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

Emerging from Lockdown – Support for Businesses

At SimplePay, there is nothing that we love more than being able to make your payroll a breeze, so you can grow and build your business. Although this is our main goal, when we see opportunities that will benefit you, we don’t turn a blind eye. Therefore, our blog today is about updating you on some of the new and extended support measures provided by the Government, as well as an exciting prospect for the future.

Extension of the Job Support Scheme

The Job Support Scheme (JSS) was launched to help employers pay their employee’s wages during the circuit breaker period and was due to conclude at the end of last month. In August, the Government announced that it is extending the JSS for up to 7 months to March 2021. 

The value of the support given is dependent on the sector in which you operate, with the hardest hit sectors receiving more support. 

For more information on the extension and the JSS you can read this IRAS web page.

Job Growth Incentive

To help sectors that are doing well and have the means and opportunity to increase their workforce, the Government has announced the new Job Growth Incentive (JGI). Under the incentive, the Government will pay 25% of new local worker’s salaries for the first year of employment. Even better, if the new employee is aged 40 and above, the co-payment could be up to 50%!

The way that JGI works is that if you increase your overall local workforce between 1 September 2020 and 28 February 2021, in comparison to their numbers in August 2020, you will qualify for Government support. An additional requirement is that you need to increase the number of your employees earning $1, 400 or more per month.

The support consists of payment of 25% for those under 40, or 50% for those 40 and above for the first $5, 000 per month paid to these additional employees. The support will continue for one year from the date of appointment, provided that you continue to meet the requirements.

Payments will be automatically received in 5 separate payouts, based on your mandatory CPF contributions, with the first payout being in March 2021. There may be some cases where you will need to provide further evidence upon IRAS’s request, after which you will then receive your payout. 

For more information on the JGI, please visit IRAS’s dedicated page.

An Exciting Prospect

SMEs Go Digital is a scheme being run by the Government to encourage the uptake of technology by SMEs for certain business functions. Companies which meet the criteria can receive a payout of up to 80% of the cost of the solutions from the Productivity Solutions Grant. 

We are looking into registering SimplePay under the scheme and part of this process includes receiving satisfaction surveys from yourselves. If you joined us between 6 and 18 months ago, we need your help! If you’d like 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

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