way to download multiples payslips for an employee and are happy to announce that this is now available.

Our new Payslips Export report allows you to download a ZIP file with all the payslips within a specific date range for selected employees or pay points. For more information on how to generate this, head to our help article here.

This report makes the task of assisting employees with payslip requests much faster. Remember that employees also have the option to download payslips themselves using the self-service portal or app.

For any further questions, do not hesitate to contact our support team.

Not a SimplePay client? Want a payroll software provider that actually listens to their clients? Sign up for a free 30-day trial here to see just how simple payroll can be when using SimplePay.

Team SimplePay

New Feature: Give Admin and Leave Admin Users Read-only Access

Unlike many other payroll systems, SimplePay does not charge for or restrict the number of users on the system. This means that you can give system access to all the people that need it, whether this is a department head who approves leave, a payroll administrator who processes payroll or an external accountant who completes filing submissions. While our user settings already have a range of roles and restrictions that you can configure, we’ve had several requests for giving users read-only access to the system. 

We are delighted to announce that we’ve upgraded our permissions to enable you to give users read-only access, with extensive flexibility that lets you customise this on a company, pay frequency or pay point level. 

When adding a user, you can still select their permission role (e.g. Leave Admin) and restrict them to specific companies, pay frequencies or pay points. However, when restricting users with Admin or Leave Admin roles, you can select the type of access for each company, pay frequency or pay points, namely:

  • Full: gives the user full access to the areas of the system as defined by that particular role
  • Read-only: gives the user read-only access to the areas of the system as defined by that particular role
  • None: gives the user no access

For more information on setting up users with read-only access, refer to our help article here.

We hope that you love the new feature! Please reach out to us if you have any trouble setting up users or if you have any further questions.

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

System Updates for PRSI Changes

As we prepare to enter a new tax year, we’d like to remind you that there is no need to do any manual changes to the system. Following the budget speech on 14 October, SimplePay has made updates on the back-end of the system for the change in PRSI income bands for those in class A. This means that you simply continue processing payroll as per normal. The SimplePay system will check your payslip dates and apply the correct band when determining PRSI contributions.

If you have already processed your payslips for 2021 in advance, there is a possibility that you finalised your payslips before the updates took place. If this is the case, we have sent out notifications to inform you that you need to unfinalise your payslips to unlock all calculations and then refinalise them with the correct PRSI figures.

The changes to the PRSI income bands for class A for weekly paid employees are highlighted below:

These changes have also been adjusted for employees who are paid fortnightly and monthly.

If you need any assistance, please do not hesitate to reach out to our Support team.

Team SimplePay

New Feature: Permanent Health Insurance

At SimplePay, we listen to our users. That’s why when you asked us to build functionality to accommodate the special tax requirements for permanent health insurance, that’s exactly what we did! In today’s post, we’ll provide a quick overview of permanent health insurance and show you how to add it to your employees’ payslips on SimplePay.

What is Permanent Health Insurance?

Permanent health insurance or permanent health benefit contributions are schemes which will continue to pay your employees’ income if they are absent due to illness or injury. Even better, using a Revenue approved scheme provider allows you to benefit from tax relief.

You can read more about the tax implications of these schemes on our help page here.

Adding Permanent Health Insurance to Payslips on SimplePay

When logged into SimplePay:

  •  Go to Employees and click on the name of an employee participating in the permanent health insurance scheme
  • Click on Add next to Regular Inputs
  • Select Permanent Health Insurance from the list of regular system items
  • From the Revenue Scheme drop-down menu, select whether the scheme you’re partaking in is “Approved” or “Unapproved”
  • Fill in the Employer Contribution and Employee Contribution fields
  • Click Save.

Easy as that! You should now be able to see the values you inserted under Regular Inputs, as shown below:

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.

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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

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

New System Items for Salary Sacrifices

Providing employees with bicycles as part of the Bike-to-Work scheme or travel passes for commuting to work can be great ways to offer tax-free benefits to employees while also encouraging more sustainable travel solutions. You may wish to recoup some or all of the costs associated with these benefits by offering employees a salary sacrifice. Our new system items simplify the process of correctly recording and reporting these salary sacrifices.

These new system items are set up to automatically reduce the gross pay that is reported to Revenue by the amount of the salary sacrifice for the period. The reduced gross pay also means that the salary sacrifice for the period correctly reduces the PAYE, USC and PRSI automatically calculated by the system, without you needing to manually set up a custom item for this.

The Bike to Work – Salary Sacrifice system item allows you to spread the salary sacrifice over multiple pay periods, since these are usually large once-off purchases. You can record the total value of the benefit that needs to be recouped through a salary sacrifice and how much of this will be recouped on each payslip. The system will then automatically keep track of the balance that still needs to be recouped in forthcoming pay periods.

For information on how to use these system items, refer to the following help pages:

More information on the concepts of Bike to Work, travel passes and salary sacrifices can be found in the following articles:

We hope these new system items make your payroll processing even easier.

Not a SimplePay client but want an easy-to-use payroll software solution that is tailored to Irish payroll legislation? We offer a free 30-day trial that allows you to see just how simple payroll processing can be. You can learn more and sign up here.

Team SimplePay

Claims Request Expanded to Include Employee Hours Worked

Last month we brought you a new feature that allows employees to submit certain claims via the self-service portal (refer to our 6 August blog post). We have now expanded this functionality to include Basic Salary inputs for hourly paid employees.

Hourly paid employees can now submit their hours worked for the month*, which will then need to be approved by the approver for claims. Once approved, it will automatically be added to the next draft payslip for the employee.

As with all types of requests, employees and approvers can attach supporting documentation (in this instance, it may be a signed time sheet) or leave comments.

*Note: Payroll administrators will first need to allow Basic Salary inputs via self-service before this option is available to employees.

For more information on this functionality, refer to the following help article:

Employee Claim Requests

Not a SimplePay client? Our self-service portal allows employees to view payslips and tax certificates, update their personal information and submit leave and claims for payslip items. It’s one of the many features that makes payroll with SimplePay so easy. Not convinced? We offer a free 30 day trial that lets you try out our system to see if it suits your payroll needs. You can sign up for the trial here.

Team SimplePay