Navigating the maze of annual leave entitlements, including duration, timing, and payout regulations, is crucial for HR managers. Don’t let annual leave queries drive you nust. Thank goodness with Paymaster’s leave management system the BCEA regulations are automatically applied. Result? Compliant, efficient leave management for employers and employees.
Leave allowances under the BCEA (Basic Conditions of Employment Act).
21 continuous days (or by agreement 1 day for every 17 days worked).
take leave no later than 6 months after the end of the leave cycle.
outstanding leave is only paid out when you leave the job.
BCEA Compliance Advantage!
Our leave management system is integrated with the BCEA Remuneration conditions to accurately calculate leave values. The intuitive Calendar Screen provides a comprehensive view of leave applications, birthdays, and public holidays. So users can filter information based on team details or individual employees.
Read more about our DIGITAL LEAVE forms. Apply easily on our online system!
Annual Leave and our ESS
To streamline leave processes, Paymaster offers an Electronic Self-Service (ESS) platform. This allows employees to apply for leave anywhere, any time. Managers can approve leave requests through the same platform. Simple and efficient!
Leave balance report
Paymaster’s system sends email notifications to employees when their annual leave is due to forfeit, allowing for timely action. Our leave balances report also offers insights which facilitate informed decision-making.
NEW! Individual leave accrual options
We have new enhancements to our leave settings. These allow users to specify leave entitlements on an individual employee level. This flexibility allows managers to align leave entitlements with employees’ contracts.
Show appreciation to employees with reward vouchers
Everyone enjoys being shown appreciation for hard work and dedication. Let’s look at some reasons why it’s worth considering rewarding your employees with vouchers:
Increase motivation and engagement
material rewards boost engagement, energy and motivation in the workplace
higher staff morale motivates everyone to strive to perform at high levels of productivity
increased engagement could increase job satisfaction, which impacts productivity
Improve mental health
stress and anxiety are decreased when employees are shown appreciation
since stress affects productivity, job performance and overall wellbeing, a reward system can help create a positive work environment and enhance mental health
rewards and appreciation show you care and are invested in your employees
Sense of appreciation
a gift voucher as recognition of hard work fosters a sense of appreciation
this will especially encourage employees who feel undervalued at work
appreciation can raise self-esteem which contributes to a productive work environment
Increase loyalty
recognising and rewarding hard work can increase loyalty and commitment to your company
retaining and attracting skilled staff should result when hard work is rewarded
when employees stay on longer, a stable and more productive workplace is created
this also encourages teamwork and collaboration
Boost productivity
when goals are met or exceeded, vouchers can be an excellent reward
this motivates everyone to strive harder to reach their targets
the whole company benefits when productivity increases
Enhance your company image
appreciated, happy employees speak positively about the company-
this is great word-of-mouth advertising
which can grow your customer base and attract skilled staff
Personal and cost-effective
a voucher is a thoughtful gift, better than an impersonal cash reward
it offers choices to the recipient – a flexible way to show appreciation, and not waste money on unwanted gifts
Tips for employee reward vouchers:
personalize the voucher if possible
reward consistently and regularly
celebrate small wins – not only major goals – this creates a culture of positivity and appreciation
be sincere – avoid generic messages – show genuine gratitude.
Paymaster’s partner, YoyoGift, offers a perfect opportunity to reward your hardworking employees in a thoughtful, personal manner.
Paymaster provides you with an online digital gifting platform. Send your gifts in under 3 minutes. Contact Glen 083 679 1311 or glen@paymaster.co.za for more info on this voucher reward system.
– Provided by Ian Hurst –
News
Annual Reconciliation Declaration (EMP501) submission period 2022/2023
We want to remind you that the Annual EMP501 Reconciliation Submission period will run from 1 April 2023 to 31 May 2023.
Worried about your tax-year end submissions? Subscribe to Paymaster’s submission support service. For a small fee we will make sure you submit accurately and on time.
Contact Ian on 082 898 5006 or ian@paymaster.co.za for more info or a quote.
In preparation for your submission:
Check your payments and reconciliations processed at the end of each month.
Post correction runs if any adjustments are needed to correct your employee financials.
Navigate to Payroll Cycle > Payslip Pay Dates
Check your Company demographic information and Employee personal information on the system.
