SuperPayroll features

SuperPayroll comes with comprehensive standard payroll functionality including a variety of standard earnings, deductions, employer contributions, fringe benefits, and accruals. In most cases, these can be used as is with minimal configuration to adjust to a client's company policy. The standard payroll functionality also supports the entire payroll cycle, including period rollover mechanisms, standard inputs and calculations, more than 50 standard payroll reports, payslips and various payslip distribution options, bank files for banking integration, and various statutory reports.

Monthly, weekly, and fortnightly pay frequencies are supported. Additional pay frequencies can be added on request.

SuperPayroll can process calculations for any pay period any time and automatically make all relevant adjustments and apply rules for the correct period.

For example, if a backdated increase is processed in the current period, a backpay (or retrospective) calculation will automatically calculate adjustments for the prior period. This will include automatic adjustments to all calculations influenced by the backdated increase (e.g. overtime, pension contributions, etc). These backdated adjustments will be saved against the current period results, but with an effective date indicating that they are adjustments for the prior period. This mechanism provides a fully automated way to do accurate backpay adjustments, while maintaining the audit integrity of the original pay run and giving users clear visibility on the adjustments made.

More than 50 payroll reports are included in the standard SuperPayroll system. Reports are designed to be flexible and many reports are parameter-driven to allow for multiple different reporting options within the same report.

Some specific report features that our customers report most value from:

• Variance report with drill-down capability to easily find root cause of variances
• Excel export function available on all reports
• Exception reports for various scenarios (e.g. same bank account for multiple employees, duplicate employee identity or tax ref numbers, variance reporting, bank account changes, etc).
• Tax query report to show detailed breakdown of tax calculation (only available for South African tax authority at present)

Expat payrolls present some unique challenges that SuperPayroll's feature set solves. This includes:

• Multi-currency support, including support for input-output currency conversions and support for payments in multiple currencies that are typical of expat payrolls.
• Automation of gross-up calculations that are often required on expat payrolls.
• Multi-tax authority support that is often required on expat payrolls.

No limits on complexity or number of calculations that can be set up in SuperPayroll. Any calculation you can express logically can be automated. You can add as many earnings, deductions, company contributions, fringe benefits, accruals, etc. as you need.

The standard system comes with a comprehensive set of standard elements, but customers can extend this to meet any requirement. Calculations are also parameter driven so that minor changes (e.g. changing a overtime factor from 1.33 to 1.5 when a business rule changes) are trivially easy to do.

SuperPayroll supports gross-up calculations for guaranteed net pay contracts and certain other scenarios. This is frequently used and particularly useful on expat payrolls. Automating gross-up calculations eliminates the risk of spreadsheet calculations done outside any system.

SuperPayroll supports multi-country payrolls on a single database and software instance. This means you can access several countries' payrolls using a single login (no need to log in an out to switch countries). Each tax authority's rules are applied correctly to employees on the payroll linked to that tax authority.

Tax and other statutory payroll calculations have been localised for the following tax authorities to date:

• Angola
• Botswana
• Democratic Republic of Congo (DRC)
• Eswatini
• Ethiopia
• Ghana
• Kenya
• Jersey (UK)
• Lesotho
• Malawi
• Mauritius
• Mozambique
• Namibia
• Nigeria
• Qatar
• Rwanda
• Saudi Arabia
• South Africa
• Tanzania
• Uganda
• United Arab Emirates (UAE)
• Zambia
• Zimbabwe

Additional tax authorities can also be added on client request. Email us to enquire about support for your tax authority.

Any number of currencies can be supported on a single database and even within a single payroll. Calculations incorporating currency conversions can be set up. For example, where an employee allowance is based on a foreign currency, but tax calculations and net pay are in local currency.

Payments can also be split to multiple currencies. For example, an expat who receives a portion of their salary in-country in local currency and a portion in their home country in the home country's currency.

Consolidated reporting combining multiple currencies can also be supported. This is particularly useful when reporting on total payroll cost and posting payroll journals to general ledger.

There are no limitations on history in SuperPayroll. You can access data from any historical pay period at any time. No need to find a backup and restore it, it's available immediately, on-line simple date selection. No limit on the number of periods or years that history can be maintained for.

As of 2022, some of our customers have more than 18 years history in their payroll databases. This means, for example, if they want to look at and employee's payslip from April 2004, they can simply go to the payslip report, specify the employee, specify the date (April 2004) and get the correct payslip.

Wizard-driven new engagement process ensures that all required employee information is captured during emloyee onboarding. This process is customizable to allow for client-specific requirements to be incorporated into the onboarding process.

