Thesaurus Customer Update: July 2020

Welcome to Thesaurus Software's July update. Our most important news this month include:

• Rehiring Employees After Layoff - The Payroll Implications

• Temporary Wage Subsidy Scheme - Checking refunds in ROS

• COVID-19 Webinar On-Demand: Important Payroll Updates & Return to Work

7 Steps To Returning To Work After COVID-19 

Thesaurus Connect: Streamlining Remote Working & Payroll Processing

COVID-19 Webinar - Did you miss it? Watch on-demand now 

During our most popular webinar, we looked at recent changes to the Temporary Wage Subsidy Scheme and the payroll implications of rehiring employees. We also broke down the Return to Work Safely Protocol and summarised it into 7 key points that employers need to be aware of. 

Watch now

3 Important Changes to the Temporary Wage Subsidy Scheme

Most employers are now either aware or availing of the Temporary Wage Subsidy Scheme. However, as the economy slowly recovers and many businesses reopen their doors, new changes to the scheme have been introduced to facilitate the transition. It’s essential that employers in particular keep up to date with these changes so that they know best how to manage their payroll as they bring employees back to work. 

3 Updates To The Temporary Wage Subsidy Scheme

Here are the recent changes to the scheme that employers need to be aware of:

1. Employees that were on maternity, adoptive, paternity or parental leave or directly related unpaid leave, in receipt of Health & Safety Benefit, Parent’s Benefit or Illness Benefit are now eligible for the scheme. Employers who wish to avail of the Wage Subsidy Scheme for any of these employees will need to complete a simple form for each relevant employee, and this form is available for download via myEnquiries on ROS. Revenue will check DEASP data to ensure the employee was in receipt of the DEASP payment, such as maternity benefit etc. Revenue will then calculate the Net Weekly Pay for each relevant employee and will provide the information on an updated TWSS file. This updated TWSS file will need to be downloaded and re-imported into the payroll software. The subsidy will be backdated to the date of recommencement of employment or from the 26th of March 2020, whichever is the latest date.
2. It has been confirmed that apprentices that were on training in February and as a result were not on their employer’s payroll in February now qualify for the scheme. This is also done by the employer submitting the form in myEnquires which will then prompt an updated TWSS file.
3. Revenue has decided to place all recipients of the Wage Subsidy Scheme and the Pandemic Unemployment Payment on a week one/month one basis. Revenue have issued RPNs to reflect the week one/month one basis, and it applies to all those that are/have been in receipt of those payments. 

Don’t miss out on the latest updates - Join our Free Webinars

At BrightPay we know how important it is to keep on top of the most recent developments when it comes to COVID-19. That’s why we’re holding regular webinars to share with you all news relating to Revenue updates, what employers need to know and how you can make sure you’re complying with best practices at all times.

Click here to watch our previous webinars on-demand, where we cover everything from important COVID-19 payroll updates to return to work government advice and more.

To receive email notifications letting you know when we’re holding our next webinar, sign-up to our mailing list and ensure you don’t miss out on the latest updates for your business.

Posted bySarah TyrrellinCoronavirus

7 Steps To Returning To Work After COVID-19

On the 9th of May 2020, the Government published the Return to Work Safely Protocol. This sets out a number of measures that workplaces must take in order to help prevent the spread of COVID-19 in the workplace as we reopen our economy.

The Health Service Authority (HSA) has responsibility for ensuring that employers are following the protocol and preparing and putting systems and controls in place. They will also be carrying out workplace inspections to ensure the Protocol is being implemented. Their approach is very much supportive.

At 29 pages long, the Protocol is quite a comprehensive document and there is a lot to take in, particularly for a small employer. So, we’re breaking it down and pulling out the key points that you need to be aware of moving forward. 

The Protocol sets out a number of steps for employers and workers to reduce risk of exposure to COVID-19 in the workplace. 

