About PSIberPAY - Payroll Management

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PSIberPAY presents a radical new approach to traditional payroll processing in that it is fully online and generates payslips and reports in real time. The product was specifically designed for use by small to medium size companies but in recent years has been enhanced to cater for the needs of much larger clients and bureaus. Although PSIberPAY has been developed primarily for use over the Internet, it is also available on Intranets, Extranets and standalone PCs. PSIberPAY, as with PSIberTAX and PSIberASSESS, is logical, intuitive and extremely easy to use, with an on-line step-by-step guide for the novice user.  Ideal for a bureau environment due to the White Branding and client access capabilities.

 

The system offers a comprehensive Leave and Loan management facility together with a powerful HR administration module (PSIberSTAFF). The PSIberSTAFF module helps the user to conform to both the Basic Conditions of Employment Act and the Employment Equity Requirements.

 

The PSIberPAY system provides both an inbuilt standard Reporting tool as well as a powerful and comprehensive Report Writer (see ‘PSIber Report Wizard’  below for more detailed information), through which company, employee, regulated fund, statutory and salary reporting facilities, both in online and printed format are easily available. All standard Reports can be customized with regard to sort, content and reporting period criteria. PSIberPAY will facilitate EFT payments of net and third party payments as well as the electronic submission of the various statutory returns ie UIF Files, IRP5, and IT3 (A) returns to SARS. Access to data and groups of data is controlled by a user definable security module. All financial, pay criteria and tax information that is updated by the user, will be fully audited where user ID, date, and time of update will be stored.

 

The following highlights some of the major features of PSIberPAY :

 

·          Intuitive and extremely easy to use;

·          All nationally applicable statutory parameters are pre-loaded to ensure  accuracy and limited number of parameters/rules  required to be set up by users ;

·          Available for standalone, intranet or internet environments ;

·          Fully automated, with checks and balances to prevent obvious errors;

·          Supports Division, Cost Centre, Sub Cost Centre and Pay Point groupings;

·          Job Grades, Job Titles and Alternate Job Grade;

·          Provides for weekly, fortnightly and monthly pay intervals;

·          Reference numbers for all government deductions / contributions maintained;

·          Online date and screen driven ‘Notes’ facility for reminders etc;

·          Integrated to PSIber STAFF (Personnel Administration module), PSIberTAX (Package Modeling), PSIberASSESS (IT12 tax return module) and PSIberESS (Employee Self Service module);

·          Electronic Transfers for direct payments of net pay and third party payments;

·          Emailing of payslips;

·          White Branding (i.e. user definable screen backgrounds, logos, colours etc.);

·          User access – access can be by screen and function for each user (i.e. no access, read only, update access);

·          Online field-by field help and User Guides;

·          Loan, Tax and Car Allowance Calculators within the product;

·          Employee Leave Management;

·          Employee Loan Management, including interest and Fringe Benefit calculations;

·          Comprehensive reporting facilities;

·          Sophisticated/powerful PSIber Report Wizard;

·          Online payslip and report previews;

·          Third Party fund management;

·          Statutory and Government returns such as :

o        UIF returns and electronic file

o        PAYE

o        SDL and RSC Levies

o        IRP5 and IT3(a) certificates and electronic file

o        OID returns

o        Bargaining Councils

·          Comprehensive Audit Trail;

·          Group Hierarchy;

·          Various interfaces are available ie Time and attendance, Monthly adjustment, General Ledger, Employee Package and non-financial information etc;

·          All government payroll related levies and deductions are predefined according to Government legislative and are automated - no setup required by the user;

·          Handy calculators available within PSIberASSIST (please see below for more information).

 

Key Features of PSIberPAY include…

 

Security/Permission Control :

·          Password control;

·          Permissions setup by Product, functional area, CC, Dept etc;

·          Administrative users with full system access;

·          Employee Self Service access;

 

Real Time (no batch processing) :

·          All processing is real time and all results can be viewed / printed immediately (e.g. capture pay information and click button to view real time payslip), for ‘what-if’’ scenarios including MTD, YTD, Leave, Loan, Tax and provision information;

·          All reports available real-time;

·          No batch processes, no traditional backups and restores necessary;

·          MTD, YTD and all historical information always available on line;

·          All historical information always available and can be reported on without any restores.

