Changes to CPF e-Submission Files

As always, SimplePay strives to keep you compliant with the legislative and regulatory requirements of statutory bodies. Even when the changes may not be visible to the user, you can rest assured that we’re keeping on top of any changes and are updating the system accordingly.

With that said, the CPF Board recently implemented two changes for the FTP files for CPF Returns as from 1 January 2022:

  • The character limit for the employee name field has been increased from 22 characters to 66 characters so that the full name of employees can be displayed. This change does not impact your actions or experience on the system, but simply the amount of characters that we extract from the Basic Info page. We’ve already made the necessary adjustments to ensure that all files generated before 1 January 2022 will still be limited to 22 characters, while all files after this date will allow up to 66 characters. This change does not impact your experience with the system.
  • It will be mandatory to show the ordinary wage (OW) and additional wage (AW) amounts for employees. SimplePay already meets this requirement by automatically generating these for you based on the system item chosen or the inputs that you enter when creating a custom item.

As you can see, being a SimplePay user means that you don’t have to worry about any of these amendments as we’ve already taken care of it for you well in advance.

If you have any questions, please don’t hesitate to reach out.

Team SimplePay

Budget 2021

On 16 February, the Minister for Finance unveiled the Government’s 2021 budget. Amongst other plans, the budget announced extensions to some of the key schemes that are supporting businesses and workers through the pandemic. Our blog post today is aimed at highlighting some of the key extensions that will help support your business.

Job Support Scheme

The Job Support Scheme (JSS) has been extended up to September 2021 for certain businesses. The Scheme provides wage support from the Government to help pay a percentage of local and permanent resident employees’ wages. If you’re operating in a tier 1, 2 or 3A sector, you can benefit from this extension. The relief percentage contributed by the Government will be tapered at different rates depending on the sector in which you operate.

For more information on the payments for the extended period and the JSS itself, visit this IRAS web page.

Wage Credit Scheme

The Wage Credit Scheme (WCS) has been extended to include the whole of 2021.

Providing the qualification criteria are met, the WCS provides support to you and your employees by co-funding 15% of the qualifying employees’ wages, up to the wage ceiling of $5 000 per month.

You can find out more about the WCS, qualification criteria and how to apply here.

Jobs Growth Incentive

The Jobs Growth Incentive (JGI) qualifying window has been extended by 7 months. This means that if you employ new local employees any time between now and 31 September 2021 the Government will provide you with the wage support shown in the table below:

Employee AgeGovernment ContributionWage ceilingDuration (from employment start date)
Less than 4025%$5 00012 months
40 and above50%$6 00018 months

You can find more information on the JGI here.

If you want to read the full budget or explore the other announcements, you can do so on the Ministry of Finance’s Budget 2021 page.

We hope the above has proved useful to you. If you have any questions on how this relates to SimplePay, you can contact our team 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.com.sg.

Keep well and stay safe.

Team SimplePay

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

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

PDPA (Amendment) Act 2020

If there’s one thing that the SimplePay team cares about as much as making your world of payroll a breeze, it’s giving you peace of mind about the data which you share with us. 

When the PDPA (Amendment) Bill 2020 was first released on 5 October, we got straight to work, reviewing and updating our pages and processes. The amendments gained presidential approval on 25 November and have since been published in the Government Gazette last Friday 11 December. Accordingly, we have updated our site’s PDPA webpage to reflect these changes.

Below we have provided a brief summary of the key changes and additions to the PDPA by the PDPA (Amendment) Act 2020 (the Amendment Act).

Data Breaches

The Amendment Act altered and expanded the definition of a data breach. Under the amended PDPA, a data breach is now defined as:

  1. The unauthorised access, collection, use, disclosure, copying, modification or disposal of personal data; or
  2. the loss of a storage medium or device, on which personal data is stored in circumstances where one or more of the unauthorised actions in point 1 is likely to occur.

If your company experiences a notifiable data breach, you are required to inform the Personal Data Protection Commission (PDPC) of that breach.

A notifiable data breach is one that:

  1. Results, or is likely to result in Significant Harm to an affected individual; or 
  2. is, or is likely to be of a Significant Scale.

Significant Harm and Significant Scale are terms yet to be fully defined. In the explanatory statement to the Act, it states that there will be specified circumstances and requirements to be referenced in deciding if each is satisfied. At present, these have not been released, but there are suggestions of what may satisfy these requirements in the public consultation papers for the Amendment Act.

