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!

Want to set a minimum leave balance for employees to maintain in preparation for the annual shutdown of your company? Sure thing!

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

 

We’re Making It Easier to Identify Draft Documents

Getting confused between the draft payslips that you saved to your computer and the finalised payslips that you gave to your employees?

To make it easier for you to keep track of versions of your documents, we have added a stamp  to the draft version of the following documents:

  • Payslips
  • Monthly EMP201s
  • UIF declarations

To remove the stamp, simply finalise the document by clicking on the Finalise button or link for the document.

For more information on the processes for generating these draft documents, refer to the following help pages:

Let us know if there are any other features you would like to see on the system – we’re always looking for ways to make payroll better for you!

Your App can now Integrate with SimplePay!

After several requests for integration with other systems, we are happy to announce that we have built a SimplePay API!

 

If you’re a non-technical person, just think of an API as a way for other systems to talk to our system. For example, an HR system that wants to sync employee info to payroll, or a time and attendance system that wants to automatically send hours worked through, can do this via an API. If you’ve ever wished SimplePay could integrate with another HR or time and attendance system in this way, get in touch with them and tell them about our API.

 

If you are a developer and have been interested in SimplePay integrating with your system,  take a look at our Developers page.

 

Our API allows you to:

  • Obtain information about the company and all employees, pay points and pay frequencies within the company.
  • Create, update and delete employees.
  • Access payslips for employees.
  • Create or view calculations on a payslip.
  • Access monthly reports, such as a Transaction History Report.
  • Record leave and obtain leave balances.

 

We hope that you are excited about the launch of our API. We’re just getting started, so be sure to let us know what functionality you’d like to see in the API in future.

2018 Employer Annual Reconciliation Filing Season

The 2018 Employer Annual Reconciliation filing season is now open. SimplePay automatically generates the IRP5s / IT3(a)s and EMP501 needed for year-end filing with SARS and these are now available for the 2018 filing season.

You will have until 31 May 2018 to submit your Annual Reconciliation Declaration (EMP501) for 1 March 2017 – 28 February 2018 to SARS. This can be done via eFiling or the [email protected] application. You may need to update your [email protected] application to the latest version, 6.8.3. This can be done here. Please remember to back up your current information on your computer before installing a new version of [email protected]

For more information about the bi-annual filing process, refer to this help page. We also have a useful guide to take you through it step by step. The guide contains an important checklist which will help you eliminate unnecessary validation errors when trying to upload files to [email protected]

In preparation for this filing season, we have done some system updates to further simplify the process for you:

  • Pre-validation updates:

We have added additional pre-validation measures to identify data errors are before filing with SARS.

  • Consolidated IRP5s / IT3(a)s

After liaising with SARS, we have updated the way we generate tax certificates for employees who are terminated – any information on once-off payslips created after their termination date are added to the tax certificate generated for their service period if the once-off payslip date falls in the same tax year.

As always, please feel free to contact us at [email protected] if you have any questions.

Team SimplePay

Travel Allowance Updates Effective March 2018

As of the 2018/2019 tax year, the treatment of travel allowances where employees are reimbursed per kilometre travelled for business has changed. 

Previously, the travel allowance was not taxable on the payslip, irrespective of the amount per kilometre reimbursed. However, the travel allowance may have been taxed on assessment.

From 1 March 2018, if an employee is reimbursed at a rate above the prescribed rate, the portion above the prescribed rate is taxable on the payslip. The prescribed rate for the 2019 tax year is R3.61 per kilometre.

There are no changes to the way that you capture the reimbursement on a payslip on SimplePay. We aim to keep you compliant with SARS and therefore SimplePay has been updated to take these rules into account. The system will automatically split the travel allowance into the taxable and non-taxable portion, based on your inputs.

Please note that due to this change, the reporting codes for reimbursive travel allowances used on the IRP5 have also been updated by SARS.

For more information on this, refer to the following help page.

Tax Certificates Now Available via Employee Self-Service

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 IRP5s/IT3(a)s 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 note: you can only release final year-end IRP5s/IT3(a)s to employees i.e. interim IRP5s/IT3(a)s for the first 6 months of the tax year cannot be released to employees.

Please see the following help page for more information on the steps to enable and use this function.

Team SimplePay

UIF Exclusion Update for Learners and Employees who Repatriate

With effect from 1 March 2018 and in accordance with the Taxation Laws Amendment Act of 2017, the following employee categories must no longer be excluded from contributing to UIF:

  1. Learners employed in terms of section 18(2) of the Skills Development Act
  2. Employees who intend to repatriate (return to their country of origin) at the end of their working period in South Africa.

 

This means that both (1) Learners and (2) Employees who intend to repatriate, must contribute to the Fund from 1 March 2018.

NB: The aforementioned categories of employees must contribute to the Fund, but will not be entitled to claim a benefit until the Unemployment Insurance Amendment Act changes become effective.

Updates in SimplePay for the 2018/2019 Tax Year

As we enter the new tax year on 1 March, we’d like to remind you that there is no need to do a manual year end as in other payroll systems – simply continue processing payslips into the new tax year.

 

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.

In addition, our system has already been updated in order to ensure that you are always compliant. We are pleased to inform you that as from 1 March 2018, your payroll will automatically meet all the requirements for the 2018/2019 period, as announced in the 2018 Budget Speech on 21 February 2018. If you are still processing payroll for the 2017/2018 tax year, the old tax tables will still be used, as you’d expect.

Here are some of the most important changes that you will see in your payroll for the coming year:

2018/2019 Tax Rates

As expected, the tax rates and rebates for individuals changed to accommodate inflation.

Taxable Income (R) Rate of Tax (R)
0 – 195 850 18% of taxable income
195 851 – 305 850 35 253 + 26% of taxable income above 195 850
305 851 – 423 300 63 853 + 31% of taxable income above 305 850
423 301 – 555 600 100 263 + 36% of taxable income above 423 300
555 601 – 708 310 147 891 + 39% of taxable income above 555 600
708 311 – 1 500 000 207 448 + 41% of taxable income above 708 310
1 500 001 and above 532 041 + 45% of taxable income above 1 500 000

The tax threshold has also increased from R75 750 to R78 150 because the primary rebate has increased from R13 635 to R14 067.

Medical Aid Tax Credit

The medical aid tax credit has increased as follows:

  • The tax credit for the main member and first dependant has increased from R303.00 to R310.00 per month.
  • For every additional dependant, the tax credit has increased from R204.00 to R209.00 per month.

Subsistence Allowance

The ‘tax free’ portion for the subsistence allowance** has increased as follows:

  • The allowance for incidental costs within South Africa has changed from R122.00 to R128.00.
  • The allowance for meals and incidental costs within South Africa has changed from R397.00 to R416.00.

**It is important to note that the subsistence allowance is only a guideline provided by SARS and is not legislated.

Travel Allowances

  • The rate per kilometer for reimbursive travel allowances has increased to 361 cents.
  • The rates per kilometre which may be used in determining the allowable deduction for business travel against an allowance or advance where actual costs are not claimed, are outlined in the following SARS table:

If you have any questions relating to the above changes, you are welcome to email us at [email protected] to assist you with these queries.

The SimplePay Team

Sparkling New User Interface Design!

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:

Improved Navigation:

  • 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.

New icons:

  • 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.

Mobile responsiveness:

  • 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.

Team SimplePay

Add Supporting Documents to Self-Service Leave Requests

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