New Payroll Changes

Photo by Freddie Collins on Unsplash

Payroll has been undergoing a makeover recently and we’re really excited to release it shortly, in its simplified glory. Watu clients are soon to see two major changes to running payroll: one condensed pay export file and faster self-employed processing

Release date: September 15th 2017

One condensed payroll

Prior to the changes, Watu had three separate tabs for employee payment, expenses payment, and self-employed invoice batch payment:

image of watu payroll options

Managers could choose whether to run one, or all three, but they had to be exported separately.

We’ve taken this process and boiled it down to one export:

image of new watu payroll

Managers can still opt for running just one – or two – of the options, or they can opt for them all. This new toggle set up allows for a variety of combinations – wages exports for both employees and self-employed, just expenses exports, just employees, and so on. But best of all, it allows for all payment exports for all types of staff, into one document.

The exported document itself will remain the same apart from one additional column where it will state whether staff are self-employed or employees.

Bonus: For those of you using Paycircle this is great news – integrations will be even easier now so you can run payroll in a snap!

Faster self-employed processing

Another change applicable to those agencies with self-employed staff will be music to your ears.

Rather than the drawn out process of signing off shifts, clicking ‘new invoice received’, matching totals to shifts and adding an invoice date and number, then running an invoice batch…here is the new process:

sign off the shifts -> click into payroll and export the data

In other words, payroll processing for self-employed will now behave exactly as it does for employees. We listened to your feedback that the workflow had too many steps, and that oftentimes building the invoice in Watu was irrelevant, so this new process is the most efficient one whilst still keeping Watu payments factual, accurate and reliable.

The Watu Pipeline: Payroll in the spotlight

image of dollar sign to represent watu's payroll feature pipeline

Whilst quarter one brought us the release of holiday pay, an upgraded calendar, and other tweaks and improvements throughout the software, Watu’s quarter two plans are promising to be bigger and bolder. So what’s in the works for the upcoming quarter? A whole lot of payroll pizzazz.

Canadian Payroll

Canadian clients, we hear you loud and clear! We’ll soon be offering you, our maple leaf-waving friends, a customised payroll section for each staff member, meaning you can collect their bank details and tax information from directly within the system. Which takes us to the next feature updates…

Condensed Payroll

Condensed meetings, condensed milk, condensed…payroll? Well what with meetings and milk being so good, we’re confident condensed payroll will join the club.

Right now, when you run payroll, you run it separately for employees, for self-employed staff, and for employee expenses. Three separate documents, which we will be merging into one.

You will be able to select if you want to pay one, two, or all three of the categories and run the export in one go, creating a master spreadsheet of everyone who needs to be paid for the dates selected.

Faster self-employed payroll

When the ‘new invoice received’ section was built, it was created so that managers could check the data of invoices received against the shifts due to be paid. We thought we were helping with accuracy, but it turns out, we were creating inefficiency instead.

So now, once a shift has been signed off for a self-employed staff member, that data will go straight to payroll just like employees. Rather than the following steps:

  1. Sign off the shift/s
  2. Click new invoice received
  3. Enter the invoice number
  4. Select the dates
  5. Enter the total
  6. Select the shifts
  7. Save
  8. Run an invoice batch

You will instead do this:

  1. Sign off the shifts
  2. Select the dates in payroll
  3. Export the data

Turning inefficiency to efficiency and time-saving at its finest.

We would love to hear your thoughts on our upcoming plans so if you have questions, confusion or extreme joy relating to the above, leave a comment or drop us a line at info@watuapp.com

Watu and Paycircle Integration for Easier Payroll

Homepage image for Paycircle

Of all the features in Watu, payroll is one with many layers of capabilities which is fantastic for providing a complete software solution, though at the same time challenging for us to convey to clients all of its potential and how to best use it.

Even once we are able to communicate and encourage the use of all the sub-features – payroll adjustments, PAYE exports, expense allowance and approval, etc – you as the client end your payroll journey with an export data to process and pay a staff member. But now, our seamless connection with Paycircle can take this a step further and simplify the payroll process.

What is Paycircle?

Paycircle is a complete payroll solution for agencies working with temporary staff. Through their easy-to-use software interface, Paycircle can take care of your pay calculations including national insurance contributions, holiday pay and more, and also allows for staff to see their pay status and history.