Worried about your tax year-end submissions?
Let Paymaster assist you.
For a small fee we will make sure you submit accurately and on time. Contact Ian on 082 898 5006 or ian@paymaster.co.za for more info or a quote.
To make sure you have not overlooked anything – here is a DIY EMP501 video guide.
How to set Sick Leave applications in days and hours
Employees can submit leave applications by accessing the Application screen under the Leave section in the Employee Self Service (ESS) portal. To do so, they simply need to select the type of leave they require and provide the necessary information. In some instances companies want leave types to be processed in days and in hours. This can be done by simply activating a company setting.
Note: An employee has to be registered for Employee Self Service (ESS) in order to apply for leave. The ESS module is only available on the Premier and Master Payroll editions
Click below for directions on how to set Sick Leave applications in days and hours
Please call our Helpdesk for your queries –
021 712 7333 help@paymaster.co.za or
WhatsApp us – 081 711 1276
How to correct EasyFile import error: Employer SIC7 code mandatory
This error is expected when you import a file into an existing employer record on e@syFile, where the SIC7 code has not been specified. The valid Standard Industrial Classification (SIC) Codes must be used for Employment Tax Incentive (ETI) purposes. The latest SIC Coding system can be found on Statistic SA website. SARS Interpretation according to Business Requirement Specification. 2082 – The Employer Standard Industry Classification Code.
Standard Industrial Classification (SIC Coder v7, as defined on the Statistic SA Website: www.statssa.gov.za)
Conditional
Mandatory if Period of recon is 201402 or later
Use the 5-digit sub-class
Only numeric values are allowed.
Click on below instructions on how to correct easyFile error: Employer SIC7 code mandatory.
We are pleased to introduce Paymaster’s newest employee, Kelly Harry. Kelly was born in Steenberg, Cape Town and matriculated from Steenberg High School. She would like to further her education – either in teaching or HR management. Kelly is a young mother, in a committed relationship of 5 years. She has a 10 year old son and 2 year old daughter who mean everything to her. She says if stuck on a desert island, she would hope not to have her children with her, but only God by her side.
Kelly’s working career started in the retail industry where she worked her way up to assistant manager. She went on to gain experience in the business sector, where she worked as a debt collection agent, using Freshbooks accounting software in the creditor’s department. Later, she was a campaigns coordinator, doing lead generation for a call center. Now she is very happy working for Paymaster, doing payroll for the first time in her career. There is not a day that goes by where she doesn’t learn something new, which excites her, as she has a different routine every week. She is enjoying the challenge of being trained to do the invoicing as well. Kelly loves challenges and will always try her best to execute and finish them. She is flourishing at this new job, feeling all the new tasks she has been given over the last 3 months have ignited her passion.
In asking her what advice she can give to someone who has just started a career in payroll, her advice is “to be kind to clients but also assertive and follow the protocols and be firm in implementing them. One must also pay attention to details, be accurate and make sure you understand what you doing.” The Paymaster team is excited to welcome the passionate, bright Kelly Harry.
New Product Features
New enhancements
Report Writer
We are excited to announce the launch of our latest innovation – the all-new Report Writer Module! This cutting-edge module is designed to simplify and streamline the reporting process, making generating accurate and insightful reports easier and faster than ever.
Some important points to take note of:
New embedded Custom reporting writing tool – DevExpress
Only available on Paymaster Master edition
No additional licencing required
There is a New tab available called Customs – All reports are located within this folder
Security applied on access to reports and to create reports
Custom field data available to be used.
On the security role permissions, two new options are available for “Report Designer” and
“Custom Reports Tab”.
The “Report Designer” option will control whether the user can customise reports. This
includes the adding of a new report.
As there is no additional module to purchase, users can start using the module without having to activate the module first, provided they are on the Master edition.
On the Reports screen, a new tab will show on Master edition companies only, namely “Custom”.
This tab will have a button to add a new report. *Security permissions apply.
When a report is created you have the option to create a report for the Company Group. If this option is selected the report will be available for all companies within the group. Similarly, a Business Partner can add reports for all customers within the Business Partner’s profile.
Our partnership with Biosyn and YoyoGifts is another way that Paymaster endeavors to deliver greater value to our clients.