SimplePay acts as a data intermediary in providing you services. Data intermediaries also have data breach obligations. We will inform you of any external data breach, whether we deem it notifiable or not. We already have a strong grasp of the required steps to handle these situations and inform you through our operations in Europe. We continue to apply the rules and processes of the EU’s General Data Protection Regulation (GDPR) to all our business operations (including Singapore). GDPR imposes similar obligations, which means that we are well prepared in the unlikely event of a data breach.

Thankfully we have never had to put our data breach steps into practice. However, from this strong base of understanding, you can rest assured that we are ready to deal with the situation quickly, professionally and effectively.

Data Portability

Data portability allows individuals to request for their data to be ported from one organisation to another.

For this to be permitted:

  1. There must be an ongoing relationship between the individual and the organisation; and
  2. The individual must complete a data porting request in the prescribed format.

As a data intermediary, SimplePay is exempt from these obligations, but we will assist you in requests you may receive, as is reasonable.

More information on Data breaches and Data portability can be found on our PDPA webpage.

Protection of Personal Data

The original PDPA required companies to make reasonable security arrangements to protect information. The Amendment Act has expanded the definition to now also include the loss of any storage medium or device on which personal data is held. 

This is cast very broadly and could include both physical mediums, such as securing company laptops, and virtual mediums such as cloud-based resources and their connected servers. Although arguably implied by the original wording, this now expressly shows that these risks should be accounted for in any security arrangements made.

Financial Penalties

To enforce compliance with the PDPA, a number of penalties have been introduced for both individuals and employers. As an example, if your employee discloses personal data, or their conduct causes the disclosure of personal data under the control of your company, they could be liable to pay a fine of up to $5 000, or even face imprisonment for a term of up to two (2) years.

Equally, if your company is found to have breached certain provisions of the Act (Parts III-VI, VIA and VIB), it could face an order for specific performance and a fine of up to $1 million.

This really does show that compliance pays!

We hope this brief dive into the PDPA amendments has proved useful to you. If you have any questions relating to SimplePay’s PDPA compliance, you can contact our team 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.com.sg.

Keep well and stay safe.

Team SimplePay

JSS Payout Reminder and Update

In the blog post today we have an update for you on the Job Support Scheme (JSS), previously mentioned in our blog post on 14 September. This post summarises the key points from an IRAS media release, dated 19 October.

JSS Background

The JSS was introduced by the Singapore Government to help you retain your workforce by subsidising your employees’ wages. For the first month of the scheme in May, all eligible employers received 75% wage support for their employees wages. For the remaining months that JSS is operational, the amount of support you receive depends on the sector that your company operates. 

SectorWage Support Percentage
Aviation, Tourism and Built Environment75%
Food Services, Retail, Arts and Entertainment, Land Transport and Marine & Offshore50%
All Other Sectors25%

The JSS scheme will continue to operate up to March 2021, with payments being made to employers for set groups of months. This equates to 17 months of wage support for your business if you qualify! 

JSS payments for the months of June, July and August are due to start from 29 October 2020.

N.B. For all the payout dates, see this IRAS Web Page.

How to Receive Earlier Payouts

If you currently have a GIRO or PayNow Corporate arrangement with IRAS you can expect to receive payment from 29 October. If you don’t currently use either of these arrangements, instead IRAS will send you a cheque which you can expect to receive from 4 November onwards.

As a result, you are more likely to be paid sooner if you adopt either GIRO or PayNow Corporate. Due to this, IRAS is encouraging employers to sign up for PayNow Corporate. If you have done this by 23 October 2020, you should receive the earlier and direct JSS payments through your new account.

You can sign up for PayNow Corporate by linking your UEN / NRIC / FIN to your bank account via internet banking. If unsure how to do this, you should reach out to your bank

Review of the JSS

The amount of JSS that you receive for each of your employees is calculated from your CPF contributions for each of your employees. Therefore, it is important that you continue to correctly report and pay your CPF contributions.

As part of their checks on JSS eligibility and compliance, IRAS is sending a small number of employers self review letters to complete. If you are selected, you must conduct a self review of your CPF contributions and provide declarations and / or documents to prove your eligibility to partake in the JSS. The abovementioned October 2020 payouts will be withheld from you until you have submitted your self assessment and had it reviewed by IRAS.

SME Go Digital

As stated in our last blog post, we are looking into registering SimplePay as an SME Go Digital pre-approved vendor. Part of this process includes receiving satisfaction surveys from yourselves, our amazing clients!

By helping us become approved, you will in turn open the door to various Government grants and bonuses that could help develop your business. It’s a win-win!

If you joined us between 6 and 18 months ago, we need your help! To assist us by completing the short survey, please get in contact with us at [email protected].

We hope that this information has proved useful to you. 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.com.sg.

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.

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