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Partner updates

Keep up to date with the latest KeyPay features and developments.

October 13 2020

Last updated: October 13 2020

New tax tables now implemented in KeyPay (AU)


Following from the government's budget announcement, stage 2 of its Personal Income Tax Plan will be brought forward and will apply for the 2020/21 financial year. What does this all mean? You can read more about it here but, for the purpose of today's update, the following tax rates have changed and take effect for all new pay runs with a date paid of 13 October 2020 and thereafter:

  • Weekly, fortnightly and monthly tax tables for Australian residents;
  • Tax thresholds for working holiday makers; and
  • Tax thresholds for foreign residents.

This was only enacted yesterday, ie 12 October 2020. The full legislative instrument can be accessed here for your reading pleasure.

We have applied the tax changes in the system and PAYG will automatically calculate accordingly based on the date paid of any new pay run created. To clarify, users are not required to manually import or update any tax tables themselves. There is one exception to this though, and it is voluntary! If you currently have an unfinalised pay run open with a date paid of 13/10/2020 or later and such pay run was created prior to you receiving this update, then the new tax rates will not have applied. If you want the new rates to apply to that pay run, you can either:

  • delete the pay run and create it again; or
  • recalculate every employee's pay.

If you do neither of the above then rest assured the employee will receive their entitlement to the reduced tax payable (if eligible) when they lodge their tax return.

Also, take note that if you do neither of the above but conduct any type of action that requires saving the employee's pay (such as adding an earnings line or deduction, applying a leave request or expense request, etc) this will refresh the employee's pay and the new tax rates will then be used to calculate the employee's PAYG amount.

Lastly, we are aware that this last minute update may cause an inconvenience to some of you. As stated above, this ruling was only enacted yesterday so we have had less than 24 hours to get this across the line. The ATO have stated that businesses have up until 16 November 2020 to implement the new changes. We have, however, made this our number one priority since receiving confirmation yesterday, with the aim of releasing the changes as soon as possible and thereby minimising, as much as possible, any disruption to our users.

October 7 2020

Lasast updated: October 7 2020

Customise pay slip notification email

(available from Friday 9 October 2020)


From Friday 9 October 2020, you will notice significant enhancements to the existing pay slip email customisation functionality. Users will now have the option to customise all the content in the notification email that employees receive when their pay slips have been published.

We have added a new section on the Pay Slips page - the ‘Email notification template’ section. Here you will have the option to preserve the default message or tailor the message with your own custom text. To assist in populating the email content with the correct information, we have added several system generated placeholders. Lastly, we have also included a preview feature, allowing users to preview what the email will look like once any changes have been made and prior to sending out the notifications.

N.B. Any existing custom text previously added to pay slip notification emails will automatically appear in the updated version when released. As such, users can rest assured that existing messages will not be lost as part of this upgrade.  

Further information on how to customise your pay slip notification email can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.


Customise default payroll settings using Business Templates
(only available to white label users and partners)


We have added a new feature in the Partner Dashboard that allows partners to create business templates for their white label.

As you all know, when a new business is created, a set of default payroll settings are made available in that business. This includes default settings such as pay categories, deduction categories, leave categories, etc. Partners can now create business templates to override any unwanted default payroll settings and to add any custom payroll settings unique to their white label. Any new business added can then apply a business template so that the default payroll settings mirror that of the business template as opposed to our payroll settings.

You can set up multiple business templates per white label and tailor them according to the requirements of specific industries, franchises or businesses relating to your client base. This will save you and your clients significant time when having to configure the settings of each new business created.

You can read our support article for further information on business templates.

October 2 2020

Last updated October 2 2020

JobKeeper Eligibility Report (AU)

They say the only constant in life is change – and that is certainly the case with the JobKeeper package! As part of the new two-tiered payment structure in JobKeeper 2.0, an 80-hour threshold has been introduced to determine which level applies once eligibility has been established. The threshold is based on the employee’s total hours – actual hours worked, paid leave and paid public holidays – in a 28-day reference period.

