Keep up to date with the latest KeyPay features and developments.
June 25 2021
A reminder about upcoming changes to our billing model (Global)
We have recently communicated some upcoming changes around the definition of an ‘active employee’ in the system that will take effect from the July 2021 invoicing period.
As a reminder, an employee will be considered ‘active’ when at least one of the following actions has been completed for that employee during a calendar month:
- Included in a finalised pay run (even if that pay run is subsequently unlocked)
- Has had an approved leave request
- Has had an approved expense request
- Has had a published roster shift
- Has had an approved timesheet
As a result of the updated definition, please be advised that users will be restricted from approving timesheets, leave requests or expense requests in the platform (and via the API) from 1 July 2021 if the business' payment method is set as credit card and:
- Credit card details have been removed from the account due to expiry or inactivity in the platform; or
- A trial period has ended and credit card details have not yet been entered in the platform.
N.B. Access to rostering and creating/finalising pay runs is already disabled in the above circumstances so nothing there will be changing.
All functionality will automatically be restored once active credit card details are entered in the platform.
June 10 2021
Ability to download a journal file (Global)
(Available from 17 June 2021)
We often have users, connected to a journal service via a direct integration, request the ability to review a pay run journal file prior to actually posting the pay run directly to the applicable accounting platform.
We're happy to announce that, from 17 June 2021, direct integration users will be able to download a journal file that includes:
- a summary of transactions per GL account; and
- a detail of transactions per GL account and itemised per employee.
The journal file can be accessed within a finalised pay run and via the Journal Report (accessed via Reports or Report Packs).
To be clear, direct integration includes journal services linked to:
- Saasu (AU & UK region)
- Quickbooks Online (AU & UK region)
- Netsuite (AU & UK region)
- Netsuite OneWorld (AU & UK region)
June 8 2021
EOFY system updates (AU)
It's that time of year again and as always we are committed to taking the stress out of EOFY, and making it easier for you to prepare for the financial year ahead. We have a number of updates and resources to help assist you throughout this period. Users can now create pay runs for the new FY and the notable changes effective for pay runs with a date paid on or after 1 July include:
- The legislated superannuation guarantee (SG) rate will increase from 9.5% to 10%, which will automatically apply to eligible businesses. See our previous partner update for further information on SG changes and who is deemed an eligible business;
- The maximum superannuation contribution base (MCB) will increase to $58,920 per quarter. From 1 July 2021, the new MCB amount will be displayed in the employee pay run defaults screen. Prior to that date, the system will continue to show the MCB rate applicable for the 2020-2021 financial year;
- The genuine redundancy cap has increased to $11,341 (base limit) and then $5,672 for each completed year of service;
- The ETP cap for life benefit termination payments has increased to $225,000;
- STSL updates have been applied for the new financial year due to the annual indexing of the repayment income thresholds.
The good thing is that you don't need to do anything to begin using these new tax tables, and all the new rates will automatically apply to any pay run with a date paid on or after 1 July 2021.
Note: The Federal Budget did not result in any changes to tax rates or income thresholds for the 2021-22 financial year. The extension of the low and middle income tax offset is only claimable when individuals lodge their income tax return.
STP exemption for WPN holders
The exemption for WPN holders reporting via STP has been extended for another year. The new mandated date is 1 July 2022.
It's important to note that if you want to start reporting via STP earlier than 1 July 2022, you will need to use a registered Tax/BAS agent to do it on your behalf. This is because the ATO does not currently support online lodgements for WPN holders.
Please refer to this ATO link for more information.
As is the case with previous years, we will be running various EOFY webinars in order to assist with processing your end of year. The details of these are:
We strongly suggest that you register to attend one of these. If you cannot attend on the day we will be sending all registrants a copy of the recording to be viewed at a more convenient time.
May 20 2021
Annual leave entitlements when parental leave applies (NZ)
We have released a new 'Parental leave' setting that can be enabled for 'Annual holiday leave' pay categories, and determines if parental leave rules need to be applied to annual holiday entitlements. This is applicable to annual leave entitlements that were accrued during parental leave or within 12 months from when an employee returns to work.
In a nutshell, this change means that only the average weekly earnings (AWE) rate is to apply, with NO comparison to the ordinary weekly pay (OWP) rate.