Building Trust between Employer and Employee
Working from home? The question is, Who is working and who is not?
We give you the power of mobile clocking-in on various sites without T&A scanners.
Ranging from on-site workers to regional managers, employees now have the ability to clock in and out from their mobile phones when within a radius provided by you. The data is seamlessly imported into a dashboard.
These systems do more than just track when employees come and go. They can, monitor mobile employees via geolocation and geofencing.
Geofencing:
The use of GPS or RFID technology to create a virtual geographic boundary, enabling software to trigger a response when a mobile device enters or leaves a particular area.
The big plus is having real-time data on who is working and who is not, who showed up late, and who is nearing overtime.
This does stop MIA.
If you are interested in learning more about Paymaster Time and Attendance system, be sure to visit our website for more information. There you can find detailed articles, product reviews etc to help you make an informed decision about your time and attendance system. For more information on
Did you know that 80% of consumers say that receiving a digital gift voucher makes them feel appreciated?
Show your employees and customers how much you value them with Paymaster’s digital gift vouchers.
Plus, did you know that retaining just 5% of your customers can lead to a
25-95% increase in profits?
With Paymaster’s loyalty platform, you can easily incentivize and reward loyalty, boosting engagement and satisfaction.
Don’t miss out on the opportunity to reward and retain your loyal customers.
To learn more about Paymaster’s gift voucher options for your employees or customers, please contact Ian Hurst at ian@paymaster.co.za, or +27828985006. Appointment with Ian
Paymaster Updates
Welcome to the payroll news updates! Here, you will find the latest updates and information on all things payroll. We’ve got you covered from employee payroll and payroll tax to payroll management and payroll software.
You’ll find the weekly and Africa updates and resources to help you stay informed and on top of your payroll responsibilities and legislative changes you should know.
South Africa – New_Corrected OID Earnings Threshold
Zimbabwe – NSSA Ceiling Increase
Zanzibar – ZSSF Employer Contribution Increase
Ghana – Tax changes 2023
Paymaster Announcement
Welcome to our “Free Payroll Knowledge” webinar series! We understand that payroll can be a complex and challenging task for small businesses, which is why we want to help. We’re excited to announce that our webinars will take place twice a month, on a Wednesday at 10:00-10:30. The series will be an open discussion format,
you ask any payroll question, we have the answer.
We will be announcing the details of each webinar on our social media channels, so be sure to follow us to stay updated. You can join the webinar using the link we will provide.
For payroll professionals increasing their skill base, or those new to this function. Or maybe you’re exploring Paymaster as a payroll option….this Webinar is aimed at all of you.
21 continuous days (or by agreement 1 day for every 17 days worked).
take leave no later than 6 months after the end of the leave cycle.
outstanding leave is only paid out when you leave the job.
Sick Leave
6 weeks per 36 month cycle.
new job – only 1 day per 26 day cycle worked (for first 6 months).
medical certificate may be requested if sick for more than 2 days – or more than twice in 8 weeks.
Maternity Leave
up to 4 months of continuous leave, if pregnant.
can start from 4 weeks before birth date.
no worker may work within 6 weeks of giving birth (unless the medical officer gives the ok).
no work that endangers pregnant mom or baby allowed.
Paternity Leave
fathers allowed 10 consecutive days (claim from UIF for these unpaid days).
also applies to adoption of children under 2 years.
notify the company before taking leave, unless unable to.
(check that your company has adopted the 10-day paternity leave option.)
Breastfeeding mom’s rights
ask the manager for a safe space to express milk or breastfeed.
for baby’s first 6 months, 2 breaks per day (30 min each).
toilets not considered appropriate space for this – seek alternative, safe space.
Family responsibility Leave
If employed full-time for longer than 4 months, you can take 3 days paid family responsibility leave per year if:
a child is born
a child is sick
a death of a spouse/life partner, parent, adoptive parent, grandparent, child, adopted child, grandchild or sibling.
The employer may require reasonable proof of birth, illness or death for which the leave was taken.
Contact our help desk to see how Paymaster can benefit your company. Contact Paymaster at 021 712 7333 or Glen Coburn at 083 679 1311 or glen@paymaster.co.za
If you earn more, you are not covered by the work hour clauses.
