Aug 2018
20
Thesaurus Connect: The GDPR Survival Toolkit
Thesaurus Connect is tailored to help you overcome some of the key challenges GDPR presents when processing payroll. The payroll itself is still processed on Thesaurus Payroll Manager’s desktop application, however the payroll information is stored online on a secure cloud server. As the payroll information is stored online, it has allowed us to bring you even more benefits to help you with GDPR compliance.
Secure Cloud Backup
With the GDPR, it is important to keep a copy of payroll files safe in case of fire, theft, damaged computers or cyber attacks. Essentially Thesaurus Connect is a secure cloud backup, keeping employee’s payroll data safe and secure. A chronological history of all payroll backups will be maintained which can be downloaded and restored at any time.
Self-Service Remote Access
GDPR includes a recommendation to provide remote access to a secure system, which would provide employees with direct access to their personal data. With Thesaurus Connect, employees can be invited to their own password protected self-service portal. Employees can login to the portal 24/7 on any device, including PC’s, Macs, tablets and smartphones (essentially anywhere that they have access to an internet browser) or there is also an employee smartphone app where employees can login and get notifications directly to their device.
Password Protected Payslip Portal
With Thesaurus Connect, employees can access a payslip library where they can view and download all historic and current payslips. Employees can also access payroll documents such as P60s, HR documents such as their contract of employment, personal data held by their employer and past and scheduled leave.
Right to Rectification
The right to rectification of personal data held is an important employee right under the GDPR. With the employee self-service portal, employees can update their basic personal details such as their phone number and postal address.
Accurate Employee Records
Data controllers and data processors must ensure that the personal data held is relevant and up-to-date. As employees can update their basic personal details on Thesaurus Connect, this ensures that employers have access to the most accurate personal details for employees.
User Limitations and Restrictions
With the GDPR, data controllers must ensure that, by default, only personal data which is necessary for each specific purpose of the processing can be accessed. Therefore, payroll processors should only have access to the personal data that is strictly required for processing the payroll. This is referred to as data minimisation, or privacy by default. With Thesaurus Connect, users can be set up so that they only have access to the information needed to complete their specific responsibilities. For example, there may be a HR manager who should not have access to employee’s payroll data, or a payroll processor who should not have access to employee documents or employees marked as confidential.
Central Location for Employee Documents
Thesaurus Connect acts as an all in one central location to store all things employee related, including payroll, HR and other employment related documents. Employers have the ability to upload documents that apply to all employees (e.g. company handbook), documents that are unique to individual employees (e.g contract of employment), or even documents that are relevant to a particular department.
Secure Document Exchange
If you are a payroll bureau, you can invite your payroll clients to Thesaurus Connect to their own online employer dashboard. This is a secure portal for client communications, eliminating the need to send documents with sensitive personal information by email. Clients can view employee payslips as soon as they have been finalised, they can run their own payroll reports and view amounts due to Revenue. This offers an additional layer of GDPR protection for client’s payroll data.
Essentially, by introducing Thesaurus Connect in your business, you will be taking steps to be GDPR compliant. Book a demo today to have a look at Thesaurus Connect.
Related articles:
- Payroll Data & GDPR: What you need to know
- Thesaurus launches employee payroll smartphone app
- How have Thesaurus prepared for GDPR?
Aug 2018
15
How will PAYE Modernisation impact on your payroll?
In late 2016, Revenue issued a consultation document outlining their vision for the introduction of Real Time Reporting (RTR) or PAYE Modernisation in Ireland.
This will modernise the Pay As You Earn (PAYE) system, and mean that employers will be required to report pay, tax and other deductions, as well as details of employees leaving the organisation, at the same time as they run their payroll.
The new obligations for employers are due to take effect from 1 January, 2019, meaning businesses have a limited amount of time to prepare their payroll systems to be compliant with the new RTR / PAYE Modernisation rules.
Do you use payroll software? If so, there are two methods of reporting payroll in real time:
- Direct Payroll Reporting - allows your payroll software to communicate seamlessly with Revenue Online System (ROS) and exchange the required information.
- ROS Payroll Reporting - you can upload files created by your payroll software to ROS.