1. Lead Worker Representative

Each workplace must appoint at least one lead worker representative, who along with management will have responsibility for ensuring that COVID-19 preventative measures are adhered to. The Protocol very much promotes collaboration between the employer and employees, and having a Lead Worker Representative is very much key to having everybody working off the same page. For transparency and openness, it is also recommended that you create a log of everyone in your business who has COVID-19 responsibilities – that might be for cleaning or dealing with suspected cases. Download Template: Lead Worker Representative Log

2. Review Risk Assessment & Health & Safety Policies

In order to create a COVID-19 Response Plan that is specific to your business, you will need to complete a risk assessment. Look at how and where the virus could be transmitted in your workplace, and from that, you’ll learn what control measures you need to take  to minimise these risks. If there is a change to how work is being carried out in your workplace then you will need to review your Health & Safety policies. 

3. Develop a COVID-19 Response Plan

The next mandatory point is that all workplaces must develop a COVID-19 Response Plan. This is best thought of as a comprehensive catch-all document that deals with all points of relevance relating to COVID-19 and the workplace in one place. The Protocol specifically sets out the information you must include in your Response Plan, and this includes:

• Stating how you will deal with a suspected case of COVID-19 in your workplace. You should appoint one employee with responsibility for dealing with suspected cases. You must have a designated isolation area to accommodate someone who may have contracted the virus. The idea being that you have a sterile environment where the employee can go if they are unable to go home straight away.
• You will need to reference cleaning & hygiene. State how frequently your common areas and frequently touched surfaces are being cleaned. Have you provided sufficient hand washing / sanitisation facilities?
• Reference the measures you have taken to ensure physical distancing. You will need to show how the 2 metre physical distance will be adhered to.
• There is a strong onus on employers to keep staff informed and updated, not only on what is happening in your workplace or site but on public health advice in general. That will include displaying signs in the workplace, but also sending government updates and links.
• Employees have a responsibility here too; they must ensure that they are keeping up-to-date and abiding by the preventative measures being put in place. So, it is important to set out the employees responsibilities in writing in the Response Plan as a reference point.
• Mental health is specifically referenced in the Protocol. You will need to reference and discuss how you are supporting employees through this very challenging time.

Bright Contracts has been updated with a template COVID-19 response plan which has been written closely following HSA guidelines and checklists.

4. Complete Pre-Return to Work Forms

A pre-return to work form must be completed by employees at least 3 days before they return to work. There are a number of prescribed questions that must be answered. The form allows employees to self-certify that they do not have COVID-19 symptoms or have not been in close contact with any confirmed or suspected cases over the last 14 days. You can get a return to work form template from the HSA website.

In communicating with employees upon their return to work, it would also be advisable to establish whether or not they might be considered as a vulnerable worker. There is a HSE webpage that sets out who high risk groups are, you might consider sending this to employees and asking them to notify you if they fall into any of the categories. If they do fall into a vulnerable category you do have a duty of care to take extra precautions to protect that individual.

5. Provide COVID-19 Induction Training for All Staff

Upon returning to work all employees must be given COVID-19 induction training. At a minimum, this training should include:

• Up-to-date advice and guidance on public health.
• Details on what a worker should do if they develop symptoms of COVID-19.
• Information on what steps the business is taking to address the risk of COVID-19.
• An outline of the COVID-19 response plan. 
• Any other relevant sector specific advice. 

The training doesn’t have to be overly complicated and you should consider giving this training yourself. If you have a well put together COVID-19 Response Plan, this could double up as your training material for staff. Be sure to keep a record that the training has taken place and note who has attended. If you have any new starters in the coming months, they also should be given the training. 

6. Keep a Log of Group Work

You should keep a log of all close contact, group work and employee interactions that take place. The logic behind this initiative is to be able to assist with contract tracing, should it be required.