Our JobKeeper Eligibility Report has now been updated to allow users to determine whether eligible employees satisfy the 80-hour threshold. The main features are:

  • reference periods automatically calculated;
  • two new columns on the report display the total hours for the pre-March and pre-July reference periods;
  • users can easily click through for a breakdown of total hours for each employee.

This support article explains the changes in more detail.


JobKeeper 2.0 Ineligible Employees – Reporting

Just a reminder that businesses should not use JOBKEEPER-FINISH-FN13 to indicate that employees are not eligible for JK2. Businesses are not required to report a finish fortnight for employees who were eligible for JobKeeper 1.0 payments but are not eligible for JobKeeper 2.0 and so received their last JobKeeper payment in the 13th fortnight. In this instance, simply stop reporting any JobKeeper top up.

This support article explains JobKeeper reporting in more detail.

September 24 2020

LAST UPDATED: 24 SEPTEMBER 2020

JobKeeper 2.0 and pay run updates (AU)

We have updated our JobKeeper pay run actions in accordance with the new requirements of the JobKeeper extension - ie JobKeeper 2.0. The updates include:

  • The addition of start and finish fortnights 14 to 26;
  • The addition of tiers 1 and 2 which need to be reported (once) for each eligible employee;
  • The ability to correct a tier if it has been initially reported incorrectly.

This support article explains the updates for JobKeeper 2.0 in more detail and what needs to be reported in the pay run. We strongly encourage all users read this article so that the correct processes are followed when reporting tiers for eligible employees in the pay run. The ATO have stated "... extreme caution should be taken to ensure accuracy of originally reported JobKeeper extension data. This critical detail is used to determine the reimbursement amount to the employer."

N.B. We are currently in the process of updating the JobKeeper Eligibility Report to incorporate the ATO's 80-hour threshold requirements. We will send a notification to confirm once this has been released.

August 26 2020

Last updated: 26 August 2020

Timesheet Interpretation Context Panel

Within a pay run, for any employee being paid using a pay condition rule set, the name of the rule set is displayed in the employee’s pay run details. As an extension to this, we have now introduced a new Timesheet Interpretation context panel within the pay run. This context panel provides greater transparency as to what rules were triggered when costing each timesheet imported into a pay run. It also means that users no longer have to use the rules tester and import employee timesheets to get clarification on what rules applied and do a timesheet cost comparison between the pay run and the rules tester.

The data in the context panel can also be exported to excel, which contains additional timesheet information.

Further information on the timesheet interpretation context panel can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.


Scheduling employee earnings to take effect at a future date (available from Monday 31 August 2020)


From the 31st August, there will be a new option on an employee's pay run defaults page that will allow businesses to add a new pay rate for an employee and set a future date that the pay rate will be applied from. The 'Add a future pay rate' option will be located to the right of the employee's existing pay rate details. Depending on the employee's timesheet/pay settings, the system will then automatically apply the new rate in the pay run according to the commencement date.  

API Users: We have catered for this new feature by creating the following new endpoint:

api/v2/business/{businessId}/employee/{employeeId:int}/payrateschedule

  • GET: lists all the pay rates scheduled for any employee
  • GET /{id}: get specific record
  • POST: create record
  • PUT /{id}: update record

Our API library will be updated upon release of this feature.

Further information on adding future pay rates for employees can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.


Adding an attachment to a timesheet


Previously, the ability to attach a document to a timesheet was only possible where the timesheet was created from a leave request. This is no longer the case!

Payroll administrators, managers and employees are now able to add an attachment to any timesheet created via the business portal, employee self service portal and/or WorkZone. Allowed attachments include files, documents, gallery images or camera photos.

Further information on adding an attachment to a timesheet can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.


Email Sender Authentication: Setting up
DKIM (Domain Keys Identified Mail)

Emails sent via the platform from an address nominated by you, such as pay slip notifications, leave or expense requests or report packs, may end up in spam folders or bounce back, instead of reaching your recipients.

We have added a new feature, to the platform to help alleviate these issues. Businesses can now set up DKIM (DomainKeys Identified Mail) using Email Sender Authentication. DKIM is a method of digitally signing email so the recipient's email servers know it has come from a legitimate sender. In other words, when the recipient receives an email from an address using your chosen domain it won't bounce the email thinking it's spam.


