Creative Software Pte Ltd - Singapore Payroll, Payroll, Regional Payroll, EasyPay, Human Resource

	FAQs for Easy Pay / Staff
	FAQs for Easy Pay Enterprise (Singapore)
	FAQs for ePortal for Easy Pay Enterprise

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Frequently Asked Questions for Easy Pay Enterprise

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Core Module
1. How do I enter new employee records?
2. How do I process a new employee's pay record after I have done payroll initialisation?
3. How do I process resigned employees?
4. How do I process employees who has resigned earlier & now has been re-employed again?

Pay Module
1. How do I run the Re-Process Normal Pay for an employee?
2. How do I update voluntary MBF (Mendaki Building Fund) contribution?
3. How do I update the new CPF policy to every employee?
4. How do I mass update employee FW progression?

Leave Module
1. The B/fwd leave figure from previous year is wrong. How do I change the figure?
2. How do I initialise to next year’s leave entitlement?
3. How to insert new Leave type?
4. I want the leave entitlement for new hire to be prorated only for the first year, but not for subsequent service years allocation.
5. How do I mass update leave application for company leave?
6. How can I view previous year Leave balances to confirm that the brought forward figure for current year is correct?

Income Tax Module
1. What are the recommended checking reports I should print for Income Tax declaration?
2. Can I have different authorized persons making the declaration reflected in the IR8A, IR8S, Appendix 8A, Appendix 8B?
3. How do I exclude selected pay items from the tax deduction?
4. What is the commencement date & cessation date, which will appear in the IR8A form?
5. Do I need to get an authorised signature on the pre-printed IR8A forms?
6. Does the employer need to seek approval from IRAS if the employer is using an in-house software to prepare the IR8A forms?
7. Is it necessary to give details of the amount of Gratuity/Retrenchment benefits paid to employees?
8. What is IR8S report?
9. When is it necessary to prepare IR8S for the employee?
10. Will the system pick up the claim/refund amount automatically in IR8S?
11. Can the system generate submission files for IRASLine?

1.	Go to the Core Module and click on the Personal icon.
2.	Click on the New button and enter all the required fields marked with a maroon coloured text.
3.	Once the data entries are finished, click on the Save button.
4.	Click on the Residence Status tab to ensure the residence status is updated correctly.
5.	Skip the option Employment Status.
6.	Fill in other particulars relating to this staff's record like their address, email, contacts, education, emergency contacts and notes.
7.	Go back to the Employment Status tab and click on the New Employment button to enter the employment details.
8.	Click on the save button once the above process is completed.
9.	Click on the Miscellaneous tab to select the Work Calendar and enter other relevant details.
10.	To assign the staff's bank information, click on the Bank Allocation tab.
11.	Enter the Bank ID, payment type (either by percentage or fix amount), staff's bank account number and the payment percentage or amount accordingly.

NOTE: If the employee is to be excluded from salary crediting by bank, leave these options as blank.

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FAQ Core Module 2:

Question: How do I process a new employee's pay record after I have done payroll initialisation?

Answer: Please follow the steps below.

1.	Click on the Pay Record icon at the Pay Module.
2.	Click on the New button and select the Pay Group.
3.	Choose Normal Pay from the Record Type and click Next. (Make sure the pay period is correct)
4.	Double-click on the new employee name and click on the Confirm button to begin pay processing.

1.	Click on the Employment Details icon at the Core Module.
2.	Key in the staff's cessation code and date. Use the save button to save the record.
3.	If the change of status is updated after payroll initialisation, please run a Re-Process to ensure the payroll information is updated accordingly.

1.	Click on the Personal icon at the Core Module.
2.	Choose the employee ID and click on the Employment Status tab.
3.	Click on the New button and enter all the necessary new employment details such as new employment ID, new hire date, salary, etc.
4.	Enter the Previous Service Year (if the previous service year is to be counted when calculating leave entitlement, bonus, etc.)

1.	Click on the Pay Record icon at the Pay Module.
2.	Click on the current pay record of the employee's concern.
3.	Click on the Re-Process icon and then answer Yes to confirm the Re-Process Normal Pay.
4.	The system will prompt you the number of record(s) that has been Re-Processed. Close the wizard window.
5.	Click on the modify icon to check the pay record.

