Customer Update - April

Please confirm whether you want to hear from us (GDPR related) - Important Update

From May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. This is due to the GDPR legislation. You will be able to unsubscribe at anytime. Don’t miss out - sign up to our newsletter today!

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PAYE Modernisation is arriving on 1st January 2019. Be Ready!

The way you process payroll is changing forever. PAYE Modernisation is a new system that is being introduced where all employers must comply and implement the new PAYE changes. From the 1st January 2019, payroll will need to be processed in real time, where employers will be required to calculate and report their employees pay and deductions as they are being paid. Guest Speaker: Sinead Sweeney from Revenue

Find out more | Register for free webinar

Free Webinar: What does GDPR mean for your business?

Employers process large amounts of personal data, not least in relation to their customers and their own employees. Consequently, the GDPR will impact most if not all areas of the business and the impact it will have cannot be overstated.

Employer Webinar: 8th May | Bureau Webinar: 1st May

Rate Thesaurus Software on Google Reviews

As a valued customer, your feedback is very important to us. Please share your views about Thesaurus Software on Google Reviews. The review takes about 2 minutes to complete and helps potential new customers understand what you like about us. Click on the link below and you will see Thesaurus Software on the right hand side. Click ‘Google Reviews’.

Start review here | Read customer testimonials

New SEO gives enhanced employment rights to plumbers and fitters

The Sectoral Employment Order (SEO) now replaces the old Registered Employment Agreement system which was ruled unconstitutional in 2013. This is the second SEO that has been enacted after the Construction Industry SEO was introduced last October. The SEO sets out increased employment rights for those plumbers and fitters working in the industry.

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Thesaurus Connect can help with GDPR!

Under the GDPR legislation, where possible the controller should be able to offer self-service remote access to a secure system which would provide the individual with direct access to his or her personal data. BrightPay Connect is a self-service option which will give you, your clients and their employees online remote access to view payslips and other payroll documents 24/7.

Find out more | Register for GDPR webinar | Book a demo

Posted byKaren BennettinCustomer Update

Template Data Processor Agreement Now Available

Those of you who were on any of our recent GDPR webinars will be aware that data controllers (e.g. a payroll bureau client) need to be amending their contracts with any data processors (e.g. the payroll bureau) to accommodate the new requirements under the GDPR.

For those of you who did not get to attend our webinars here is a brief overview.

The Legislation

Whenever a data controller uses a data processor there needs to be a written contract in place. The contract is important so that both parties understand their responsibilities and liabilities. The GDPR sets out certain information which needs to be included in the contract.

Controllers are liable for their compliance with the GDPR and must only appoint processors who can provide ‘sufficient guarantees’ that the requirements of the GDPR will be met and the rights of data subjects (an individual who is the subject of personal data) protected.

Processors must only act on the documented instructions of a controller. They will however have some direct responsibilities under the GDPR and may be subject to fines or other sanctions if they don’t comply.

What does this contract look like?

To comply with the new requirements under GDPR you could either:

1. Draft new Terms of Service / EULAs / Engagement Letters for each client to include the new GDPR requirements.
2. Where you have an existing contract in place you could issue an Addendum to this contract covering the new GDPR requirements, this is commonly known as a Data Protection Agreement (DPA).

Our Advice to Payroll Bureaus

Our advice to payroll bureaus is that when it comes to GDPR you should aim to take an active role in educating your clients about GDPR.

Although the onus is on data controllers to ensure contracts are in place, payroll bureaus looking to get ahead of the GDPR would be well advised to approach their clients and instigate putting the appropriate contracts in place.

Template Data Protection Agreement (DPA)

To assist our customers we have created a template Data Protection Agreement which can be used as an addendum to any existing agreements.

Template Data Protection Agreement

Posted byLaura MurphyinGDPRGeneral Data Protection Regulation

How Thesaurus Connect can help with GDPR

Under the GDPR legislation, where possible the controller should be able to provide self-service remote access to a secure system which would allow the data subject with direct access to his or her personal data. Thesaurus Connect is a self-service option which will give you and your employees online remote access to view and manage your payroll data 24/7.

Thesaurus Connect is tailored to help you overcome the challenge that GDPR presents. Furthermore, the cloud functionality will improve your payroll processing with simple email distribution, safe document upload, easy leave management and improved communication with your employees.

Online synchronisation and backup of payroll data will maintain accuracy and improve efficiency. By introducing a self service option, employers can begin a new way of remotely accessing information and start taking steps to be GDPR ready. Additionally a self-service facility will automate payslip distribution, simplify and integrate leave requests and keep a secure and chronological backup of your payroll records.