In addition to the new pay category setting, for businesses created after X date, there is also a new system default pay category called "Parental leave", whereby the new setting is automatically enabled. For existing businesses, you can manually update your existing parental leave related pay category by ticking the "Parental leave setting".
NB: This only impacts annual holiday calculations. There are no changes to the existing calculations for daily based leave such as bereavement, alternative holiday, domestic, public holiday, sick leave.
This article explains the above topic in further detail.
Decommission of the KiwiSaver Employment Details (KED) report
Following the implementation of v2 payday filing, which includes KiwiSaver details when reporting on employee, employers are no longer required to separately report KiwiSaver details to the IRD. This means the KiwiSaver Employment Details (KED) form has become redundant. As such, we will be removing it from our IRD reporting suite on 31 May 2021 to avoid any confusion as to its necessity and usability.
May 19 2021
Creating timesheets from advanced standard work hours via WorkZone (Global)
Employee's now have the ability to create timesheets from their advanced standard hours via the WorkZone app. This feature mimics the same functionality that employees currently have in the ESS portal via the 'Add standard hours' option that appears when creating timesheets.
NB: This applies to advanced hours set up as start/end times and hours only.
Additionally, employees have total control over the timesheets that they want to create using advanced standard hours, as they are able to select a bulk option or a single day when applying the hours.
In order to access the new feature, employees will need to update the new version (V3.4.845) unless they have automatic updates configured.
An employee must have advanced standard hours set up via their Employee file > Pay run defaults page in order for this option to be visible. More information on setting up advanced standard work hours can be found here: AU | NZ | UK | SG
Alphabetise pay categories within pay slips
A commonly asked feature request involved the ability to alphabetise pay categories within pay slips. As a response to this, there is now the ability to display pay categories on a pay slip in alphabetical order instead of the default display which is descending order in relation to the total earnings for each pay category.
To enable this feature, navigate to the Payroll settings > Pay slips page and tick the 'Alphabetise pay categories' checkbox.
As always, we’d love to hear from you. Please email us with your questions or feedback.
May 13 2021
Beam super batch enhancements (AU)
We’ve recently released 2 enhancements in relation to super batches processed via Beam. These include:
- Cancelling a super batch: If you have made a mistake and need to cancel a super batch, you can now do this yourself without having to contact our support team. This is only possible where the status of the batch is awaiting payment. You won't have the option to delete a batch if the status is Awaiting Clearance, Sent to Fund, Reconciled, or Cancelled.
- Update super fund details for individual contributions within a batch: Prior to this enhancement, updating a super fund for an employee using the 'change fund' link in the super batch would update all employee unprocessed contributions. With this release however, comes the ability to individually update an employee's super fund for specific contributions in a super batch.
This support article provides information on processing Beam super batch payments.
Increase to Superannuation Guarantee rate
As most of you will be aware by now, the legislated superannuation guarantee (SG) rate will increase from 9.5% to 10% effective from 1 July 2021.
You can rest assured that we will be applying this increase automatically across all businesses. What does this mean? Any pay run with a date paid on or from 1 July 2021 will automatically calculate SG at 10% of OTE. Additionally, on the 1st of July, we will update references to 9.5% on all applicable screens in KeyPay.
There are exceptions to the above!
We will not automatically update the SG rate for any of the below scenarios:
- The "Automatically update super rates" checkbox is not ticked (located on the Payroll Settings > Details screen); or
- The "Override" checkbox in the 'Super Rate' column in an employee's Pay Rates screen is ticked; or
- The "Override" checkbox in the 'Super Rate' column of any pay rate template is ticked.
If any of the above scenarios apply to a business and/or employee record and you want us to automatically update the SG rate, you must change your settings accordingly so that (a) the "Automatically update super rates" checkbox IS ticked and/or the "Override" checkbox in any employee's Pay Rates screen or pay rate template is NOT ticked.
We'll remind you about the upcoming SG rate increase closer to the date, in the form of an action message on your payroll dashboard, but in the meantime click here for more information via the ATO.
Budget announcement: Removal of $450 superannuation threshold
As you may be aware, the Federal Government is moving to remove the $450 monthly minimum income threshold in relation to the superannuation guarantee. The proposed effective date of this new exemption is 1 July 2022.This measure is not yet law, and needs to receive royal assent first. However, if this becomes legislated, eligible employees who earn less than $450 per month will be paid super guarantee by their employer if they satisfy the other eligibility requirements.We will continue to communicate any changes relating to this.
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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: