Jan 2019
28
PAYE Modernisation is now live - but how do I comply?
By now, all employers in Ireland should know about Revenue’s new PAYE Modernisation legislation. This system came into effect on January 1st 2019 and brought with it a new and improved method of reporting PAYE information to Revenue.
PAYE Modernisation has brought many changes to the payroll process. With the new system, employers are required to send real time payroll submissions to Revenue containing details of their employees’ PAYE information. These submissions must be sent to Revenue on or before the date an employee is paid every pay period. In most cases, this means a file will be submitted either weekly or monthly.
What happens if I don’t comply?
Non-compliant employers can expect Revenue intervention with non-compliance penalties and fines. An employer is responsible for deducting the tax and paying over the liability to Revenue and so non-compliance will result in interest to be paid by the employer.
The current penalty regime includes a fixed penalty of €4,000 for each breach of the PAYE legislation. It also includes a fixed penalty of €3,000 imposed on the company secretary for each breach. These penalties can be imposed on a per-item basis, so if you are even a mid-sized employer, these penalties can build up.
Free eBook: Surviving PAYE Modernisation!
Download your free copy of our PAYE Modernisation guide for employers. In this guide, we discuss practical PAYE Modernisation tips that every employer needs to know. Make sure you avoid fines for non-compliance.Download free guide
Find out more with our free PAYE Modernisation webinars
Revenue has teamed up with Thesaurus Software for a series of free PAYE Modernisation webinars. During the webinars, we will look at what has happened since PAYE Modernisation has gone live and what challenges businesses are facing. Click here to book your place on one of our upcoming webinars.
Jan 2019
24
Last chance to register! Free CPD accredited webinar with Thesaurus Software & Revenue
PAYE Modernisation, One Month On!! New Year, New Payroll Legislation
Thesaurus Software and Revenue have teamed up for another series of free PAYE Modernisation webinars featuring a brand new agenda. We will look at what has happened since PAYE Modernisation has gone live and the challenges businesses are facing.
The first webinar in the series takes place on January 30th and is CPD accredited for accountants. Due to the high level of interest, this webinar is almost booked out with just 50 places remaining. Book your place now to avoid disappointment.
The webinars are aimed at giving you an overview of how the new real time reporting system works, the benefits of this new system and how to make sure that your business is PAYE Modernisation compliant. We will peel back the PAYE Modernisation legislation to outline clearly how PAYE Modernisation affects the payroll process and what is expected from you in 2019 and going forward.
Register here | View extra dates added
Free PAYE Modernisation eBook:
Surviving PAYE Modernisation! What to do to complyDownload your free copy of BrightPay’s PAYE Modernisation guide for employers. In this guide, we discuss practical PAYE Modernisation tips that every employer needs to know.
Download free guide
Thesaurus Software & PAYE Modernisation
Thesaurus Software is the number one payroll software provider in Ireland with two different payroll packages to choose from - Thesaurus Payroll Manager and BrightPay. Both systems include full PAYE Modernisation functionality at no extra cost. We have worked closely with Revenue to ensure that both systems are fully compliant.
Our products are used to process the payroll for over 125,000 businesses across Ireland and the UK. BrightPay won the Payroll Software of the Year 2018 award at the Accounting Excellence awards. With a 99% customer satisfaction rate, our customers can rest assured that all required functionality is catered for.
We have made it easier than ever before to switch to BrightPay - You can import your payroll data from Sage, Collsoft, Big Red Book, and many others.
Book a BrightPay demo | Watch short PAYE Modernisation video | Download 60 day free trial
Jan 2019
14
PAYE Modernisation, One Month On!! New Year, New Payroll Legislation
PAYE Modernisation was introduced on the 1st of January 2019 and affects the way all employers process payroll. It is the most significant change ever to the Irish PAYE system. It is important that all employers and payroll processors understand their new real time reporting obligations.
Free PAYE Modernisation Webinars
Thesaurus Software and Revenue have teamed up for another series of free, CPD accredited PAYE Modernisation webinars. These upcoming webinars have a new agenda. We will look at what has happened since PAYE Modernisation has gone live and at the challenges businesses are facing.
The webinars are aimed at giving you an overview of how the new real time reporting works, the benefits of this new system and how to make sure that your business is PAYE Modernisation compliant. We will peel back the PAYE Modernisation legislation to outline clearly how PAYE Modernisation affects the payroll process and what is expected from you in 2019 and going forward.