Simplify your GDPR compliance with Thesaurus Connect

The option of Thesaurus Connect will keep your employee payroll data secure and offers your employees the added reassurance that you are taking action to become GDPR ready. The advantages of a cloud backup and self-service software are numerous, but mainly it significantly increases the efficiency and effectiveness of payroll work.

Workflow is increased since employers are no longer wasting time on manual data processing and therefore are working quicker and more securely within the remit of the GDPR guidelines. Thesaurus Connect is an online payroll and HR software solution that has been developed to help our customers become GDPR ready. It removes the manual data entry requirement for annual leave management, updating employees details, re-sending payslips, backing up your data and HR processing.

Here are the biggest GDPR advantages of Thesaurus Connect:

Accountant / Employer Dashboard

Payroll bureaus and accountants have instant access to an online self-service to view clients payroll information. Employers can invite their accountant to access their payroll information. Through the accountant / employer online dashboard, you can have remote and secure access to employee payslips, payroll reports, amounts due to HMRC, annual leave requests and employee contact details.

Employee Self Service Portal

Invite employees to their own self-service online portal. This secure system would provide employees with direct access to his or her personal data. Employees can securely view and download payslips, P60s and P45s and easily submit holiday requests, view leave taken and leave remaining.

Integration with payroll

Thesaurus Connect is fully integrated with Thesaurus’s payroll software ensuring the payroll data is correct at all time. Any annual leave or other leave, changes to employee contact details and payroll reports are updated and synchronised with the payroll software and Thesaurus Connect.

Cloud Backup

Under GDPR, it is important to keep a copy of payroll files safe in case of fire, theft, damaged computers or cyber attacks. Thesaurus Connect is powered using the latest web technologies and hosted on Microsoft Azure for ultimate performance, reliability and scalability. Thesaurus Connect maintains a chronological history of your backups which you can restore or download any time keeping your records protected.

24/7 Online Access

Thesaurus Connect allows password protected mobile and online access to your payroll data anytime and anywhere. This fulfils the GDPR recommendation to provide remote access to a secure system where your employees would have direct access to their personal data.

HR & Annual Leave Management

Employers can view all upcoming leave in the Thesaurus Connect company wide calendar where they can easily authorise leave requests with changes automatically flowing back to the payroll. You can upload sensitive HR documents such as employee contracts keeping confidential information restricted to each individual employee.

Reduce HR Queries

Thesaurus Connect makes it possible to drastically reduce the number of HR queries you deal with such as access to view personal data, payslip requests, annual leave requests, managing employee contact information and employee payroll records.

TimeSheet Upload (Coming Soon)

You will soon be able to upload employees’ hours and timesheets directly through the Thesaurus Connect portal. The upload facility offers an additional layer of protection for your payroll information. From there, you can process the payroll from the timesheet upload. This automated process will offer a more secure and accurate recording of the timesheets and hours.

Book a Thesaurus Demo

Cloud advancements enables an interactive collaborative experience for your accountants, employers and employees. Thesaurus Connect speeds up and transforms the accountant / employer relationship from a document exchange or transactional relationship to an instant access one. Book a demo today to see just how Thesaurus Connect can help towards GDPR compliance.

Free GDPR Webinars: What does GDPR mean for your business?

Payroll Bureaus and employers process large amounts of personal data, not least in relation to their customers and their own employees. Consequently, the GDPR will impact most if not all areas of the business and the impact it will have cannot be overstated. In this webinar, we will peel back the legislation to outline clearly:

Agenda

• What is GDPR and why is it being implemented?
• Why employers need to take it seriously
• How to prepare for GDPR
• How we are working to help you

Bureau CPD Webinar | Employer Webinar

Thesaurus Newsletter - Are you missing out?

GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at anytime. Don’t miss out - sign up to our newsletter today!

Subscribe now

Posted byKaren BennettinGDPRGeneral Data Protection Regulation

The ins and outs of PAYE Modernisation

The objective of PAYE modernisation is to deliver Real Time Information (RTI) so that Revenue, employers and employees have up-to-date information relating to tax deductions and pay. This will improve the transparency and understanding of the PAYE system for all stakeholders. For example, this will ensure that the right tax deduction is made at the right time from the right employees and that employers pay over the correct tax deduction and contribution for every employee.

SMART PAYE sets out the key design principles of the project. The project will meet its objectives while also ensuring the benefits to all stakeholders by working to these principles.

What are the benefits?