1.	Click on the Setup icon and go to the Pay Element Setup.
2.	Click on the New button to create voluntary MBF code.
3.	Type in the Pay Element ID as "MBF Voluntary".
4.	Type in the description as "Voluntary Mendaki Building Fund".
5.	Click on the Deduction and then click on the Next button.
6.	Click on the None of the above option. Click on the Next button to proceed on.
7.	For Deduction grouping, select Donation and click Next.
8.	For Donation Type, choose MOSQ and click Next.
9.	For Method of computation, choose Free and then click Finish.
10.	Close the Code Property Window

B. To update MBF voluntary as a recurring deduction

1.	Click on Module and go to Recurring Setup.
2.	Select the affected employee and then click on New.
3.	At the Pay Element ID field, select the MBF Voluntary code.
4.	Select Recur Amount and type in the voluntary donation amount into the recur amount field provided.
5.	For 1 payment group, set the sub period as 1. For 2 payment groups, set the sub period as 1 if the voluntary donation is to be deducted in the mid month pay. Else set it to 2 if it is to be deducted in end-month pay.
6.	If the voluntary donation amount is to recur for unlimited period, set End Counter as 0. Otherwise, enter in the exact number of period this voluntary contribution amount will recur.
7.	Click on the Proceed button to continue on.

1.	Obtain the latest Easy Pay Enterprise program either by downloading the software from our website (EPE Download page) or request a software update CD from our company by calling our Technical Helpdesk at 6278-0097 during normal working hours.

Step 2: Global update of the new CPF policy

1.	At the Menu Bar, click on Module and select CPF Progression.
2.	Click at the Assign Tab and enter the effective date when the new CPF policy should take effect globally.
3.	Select the new CPF policy ID.
4.	Enter the Career Code.
5.	Double-click at the employees whose residence status are Local, PR1, PR2 or PR3.
6.	Click on Confirm to start the update process

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Leave Module 1:

Question: The B/fwd leave figure from previous year is wrong. How do I change the figure?

Answer: To change, go to Leave Details | Adjustment Leave. Select the employee id, click on New, select the Leave type ID, and enter the effective date, adjustment Days to adjust (if require to deduct from existing figure, then enter a negative figure), and type in reasons if any.

The method can be used to adjust Leave Entitlement Error.

To check figures, you can go to Leave Summary of the selected employee.

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Leave Module 2:

Question: How do I initialise to next year’s leave entitlement?

Answer: Ensure that the Calendar assigned to the employees has been initialised to the required year. To do this, go to Core | Modules |Initialise New Year Setup.

Then go to Leave Module | Process Leave | Initialise. Select the correct Leave Policy ID and Year, then click on Next. Ensure that leave type = ALL is selected to be initialised, unless for specific reasons, you only want to initialise a specific leave type. Click on Next to confirm processing.

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Leave Module 3:

Question: How to insert new Leave type?

Answer: To insert a new type into an existing leave policy:-

a) first create the Leave Type ID and its profile. This is under the option Setup | Leave Type.
b) ensure that you have the correct Allocation Basis. To create new allocation basis, you can create under Setup | Allocation Table
c) Under Setup | Leave Policy, you can choose to add (+) the new leave type and allocation basis.

To ensure the entitlement is computed correctly, you will have to initialise the new leave type. This is done under the option Process Leave | Initialise. Choose the Leave Policy ID, and under Leave type, choose the new Leave type ID only.

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Leave Module 4:

Question: I want the leave entitlement for new hire to be prorated only for the first year, but not for subsequent service years allocation.

Answer: The option 'No Prorate for Career Change' will have to be ticked under tab Entitlement for the affected Leave Type ID.

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Leave Module 5:

Question: How do I mass update leave application for company leave?

Answer: You can use our feature Global Leave Application. This option is found under Applications | Global leave application.

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Leave Module 6:

Question: How can I view previous year Leave balances to confirm that the brought forward figure for current year is correct?

Answer: To view from screen, choose Process Leave, select the correct year, and double click on the name to see the details.

