New Feature: Approver Override

We’re all about helping your business be more efficient, which is why we have a mobile app and self-service portal that allows employees to log their own requests for leave, info updates and claims. But what happens when the approver for that request is on leave? Does the request hang in limbo, bringing your payroll processing to a grinding halt? Now it doesn’t have to. Introducing our new approver override function for Full Admin users.

Full Admin users now have the option to step in and make decisions on pending requests that they are not an approver on. The Full Admin’s approval temporarily overrides the need for it to be approved by the approvers in the approval group – in other words, it bypasses the whole approval structure and the Full Admin user’s decision is taken as final.

For more information on how this works, head to our Approval Override help page.

Need assistance with this new feature? Have an idea for how we can improve this? Get in contact with our helpful Support team who are ready to listen and assist if needed.

Team SimplePay

Annual Limit for Reimbursements

We’ve heard your requests for setting an annual limit for custom reimbursement items and are happy to announce that this feature is now available. This new feature allows you to set an annual cap that applies to the cumulative value of reimbursements from both self-service requests and payroll administrator capturing.

If you wish to use this feature, you’ll first need to contact our Support team, as this is currently a free-of-charge opt-in feature.

Once the feature has been enabled, a new field called Reimbursement Limit Type will be available when creating or editing a custom reimbursement item. If you change the dropdown menu for this field from “Unlimited” to “Fixed per year”, a new field called Annual reimbursement limit will appear. This field allows you to set the maximum that can be reimbursed for this item per employee per year.

Once the limit is set, approvers will not be able to approve claim requests that exceed this limit (although employees will still be able to submit the request) and payroll administrators will also not be able to capture values for this payslip item if it exceeds the annual limit.

We hope that you love this new feature and that it helps make managing reimbursements even easier. For more information on custom items, head to this help page.

As always, please feel free to reach out if you need any assistance.

Team SimplePay

New Feature: Bulk Leave Import

We’ve had several requests asking for a way for payroll administrators and leave admins to record leave in bulk and we’re delighted to let you know that this feature is now here! This means that there are now 3 ways for leave to be captured on the system:

  • Employees can request leave via self-service or our mobile app which then gets captured once approved by a leave approver.
  • Payroll administrators and leave admins can record leave for individual employees via an employee’s profile.
  • Payroll administrators and leave admins can download an Excel file, complete it with the relevant leave days and upload the file into SimplePay.

For more information on how to use this new feature, head to our help page.

We’re continuing our mission to revolutionise payroll, and in the process make SimplePay the preferred payroll software provider for small and medium sized businesses. We hope that with the additional method for recording leave, every user now has an option that meets their needs.

If you have any queries on how to use the system or any suggestions on how we can better serve your needs, please reach out to us.

Team SimplePay

Legal Name Format Customisation

To help better meet your payroll administrative needs, we’ve recently added a feature that gives you the freedom to customise the way that each employee’s names are displayed. This means that you can now ensure that each employee’s name aligns with their name on their identity card.

You can choose between the following formatting options:

  • First name Last name
  • Last name First name
  • Single name

The option you choose will directly link to the way the name is shown on all payslips and IR8A’s for that employee. Please note that if you use GIRO export files, you must use the “Single name” formatting option. In addition, where culture conventions make it difficult to distinguish between first and last names, instead of entering a “.”, “*” or any other placeholder in the Last Name field, the “Single Name” legal name format should be selected.

Please note that this feature needs to be selected for each individual employee. You can change the name display individually or in bulk.

To do this individually:

  • Go to an employee’s profile and select Edit Info > Basic Info.
  • Select the Legal name format option from the drop-drown menu.
  • Should you select the Single name field, only one name field will be available.
  • Once you are happy with the information on the Basic Info screen, click Save.

To update this information in bulk:

  • Go to Employees > Bulk Actions > Essentials
  • Select the Legal name format option from the drop-drown menu.
  • Should you select the Single name field, only one name field will be available.
  • Once you are happy with the information on the Basic Info screen, click Save.

For more information on the Basic Info for employees, head to this help page. If you have any further queries, do not hesitate to reach out to our support team.

Team SimplePay

New Feature: Custom Beneficiaries

We’re delighted to announce a new feature for beneficiaries. A beneficiary is a third party who needs to be paid by the employer as a result of a payslip item for an employee. For example, if you offer a medical aid benefit or a retirement fund benefit (such as pension), the beneficiary is the institution offering the medical aid fund or retirement fund. You can now access a beneficiary report with the total amount owed to beneficiaries.

To add a beneficiary to the system:

  • Go to Settings > Beneficiaries and select Add under Custom Beneficiary
  • Enter the details for your beneficiary and click Save

Once you have added your custom beneficiary, you can link it to the payroll item created under custom items:

  • Go to Settings > Custom Items and select the custom item (or click Add to create one – for more information on setting up custom items, head to our help page here.)
  • Tick the checkbox Link to beneficiary
  • Select the Beneficiary Type:
    • ‘Fixed’ should be selected if there is only one beneficiary for this custom item for all employees. You will then need to select the beneficiary from the dropdown list.
    • ‘Different on every employee’ should be selected if different employees have different beneficiaries for this custom item. If you select this option, the beneficiary will need to be specified when adding the custom item to the employee’s payslip.
  • Then click Save

Once you have set up the custom item, you can then add it to payslips as per normal by heading to the employee’s profile and then clicking on Add next to Regular Inputs or Payslip Inputs, depending on how it was set up.

To access the beneficiaries report, you’ll need to create a pay run. The beneficiaries report appears in the bottom right-hand corner of a completed pay run (the accounting report appears in the bottom left hand corner).

We hope you love this new feature and that it’ll make your payroll processing more efficient.

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

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

Self-Service Hours Worked Input

Last week we introduced a new opt-in feature for self-service – employees can submit expense claims or submit inputs for certain custom items (Read more in the blog post we released). We have now expanded this feature to allow employees who are paid an hourly rate to submit the number of hours worked for the period.

As with expense claims, this saves the payroll administrator processing time, since the payroll administrator only needs to capture the employee’s hourly rate once and then the monthly inputting of hours is done by the employee. It also allows a direct line manager who may have more knowledge on the employee’s hours to be set up as the approver for these hours.

Remember: 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.

Team SimplePay

Self-Service Employee Claim Requests

Update (13 August 2020): We’ve expanded this feature to include an input for hours worked by employees who are hourly paid.

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:

  • Expense claims
  • 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.

Team SimplePay