For Revenue:

• Statutory in-year returns
• Making compliance easier
• Accurate up-to-date income details
• Reduced customer contacts
• Timely targeted interventions
  
  

For an Employer:

• Seamless integration into payroll
• Minimise employer cost to comply
• Abolition of P30s, P45s, P60s and end of year returns
• Right tax paid on current due dates
• Time savings
  
  

For an Employee:

• Simplified online services
• Maximise use of entitlements
• Automatic end of year review
• Real time accurate data
• Transparency
  
  

Related Articles:

• PAYE Modernisation – What do these changes mean for you?
• Are you ready for PAYE Modernisation?
• What do I need to know about PAYE Modernisation? 

Thesaurus Payroll Manager | BrightPay Payroll Software

Posted byHolly McHughinPAYE Modernisation

St. Patrick's Day 2018 - Employers; is it Saturday 17th or Monday 19th?

This year St. Patrick’s Day falls on a Saturday, leaving many businesses confused as to how the benefit for St. Patrick’s Day should be given. We’ve clarified what you need to know here:

Monday 19th March 2018 may be a Bank Holiday, in that the banks are closed, but it is a normal working day and not a Public Holiday, Saturday 17th is the Public Holiday. Many businesses that operate Monday to Friday will honour Monday 19th as the holiday and close that day, but this is not a mandatory requirement. It is a requirement that full-time employees, and eligible part-time employees, are given their public holiday statutory entitlement for Saturday 17th March.

What is the Statutory Entitlement?

An employee is entitled to their employer’s choice of the following in respect of a public holiday:

• A paid day off on that day
• A paid day off within a month of that day
• An additional day of annual leave
• An additional day’s pay

Open for business on 17th March & 19th March?

Businesses that are open for business on Saturday 17th March should treat Saturday 17th March as the Public Holiday. Employees who are scheduled to work on that day should receive one of the last three options above. Employees who are not scheduled to work on 17th March may receive any of the four options. In this situation, there will be no further requirement to offer an additional benefit on Monday 19th March, this will be seen as a regular day.

Bright Contracts | Thesaurus Payroll Software | BrightPay Payroll Software

Less than 3 months to go: Are you prepared for GDPR?

The EU’s General Data Protection Regulation (GDPR) will be implemented in Ireland in May 2018 with the aim of protecting all EU citizens from privacy and data breaches in an increasingly data driven world.

Unfortunately, many employers do not realise that 25th May 2018 is a deadline as opposed to a start date. It is important that all employers are ready and GDPR compliant by this date, with potential fines for breaches as high as €20 million or 4% of global turnover.

All employers process large amounts of personal data, especially when it comes to their customers and their employees. Consequently, the GDPR will impact most if not all areas of the business and the impact it will have cannot be overstated.

Organisations need to act now to prepare for the potential changes to their systems and procedures. The introduction of GDPR is just three months away, and by now all businesses should be taking action.

As part of our own preparation, we need your help. After 25th May 2018, we will not be able to email you about webinar events, special offers, legislation changes, payroll related news and other group products without you subscribing to our mailing list. You will be able to unsubscribe at anytime.

Don’t miss out - sign up to our newsletter today!

Free Webinar: GDPR for your Payroll Bureau

BrightPay by Thesaurus Software is hosting a free webinar on 8th March to help payroll bureaus prepare for GDPR. In this webinar, we will peel back the legislation to outline clearly:

• What is GDPR and why is it being implemented?
• Why employers need to take it seriously
• How it will impact payroll bureaus
• How to prepare for GDPR
• How we are working to help you

Places are limited - book your place now!

Thesaurus Payroll Software | BrightPay Payroll Software

Posted byRachel HynesinGDPRPayroll Software

Bad Weather equals staffing headaches – what can be done?

With the recent bad weather, many businesses across the country have been forced to close or get by with skeleton staff. The question now on most employer’s minds is do they have to pay staff who are unable to come into work, whether because of workplace closure or inability to travel.

Answer

There is no legal obligation on employers to pay their employees if the business was forced to close due to extreme weather conditions or if employees were unable to travel to work due to bad weather. However, it is important to be aware of any custom and practice in the organisation or contractual clause, which may override this position.

The general advice to employers is to be as flexible as possible. The handling of bad weather and travel disruption can be a real opportunity for an employer to boost staff morale and show yourself as an all round fair employer. Possible considerations might include:

• Can you be flexible with regard to working hours or working patterns?
• Is it possible for employees to work from home or even at a different location?
• Would it be possible for the employee to work back the time missed at a later date?
• Rather than deducting pay for time missed you could offer that the employee take annual leave for the time. Whilst offering this as a solution is recommended, enforcing it without the agreement of the employee would not be best practice. 

A company policy on absence due to inclement weather should address the situation where employees are unable to attend work, due to weather-related circumstances. Having such a policy should also mean there is much less scope for confusion and disagreement.

An Inclement Weather policy is available within the Optional Sections of the Bright Contracts Handbook.