7. Review Other Company Policies

Finally, when you’ve done all of the above you may want to look at reviewing and updating some of your existing policies. For example your Sick Leave Policy should really be updated to reflect COVID-19 - the protocol specifically requires employers to review and revise their existing sick leave policies. You might also want to consider putting in place a Working from Home policy if that is the norm in your company, or updating the Annual Leave and Mental Health policies.  

Keep Up-To-Date With the Latest Advice on Returning to Work

Interested in finding out more about Returning Staff to Work? Click here to watch our most recent webinar on-demand where we discuss the Return to Work Safely Protocol, common questions on the practicalities of bringing staff back to work and the payroll implications of returning staff to work.

To receive email notification letting you know when we’re holding our next webinar, sign-up to our mailing list and ensure you don’t miss out on the latest updates for your business.

Posted bySarah TyrrellinCoronavirus

PAYE modernisation: Common mistakes & how to avoid them

In January 2019, we saw the biggest overhaul of the Irish PAYE system since it was introduced. PAYE modernisation requires employers to submit the details of each employee’s pay to Revenue on or before each payday. The new real-time reporting system meant that all forms relevant to payroll taxes (P30, P35, P60, and P45) were abolished. Instead, Revenue issues employers with a monthly statement based on the submissions made by the employer with a summary and breakdown of the total liability due.

It probably goes without saying, compliance with PAYE modernisation is compulsory, and the penalty regime is pretty stiff. The regime includes a fixed penalty of €4,000 for each breach of the PAYE legislation and a fixed penalty of €3,000 imposed on the company secretary for each breach.

With these high stakes, there are three big mistakes you need to avoid when it comes to PAYE modernisation.

The DIY approach

We’d be lying if we said it was impossible to comply with PAYE modernisation manually. It’s possible, of course. But lots of things are technically possible: climbing Everest is possible, for example, but it’s difficult.

So yes, technically speaking, your business can go the DIY route to comply with PAYE modernisation. If you don’t have compliant software, the relevant information must be submitted to Revenue manually through Revenue Online System (ROS).

But why struggle when you don’t need to? With the right payroll software in place, the transition can be seamless while also offering many real-time reporting benefits to businesses and employees.

Set and forget

Outsourcing payroll compliance can be a fantastic way to eliminate administrative burdens and free up time. But fundamentally, PAYE modernisation compliance is the employers responsibility.

When you choose an outsourcing partner, you need to be certain that they are not going to overlook your real-time payroll reporting duties. Check with your payroll provider to see how they’re complying, and whether they’re using industry-standard, compliant software like Thesaurus Payroll Manager.

Not choosing the right software

If you have - rather wisely - opted for the software route to comply with PAYE modernisation, there’s another decision to be made: choosing the right supplier.

There’s a lot of choices out there, but very few software suppliers can lay claim to Thesaurus Software’s level of preparedness. We’ve worked with Revenue from day dot to make PAYE modernisation a success, and our software makes compliance simple. So if you’re seeking the right software partner, look no further.

Watch a demo today to discover how Thesaurus Payroll Manager can improve your payroll reporting processes.

Covid-19 mandatory policy now available on Bright Contracts

The Return to Work Safely Protocol (“the Protocol”) sets out essential measures employers must take to help prevent the spread of Covid-19.

Under “the Protocol”, all employers must put in place a Covid-19 Response Plan. A Response Plan is best thought of as a comprehensive, catch-all document that deals with all points of relevance relating to COVID-19 and the workplace. This will deal with issues such as hand hygiene, respiratory hygiene and physical distancing, amongst others.

The Bright Contracts software has now been updated to include a template Covid-19 Response Plan. This document is the perfect starting point for any small employer getting to grips with Covid-19 and preventative workplace measures.

Download Bright Contracts here.

Other Requirements of the Protocol include;

• Nominating a Worker Representative to help ensure measures are implemented and adhered to.
• Train all staff on Covid-19 and preventative measure being taken
• Ask all staff to complete a return to work form

 The full Protocol can be found here.