Further information on setting up DKIM in your business can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.


WorkZone Updates


Employees (in the AU region only) now have the ability to edit their personal details, including contact and address information, directly within WorkZone. This is only possible where the business' employee portal setting "Employees can edit their personal details" is ticked.

Additionally, employees across all regions now have the ability to edit their emergency contact details directly within WorkZone. This includes adding and/or editing primary and secondary emergency contacts.

Note: Our aim is to have WorkZone mirror the editing capabilities allowed via the employee portal for all regions. We will be releasing updates that may only cover one region at a time but, rest assured, the end goal is that all regions take advantage of the same functionality.

Further information on what details can now be edited via WorkZone can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.

August 24 2020

Last updated: 24 August 202

Important information regarding the accrual of personal/carer's leave (AU)

On 13 August 2020, the High Court of Australia (HCA) handed down a decision clarifying how personal/carer's leave is accrued and taken under the National Employment Standards (NES).

The HCA clarified that:

  • the entitlement to 10 days of personal/carer's leave under the NES is calculated based on an employee's ordinary hours of work, not working days.
  • 10 days of personal/carer's leave is calculated as 1/26th of an employee's ordinary hours of work in a year.

The HCA decision overturns a decision made by the Full Federal Court of Australia (FFCA) in August 2019. In that decision, the FFCA held that personal/carer's leave accrues in working days, not hours.

So what does this mean for employers that have been accruing leave in working days, following the FFCA decision? In order to ensure compliance with the NES, it has been advised that employers:

  • Commence accruing personal/carer's leave on a per ordinary hours worked basis; and
  • Reverse any accruals that were made as a result of the original FFCA decision, ie accruing in working days.

In light of this advice, we have prepared instructions on how to update employee settings to accrue leave correctly and how to reverse day accruals.

Please note: Any new business created from 28 August (on any white label) will no longer include the system default settings configured for accrual of personal/carer's leave in days. This also applies to any new installs of pre-built Awards (but does not affect any updates to existing pre-built Awards). The system default settings include:

  • Personal/Carer's Leave (10 days) leave category;
  • Personal/Carer's Leave (10 days) Taken work type;
  • Permanent Leave - No Loading (10 PCL days) leave allowance template (and the equivalent stated based leave allowance templates for pre-built Awards); and
  • Permanent Leave - With Loading (10 PCL days) leave allowance template (and the equivalent stated based leave allowance templates for pre-built Awards).

The default settings will still be available in all existing businesses as they may still be in use.


JobKeeper 2.0 and updates to reports


Following the Government's decision to extend the JobKeeper Payment for a further 6 months to March 2021, notable changes as part of this extension include:

  • The relevant date of employment for employee eligibility has changed from 1 March to 1 July 2020, effective from 3 August 2020.
  • Fortnightly payments received by eligible employees from 28 September 2020 onwards will reduce from the current $1500 payment. The adjusted amount received will be tiered and will depend on whether employees worked 20 hours or more per week on average.

We have updated both the JobKeeper Eligibility Report and JobKeeper Employee Nominations in light of the above changes.

August 10 2020

Last updated: 10 August 2020

Contractor Management now available in NZ (NZ)


We are happy to announce that independent contractors can now be managed in KeyPay. This includes:

  • adding a contractor to the platform;
  • processing schedular payments in the pay run; and
  • IRD reporting.

Existing KeyPay features such as timesheets, documents, employee portal, leave functionality, etc are also available to contractors.

The contractor management functionality is not available by default. To switch it on at a business level, click on the "Enable contractor management" checkbox via Payroll Settings > Advanced Settings.  

Our API also caters for contractor setup.

Feel free to review our support articles regarding:


Half Monthly pay frequency added


We have added a new half monthly pay schedule. This caters to businesses who want to process two pays per calendar month with a total of 24 pays per year. The pay period start dates for this new schedule will always be the 1st and 16th of the month.