If you work less than 24 hours per month, you are also not included in these clauses.
Setting work hours
Consider your employee’s health and safety when setting their work hours. Also, respect their family responsibilities.
The BCEA says a day is 24 hours (from the time the employee starts working).
they may not work more than 45 hours per week (excluding lunch break).
they may not work more than 9 hours a day (in 5 days or less).
and no more than 8 hours a day if working more than 5 days per week.
This may be extended – by mutual agreement – by
15 minutes a day;
not more than 60 minutes a week
This enables an employee whose duty it is to serve the public to continue performing those duties after the completion of ordinary hours of work.Work hours Exceptions
the employee must agree to hours in writing.
they may not work more than 12 hours any day, up to 12 hours a day(including meal break) without overtime pay.
may not work more than 45 hours a week.
or more than 6 days a week.
Lunch breaks
This must be included in the contract of employment. (The meal break is usually not included as a work hour.)
lunch break must be taken after 5 hours of work.
it must last at least an hour.
they may not work at all during this break (unless duties can’t be left unattended, or done by someone else).
they must be paid if required to work during their lunch break.
* it may be agreed -in writing- to reduce the lunch break to 30 minutes.
Rest periods
All employees must be allowed to rest, therefore…
there must be at least 12 hours between work periods (can be reduced to 10 hours if they live in the work premises – but then lunch break must be at least 3 hours).
weekend rest must be at least 36 hours…and include a Sunday.
OR they have 60 hours of rest every 2-week period.
The employer may reduce the rest period by up to 8 hours BUT must then extend next week’s rest period by the same amount of time.
Work hours at night
Night work – after 6pm and before 6am
employees must agree to night work.
shift allowance must be paid, or reduced working hours.
transport must be provided between their home and place of work.
BUT if they work regularly (5x a month or 50x a year) after 23:00 and before 6:00 am, then:
workers must be informed of any safety hazards that may be faced during work hours.
they have a right to a medical exam (at employer’s expense) before starting duties AND may have follow-up check ups if they continue those night duties.
if night shift results in health problems, they must be moved to a day shift as soon as possible.
If you need more information around the regulations linked to work hours, please contact the Paymaster Helpdesk. We also offer comprehensive payroll services, that will keep your business compliant.
Maximizing Productivity: A look into Employee Working Hours
Work hours regulations…who are they for?
According to the BCEA , work hour stipulations apply to employees who;
earn less than R241 110, 59 a year.
If you earn more, you are not covered by the work hour clauses.
If you work less than 24 hours per month, you are also not included in these clauses.
Setting work hours
Consider your employee’s health and safety when setting their work hours.
Also, respect their family responsibilities.
The BCEA says a day is 24 hours (from the time the employee starts working).
they may not work more than 45 hours per week (excluding lunch break).
they may not work more than 9 hours a day(in 5 days or less).
and no more than 8 hours a day if working more than 5 days per week.
This may be extended – by mutual agreement – by
15 minutes a day
not more than 60 minutes a week
Exceptions
the employee must agree to hours in writing.
they may not work more than 12 hours any day, up to 12 hours a day(including meal break) without overtime pay.
may not work more than 45 hours a week.
or more than 6 days a week.
Lunch breaks
This must be included in the contract of employment. (The meal break is usually not included as a work hour.)
lunch break must be taken after 5 hours of work.
it must last at least an hour.
they may not work at all during this break (unless duties can’t be left unattended, or done by someone else).
they must be paid if required to work during their lunch break.
* it may be agreed -in writing- to reduce the lunch break to 30 minutes.
Rest periods
All employees must be allowed to rest, therefore…
there must be at least 12 hours between work periods (can be reduced to 10 hours if they live on the work premises – but then lunch break must be at least 3 hours)
weekend rest must be at least 36 hours…and include a Sunday
OR they have 60 hours of rest every 2 week period
the employer may reduce the rest period by up to 8 hours BUT must then extend next week’s rest period by the same amount of time.
Work at night
Night work – after 6pm and before 6am
employees must agree to night work.
shift allowance must be paid, or reduced working hours
transport must be provided between their home and place of work.
