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.
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.
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.
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:
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.
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:
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.
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:
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.
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 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:
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.
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 fringe benefits, 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 calculation of another payslip item that impacts nett pay).
We hope this new feature for viewing payslips faster makes payroll even simpler.
We are happy to announce a new security feature as part of our ongoing commitment to protecting your data and helping you stay safe online. We already have the highest of security standards in place, and last year we introduced an optional 2-factor authentication feature to prevent access to your account if someone has your password. Now, our optional timeout feature allows you to choose how long the system can be left idle for before automatically logging you out of SimplePay.
With this new feature, if you forget to log out of SimplePay, the next person that uses that computer or electronic device will not have access to your account. This is especially beneficial to you if you share computers in the workplace, if you work on public computers or if you are concerned that someone will use your electronic device when you leave it unattended.
To access this feature:
Go to the Profile icon and select User Profile
Click on Lock screen after timeout
Select a timeout option:
If you select ‘Disabled’, you will not be logged out of the system, no matter how long a page has been left idle for.
If you select a time from the menu (e.g. ‘1 hour’), it means that the system will log you out if there has been inactivity for the time specified.
Just another way that SimplePay is helping you take care of your sensitive employee data.
As the year draws to a close, our holiday elves have been bustling behind the scenes to enhance your payroll experience, focusing on our QuickBooks integration. SimplePay integrates with both QuickBooks and Xero, allowing you to send your payroll information straight from SimplePay into your general ledger accounts with the click of a button. This means that you do not have to switch between systems to transfer information, saving you time and reducing the possibility of human error.
You’ll be happy to hear that our QuickBooks integration has been refined to give you an upgraded user interface and setup. These improvements will make the process easier to navigate and simpler to understand if you wish to integrate your payroll and accounting information.
If you have already integrated QuickBooks and SimplePay in the past, please note that you may be required to re-authenticate your account due to the work done behind the scenes.
For more information on integrating SimplePay with QuickBooks, head on over to our help page.