 

System setup options :

·          All statutory criteria is pre-loaded;

·          System caters for unlimited payrolls, within companies within Group;

·          Client Billing facility for bureau clients;

·          Employee search by name or employee number;

·          Unlimited Income and deduction parameters;

·          Standard Profiles and templates can be defined for different categories of employees and/or companies;

·          Customized input (i.e. user defined fields, labels and formats for non-standard payroll / HR items);

·          Bonus option including bonus provision, tax provision on bonus, pro-rata bonuses, bonus based on fluctuating earnings;

·          Share option facility ie calculation of Fringe Benefit Tax, IRP5 certificates etc;

·          Parameter to allow for negative net pay;

·          Option to automatically create loan for negative net pay;

·          Option to reflect the following on the payslips: Loan balances, leave balances, bonus provision, bonus tax provision, accumulated shifts, directors remuneration, company contributions;

·          Setup of GL codes for GL interfaces & reporting;

·          GL generated by payroll, Cost Centre, Department, or by employee where difference income/deductions groups can be split differently.

 

Allowances & Fringe Benefits :

·          All standard allowances and fringe benefits (as defined by SARS) are predefined;

·          Fringe benefit value of Medical Aid contributions are automatically calculated,;

·          Caters for set up of user defined calculations;

·          Caters for rand amount, percentage of earnings type, quantity or link to calculation profile;

·          Caters for minimum and maximum hours;

·          Caters for allowance limits, both maximum and minimum;

·          Where definition is based on hours, caters for pro-rata;

·          Caters for user defined allowances and fringe benefits with relevant IRP5s codes.

 

Funds & Deductions :

·          Setup Medical Aid, Pension, Provident, Union and Industrial Council Funds;

·          Funds can be linked to Employees, Job Grades or Cost Centres;

·          Companies contribution can be split into various policies etc and managed separately e.g. Funeral, Group Life and Pension split;

·          Maintain employee fund reference numbers and beneficiary details;

·          Multiple Medical Aid tables can be maintained;

·          MA Tables can be setup by earnings range;

·          Employer contribution can be setup as percentage of total contribution or amount  as set in table lookup;

·          Medical Aid tables can be setup by ‘number of dependents’ or ‘type of dependants’;

·          Table amounts can be as per lookup or accumulated;

·          Caters for MA vitality option and additional MSA;

·          Multiple Pension and Provident Funds can be maintained;

·          Set up funds with any effective date and deduction will activate at appropriate interval, Accumulate Life-to-date totals;

·          Standard government deductions are predefined;

·          Retirement Annuity deductions are predefined, just enter the contribution amount where appropriate;

·          Allows set up of multiple RFI profiles;

·          Allows the set up of funds and deductions as Rand amount, percentage of various earnings, table or user defined calculation;

·          Facility to defined deduction priority;

·          Facility to accumulate arrears;

·          Automated recovery of arrears;

·          Can select effective deduction intervals in weekly payrolls;

·          Option to display company contribution on payslip.

 

Bonuses :

·          Caters for Recurring and Annual bonuses;

·          Caters for payout on anniversary, birthday, user selected interval;

·          Option to payout on termination;

·          User defined Bonus provision rules;

·          Caters for Pro-rata bonus ie based on periods worked;

·          Caters for fluctuating earnings ie taking pay increases into account;

·          Option to display bonus provisions on payslips;

·          Caters for ‘tax on bonus’ provision, to tax year end or to bonus interval.

 

Profiles (Templates) and Calculations :

·          Caters for system default or user defined profiles for the following :

o        RFI Profile

o        Leave Encashment Profile (BCEA leave and additional leave)

o        Leave Pay (BCEA leave and additional leave)

o        Cost to Company

o        Overtime

o        Total Package

o        Total Cost to Company (define elements included)

·          Allocate ‘default’ user defined profiles;

·          Cater for override of profile at employee level;

·          Mathematical formulas can be setup in a ‘calculation profile’ for any Income or Deduction;

·          Calculation profiles cater for the following in the calculation :

o        Comparisons

o        All incomes and deductions (theoretical or actual)

o        Use of hours, overtime hours and shifts worked

o        ‘IF’ and ‘ELSE’ conditions

o        Customized input

o        Cost Centres, Departments, Pay Points etc

o        Job Grades

o        Dates

o        Age

o        Employment Type

o        Gender

o        Length of Service

o        Profiles

 

Employee Details :

·          Employee payment methods of cheque, cash and EFT;

·          Employee net pay split options;

·          Employee Daily and Monthly net pay limits;

·          Employment  history;

·          Job Grades, Job Titles and Alternate Job Grades maintained in the payroll;

·          Maintenance of marital details;

·          Maintenance of number of dependants for fund contributions;

·          Caters for employee engagement, take-on, suspension, termination, re-instatement, etc;

·          Caters for employee transfer with and without YTD financial details ie new or continued IRP5, as well as leave and loan information.