Due to the high level of interest, it is expected that the training webinars will soon be completely booked out. Book your place now to avoid disappointment.
Webinar Agenda
- What is PAYE Modernisation and how to comply?
- How PAYE Modernisation will streamline your processes
- The benefits of PAYE Modernisation
- Recent updates and changes to PAYE Modernisation
- Reporting to Revenue in real time
- Making corrections to the payroll
- The approach to non-compliance and penalties
- How Thesaurus Payroll Manager & BrightPay are supporting your PAYE Modernisation journey.
- Guest Speaker: Revenue
The first webinar in the series takes place on January 30th and is CPD accredited for accountants and payroll bureaus. Due to phenomenal demand, we have also added more dates in February.
Thesaurus Software & PAYE Modernisation
Thesaurus Software is the number one payroll software provider in Ireland with two different payroll packages to choose from - Thesaurus Payroll Manager and BrightPay. Both systems include full PAYE Modernisation functionality at no extra cost. We have worked closely with Revenue to ensure that both systems are fully PAYE Modernisation compliant.
Our products are used to process the payroll for over 125,000 business across Ireland and the UK. BrightPay won the Payroll Software of the Year 2018 award at this year’s Accounting Excellence awards. With a 99% customer satisfaction rate, our customers can rest assured that all required functionality is catered for.
We have made it easier than ever before to switch to BrightPay or Thesaurus Payroll Manager - You can import your payroll data from Sage, Collsoft, Big Red Book, and many others in a matter of minutes.
Book a BrightPay demo | Thesaurus Payroll Manager demo
Jan 2019
10
Thesaurus Customer Update - January 2019
Extended Customer Support Hours
To assist our customers with the transition to PAYE Modernisation, our customer support now offer extended and Saturday opening hours until Saturday the 16th of February including early mornings and evenings. Revenue is also assisting employers with the transition to PAYE Modernisation, with extended customer support hours and Saturday opening hours from Monday 17th December until Saturday 16th February including early mornings and evenings.
View Thesaurus Software opening hours | View Revenue opening hours
Thesaurus Payroll Manager Product Training
We are running online training sessions to give you an insight into what PAYE Modernisation looks like in Thesaurus Payroll Manager. Full PAYE Modernisation functionality will be covered, including the typical payroll run with PAYE Modernisation, processing new starters and leavers, making corrections to the payroll and much more.
What does PAYE Modernisation look like in Thesaurus Payroll Manager?
We have worked closely with Revenue to ensure Thesaurus Payroll Manager can easily cater for the needs of PAYE Modernisation. Watch our short video to see how Thesaurus Payroll Manager streamlines real time reporting to easily comply with PAYE Modernisation.
PAYE Modernisation webinar with guest speaker from Revenue - New 2019 dates added due to high demand
Thesaurus Software and Revenue have teamed up to bring you free webinars where we discuss what has happened since PAYE Modernisation has gone live and what challenges businesses are facing. Due to phenomenal demand, we have added new PAYE Modernisation webinars in January and February.
Due to the high level of interest, it is expected that the training webinars will soon be completely booked out. Book your place now to avoid disappointment.
******* Do you have your ROS Digital Cert for PAYE Modernisation? *******
The computer that you run your Thesaurus Payroll Manager 2019 on will need to have your ROS Digital Cert installed on it. If you are currently able to log into ROS from your computer, then you are fine. Otherwise, you should copy the cert (the .p12 or .p12.bac file) from the machine that you use for ROS to the machine that you use for processing payroll.
Don’t forget to backup your payroll files for PAYE Modernisation
It is very important to take backups of payroll data with PAYE Modernisation. To help our customers with PAYE Modernisation, we are providing one FREE cloud backup with every Thesaurus Payroll Manager payroll purchase. Users can easily backup their payroll data to the cloud, which can be restored at any time. Customers will be issued with one FREE Thesaurus Connect 2019 licence (worth €59) with their Thesaurus Payroll Manager 2019 licence.
Purchase Thesaurus Payroll Manager 2019 | Book Thesaurus Connect demo
How will PAYE Modernisation affect employees?