To view from Report, choose Reports | Leave Entitlement Report. Specify the Report as of Date as required, for example to check balances as of 31-12-2005, then the Report as of Date must be 31-12-2005.

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Income Tax Module 1:

Question: What are the recommended checking reports I should print for Income Tax declaration?

Answer: The reports under the Standard Reports & Analysis Reports. Example of common checking reports: Internal checking reports under Analysis Reports Summary Report (Detail).

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Income Tax Module 2:

Question: Can I have different authorized persons making the declaration reflected in the IR8A, IR8S, Appendix 8A, Appendix 8B?

Answer: Yes, you can do that. In Income Tax module, at the SETUP | Employer Setup, you can create different Employer ID, which can be later assigned to the employee’s record.

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Income Tax Module 3:

Question: How do I exclude selected pay items from the tax deduction?

Answer: In the EPE Pay module, ensure that you have assigned the code property as Non-Taxable to the pay element code at the option Setup | Pay Element Property.

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Income Tax Module 4:

Question: What is the commencement date & cessation date, which will appear in the IR8A form?

Answer: Our Income Tax program will extract all hire date as commencement date & Cessation date, if any, as Cessation Date, which fall within the payroll year 2005. These dates will be printed in the IR8A and IR8S Forms, and e-submission files, according to requirement in explanatory notes paragraph 3a from IRAS.

You can amend the dates, is required in Step 3: Modify | Current IR8A | Details.

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Income Tax Module 5:

Question: Do I need to get an authorised signature on the pre-printed IR8A forms?

Answer: No. As the IR8A forms are computer generated, signature is not required according to IRAS. Only the printed name of authorised person and designation who is making the declaration are needed.

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Income Tax Module 6:

Question: Does the employer need to seek approval from IRAS if the employer is using an in-house software to prepare the IR8A forms?

Answer: The employer need not seek approval if the format of the Form IR8A/IR8S is similar to the one published by IRAS in the Government Gazette.

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Income Tax Module 7:

Question: Is it necessary to give details of the amount of Gratuity/Retrenchment benefits paid to employees?

Answer: Yes, with reference to the explanatory notes for Form IR8A and Appendix 8A from IRAS, item 10b), the employer has given breakdown details, under item d4 of Form IR8A, as below:
• Gratuity
• Compensation
• Notice Pay
• Ex-gratia payment
• Others (please state nature)
• Reasons for payment, and
• Basis of arriving at the payment
Employer is required to provide separate attachment if space provided is not sufficient.

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Income Tax Module 8:

Question: What is IR8S report?

Answer: Form IR8S shows details of the employer and employee's CPF contribution. Some of the items printed in this form are:
(i) January to December ordinary wages, additional wages and CPF contributions for employee with annual wage (This print out can be attached with the actual IR8A form for submission to Inland Revenue Authority)
(ii) Voluntary contribution made to CPF, which is not compulsory under the CPF Act.
(iii) Refunds claimed / to be claimed with respect to excess CPF contributions made during the year 2005.

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Income Tax Module 9:

Question: When is it necessary to prepare IR8S for the employee?

Answer: With reference to explanatory notes paragraph 4 from IRAS for completion of Form IR8S by an employer, it necessary if any of the following applies:
(i) CPF contributions made in Year 2005 are more than the compulsory contributions under the CPF Act;
(ii) CPF contributions exceed the contributions made on the overall income of $85,000;
(iii) CPF contributions made are not compulsory under the CPF Act, example, employer contributing CPF for foreign employees or director’s fee, which is considered as voluntary contribution. The voluntary contribution will have to be indicated under Section B of Form IR8S.
(iv) Claimed / to be claimed excess CPF contributions from CPF Board. The details will have to be entered in the Section C of the Form IR8S.

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Income Tax Module 10:

Question: Will the system pick up the claim/refund amount automatically in IR8S?

Answer: No. Users have to enter all claim amounts manually at the option Step 3:Modify | IR8S | Section C.

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Income Tax Module 11:

Question: Can the system generate submission files for IRASLine?

Answer: Yes. Submission files can be generated for IR8A, Appendix 8A, Appendix 8B, and IR8S. These files can be generated under EPE Income Tax | Reports | IRAS Submission

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