 

Employee Package :

·          Date Driven Packages allows for capture of future packages;

·          Full Package History available online;

·          Caters for temporary packages eg for Maternity leave;

·          Total Cost of Employment facility;

·          Caters for YTD package adjustments;

·          Caters for YTD take-on information.

 

Loans & Garnishees :

·          Facility to manage staff loans or loan repayments automatically deducted;

·          Payment of Garnishees via EFT;

·          Manage garnishee payments, just add deduction amount and description;

·          Display of loan balances on payslip;

·          Automated Interest on loans calculation;

·          Auto calculate taxable fringe benefit;

·          Auto calculate repayment amount based on Fixed periods, Fixed repayment amount  - either including or excluding interest;

·          Unlimited number of loans per employee.

 

Savings & Provisions :

·          Facility to set up savings and provisions account;

·          Used for savings, bonus provision, bonus tax provision (separate from Company Bonus functionality);

·          Automatically deducts and manages an incrementing balance;

·          Set ‘maximum balance’;

·          Automatic payout option;

·          Displaying of balances on payslips is optional.

 

Shift and Hourly Workers :

·          Full management of shift workers and their respective allowances;

·          Ability to capture number of shifts or number of shift hours;

·          Option to include overtime hours in shift;

·          Shift allowances can be set up as monetary amount per shift / hour / pay period or as a % of various earnings;

·          Shift and other allowances can have a start date, end date, a minimum payment, minimum hours, etc;

·          System parameter to allow capture of exceptions (i.e. default the hours) or allow capture of actual hours;

·          System parameter for normal time fill from overtime hours;

·          Option for maximum normal hours and maximum overtime hours;

·          Option to automatically allocate public holiday hours;

·          Setup unlimited overtime rates;

·          Caters for overtime by Rand amount;

·          ‘Default to working days in month’ option for contractors;

·          Interfaces are available to various Time and Attendance systems;

·          Normal hours breakdown option for reporting purposes eg productive, unproductive, injured on duty etc.

 

Time & Attendance :

·          Capture T&A online;

·          Import T&A from spreadsheet;

·          Option to capture by week, by pay period or by month;

·          Capture Shifts, normal hours, overtime hours, public holidays, leave hours etc;

·          Option to clear all data by week or pay period or month.

 

Mass and Global Updates :

·          Facility to apply Global changes to any employee income or deduction by Cost Centre, Sub Cost Centre or Pay Point (e.g. for increases);

·          Caters for Global adjustments for update to leave information;

·          Global adjustment to payslip information (e.g. bonus, 13^th cheque, leave payout etc);

·          Caters for global change as Increase, Decrease or Replace, by a Percentage or Rand value;

·          Contains Facility to print a message on all or various groups of payslips;

·          Mass update caters for mass capture of a change to an Income or Deductions by employee where the system provides the current value and allows the user to capture the replacement value.

 

Overtime & Leave Payment :

·          Auto calculate overtime amount i.e. just enter the hours;

·          Auto calculates leave payout; just enter number of days to be paid;

·          Auto calculate leave encashment;

·          Leave closure ie automatically calculates deductions to cater for leave period.

 

Tax :

·          Allows for the definition of unlimited Retirement Funding Income profiles;

·          Automated calculation and deduction of allowable Pension and RA deductions from taxable income (based on RFI and/or NRFI values), including arrear pension and retirement annuities;

·          Automated calculation of taxable medical aid fringe benefits;

·          Caters for Medical Aid deductions with respect to employees over 65 years of age;

·          Caters for employees with tax directives, temporary employees, personal services companies, independent contractors, seasonal workers etc;

·          Caters for voluntary tax ‘over-deduction’, tax adjustments;

·          Caters for Tax Provision on bonuses;

·          Caters for taxation of Directors with respect to ‘Directors Remuneration’;

·          Correctly taxes travel allowances, travel reimbursements and SARS defined allowances and fringe benefits;

·          Lump sum payments and applicable directives catered for;

·          All appropriate SITE & PAYE calculations done;

·          Detailed Tax traces available for any period and any employee;

·          Caters for one IRP5 per tax year for contractors, temps, seasonal workers and re-instated employees.

 

Processing of the Payroll :

·          Split pay period into as many separate runs as you like;

·          Caters for ‘additional runs’;

·          Early run facility for terminated employees etc;

·          Run and rerun as often as necessary;

·          Caters for ‘leave closure’;

·          Reverse a full payrun or a single payslip by the press of a button to take you back to the status as at the end of the last payrun;

·          ‘Accept’ the payrun finalize and close the payrun (no more changes – this ensures no under and over payments, balancing problems, security issues);

·          System Administration has ‘reject’ (un-accept) facility for Accepted runs;

·          EFT’s and GL Interface file only generated once payrun is Accepted;

·          Net Pay rounding option.

 

EFT Facility :

·          Payment of Net pay via EFT including ‘net pay splits’ ie to multiple accounts;

·          Management of 3^rd Party EFT payments eg funds, Industrial councils, unions etc;

·          Payment of Statutory payments via EFT eg SDL, Skills levy;

·          Payment of Garnishees deductions via EFT;

·          View all EFT payments online;

·          Adjust the transfer amount within the EFT facility;

·          Split the transfer amount into two;

·          Authorize and Create EFT file requires entry of password for security reasons;

·          Caters for Standard Bank CATS and EFTS, Nedbank, NedInform, etc;

·          Full audit report on all EFT activities.

 

Reports :

·          All reports can be viewed online (onscreen printing) with printing optional;

·          All statutory / government standard reports available e.g. UIF, RSC, Skills Development Levy, PAYE etc;

·          OID reporting caters for actual and projected;

·          Print reports by Employee, Cost Centre, Department, Job Grade, Pay interval etc;

·          Print current pay period, YTD or selected intervals;

·          General ledger and leave liability reports;

·          Leave and Bonus Provision Reports;

·          Produce Reports for previous months and previous years anytime, without any restores;

·          Print payslips on confidential payslips, client stationery or on A4 paper;

·          Print payslips and reports as many times as you like;

·          Facility to print messages on payslips by individual employee or selected grouping of employees;

·          Facility to write reports to Excel;

·          Print various forms i.e. leave application, claim, loan application etc;

·          Report on previous tax years without any data restores;

·          Print ‘interim IRP5’ at any time;

·          Print audit reports by user, by employee by action type;

·          Optional information on payslips e.g. tax on overtime, directors remuneration, company contributions, bonus provisions, leave information, loan information etc;

·          Print employee name and address details on labels.

 

Interfaces :

·          General ledger interfaces include Pastel, Accpac, SAP, Navision, Impact, CS3, Millenium etc;

·          Various Time and Attendance interfaces;

·          EFT interfaces (e.g. Standard Bank CATS and EFTS, Nedbank, NedInform, etc);

·          Integrated with PSIber STAFF (Personnel Administration system), PSIberTAX (Package Modeling tool), PSIberASSES (Tax Return tool) and PSIberESS (Employee self service tool);

·          Imports & Exports:

o        Employee non-financial take on information

o        Employee financial take-on information

 

Leave Management :

·          Allow the setup of various leave levels;

·          Accumulate leave by hours, shifts, days, pay intervals, years, or by length of service;

·          Set the default leave level;

·          Accumulate additional leave based on service etc;

·          Leave rollover on employee engagement date or user defined date;

·          Sick leave managed according to Basic Conditions of Employment Act;

·          Advance leave options (user definable);

·          Leave Provision based on system default or user defined profile;

·          User defines whether Leave provision is to include encashment and leave taken;

·          Caters for annual leave closure;

·          Printing of leave application form for an employee, with available leave displayed;

·          Caters for global leave updates e.g. annual shutdown;

·          Display of leave balance on payslip is optional;

·          Caters for Annual, Sick and other leave types;

·          Audit and recording of Leave Balance adjustments;

·          Employee can check leave details and apply for leave via Employee Self Service;

·          Accumulated leave and leave taken totals by Cycle and Engagement to date.

 

IRP5’s & IT3(a)’s  and Tax Year End :

·          Electronic IRP5’s and IT3(a)’s as required by SARS are catered for;

·          Printing of IRP5’s and IT3(a)’s at any time during a tax year;

·          Printing of ‘Duplicate IRP5s’;

·          IRP5 Reconciliation Report done periodically as well as year end;

·          SITE & PAYE calculations;

·          Take-on of year to date data for IRP5’s, correct tax calculations etc catered for;

·          IRP5 validation facility (as per SARS IRP5 test facility) ie auditing IRP5 information to allow user to make corrections before submitting file to SARS;

·          Caters for cancellation, deletion, rejection and re-creation of IRP5’s;

·          Caters for Year to Date adjustments at end of tax year;

·          Online viewing of all IRP5s;

·          Caters for changing of IRP5 information;

·          Generates both an IRP5 test file for testing with SARS before final acceptance of the IRP5s.