As part of this feature, we have also added a new report pack schedule frequency to cater for half monthly pays. When adding a report pack, users can now configure the frequency so that reports are sent on 2 specified dates each month.

August 2020

Last updated: 6 August 2020

Mandatory Two-Factor Authentication (commencing from Tuesday, 18 August)

Effective from 18 August, two-factor authentication (2FA) will be mandatory for the following users:

  • Full access users;
  • Restricted users with access to one or more reports;
  • Restricted users with report packs permission; and
  • Restricted users with STP Pay Event Approver permission (pertains to AU region only).

Any user that falls within one of the above categories will be required, if they haven't already done so, to set up 2FA in order to log in to KeyPay. This new mandate will also apply to any new business created on or after 18 August across any white label.

Instructions on how to set up 2FA at a user level can be found in our support article. Choose the relevant region: AU | NZ | SG | UK.

We will also be adding an additional optional setting that requires all other restricted users and employees to enable 2FA in order to log in to KeyPay. This setting is switched off by default and can be activated at a white label or business level.

For more detailed information on the new 2FA mandated requirements and optional settings, refer to our support article. Choose the relevant region: AU | NZ | SG | UK.

Important note to partners that have integrated their own system with KeyPay: If your users access KeyPay functionality within your own application (ie via SSO), we will not enforce 2FA. Rather, the 2FA security functions that are provided in those applications should be utilised instead.

July 2020

Last updated: 2 July 2020

Updates and feature releases (AU)

View our partner email covering the releases here.

  • Useful support articles that will help with troubleshooting errors occurred during the financial year
  • Enhancements to the award update installation process
  • Reversing PAYG exempt earnings in a pay run
  • Enhancements to the Pay Rate Template import/export process
  • Group 1 Award updates have now been published

June 2020

Last updated: 26 June 2020

Updates and feature releases (AU)

View our partner email covering the releases here.

  • Changing an employee's Working Holiday Maker status


20 June 2020

Updates and feature releases (Global)

View our partner email covering the releases here.

  • The "My Account" screen has undergone a transformation
  • Updates to 2-Factor Authentication


19 June 2020

Updates and feature releases (Global)

View our partner email covering the releases: AU, UK, NZ

  • Compulsory Two-Factor Authentication for all full access users will be required - commencing from Monday, 20 July
  • Validation on unique External IDs - commencing from Friday, 26 June.
  • AU: Modern Awards & Annual Wage Review - KeyPay will make updates to awards listed under Group 1 available by 1 July 2020.


12 June 2020

Updates and feature releases (AU)

View our partner email covering the releases here.

  • Users can create pay runs that contain pay dates for 2020/2021 financial year
  • All you need to get ready for End of Financial Year 2019/2020 processing on our blog
  • Register for EOFY webinars
  • We created a new event type for - STP Earnings Reset Event
  • We have updated all system generated JobKeeper pay categories to classify employees on JobKeeper wages as payroll tax exempt.

May 2020

Last updated: May 2020

Updates and feature releases (AU)

View our partner email covering the releases here.

  • Annualised Wage Arrangements & Rules Tester Enhancements now available
  • The ATO has extended the exemption deadline and closely held employees do not need to be reported through STP until 1 July 2021
  • The existing enable ATO integration settings (for STP) will be replaced with the STP wizard
  • We added the Funeral Industry Award [MA000105] to our Award Library

Frequently asked
questions

How is billing calculated?

You will only receive a per employee monthly charge for employees who have been included in a pay run/pay runs during that month. In other words, KeyPay you will not receive a charge for an employee that sits in the system but has not been paid during that billable period.

When does invoicing occur?

You will receive your invoices on the 1st of each month and payment is taken on the 8th of each month.

How is monthly billing achieved for our white labelled solution?

If you have a white-labelled solution in place KeyPay will never bill your clients directly. As a partner, you are required to bill your clients. KeyPay will invoice you directly each month.

Can we access a demo payroll business?

KeyPay doesn't provide pre-filled demo accounts. If you wish to create a demo account you can make a test business in your white-labelled solution. Trial periods are not automatically available so you will need to request this by contacting: