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

New Feature: Bulk Assign Leave Policies

Happy new year! We hope that 2021 brings you new opportunities, improved performance and overall success in all your endeavours. As always, we’ll support you with an efficient and effective payroll system. We’re kicking off the new year with a brand new feature – you can now assign leave policies to employees in bulk.

SimplePay’s leave functionality allows you to set a company default leave policy for all employees that are added to the system. You can then assign a different leave policy to employees if they are not on the default policy. Being able to assign leave policies now in bulk saves you time if you have many employees who are not on the company default policy. It is also useful for companies who do not have a single company default policy, but rather separate policies per pay point or pay frequency.

Once you have created your leave policies, you can assign them in bulk as follows:

  • Go to Employees > Bulk Actions
  • Click on Entitlement Policies under the Leave heading
  • Use the filters to select only those employees that are part of a specific pay point or pay frequency
  • Use the drop-down menus to allocate the leave policies for each leave type for each employee on the page. If all employees on the page are on the same policy, use the Copy first value down option to save you time.
  • Click Save

It’s as simple as that. For more information on leave management and bulk leave actions, refer to the following pages:

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

TWSS Reconciliation

Update 14 October 2020: Included clarification on which payslips are included in the TWSS Reconciliation CSV file.

The Temporary Wage Subsidy Scheme (TWSS) closed on 31 August 2020. Revenue will be conducting a reconciliation of the subsidy amounts refunded by Revenue to employers and the amounts of the subsidy that were paid to employees by employers to be completed.

The reconciliation will determine:

  • if any amount of the subsidy paid to the employer should be paid back to Revenue
  • if the company is entitled to receive additional payments from Revenue if they did not receive the full subsidy

The reconciliation will also allow Revenue to confirm the subsidy amount that was actually paid to employees so that Revenue can accurately calculate the Income Tax and USC liability for individuals that forms part of the End of Year review.

The reconciliation process consists of two phases:

Phase 1

The first phase in the reconciliation process is to submit a reconciliation report to Revenue by 31 October 2020. To do this:

  • Log into SimplePay, go to Reports and click on TWSS Reconcilation CSV – 2020. Please note that only payslips that meet the following criteria will be included in the report:
    • The payslip was submitted to ROS through SimplePay
    • The PRSI class for the employee was J9
    • The otherPayments COVID19 field was not included

Note: The OtherPayments field, introduced in mid April, enabled SimplePay to include the wage subsidy amounts in your submissions to Revenue (read more here). The TWSS Reconciliation CSV will not contain payslips submitted to Revenue after this field was introduced because these subsidy amounts have already been submitted to Revenue. The CSV provides Revenue with the wage subsidy amounts that were paid to employees that haven’t already been reported in your submissions to Revenue.

  • Then log into ROS to upload the CSV report. The steps for uploading the report is outlined in this Revenue document.

Phase 2

All active payslips submitted will be examined to determine the subsidy payable amount for each payslip based on the rules of the TWSS.

Following the completion of the stages, a Statement of Account will be sent to the employer’s ROS inbox.

If you have any questions about the Reconciliation Report, feel free to reach out to our Support team.

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

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