BUT if they work regularly (5x a month or 50x a year) after 23:00 and before 6:00am, then:
workers must be informed of any safety hazards that may be faced during work hours
they have a right to a medical exam (at employer’s expense) before starting duties AND may have follow-up checkups if they continue those night duties
if the night shift results in health problems, they must be moved to a day shift as soon as possible.
If you need more information around the regulations linked to work hours , please contact the Paymaster Helpdesk. We also offer comprehensive payroll services, that will keep your business compliant.
– Provided by Ian Hurst –
News
Annual Reconciliation Declaration (EMP501) submission period 2022/2023
We want to remind you that the Annual EMP501 Reconciliation Submission period will run from 1 April 2023 to 31 May 2023.
Worried about your tax-year end submissions? Subscribe to Paymaster’s submission support service. For a small fee we will make sure you submit accurately and on time.
Contact Ian on 082 898 5006 or ian@paymaster.co.za for more info or a quote.
In preparation for your submission:
Check your payments and reconciliations processed at the end of each month.
Post correction runs if any adjustments are needed to correct your employee financials.
Navigate to Payroll Cycle > Payslip Pay Dates
Check your Company demographic information and Employee personal information on the system.
Return of Earnings Submission 2023 – due date is 31 May 2023.
Skills Development Submission 2023 – due date is 30 April 2023.
In addition, the COIDA earnings threshold has increased to R563 520 per annum, effective 01 March 2023. We are pleased to confirm that this new limit has already been implemented in the system, effective March 2023.
Streamline Your Hospitality Business with
Paymaster’s Payroll Software –
Improve Efficiency, Reduce Costs, and Enhance the Guest Experience
Paymaster’s payroll software can help hotels and guest houses…
Using our online payroll system means employees of hotels can view and access their PAYSLIPS online eliminating the need to print payslips.
Other hospitality businesses using online payroll software are reducing their paper consumption with online tracking, reporting, and centralized document storage capabilities. The hotel and hospitality industry operates in a more efficient manner with online payroll software.
What are some major benefits of Paymaster’s payroll solution to the hospitality industry?
Cloud data storage
Better employee experience
Easy data access
Easy time tracking
Remote payroll
Flexible working, etc.
In addition, hotels and other multi-location businesses in the hospitality industry can provide real-time access to employee information with an excellent employee self-service portal, which also allows employees to view, access, and update their personal details wherever, whenever. This saves HR personnel a great deal of time and effort and increases productivity.
Employers are able to process payroll, run reports, and make changes from anywhere with an internet connection, which helps automate processes and improve efficiency across the HR department. This software means your staff are paid accurately and on time. Resulting in a happier, more productive workforce, and a fabulous guest experience.
– Provided by Ian Hurst –
Helpdesk Tips
How to add Additional Leave Application Overflow
The Company Workflow Setup Screen allows you to create rules for workflow items to move through a defined number of approval steps. Examples of workflow items are Claim Components, Employee Requests and Leave Applications. These workflow items need to be set-up before the workflow path can be created. Once the workflow path has been created, the workflow item is submitted via the Employee Self Service Portal.
Workflow roles may be created and used to accommodate exceptions in workflow paths. Click below for directions on how to add Additional Leave Application Overflow
Please call our Helpdesk for your queries –
021 712 7333 help@paymaster.co.za or
WhatsApp us – 081 711 1276
Why is the “Directly reports to” person on an employee’s Position screen reflecting as “Not Active”, when their employee record is active?
The Employee Position Screen stores information pertaining to the employee’s position. This includes the employee’s organisation unit, the person they report to directly and occupational level, to name a few. Sometimes the employee’s position effective date is earlier than the manager’s position effective date, which leaves the manager reflecting as ‘Not Active’ on the employee position screen. Click on below instructions to see if it’s possible to report to someone before they have started working for the compnay.
This month we get to know the one and only Keano Soule! Keano has worked at Paymaster for nearly 2 years, and reports to Nafeesa, the office manager. He is a payroll administrator and quite the entertainer in the office.
Keano grew up in Steenberg, Cape Town with his adoptive parents and two older siblings. He matriculated from Steenberg High School in 2016 and went on to do a Financial Management diploma course at False Bay College. He majored in Financial Accounting, Computerised Financial Systems and Cost and Management Accounting. Because he enjoys working with numbers, he revelled in the responsibility of being the campus treasurer, working out budgets, planning and working with money. He graduated in 2018 and worked for a forex and current exchanges company for nearly 2 years.