The Road to COVID-19 Recovery - The Return to Work Safely Protocol

Join us on 9th June for a free COVID-19 webinar

This webinar will examine key facts & updated guidance on COVID-19 payroll impacts. Understand what the lockdown easing will mean for your business as you reopen and what COVID-19 safety policies you need to introduce.

Free Webinar: Register Now

Part 1: Important COVID-19 Payroll Updates

In recent months, Revenue have introduced COVID-19 Government schemes to help keep paying employees with a number of important updates being rolled out. The government has announced the first steps to ease the coronavirus restrictions with a roadmap in place for lockdown measures to be slowly lifted. Understand how to adapt your payroll processes to accommodate for the schemes and subsequent updates.

Agenda

• Temporary COVID-19 Wage Subsidy Scheme
• The Payroll Implications of Rehiring Employees
• COVID-19 Pandemic Unemployment Payment 
• Managing Annual Leave during COVID-19

Part 2: Return to Work Safely Protocol

With the emergence from lockdown becoming clearer, businesses will need to start to put plans and COVID-19 policies in place for their employees to go back to the workplace safely. The Irish Government has introduced a Return to Work Safely Protocol for all businesses to follow. This introduces mandatory measures for organisations to take care of their people and safeguard their health and well-being.

All workplaces must adapt their workplace HR policies, procedures and practices to comply fully with the COVID-19 related public health protection measures identified as necessary by the HSE.

Agenda

• Returning Staff from Layoff
• Redundancy
• Return to Work Safely Protocol

Unable to attend?

If you are unable to attend the webinar at the specified time, simply register for the webinar anyway and we will send you the recording afterwards. You can also click here to view more webinar dates.

Posted byRachel HynesinCoronavirus

Thesaurus Customer Update: June 2020

Welcome to BrightPay's June update. Our most important news this month include:

• Returning Staff to Work

• Temporary COVID-19 Wage Subsidy Scheme - Operational Phase

• How to download the Revenue Instruction from ROS

• Free Webinar: Important COVID-19 Payroll Updates & Return to Work Safely Policies

Return to Work Safely Protocol 

Rehiring Employees After Layoff - The Payroll Implications

Posted byKaren BennettinCoronavirusCustomer Update

The payroll implications of rehiring employees after layoff

Thousands of shops, businesses and construction sites have reopened as part of the first phase of the easing of COVID-19 restrictions. In terms of bringing staff back to work, employers should put in place a number of measures, as set out in The Government’s ‘Return to Work Safely Protocol’.

Many businesses are now able to re-engage their staff that had previously been placed on layoff. If an employee was laid off and their employment ceased as a result of COVID-19, and the employer now wishes to place this employee back on the payroll, the employee will qualify for the Temporary Wage Subsidy Scheme if their DEASP claim is ceased. However, employees must have had a pay date in February and have been included in submissions between 1 February 2020 and 30 March 2020 under the same PPS number to qualify.

Rehired Employees & TWSS Files

During the operational phase of the Temporary Wage Subsidy Scheme, Revenue are providing all employers with details of the maximum subsidy and maximum top-up for all their employees. This Revenue instruction is in the form of a TWSS file, which was made available to employers on ROS from 4 May 2020.

Where an employee was rehired after 1 May 2020, they were not included in the initial TWSS file, and so J9 submissions for employees rehired after 1 May were processed but rejected for refunding.

From 18 May, the TWSS file now includes rehired employees that were included in an RPN between 2 May 2020 and 17 May 2020, provided the employee was on the employer's payroll on 29 February 2020 with the same PPS number.

From 21 May, Revenue will refresh the TWSS files daily to include rehired employees that have been notified to Revenue and to update the date on the file to reflect when it was refreshed. To be included in this refresh, employers must ensure that the rehired employees are on the payroll and an RPN has been received the day before the employer calculates and submits the first payroll payment to Revenue for the rehired employees. Revenue are currently developing a notification process that will inform employers when a refreshed TWSS file is available to download.

