User Conference November Miriam Cox Safe Tempest Product Manager Mark Howes Project Manager

Transcription

1 User Conference November 2014 Miriam Cox Safe Tempest Product Manager Mark Howes Project Manager

2 Agenda Review of key enhancements in v9.08 International deployment 2015 Statutory updates Future roadmap Safe portals Timesheet 1000

3 Safe Tempest 9.08

4 Client Reference Fields (CRFs) Ability to capture client specific data against timesheets Configurable by the end user Data capture Safe portals Weekly import Flexible timesheet import Manually

5 CRF - Output Gross Profit Report filtering Reporting using 3 rd party tools Invoices Break ordering Description shown in invoice body e-billing (timesheet information)

6 Sample

7 Invoice Example

8 WTR Where supplements to basic pay are used Pay rate needs to be included in the holiday pay rate Hours of the supplement are not included in the holiday accrual E.g. shift allowance Only relevant for hourly based scheme

9 WTR Setting applied against the global or operational rate code View the history of timesheets with the setting in Worker WTR Details Maintenance

10 Rates Rate maintenance screens changed to: Allow direct entry into the table Reduced the number of tabs in the Rate Properties Standardisation of the rate screen format

11 Rate Types Calculated Rates To calculate a rate based on another rate Define the calculated rate by Factor Fixed markup percentage Fixed amount

12 Rate Types Formula rates Allows for complex rate calculations Can be based on multiple different rates Nested formula Test facility to determine if calculation is correct Different formula can be applied to the pay rate as to the bill rate

13 International Deployment

14 International Deployment Global Trading Module For UK businesses trading with overseas workers and clients Process multicurrency cross border pay & bill activity International Edition Designed for multinational and overseas recruitment businesses incorporated in different countries worldwide Supports local legislative requirements for the countries in which it is deployed

15 Global Trading Module Extended multicurrency functionality VAT conversion Date driven exchange rates Cross border payment processing Support for IBAN/ BIC / foreign bank accounts Configurable pay methods for multiple payment runs VAT/Sales Tax/Withholding Tax Multiple rates / jurisdictions for invoicing and contractor payroll

16 Global Trading Module Multilingual Foreign language payslips, remittances, invoices Worker / Client portals support multiple languages Language translations are user configurable

17 International Edition Includes all Global Trading Module functionality Licensed on a country by country basis Supports regional settings date/time/number/address Country specific worker and payroll data Produces comparable GP reporting across countries

18 International Edition Integration with local payroll solutions In house payroll software Web based payroll solutions Outsourced / bureau based payroll Consolidated GP analysis Apportions local employer costs to each timesheet

19 Statutory Updates 2015

20 Shared Parental Pay - ShPP Effective from 06/04/2015 Replaces ASPP Workers can share SMP/SAP with their partner for up to 37 weeks (lower rate) Allows for discontinuous blocks of payment (although this is at the discretion of the employer)

21 Software features A screen to enter the ShPP Automatic curtailment of SMP Allows for revocation of request of ShPP Automatic generation of the ShPP transactions FPS/EPS file format updated EOY workshops will provide further details

22 Employer Responsibilities Consider standard documentation Letters of notification of request to take ShPP HMRC preparing documentation standards examples to help employers Provide training for staff Consider your company policy on ShPP Update in staff handbooks Allow for discontinuous blocks

23 Reduction in Employer NIC for Under 21s To encourage the recruitment of younger people Employer NIC is reduced to zero percent for earnings under the UEL for under 21s New NI categories M,Z (not contracted out),i,k (contracted out)

24 Software features Automatic application of the required NI Category within: Payroll starters Payroll maintenance screens Main calculation Period close Ability to check workers NI category via reports Employers should ensure correct capture of date of births

25 Employment Intermediaries Government wishes to strengthen existing employment agency legislation Prevent individuals categorising themselves as self employed falsely Agency must provide evidence of why a worker was not treated as an employee Burden of proof is with the agency The agency who supplies the worker to the client has to provide the data

26 Definition of an employee Placed with a UK-based client Personally provides their services to the client Provides their services to the client, or is paid for their services, because of a contract between an intermediary and the client Is, or can be, supervised, directed or controlled by someone as to how to do their work Isn t having the payments they receive for providing their services already treated as employment income

27 Definition of an employee ual/esm2029.htm Where this is not the case, agencies are required to provide reports every quarter Consultation on data to be provided closing this week

28 Reporting Requirements Reporting Field Full name and title Date of birth Gender National insurance number/passport/national identity card Address Unique taxpayer reference Start date End date Condition Mandatory Mandatory Mandatory Must provide one of these Mandatory Must provide if the worker is designated as self employed, partnership or Limited liability partnership Mandatory No

29 Reporting Requirements Reporting field Condition Number of hours worked Mandatory Amount paid Mandatory Currency Name and address of party paid by intermediary for workers services (GBP) File formats Mandatory are still to be confirmed. Watch this space. Companies House registration number Mandatory for limited companies

30 Discussion Points Controversial data fields Dates of birth, gender, hours worked Training for consultants to capture information Updates to front office systems Validation within Safe Tempest At point of entry or Running a separate process

31 Holiday Pay Case law affecting holiday pay rates Guaranteed and normal non-guaranteed overtime should be considered when calculating a worker's statutory holiday pay entitlement but there is currently no definitive case law that suggests voluntary overtime needs to be taken into account. Source: ACAS

32 Holiday Pay If guaranteed or non guaranteed overtime is offered: Overtime pay rate should be included in the holiday pay rate Only applicable to the 4 weeks annual leave entitlement rather than the full 5.6 weeks Anybody making a claim for underpayment will only apply for any holiday taken within 3 months of lodging an employment tribunal claim.

33 Discussion Points What are your plans? What you would like to see in the software?

34 Future roadmap

35 Future Roadmap Always statutory updates! Update the user interface Improve the navigation of the product Further improve speed in the system Batch processes Screen loading Provide more analytical representation of data

36 Timesheet 1000 A New Generation For Time Capture Mark Howes

37 Background The original time capture screens: Type 1 Hours only entry Type 2 Hours and rates entry

38 Background Then came: Type 4 Expenses Type 6 Hourly and Daily breakdown (2012)

39 Background Mobile (2010)

40 New Generation Aims Easier to administer Designed for multi sector clients Greater flexibility in authorisation procedures Reduce transactional costs

41 New Generation Aims Integration with Time Interpretation Module Capture client specific data Configurable Timesheet Entry NOT Bespoke

42 New Generation Timesheet 1000 For TI

43 New Generation Timesheet 1000 For CRF

44 Timesheet 1000 Mobile Planned Release 2015

45 Timesheet 1000 Features Client Required Fields Weekly / Daily / Fortnightly / Monthly Time entry Additional validation on timesheet entry Approval by multiple authorisers Workers / Suppliers to create a timesheet from their assignments

46 Timesheet 1000 Features No need to enter daily hours breakdown Change rates in Tempest and update the un-submitted online timesheet Clients can enter PO numbers when authorising timesheets Time Interpretation Module Integration Cross client timesheet authorisation

47 Sample Project Plan Week 1 Scoping by application consultant with your payroll team Discussion around current/proposed online timesheet process Include an overview of timesheet 1000 Document configuration requirements Week 2 Timesheet configuration completed Demonstration of configured timesheet Week 3 UAT of new timesheet process Week 4 Pilot new timesheets, On going roll out

48 Timesheet 1000 Benefits Reduce administration costs Reduce errors Improved authorisation processes Improve return on investment

49 Thank you for listening