Keano jumped at the opportunity to work for Paymaster with his usual optimistic attitude, since it was in his field of interest. Other than his payroll processing responsibilities, he is also a help desk agent at Paymaster. He says this task helps broaden his payroll knowledge, although it can be challenging at times. He needs to break things down in detail for clients, which helps him understand things better overall, and not just stick with his division of payroll processing.
He describes himself as ‘flamboyant’. And this is exactly what the Paymaster staff enjoy about this Gen-z ball of energy. He keeps the environment young and fun with his infectious enthusiasm. A real asset to the Paymaster office.
New Product Features
New enhancements
Consolidate Tax Certificate Run
After several customer engagements, a new enhancement was made to allow customers with multiple frequencies and the same tax number to generate a consolidated tax file for import into e@syFile rather than to extract individual files for each frequency.
A new company setting has been added under General settings. Once activated, the tax file will be a consolidated file located on the current frequency you generate the file from.
An information message will also display when you run the file informing the user that the file will be stored on the currently selected frequency.
Our partnership with Biosyn and Floatpays is another way that Paymaster endeavors to deliver greater value to our clients.
Tracking Hours, Leave and other HR Requests via the app
The solution to constant employee requests about leave availability etc is…go high tech. Paymaster’s Time and Attendance biometric clocks scan an employee’s fingerprints, facial & palm features, and registers when they start or leave work. That information is directly relayed to cloud-based payroll servers, eliminating the need for manual data entries. Paymaster’s integrated Time & Attendance software allows employees to submit leave requests and access other details….so, less time answering routine questions, and getting on with essential HR sevices.
Once your access points are setup, either fixed or mobile,
we collect the data into our cloud API and allow this to seamlessly flow into your employees’ payroll software.
So basically, they can apply for leave on the biometric clock or via the app.
If you are interested in learning more about Paymaster Time and Attendance system, be sure to visit our website for more information. There you can find detailed articles, product reviews etc to help you make an informed decision about your time and attendance system. For more information on
Is your business gearing up for a busy holiday season in the tourism and hospitality industry?
With long hours and shift schedules, it can be tough to juggle your payroll demands and manage expenses during this time.
This is where Floatpays can assist!
With Floatpays, employees can access their earned wages ahead of payday, giving them the financial flexibility they need to cover unexpected expenses and make the most of their time off.
And for employers, Floatpays can help streamline the payroll process and reduce the administrative burden of managing a large, seasonal workforce.
So why not make this holiday season a little less stressful for your team? Get in touch with us if you want to ease your employees’ financial stress and boost their enjoyment of the holiday season.
As a Paymaster partner, Floatpays is already integrated into the Paymaster payroll system, so set-up is quick and easy! Get in touch with Glen Coburn at glen@paymaster.co.za, +27836791311, to book a free DEMO.
Welcome to the payroll news updates! Here, you will find the latest updates and information on all things payroll. We’ve got you covered from employee payroll and payroll tax to payroll management and payroll software.
You’ll find the weekly and Africa updates and resources to help you stay informed and on top of your payroll responsibilities and legislative changes you should know.
Welcome to our “Free Payroll Knowledge” webinar series! We understand that payroll can be a complex and challenging task for small businesses, which is why we want to help. We’re excited to announce that our webinars will take place twice a month, on a Wednesday at 10:00-10:30. The series will be an open discussion format,
you ask any payroll question, we have the answer.
We will be announcing the details of each webinar on our social media channels, so be sure to follow us to stay updated. You can join the webinar using the link we will provide.
For payroll professionals increasing their skill base, or those new to this function. Or maybe you’re exploring Paymaster as a payroll option….this Webinar is aimed at all of you.
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responsibility leave per year if:
fingerprints, facial & palm features, and registers when they start or leave work. That information is directly relayed to cloud-based payroll servers, eliminating the need for manual data entries. Paymaster’s integrated Time & Attendance software allows employees to submit leave requests and access other details….so, less time answering routine questions, and getting on with essential HR sevices.