Payroll software companies have been working with Revenue to ensure that the software will be compatible with Revenue’s requirements. We would advise that you use payroll software, but if you don’t, you will be able to retrieve Revenue Payroll Notifications and complete a form through ROS. This reporting process will eliminate the need to file:
- P30
- P35
- P45
- P46
P60s
You will no longer be obliged to produce a P60 for your employees. Revenue will produce an end of year statement for all employees.
Information you will report to Revenue
You must provide Revenue with payroll information for each employee, including:
- Payment date
- Amount of pay
-
Amount of Income Tax, Universal Social Charge (USC) and Local Property Tax deducted.
Upcoming free online webinars:
PAYE Modernisation for Employers - Understanding and implementing the new legislation
- 4th September @ 11.00 am
- Find out more | Register here
PAYE Modernisation for Payroll Bureaus - Understanding and implementing the new legislation for your clients
- 6th September @ 11.00 am
- Find out more | Register here
Related Articles:
PAYE Modernisation: How successful was it in the UK?
PAYE Modernisation - List of Employees
PAYE Modernisation - The Facts
PAYE Modernisation - Understand how your payroll processing will change
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Aug 2018
3
GDPR & the right to rectification:
Under Article 16 of the GDPR, individuals have the right to rectify data that is inaccurate about them. An individual may also be able to have incomplete personal data completed. Although you may have already taken steps to ensure that the personal data was accurate when you first obtained it, this right imposes a specific obligation to reconsider the accuracy upon request.
What do we need to do?
If you receive a request from an individual to rectify their personal data, you should take reasonable steps to ensure that the data is accurate and rectified if necessary. The reasonable steps taken will depend on the nature of the personal data and what it will be used for. The more important the personal data is to be accurate, the greater the effort you should put into ensuring it’s accurate and if not, taking steps to rectify it.
When is data inaccurate?
The GDPR does not give a definition of the term accuracy. However, it states that personal data is inaccurate if it is incorrect or misleading in any way. It is the data controller's responsibility to ensure the personal data they manage is accurate and up-to-date.
Can we refuse to comply with the request for rectification for other reasons?
You can refuse to comply with a request for rectification if the request is excessive or manifestly unfounded, taking into account whether the request is repetitive in nature. There are two things you can do if you consider that a request is excessive or manifestly unfounded:
1) Request a “reasonable fee” to deal with the request
2) Refuse to deal with the request
You will need to justify your decision in either case. The reasonable fee should be based on the administrative costs of complying with the request. If you decide to charge a fee, it is advised that you contact the individual within one month. You do not need to comply with the request until you have received the fee.
In most cases, you cannot charge a fee to comply with a request for rectification. However, as noted above, if the request has been excessive or manifestly unfounded you may charge a reasonable fee to cover the administrative costs.
Related Articles:
GDPR & Payroll processing: Do I need consent from my client's employees?
BrightPay launch an employee payroll smartphone app.
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Aug 2018
1
Customer Update: GDPR & PAYE Modernisation Special Edition
PAYE Modernisation Explained
PAYE Modernisation or real-time reporting (RTR) will enable Revenue to ensure that employees are receiving their correct tax credits and cut-off points throughout the year. This compares with the current PAYE reporting which is done through P35s on a yearly basis.
Learn more | Frequently asked questions
Free GDPR Webinar | Guest Speaker: Data Protection Commissioners
Graham Doyle, Head of Communications from the Data Protection Commissioners office will be joining us to discuss GDPR and the effect it is having on all businesses. This FREE CPD accredited webinar will look at what is new in GDPR, how it may affect your business and what have we learned from the GDPR 3 months on. We will also look at how Thesaurus Payroll Manager can help your organisation utilise the new regulation to benefit you, your customers, suppliers and employees.
PAYE Modernisation To Do List: Step 1 - List of Employees
In preparation for PAYE Modernisation, Revenue is asking employers to send a list of their employees through Revenue's Online Services (ROS). This list will ensure that both Revenue and employer records are accurate and up-to-date.
Manually Calculating Payroll with PAYE Modernisation
A significant number of employers are still processing their payroll using a manual or spreadsheet system. A manual approach may seem like an attractive option but can result in inaccurate payroll processing. From January 2019, employers will be required to submit their payroll returns electronically and in real-time, each payroll run, allowing Revenue to access the most up-to-date information.