Additional Resource: We have created a template letter that employers can use for employees who are returning from layoff or short-time working.

BrightPay Payroll Software | Thesaurus Payroll Software

Posted byRachel HynesinCoronavirus

Returning staff to work

The Government’s “Return to Work Safely Protocol” sets out a number of measures employers must consider as they reopen their businesses and bring staff back to work safely.

In terms of bringing staff back to work, employers should put in place a number of measures, including:

1. Employees must be issued with a pre-return to work form to be completed at least 3 days prior to their return. In completing the form, employees will self-declare as being fit to return to work. If a worker answers Yes to any of the questions, they are strongly advised to seek medical advise before returning to work. A template questionnaire including all required questions can be downloaded here.

2. Induction training should be provided for all workers. At a minimum it should include:
1. up to-date advice and guidance on public health
2. details on what a worker should do if they develop symptoms of COVID-19
3. information on how the workplace is organised to address the risk from COVID-19
4. an outline of the Covid-19 response plan
5. clarify points of contact from the employer and the workers

6. any other relevant sector specific advice 

3. Following a risk assessment, employers should arrange for the necessary controls to be put in place to prevent the spread of Covid-19 in the workplace.

4. Temperature testing should be implemented in line with Public Health advice.

5. Review and revise existing sick leave policies and amend as appropriate and in line with Covid-19 procedures. A revised sick leave policy is now available in Bright Contracts.

The full Return to Work Safely Protocol can be viewed here. 

How to introduce Thesaurus Connect to clients

Introducing a new service to your payroll clients isn’t always as simple as we’d like it to be. Yes, you know that it would be great for their business and maybe they do too, but it’s likely that they’ll still need some convincing to get them over the line and on board. So, here are 3 things to keep in mind when introducing Thesaurus Connect as a new payroll process.

What Does Your Client Need

Before you make your case to your clients, you need to be sure that you’re offering them the best service for their business. Every client is different in one way or another, and this means that a one-size-fits-all approach to their payroll just isn’t going to work. It’s also not going to give them confidence in your ability if they think you don’t understand their business, so doing your homework here will really pay off.

In order to get your client on board with your new payroll offering, it’s useful to think about what challenges they’re facing right now regarding payroll, and whether Thesaurus Connect is a right fit for them. Thesaurus Connect offers a whole range of additional HR benefits, so think about how these extras can save your clients time. Begin your introduction by showing your clients that they’re in safe hands because you fully understand their payroll challenges and you’ve got just the product to help them make their payroll processes even easier than it’s ever been before.

How Can You Provide Added Value

So now that you’ve established how Thesaurus Connect can modernise your client’s payroll process, it’s time to pitch the benefits to them. For most clients, this is a simple case of informing them about the HR features they may not have themselves including:

• Client payroll portal
• Payslip library
• Employee payroll app
• Annual leave management
• HR document upload feature 
• Automated payroll reports

You can also present Thesaurus Connect as a time saving opportunity by explaining to them that the cloud functionality frees them up to dedicate additional resources to other aspects of the business.

What’s The Bottom Line

Every client, whether big or small, is always trying to find new ways to cut costs, reduce administration and maximize profits (without cutting quality services). And in today’s climate, most businesses don’t have any choice in keeping their costs down as much as possible. So, one of the best ways you can sell your payroll services to your clients is by simply showing them just how cost effective it is.

Thesaurus Connect offers highly competitive pricing options where users are billed based on usage. The usage subscription model is based on the number of active employees in the billing month. The more clients you have the lower your cost per employee, which means you can pass the savings along to them. You can also find ways to make it even more tempting to your clients, such as offering them a free trial period, or a special deal if they refer a new client to your bureau. This is totally up to you, but don’t be afraid to be creative with how you cost this service.

Book a demo of Thesaurus Connect to see how you can help your clients with a new and improved payroll service offering.

Posted bySarah TyrrellinBrightPay Connect