Employers will now need to connect to ROS before calculating pay and deductions to ensure that they are using the most up-to-date tax credits and cut-off points. They will also have to report these deductions to Revenue every time employees are paid. Employees will be able to view pay and deductions on myAccount on the Revenue website.
Thesaurus Payroll Manager & PAYE Modernisation Help Videos
We have created a number of help videos to give you an insight into what the payroll and PAYE Modernisation functionality will look like in Thesaurus Payroll Manager. Videos include how to import from the previous tax year, retrieving your employee RPNs, submitting your pay data to Revenue and how to add your ROS digital certificate.
Jan 2019
9
Customer Support - We’re here to help
To assist our customers with the transition to PAYE Modernisation, our customer support now offer extended and Saturday opening hours until Saturday the 16th of February 2019.
Our opening hours for this period are as follows:
- Monday to Thursday - 8 am to 7 pm
- Friday - 8 am to 6 pm
- Saturday - 9 am to 1 pm
Our customer support team can be contacted on 01 8352074 or support@thesaurus.ie.
We will continue to monitor demand for customer support and will change or extend hours if required. It is also important to note that we will not have a full complement of staff during these extended hours.
Online Support
In addition to our telephone and email support, we also have extensive on-screen and online support to help you through all of the new features.
- Click here for online documentation (also accessible by clicking F1 within the payroll software)
- Click here for quick step-by-step video tutorials
Product Training
We are also running online training sessions on how to use Thesaurus Payroll Manager. These one-hour training sessions are free to attend and run on a daily basis. Click here for upcoming training sessions or here to watch it on demand.
Dec 2018
18
Stranger Danger! - Be aware when processing your tax rebate
Ah humans, we’re a lovely bunch aren’t we? An industrious lot some might say. Always finding ways to adapt, to evolve…...to manipulate. No matter what, if a situation exists where someone can be scammed, then get in line sweetie because there is already a slew of people that have beat you to it. It’s no different this time.
With the introduction of PAYE Modernisation a number of dodgy tax refund websites have sprung up left right and centre with the aim of conning you, yes YOU, out of your hard earned punts and pignins.
These sites basically offer to process tax refunds on your behalf and “all” they ask in return is 10% of the final amount of your rebate whilst also asking you to input your personal details such as your DOB, bank details, PPSN number, and so on. So never mind that this is a pretty bad deal already, the worst thing is that all they do is take the exact same information that you just typed in, and then type the exact same information into the Revenue website and charge you for the courtesy of doing so!
Daylight robbery doesn’t even cover it. The absolute CHEEK of it doesn’t even cover it either! People are needlessly giving these sites a cut of their tax refund, as well as their personal details….for nothing! Zilch. Zero. Nada!
Now I’ve known some amadán úfásachs in my life. There was a boy in my class, Séamus, who thought that teachers lived in the staff room and that chocolate milk came from brown cows. My own mother thought I was going to grow up to be a nice respectable young woman. HA! But giving someone online your details and money for nothing? Now that is just plain stupid. #sorrynotsorry
So what has this got to do with PAYE Modernisation? Where is my tax refund? How come I’ve never seen a baby pigeon? Well, under the new PAYE system, employers have to report employees’ pay and deductions each time they are paid instead of once a year. For anyone who is not properly registered under the PAYE system (for example, a foreign national newly arrived to Ireland) they will be put on emergency tax until they’re registered. This will most likely result in a surge of people claiming tax rebates throughout the year.
Now besides the sheer silliness of it all there is also a more insidious side to all this. I have a feeling the “STRANGER DANGER” of the current generation will be “do not give your bank details to someone who asks for it online”. Not only that, but with all the details you are required to enter they basically have everything they need to impersonate you online whenever they want.
There is also an additional risk that these companies will overstate expense estimates on your behalf in the hope of getting a bigger refund, thus a higher percentage of their cut. If you are later audited by Revenue and they found that you used one of these websites that supplied fake information on your behalf (even without your knowledge) then you, yes YOU, and not the company would be liable for interest and penalties.
Be safe, be savvy, be sassy. That’s my motto. (That, and “there’s always time for a chicken nugget”). Think twice before using these sites or, you know, just don’t! It’s really not that arduous to apply for a refund yourself so don’t be lazy; it will be one less headache to deal with.
To keep up with the latest payroll news, check out our new Bright website. There, you'll be able to register for any of our upcoming payroll webinars and download our payroll guides.