Privacy Policies - A GDPR Requirement
One of the main principles of the GDPR is that data shall be processed lawfully, fairly and in a transparent manner. These three elements overlap and all three must be satisfied in order to demonstrate compliance. The GDPR stipulates that anywhere personal data is being collected, either directly or indirectly, Privacy Notices should be in place.
PAYE Modernisation FREE webinar in conjunction with Revenue
We have teamed up with Sinead Sweeney who is the PAYE Modernisation Change Manager for the Revenue Commissioners. The webinar will peel back the legislation to help you understand and implement the new changes for your business. The objective of PAYE Modernisation is for Revenue, employers and employees to have access to the most accurate, up-to-date information relating to pay and statutory payroll deductions. Places are limited.
Employer webinar: 4th September | Bureau webinar: 6th September
GDPR: Do I need consent from my client’s employees? (Bureaus Only)
Many bureaus have expressed concern and confusion in relation to getting consent from their client’s employees and securely distributing payslips. Payroll bureaus do not need to seek consent from individual employees that the payroll is processed for. However, the employer will need to inform their employees that they are sharing their personal information with a third party.
GDPR: Frequently Asked Questions
Our GDPR experts have put together a list of some of the frequently asked questions that we have been asked by our customers regarding the General Data Protection Regulation. Additionally, the legislation states that whenever a data controller (e.g. business/employer) uses a data processor (e.g. payroll bureau) there needs to be a written contract or Data Processor Agreement in place.
View all FAQs | Template Data Processor Agreement
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Jul 2018
11
Meet the experts behind PAYE Modernisation!
PAYE as you know it is changing - in just a few short months Revenue are revamping and modernising the existing PAYE system. This is called PAYE Modernisation. This new PAYE system will be very different. Instead of a monthly or quarterly P30, a submission containing pay information will need to be made to Revenue each time an employee is paid. This is known as a Payroll Submission Request, or a PSR.
By sending this information to Revenue in real time, it will enable employers to pay the correct amounts of deductions for every employee, also eliminating the need to submit a P35 at the end of the tax year. Overall, this will improve the accuracy, ease of understanding and transparency of the PAYE system for all stakeholders, including employers, employees and Revenue.
While PAYE Modernisation will bring many benefits, some employers are finding it difficult to fully understand the new system; When will payments need to be made to Revenue? Can corrections be made after the submission has been sent? What will happen when broadband is not available or very poor and weekly submissions have to be made?
Ask the Experts!
Every employer has concerns that they are unsure about. Thesaurus Software is giving you the chance to join the experts to ask them any queries you may have with free online PAYE Modernisation webinars.
Thesaurus Software has the expertise and understanding regarding PAYE Modernisation. We have already experienced the implementation of a similar real time reporting system in the UK, known as RTI. Thesaurus Software’s Managing Director, Paul Byrne, is a key stakeholder working with Revenue towards the design of this new PAYE system for Ireland.
For the webinars, Paul Byrne will be joined by guest speakers Sinead Sweeney, who is the PAYE Modernisation Change Manager for the Revenue Commissioners, and Sandra Clarke, Partner at BCC Accountants and a Council Member of the Irish Tax Institute.
Click here to register and find out more about Thesaurus Software’s upcoming PAYE Modernisation webinars.
Related articles:
- Manually calculating payroll with PAYE Modernisation
- PAYE Modernisation: Step 1 - List of Employees
- PAYE Modernisation Compliant Payroll Software
- How successful was PAYE Modernisation in the UK?
Jul 2018
4
PAYE Modernisation: What you need to know
PAYE Modernisation - The Facts
PAYE Modernisation is a mandatory payroll requirement that will be introduced from the 1st of January 2019. It won’t change the way you calculate your PAYE information, it just means that you will need to send your data through to Revenue in real time. Employers should take steps to ensure their existing records are up-to-date and correct.
PAYE Modernisation Compliant Software
To comply with PAYE Modernisation you will need to utilise fully compliant payroll software. BrightPay is working directly with Revenue to ensure this new real time process is as easy as possible for our customers. BrightPay is a simple and easy to use payroll software that makes your payroll journey hassle free. With a 99% customer satisfaction rate and free customer support, BrightPay is the payroll solution to help you with PAYE Modernisation.
