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

Bulk Leave Adjustments and Off-In-Lieu Leave

Our mission at SimplePay is two fold – to make payroll simply, while also keeping you compliant with local legislation. We therefore pride ourselves in giving you a payroll solution that is not generic, but rather tailored to the local market. So when you voiced your need for a better way to manage off-in-lieu leave, we jumped right on it.

We now have a bulk leave adjustments option that allows you to record leave adjustments for any leave type for multiple employees at once. This is particularly useful for off-in-lieu leave, which should only accrue once an employee works on a public holiday. We’ve also developed an option to make the leave day(s) in the leave adjustment expire after a specified period; this is a free-of charge opt-in-feature, which means that you’ll need to contact our support team to enable it for you.

For guidance on how to handle off-in-lieu leave, please see this help page. For more information on recording leave adjustments in bulk, see this page.

We hope this new functionality makes your lives easier. Please do not hesitate to reach out if you need assistance or if you have further suggestions on improving this feature – we’re always listening!

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

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

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