History

In the past, we've tried to join forces with some of the leading payroll providers in South Africa.  However, these attempts never really succeeded because of two reasons.  Firstly, the technology used to develop the payroll software is ancient and secondly, they always had their own "HR Modules" that they wanted to market with their payroll which caused a bit of a conflict of interest.

As far as we know, there is not one proper complete South African based HR solution available today.  The solutions currently available are either a payroll software with some sub-standard HR modules that provide basic functionality or a Human Resources software solution that simply imports from one of the existing payroll software packages available on the market (like we've been doing).  The only true complete HR solutions available can only be imported from other countries.

New Payroll Solution

We've come across a fairly new payroll company that has grown rapidly over the past 3 years.  The company is a Microsoft Gold Certified Partner and their payroll software is developed using some of the latest technology available and based on Microsoft standards.  The friendly user interface has the same look-and-feel as applications available from Microsoft, like Microsoft Money for instance.

Up to now, we've integrated with all the other payrolls by means of daily, weekly or monthly imports, depending on the client's preference.  However, with this payroll solution, we are now able to offer a completely integrated HR & Payroll solution.  Everything can be accessed via one icon from the desktop, changes made on the payroll are live and available immediately in HR Manage.  We have only recently started working together, but we will probably do some joint development in the future to integrate further like to provide an online employee self-service section via our web infrastructure, etc.

About the Payroll - Features and Benefits 

Easy to use

• Simplistic easy set-up using our wizard driven interface.
• Clickable Payroll Process Flow Chart Diagram.
• 200+ pre-defined set of transactions including customized transactions around your requirements.

Processing of the Payroll

• Process monthly, fortnightly and weekly employees in the same company.
• Multiple runs on a company for a Specific Period.
• Calculating rate of 0.006s per Employee.
• Manual or calculated rates.
• Unlimited user-defined fields and constants applicable to employees.
• Formulas on rates and transactions.
• Record and accumulate shifts worked.
• Monthly payments, Reconciliation and administration of third party beneficiaries, legislative requirements and unions.
• Control employee loans with automatic deductions and outstanding balance reports as well as calculate interest on outstanding amounts.
• Bonus Provision Calculations.
• Error reporting on employees when doing the payroll runs

Flexible

• Sixteen (16) Character Employee Number (alpha/numeric).
• Payroll income, deductions and contribution allocation by Department.
• Allocate employees and transactions to Job code and Cost Centres.
• Allocate employees to pay points.
• Allows you to change the employee code.
• Multiple pay Rates per Employees and overtime.
• Powerful formula engine that utilizes any parameter in the payroll.
• Create lookup tables for transactions like the medical aid.
• Employees can be created with pre-defined Profiles.

Statutory and Legislative Requirements

• UIF (Unemployment Insurance Fund), SDL (Skills development Levies) and OID (Occupational Injuries and Diseases).
• Multiple tax calculation methods, e.g. periodic, average, directives, part time etc.
• All appropriate tax (SITE & PAYE) calculations done.
• Tax query resolutions.
• We cater for many different types of tax calculation methods, e.g. periodic, average, directives, part time etc.

Statutory and Government Returns (UIF, EMP201, OID, SDL, and RSC)

• Generate and submit monthly EMP201 (PAYE, UIF & SDL).
• Generate and submit the monthly electronic UIF file.
• OID Returns.

Import, Export , Copy and Paste

• Easy to use Export and import functionality for Employees and Batches for large quantities of transactions and clocking systems.
• Import from Excel, text, or any HR system.
• Easy to use field mapping capability.
• Copy and paste from Excel into employee list or batch transactions.

Printing, Email and Online Payslip printing facility

• Employees may view, print and save their payslips through the Employee Self Service module.
• Alternatively branch managers may log in to the system and print their own employees’ payslips at the branch.
• E-mail payslips to the relevant person.
• Preview payslips on screen.
• Print payslips on plain or pre-printed stationery.
• Process payslips directly and view changed calculations instantaneously.
• Well defined reports for reconciliation of companywide payroll expenditure.
• All data stored for 5 years which allows on demand reprinting of all reports.
• Numerous reports can be extracted for use by the customer.
• Well defined preview, reconciliation, and management reports for reconciliation of companywide payroll expenditure.
• Reports can be exported to Excel, Tiff, PDF or text.

Graphs

• Analysis tools with customizable and self designed graphs and reports.
• Periodic Variance.
• Cost of Employment Summary.
• Cost to Company vs. Cash Payments.
• Earnings and deduction analysis.

Beneficiary and Account Management

• Setup unlimited beneficiaries.
• Link transactions to beneficiaries for automatic account payments.
• Customize action dates on transactions to specify when beneficiaries should be paid.
• Automatic e-mailing of deduction schedule to beneficiaries.
• Split batches and schedule action dates on account payments for better cash flow.
• Transactions of a similar nature can be combined from different companies in singular batches for download towards your preferred banking partner.

Integrated Bank Payments

• Payments by bank transfer
• Yellow Payroll can credit beneficiaries and employee accounts via our link with ABSA or alternatively use uploaded files to facilitate the transfer of funds at specified dates.

Payments by bank transfer

• Multiple banking interface options.
• Yellow Payroll can credit beneficiaries and employee accounts via our link with ABSA or Netcash, alternatively use uploaded files to facilitate the transfer of funds at specified dates.

Transactions

• Set of default Income, deduction, benefit and Company Contribution transactions are created.
• Custom made transactions can be created with ease to accommodate those unique circumstances sometimes called for.
• More than 100 pre-setup transactions available for use or as templates.
• Base new transactions on existing ones – new transaction will have the same formula and parameters.

IRP 5/ IT 3(a) Certificates and Electronic IRP 5/ IT 3(a) Certificates and Submissions

• Generate and print of IRP5’s – monthly as well as at year end.
• Electronic IRP5s and IT3 (a)’s.

Time and Attendance Interface

• Facility to interface with external time and attendance (clock card) systems through the text or Excel Import facility

Generate payroll and cash book journals for seamless integration

• Integrate by expense and / or cost centre to most Accounting Packages.

Employee Self Service

• Selected employees will be provided with access codes to the ESS web page by the system.
• The available functions are:
  • Payslips can be viewed, downloaded and printed.
  • IRP5 and IT3 certificates can be viewed, downloaded and printed.
• Employees can update their own details – including bank details

Security

• 128 bit SSL Encryption.
• Automatic rollback protects our data in the event of a disconnection while processing.