Free PAYE Modernisation Training
BrightPay has teamed up with Revenue as guest speakers to bring you free PAYE Modernisation training webinars throughout the year. All webinars are CPD accredited and free to attend. Our next webinar is PAYE Modernisation: Understanding and implementing the new legislation which takes place this September. Places are limited - book your place now to avoid disappointment.
Payroll bureau webinar | Employer webinar
PAYE Modernisation: Frequently Asked Questions
PAYE Modernisation or Real Time Reporting is probably the biggest overhaul of the PAYE system since PAYE was introduced back in 1960. Many employers are worried about this new system and how it will affect their payroll processing. Find out some of the most common questions people have asked about PAYE Modernisation.
Proposed Client Letter for PAYE Modernisation
Keeping your clients informed and up-to-date will be a key step to successfully transfer to the new PAYE Modernisation system. To assist our customers, we have created a template letter for payroll bureaus to send to their clients as an initial communication with regards to PAYE Modernisation. We will also have a sample letter of engagement available for payroll bureaus later this year.
Related Articles:
- PAYE Modernisation: How successful was it in the UK?
- GDPR & Payroll Processing: Do I need consent from my client’s employees?
- What happens if I don’t comply with the GDPR ?
Jul 2018
2
GDPR and Payroll Processing: Do I need consent from my client’s employees?
Businesses must provide their employees with information on what happens to their data, for example sharing employee’s personal data with a payroll bureau who processes the payroll. Employee personal data can be stored and managed by a payroll bureau, bookkeeper or accountant for the sole benefit of correctly paying their wages, paying the correct tax and providing a payslip. All of this legitimately falls under the remit of the GDPR legislation.
Employee Consent
Many bureaus have expressed concern and confusion in relation to getting consent from client’s employees and securely distributing payslips. Payroll bureaus do not need to seek consent from individual employees that the payroll is processed for. However, the employer will need to inform their employees that they are sharing their personal information with a third party.
An employee cannot withdraw their consent for their personal data to be used as part of the payroll processing. It should be noted that bureaus should keep only the personal data that is strictly required for the purpose of the payroll. This is referred to as data minimisation or privacy by default.
GDPR Webinars
BrightPay is running free webinars to help you with what you need to know about GDPR. These webinars are free to attend for both payroll bureaus and employers. Places are limited - book your place now.
- Payroll Data & GDPR - What you need to know (4th July)
This webinar will look at the biggest areas of concern including emailing payslips, employee consent and your legal obligation. We will also look at some important steps to achieve GDPR compliance. Click here to book your place now.
- GDPR - 3 Months On (20th September)
This webinar will look at what have we learned from the GDPR 3 months on and how we can help your organisation utilise the new regulations for the benefit of you, your customers, suppliers and employees. This webinar will also include a guest speaker from the Data Protection Commissioners office. Click here to book your place now.
Related articles:
- GDPR: What you need to know
- How will GDPR affect your employee processing?
- What happens if I don’t comply with GDPR ?
Jun 2018
25
Thesaurus Software launch employee payroll smartphone app
In today’s fast paced environment employees want their payslips at their fingertips. Our cloud add-on Thesaurus Connect now offers an employee smartphone and tablet app for employees to access their payroll information on the go. The Thesaurus Connect app integrates with the Thesaurus payroll software application bringing a new level of efficiency and productivity to managers who manage the payroll, leave requests and HR activities. The employee app is available to download for free on any Android or iOS device.
Thesaurus Connect offers an online intuitive app, providing employees with the following benefits:
- Manage and access payroll information on the go
- View and download current and historic payslips
- Update and edit personal contact details
- Submit annual leave and unpaid leave requests
- Access an employee leave calendar
- Store and access HR documents (eg. company newsletters and contracts of employment)
- Access the Thesaurus Connect employee smartphone & tablet app
Thesaurus developed the employee payroll app to improve the payroll processing for accountants, employers and employees. The Thesaurus Connect app increases the level of accessibility that employees have to their payroll data while providing innovative features that reduces the overall administrative HR processing time and general payroll related enquiries.
Benefits for Accountants / Payroll Bureaus
Payroll bureaus can now automate the distribution of payslips and eliminate the need to print or email payslips to employees. Employees no longer need to contact their payroll bureaus when they need 6 months worth of past payslips when applying for a mortgage or loan. The leave management tool reduces back and forth correspondence between you and your client. All leave requests can now be managed by your client and will automatically be updated to the employee’s calendar in Connect, if approved. Under the GDPR, it is recommended that you provide individuals with a remote self-service system. Thesaurus Connect offers an additional layer of security while providing a self-service app, helping bureaus work towards GDPR compliance.
Benefits for Employers / Payroll Clients
Employers can offer their employees a self-service app offering full transparency when accessing payslips and other personal information. The annual leave management tool allows employers or HR managers to seamlessly process leave requests with changes updating on the employee’s calendar on their online portal.. The employer portal provides an overview of all employee leave in the company-wide leave calendar, ensuring that employers have adequate cover at peak times. The smartphone and tablet app allows employees to seamlessly connect and interact with employers and HR managers, cutting down on employee queries, making it a valuable time-saving tool.
Benefits for Employees
The employee payroll app provides a better control process, improved efficiency and an online platform for your team to manage their payroll information and personal contact details. Employees have instant access to their payroll information including payslips, an employee calendar and an annual leave request facility. Employees can also view their HR documents such as their contract of employment and employee handbooks. The Thesaurus Connect app offers enhanced GDPR security for the employee’s personal payroll data. Thesaurus Connect is powered using the latest web technologies and hosted on Microsoft Azure for ultimate performance, reliability and scalability.
Click here for a full list of employee app features.
Related Articles:
- How Thesaurus Connect can help with GDPR
- Thesaurus Connect: Book an online demo
- Video: Thesaurus Connect for Employers
Jun 2018
22
PAYE Modernisation - List of Employees
In preparation for PAYE Modernisation, Revenue will soon be asking employers to send a list of their employees through Revenue's Online Services (ROS). This list will ensure that both Revenue and employer records are accurate and up to date.
The list must include:
- employees who are currently in your employment (including directors)
- employees on long term leave such as maternity leave or sick leave
- pensioners in receipt of payments
- seasonal or temporary employees for whom you have not completed the P45 process
- employees on a career break for whom you have not issued a P45
- employees for whom you have received a PAYE Exclusion Order
Employees who are currently on a career break and have been issued with a P45 are not to be included.
Before you send your list, please ensure you have:
- entered a PPS Number for all employees
- issued a P45 to any employees that have left your employment
- submitted P45 Part 3/P46 for any employees that have commenced employment
- entered the employer address, this can be entered/amended by going to File > Amend Company Details
You can create the 'List of Employees' file within Thesaurus Payroll Manager by selecting ROS > List of employees.
Please note, to ensure the return includes all new employees only prepare the return when all new employees have been included in a pay run.
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Jun 2018
18
PAYE Modernisation: How successful was it in the UK?
It is now over three years since the UK implemented RTI (Real Time Information) which is their equivalent to PAYE Modernisation. Similar to PAYE Modernisation’s objective, RTI was setup to ensure employers and employees will have the most accurate, up-to-date information relating to pay and tax deductions.
Success or Failure?
A recent review of the success of RTI revealed that the system did achieve what it set out to do. RTI has enabled the tax and benefits system to become more responsive than ever before - PAYE payments and debt are dealt with more effectively, and the flow of PAYE payments to the Exchequer has also improved. There have been year-on-year improvements for RTI and in 2016 a study found that 99% of businesses had integrated it into their payroll processes.
Ireland to follow suit...
PAYE Modernisation is to come into force in Ireland in January 2019. It will be the biggest change to the PAYE system since the introduction of PAYE itself. Our UK payroll software, BrightPay UK implemented RTI successfully and streamlines the process. We have the relevant experience to ensure that PAYE Modernisation is just as seamless in Ireland.
If you would like to see what PAYE Modernisation will look like book an online demo today.
Related Articles:
- The objective of PAYE Modernisation
- PAYE Modernisation - Are you ready?
- Revenue moves to PAYE Modernisation/ Real Time Reporting
- PAYE Modernisation – What do these changes mean for you?
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