Image of paycircle agency features

And if you want them to take it a step further, Paycircle can even pay your staff for you. Paycircle also links to all of the major workplace pension providers and manages everything to do with pensions, automatically, as part of the payroll process – and doesn’t change any extra for the privilege.


How do Watu and Paycircle connect?

The exports created in the Watu system fit perfectly into the Paycircle software, with matching columns which means once you export the CSV, it’s ready to send over or upload. Paycircle will take the ‘gross wage’ column and, whilst referring to the other data columns like tax status, calculate contributions, tax, holiday pay, final wages, and so on.

 

Image of Paycircle app for processing staffing payroll

Once this step is complete, finalising payroll is a simple as pressing a button and then all of the reports you need are available online. Your accounts team can view them to make all the necessary payments (employees, HMRC, pension etc) or you can make a single payment to Paycircle and they can make all the payments on your behalf – it’s up to you!

This seamless connection is the link to connect your Watu exports with accurate and easy payroll. Almost like an extension of our own software, Paycircle can provide agencies like yours the most efficient route for straightforward payroll meaning less headaches for managers, more clarity for staff, and extra hours in your week. Ready to give it a try? Reach out to Paycircle now to get started.

Updated HMRC Ruling: Promo staff must be PAYE

Promotional model Jennifer Su: https://flic.kr/p/aCmeJd

It has long been a grey area as to whether promotional staff should be self-employed or on PAYE. Are they employees or do they set their own schedules? Do you determine their work day, or do they do that on their own? Is their place of work determined by you, or by them?

A lot of these answers depend on a campaign itself, rather than being a sweeping ‘you’ or ‘them’, and this has given some freedom for agencies to choose whether to hire staff as self-employed, or employees.

However, just recently, HMRC has clarified these rules within the employment manual and refer specifically to brand ambassadors and similarly related roles.

First they tackle the fact that many promotional staff work as actors, singers or models, by explaining that these roles are exempt:

HMRC actors models singers except from PAYE

Having clarified that models, singers and actors working as models, singers and actors, do not have to be paid under PAYE, they then tackle the subject of models, singers, and actors working as promotional staff:

Promotional staff must be paid under PAYE

As above, HMRC specifically state that promo staff undertaking activities such as “carrying out demonstrations”, “keeping supermarket shelves stocked”, and “sales promotion on manufacturers’ stands…” is “therefore within the legislation”.

If you’re already using Watu as your software provider, making this switch is easy.

Firstly, within general>settings, you will see options relating to how you would like to allow your field staff to register with you:

Payroll settings watu

Simply keep only the option for “staffers to sign up as Employees” ticked, and this will be the only option moving forward for registering staff.

It’s worth noting that managers can always override this setting, so if you have a staff member who must be registered as self-employed, it’s possible for a manager to select this on behalf of the staff member.

And what about those staff who have been self-employed, but now need to switch to PAYE?

Watu can help out with this, as our developers can change some system settings to ‘sweep’ your account so-to-speak, and change everyone to PAYE. As these staff members wouldn’t have their payroll details entered already, it will set all these recently switched staffers to “payroll incomplete”, meaning they can’t be paid yet.

But again, there’s a solution for this! Within ‘payroll’ there is a section called ‘incomplete payroll’, and clicking there will bring you to this page:

incomplete payroll watu

See that little ‘request payroll data’ button? Click there, and that will send an email to everyone who needs to enter their details in order to be paid. It takes care of the guess work and manual typing, so all you have to do is click a button.

Bonus: A helpful – and little known – tip for those agencies using PAYE

Our system asks for the payroll data that is also required by HMRC. We stick to their mandatory/non-mandatory questions so that the software is aligned with government regulations, but sometimes you may find that the system asks for something which you just don’t need.

If you find that a staff member is marked as incomplete but you’d like to pay them anyway, here’s how to do a system override:

  1. Click into the staff member’s profile
  2. Click the menu (three lines) in the upper right corner
  3. Click ‘payroll’
  4. Click ‘edit’
  5. Click ‘Admin Information’
  6. Tick the little box stating ‘payroll data complete’

mark payroll data as complete in watu

We know that going through a payroll switch and all of its consequences can be daunting, and we would like to be here to help as much as possible. Whilst we cannot offer accounting or legal advice, we would be happy to offer suggestions and help you along the way as you make the switch.

When you’re ready to ask a question or get started, just click the ‘tech support’ button to reach out to the team.