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Dec 2018
18
Thesaurus Customer Update - December 2018
Your PAYE Modernisation Survival Checklist
We have created an 8 step checklist to help you understand what you need to know about submitting your payroll data to Revenue in real time. Stay off Revenue’s naughty list and be ready for the PAYE Modernisation changes.
8 Step Checklist | Free Online Training
ROS Digital Cert - A Must Have for PAYE Modernisation
The computer that you run your 2019 Thesaurus Payroll Manager on will need to have your ROS Digital Cert installed on it. If you are currently able to log into ROS from your computer, then you are fine. Otherwise, you should copy the cert (the .p12 or .p12.bac file) from the machine that you use for ROS to the machine that you use for processing payroll. This is something you might want to do before the 1st of January 2019.
What does PAYE Modernisation look like in Thesaurus Payroll Manager?
We have been working with Revenue to make sure Thesaurus Payroll Manager can easily cater for the needs of PAYE Modernisation. Watch our short video to see how Thesaurus Payroll Manager will streamline real time reporting to easily comply with PAYE Modernisation.
Watch video here | Book a demo
PAYE Modernisation Training Webinar - Extra dates added due to high demand
Due to phenomenal demand, we have added extra dates for our PAYE Modernisation online training webinars with a guest speaker from Revenue. Due to the high level of interest, it is expected that the training webinars will soon be completely booked out. With almost 1,000 people registered for each of these webinars, there are limited places left. Register now to avoid disappointment.
PAYE Modernisation webinar dates
Backup your payroll data for PAYE Modernisation - FREE cloud backup (valued at €59)
It is vital to take backups of payroll data with PAYE Modernisation. To help our customers, we are providing a FREE Thesaurus Connect 2019 licence (worth €59) with every Thesaurus Payroll Manager payroll purchase. Users can easily backup their payroll data to the cloud, which can be restored at any time.
Purchase Thesaurus Payroll Manager 2019 here
One4all Employee Gift Cards
Thesaurus Payroll Manager offers a facility where users can securely purchase One4all gift cards for their employees. In 2015, the Irish government announced that employers can now give a non-cash benefit up to the value of €500 tax free to employees. Gift cards arrive addressed to the employer in an unmarked envelope for extra security.
PAYE Modernisation changes for businesses with separate branches / offices
PAYE Modernisation does not lend itself to operating separate branches / offices using the same employer registration number nor does it lend itself to processing groups of staff separately e.g. directors on one payroll and other staff on a second payroll. There are various reasons for this including:
- full visibility of all payroll data per digital cert
- difficulty in ensuring uniqueness of employment IDs
- ensuring that line item IDs are not duplicated
An employer can have as many employer registration numbers as they want. The solution is to register another number and obtain another cert.
Thesaurus Payroll Manager & PAYE Modernisation Help Videos
We have created a number of help videos to give you an insight into what the payroll and PAYE Modernisation functionality will look like in Thesaurus Payroll Manager. Videos include how to import from the previous tax year, retrieving your employee RPNs, submitting your pay data to Revenue and how to add your ROS digital certificate.
Learn more here | FREE Thesaurus 2019 Product Training
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Dec 2018
17
One4all Gift Card - Tax-Free Staff Rewards & Benefits
One4all gift cards are a great tax-free gift for staff for Christmas, birthdays, anniversaries, retirements and is a great way to boost morale and spread a little happiness.
One4all is a multi-store gift card brought to you by An Post. One4all gift cards can be redeemed in a wide range of stores including Argos, Pennys and Easons. It is simple and straightforward to purchase One4all gift cards in Thesaurus Payroll Manager.
Thesaurus Payroll Manager customers can purchase gift cards directly from the payroll software. There is no additional charges on Thesaurus Payroll Manager to avail of this gift card facility. All you need is the employees PPS numbers.
Thesaurus Payroll Manager will prevent you from ordering a card in excess of the exemption limit of €500 and will alert you if you attempt to purchase more than one gift card for an employee in any one tax year.
Please note: Thesaurus Payroll Manager does not share PPS numbers, or any other personal information with gift card companies. The only relevant information transmitted is the information you see on the relevant Thesaurus screen. The last 3 characters of an employee’s PSS number are used as a “works number” to distinguish between any of your employees who may share the same name.
Are you missing out on the Thesaurus newsletter? We will not be able to email you 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!
Dec 2018
12
Back to Basics - Disciplinary Steps and Sanctions
Another question that comes up from time to time is how and when to initiate the disciplinary procedures - How many warnings can an employee receive before being dismissed? When do I give a final warning? Can I fire my employee for committing an offence of gross misconduct?
The first step is always to inform the employee of issues that you may have, even minor issues; whether it is with their job performance, their time keeping, or even a breach of company rules, by means of informal counselling. The employee must be given the appropriate time/measures to defend themselves or at least be given the chance to rectify the problem. Prior to taking the decision to invoke the disciplinary procedure, the employer must ensure that the situation has been thoroughly investigated.
The following disciplinary procedures should apply in matters of discipline; constant repetition of minor offences, willful negligence or unsatisfactory performance or complaints, that are found to be proven against the employees.
The stages in the procedure are as follows:
• Stage 1 - Verbal Warning
• Stage 2 - First Written Warning
• Stage 3 - Final Written Warning - The final written warning will state clearly that the next stage may be termination of employment if conduct and/or performance does not improve.
• Stage 4: Action Short of Dismissal - In exceptional circumstances, and depending on the individual case, The Company may exercise its discretion to suspend with or without pay. Demotion to a lower position or rate of pay and transfer to another position may also be considered. This is action short of dismissal.
• Stage 5: Dismissal - In an instance of gross misconduct, a full investigation will be conducted and a disciplinary meeting will be held. This will follow the normal procedures outlined above, but the outcome, if found to be gross misconduct, will almost certainly result in dismissal due to the serious nature of the situation.
At each stage in the procedure a disciplinary meeting should be held, where all the facts will be considered and any mitigating circumstances discussed, as well as timelines imposed for improvements, etc. Where a warning is issued, a copy will be placed on the employees personnel file for a defined period. All warnings issued under this procedure will state clearly that the employee will be liable for further disciplinary action should their performance not improve or should there be a further breach of company rules or procedures. In the event of no further transgression occurring and the performance improving, the warning will be removed after a period of no more than 12 months and the employee’s file will be clear. The employee will also be advised of his/her right to appeal against disciplinary action taken.
This is an area where employer’s need to tread carefully, at all times fair procedures must be applied and the company’s’ policy regarding disciplinary steps and sanctions should be adhered to. Once these steps are followed there is no reason why an employer cannot dismiss an employee without repercussions. Most employers tend to fall down and lose Unfair Dismissal cases brought against them, not because they didn’t have disciplinary procedures in place, but because they did and they failed to actually follow them.
Bright Contracts has a very robust Discipline and Grievance Policy set out in its Handbook with all the relevant procedures that an employer needs. To download a free trial of Bright Contracts click here. To request an online demo of Bright Contracts, click here.
To keep up with the latest payroll news, check out our new Bright website. There, you'll be able to register for any of our upcoming payroll webinars and download our payroll guides.
Thesaurus Payroll Software | BrightPay Payroll Software
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Dec 2018
12
Thesaurus Payroll Manager 2019 is now available
Click here to download Standard Version
Click here to download Bureau Version
2019 Thesaurus Payroll Manager caters for all relevant budget changes and for PAYE Modernisation.
There is comprehensive online help and videos accessible through the software and available on our website. You should find this help useful in light of the new PAYE system.
What you should do now is install the software by clicking on the relevant link above and following the on screen instructions. We have prepared a helpsheet to guide you though the installation and setup.
Install your ROS digital cert as per the helpsheet instructions. 'How to' videos are also included. Please note that if you are a tax agent and have a TAIN associated with your digital cert, the cert must be installed as an agent cert and NOT as an employer cert. Revenue's help line for ROS digital cert issues is 01 7383699.
After installing your cert, retrieve your employees' RPNs by clicking on the RPN icon. You will then be able to ensure that Revenue has sent you the correct credits and cut offs for all of your employees. Any employees not returned by Revenue are placed on emergency tax.
Year End 2018
To access the 2018 end of year guide, click here
Christmas 2018
The management and staff of Thesaurus Software Ltd would like to thank you for your valued custom in 2018 and to take this opportunity to wish you a Happy Christmas and a prosperous New Year.
Our office will be closed on the 24th, 25th and 26th of December, it will re-open on the 27th of December; it will also be closed on the 1st of January.
