Additional Customization: Payment Dates

Three weeks ago we released this blog post announcing that you can now edit payment dates for payslips per employee on the employee’s profile, as well as in bulk. This feature lay the ground work for us to develop further customization to payment dates, giving you more flexibility in specifying when the payment for an employee occurs.

We are happy to announce that this further customization is now available. The changes are as follows:

  • For fixed payment dates, you can now specify whether the date specified refers to the previous month (i.e. payment is made in advance), the current month or the next month (i.e. payment is made in arrears).
  • For relative payment dates, you can specify how many days the payment is processed before or after the payslip date.

The payment date options are dependent on the type of pay frequency:

  • Monthly and twice monthly pay frequencies have the option to use either fixed payment dates or relative payment dates.
  • Pay frequencies that are weekly or every two weeks make use of relative payment dates.

More information about pay frequencies and payment dates can be read on this help article.

Just another way that we continue to ensure that you get payroll that simply works!

Team SimplePay

Individual Pay Dates and Bulk Date Changes

We are happy to announce two enhancements to the system regarding dates used on payslips:

Payment Dates per Payslip

Setting up the payment date for employees is done when adding a new pay frequency. All employees on that pay frequency therefore have the same payment date reflected on their payslip. However, we realise that you may have different payment policies for employees on the same pay frequency. Therefore, we have now added additional flexibility which enables you to select a different payment date for each employee and each payslip.

  • To customise the payment date for a payslip:
  • Go to the employee’s profile and click on the date next to Payslip
  • Click on Change Date.
  • Scroll to the Change Payment Date section and enter the new date of the payslip.
  • Click on Change Payment Date.

To check the payment date for an employee for a payslip, simply hover over the calendar icon next to the payslip’s date:

Bulk Date Changes

The changing of payment dates for payslips, as well as overriding of payslip end dates can be done in bulk. Overriding end dates is used to extend or shorten the payment period for a specified payslip. To change either of these dates in bulk, go to Employees > Bulk Actions and then click on Payslip Dates under Payslip Inputs.

Information about these new features and enhancements can be found in the following help page articles:

We hope that these system features and enhancements make your payroll processing experience even better. If you need any further assistance, please reach out to our support team.

Team SimplePay



Small Changes Can Make a Big Difference

Sometimes small changes make a big difference, so you may spot some modifications that we have made to leave.

  • A new report

We have added a new report called Leave Days Report. This report shows the specific days that employees have taken/will take leave for the specified leave type and period. It complements our current Leave Report, which shows you the total number of leave days taken during the period, made up of the individual days shown on the Leave Days Report. This added leave report will simplify your payroll duties, as you can confirm leave dates with employees or managers. It is also useful in the management of employees and communication with other departments.

  • Visual tweaks to entitlement policies

We have made it clearer to see whether or not an employee is on the default company leave policy. When going to an employee’s profile and clicking on Leave > Entitlement Policies > Edit, (company default) will now display next to the leave policy if the employee is on the company’s default policy. In addition, we have updated the heading to display as Active Entitlement Policies.

You can still see the company default policy by going to Settings > Leave > View (next to the leave type) and scrolling to the bottom. However, we have changed the heading to Active Entitlement Policies (company defaults) to align with the changes made in the employees’ profiles.

We hope that these small changes will make a big difference in your payroll experience. If you need any help with leave management, refer to our help page here. For more information on reports, click here.

Team SimplePay

Bulk Actions for Once-off Payslips

We are happy to announce that we have increased our bulk actions functionality to include bulk actions for once-off payslips. If you have multiple employees with once-off payslips and need to add items to these payslips, you can now do so in bulk by going to Employees > Bulk Actions.

From here, you can select either Payslip Inputs or Clocking Imports. Then click on Switch to once-off payslips and capture your data accordingly. Please take note of the following:

  • Payslip Inputs: As always, only once-off items (i.e. no regular items) and Basic Salary can be added to once-off payslips.
  • Clocking Imports:  Only Basic Salary and custom items with Payslip Inputs are supported for this method.

To read more about these functions, the following help pages are available:

Bulk Actions

Clocking Imports

If you need further assistance with this new functionality, please contact our support team.

Team SimplePay

Customise System Items

SimplePay is all about you, our users. So when you asked for more power to customise the system to suit your payroll needs, we listened. We’re delighted to announce our latest feature – the ability to create custom items that follow the same tax and payroll rules as system items.

This new feature allows you to:

  • Create multiple items of a certain type:
    • Monthly Commission
    • Non-monthly Commission
    • Employer Loans
    • Savings
  • Customise the names of these items. For example, you may want to differentiate between different types of commissions.
  • Map different versions of a specific type of item to different Xero accounts. For example, you may want to give an annual bonus to two different employees but you want one of them to be mapped to an account in Xero called “Director’s Costs” and the other to an account in Xero called “Employee Costs”. You can add the bonus to the payslips as two different items.

How does it work?

When creating a custom item (Settings > Custom Items > Add), there is now an option to select create a copy of an existing system item. Select the system item that you wish to use and give it a custom name. You can then add it to your payslips in the same way you would the system item of that type (Regular Inputs or Payslip Inputs).

Read our help page here for more information on creating custom items.

New Feature! Custom Employee Info Fields

You were onto something! Thanks to your suggestions on ways of making SimplePay even greater, we are happy to announce our newest feature! While we have built our system on simplicity and compliance, we understand that sometimes you have unique needs. Our new feature therefore gives you the ability to add your own fields to an employee’s Basic Info screen.

Want to capture an employee’s nickname or cellphone number? Add a custom “Text” field.

Want to record the date that employees completed their orientation training? Add a custom “Date” field.

Want to record an employee’s marital status? Add a custom “Dropdown” field with options to select from.

You can now capture the information that you want, with added features coming soon!

To learn more about how this functionality works, head over to our help page here.

We’d love to hear from you if this feature enhances your payroll experience. In addition, if you have any trouble with this new feature or would like some further guidance, please reach out to our friendly support team who would be happy to help.

Team SimplePay

Year-End Filing

We wish to remind you that all e-submissions of employment income for 1 January – 31 December 2018 is due by 1 March 2019.

As with last year, you can submit your IR8As directly from SimplePay if you participate in the Auto-Inclusion Scheme (AIS). Enable this function under Employer Filing Details. To help you avoid filing errors, our pre-validation functionality will check your data before submission.

Our online help provides detailed instructions on how to complete the filing process on SimplePay, including a helpful video guide which shows a step by step navigation for year-end filing.

Please get in touch with our support team if you need any assistance with the year-end filing process.

Team SimplePay

Customise your CPF calculation settings with this new feature!

We are happy to announce the launch of a new feature that gives you more control over how CPF is calculated on Additional Wages (AW). Since you have more insight into the earnings of your employees, you can now customise your CPF settings by choosing the method that most accurately calculates CPF for your employees.

When calculating CPF contributions, the additional wage (AW) ceiling is calculated as:

102 000 – Total Ordinary Wage subject to CPF for the year.

Since the total ordinary wages (OW) subject to CPF used in the formula cannot be accurately determined until the end of the year, an estimate needs to be made. We’re now giving you the option to choose how this estimate is calculated.

If it’s the employee’s first year of employment with your company, you can select to estimate total OW using:

  • Year-to-date OW on prior payslips (subject to CPF) + a projected OW for the remainder of the year based on the current month’s OW, or
  • Year-to-date OW on prior payslips (subject to CPF) + a projected OW for the remainder of the year based on the current month’s basic salary, or
  • Year-to-date basic salary on prior payslips (subject to CPF) only (i.e. no projection for the remainder of the year).

If it’s not the employee’s first year of employment with your company, you can select to estimate the total OW using:

  • The previous year’s total OW, or
  • Year-to-date OW on prior payslips (subject to CPF) + a projected OW for the remainder of the year based on the current month’s OW, or
  • Year-to-date OW on prior payslips (subject to CPF) + a projected OW for the remainder of the year based on the current month’s basic salary.

At the end of the year when all actual figures are known, the total CPF liability for the year can be accurately calculated. Please be aware that the CPF for December could therefore include an adjustment for any over or under payments made in prior months. For that reason, we stress the importance of selecting the method that will most accurately determine CPF. This will prevent unusually large CPF payments due at the end of the year. Alternatively, this could also occur if an employee is terminated.

To learn how to customise your CPF settings, view our help page here.

Team SimplePay

Increased Security Features with 2-Factor Authentication

At SimplePay, protecting your data is a fundamental part of our business. That’s why we have the highest of security standards in place to ensure the privacy and protection of your information.

We want your time using SimplePay online to be enjoyable and worry free. One of the ways that users put themselves at risk of cybercrime is with their choice of passwords or by saving their passwords to the device they are using. When it comes to internet security, you can never be too careful. We are therefore launching an optional security feature, called 2-factor authentication. This feature requires users to enter a verification code as an additional step when logging into SimplePay or when changing their password.

With this feature, users can establish a device as a trusted device, so that they only have to do 2-factor authentication every 30 days. All other devices will require 2-factor authentication with each log in.

As this is an opt-in feature, you will need to request it from our support team, at no additional charge. To learn more about how it works, read our help page here.

Just another way that we are helping you to stay safe online.

Team SimplePay