Any HR data you may want to keep track of can be catered for. SuperPayroll's flexibility allows custom HR data structures to be added based on your unique requirements and priorities. We've used this functionality successfully to help clients maintain electronic records of HR processes in all of the following areas:

• Industrial relations (IR) (disciplinaries, CCMA cases, warnings, grievances, etc).
• Licensing / certifications (drivers licenses, first aid certificates, industry certifications, etc.)
• Medical record keeping (vaccination status, occupational medical history, etc).
• Previous employment records
• Training and qualifications

Data structures also support document upload field types to allow uploading of documents or images, e.g. employment contracts, signed warning letters, sick notes, vaccination records, training certificates, etc.

Leave management with flexible leave rules that can be set up for any number of leave types.

Leave applications can be submitted by employees through employee self service functionality. Applications can be set to auto-approve based on predefined rules, or be subject to an approval workflow.

All changes made in SuperPayroll are recorded in a detailed audit trail. This includes details of the user who made the change, a date/time stamp of the change, the type of change (create / update / delete), and additional details (e.g. in case of a data update, the old value and new value of each changed data value are recorded)

Documents or scanned images can be stored in the SuperPayroll database to completely digitise personnel files. Any table or screen can support document uploading with minimal customization.

Self-service functionality can be set up for practically any screen in SuperPayroll, allowing employees to view, validate, and maintain own data subject to access restrictions and approval workflows where necessary. Standard system includes leave self-service, but this can be extended to any employee reports or screens.

SuperPayroll has extensive multi-language functionality. Every word and phrase that users see in the system are stored in language tables and can be translated to any language.

For example, this means that employees can get payslips in their preferred language, without any changes required to the payslip report.

SuperPayroll features a powerful report batch mechanism. This can be used to set up automation on reporting that allows multiple reports to be generated and distributed at the click of a button. This is particularly useful in shared service or payroll outsourcing environments where multiple stakeholders need to receive similar reports, but also provides a powerful tool to automate reporting to employees for individualised mass communication (e.g. increase letters).

No limitations on the number of users or profiles that you can set up to use the system optimally according to your requirements. Access rights for each user profile can be set up according to your requirements.

Standard data export tools included in SuperPayroll allow users to set up any number of exports to generate export files for use in downstream applications. This includes CSV and Excel file formats and is most often used for Excel-based financial analysis of payroll data.

The file import function included in SuperPayroll allows end users to import data from a variety of file formats, including CSV files, fixed-length text files, and Excel files. Configuration of imports is flexible to allow for any number of columns to be imported and for a variety of file structures.

This feature is often used for importing monthly payroll input data from a variety of sources, e.g. clocking systems.

Posting of payroll journals to your general ledger (GL) from SuperPayroll can be automated to a variety of financial systems. Depending on support of the financial system this could be done through file-based interfaces or by posting via web service APIs.

SuperPayroll features powerful costing options, combined with a GL translate mechanism that transforms payroll results into a journal-ready format, from where it can be integrated to the financial system in a final format and using a mechanism suitable for the specific system.

Financial systems that we have integrated journals to include Xero, various Sage systems (Accpac, Pastel, Line 500, X3), Acumatica, BST, various SAP systems (BusinessOne, R/3), Oracle e-Business suite, various Microsoft Dynamics systems (GP / NAV / AX), and many more.

SuperPayroll has integrated with SAP SuccessFactors (SSF) for a number of existing customers. Customers benefit from using SAP's impressive HCM features without any duplication of data capturing in payroll. The SuperPayroll platform also provides the option of running multiple countries on a single database, allowing clients to standardise payroll in markets where it isn't economically viable to roll out SAP payroll.

This integration uses web services to exchange data and SuperPayroll has developed SSF-specific integration components for this purpose. This includes:

• A requester application that compiles and sends requests for Time, Employee, and Organisation APIs to SAP CPI.
• Endpoints that accept and decrypt payloads, and/or errors received from SAP (in some cases via SAP Cloud Connector), perform some basic deserialization, and save data to a staging area.
• A middleware transformation layer that maps data received from SSF to SuperPayroll fields and filters out and archives unused data points.
• A series of standard SuperPayroll integration procedures customized for SSF integration that load data into the SuperPayroll database, inclusive of business logic required for SuperPayroll data validation.

Note: SAP® and SAP® SuccessFactors® are registered trademarks of SAP SE or its affiliates in Germany and in several other countries.

SuperPayroll has integrated with a number of independent HR systems, including CBARS, S-Cubed, SmartHR, Vizual, PeopleSoft and various in-house HR systems.

Integration options available for integrating SuperPayroll into customers' HR systems landscape include:

• Inbound data integration through a staging-area architecture that allows data to be pushed from other HR systems into a staging area and pulled into SuperPayroll from there.
• Outbound data integration of payroll results though a similar staging architecture, where pay results from any pay period is pushed into the staging area as soon as the pay period is closed.
• Reporting integration where reports can be made available in either system directly from the other system's data or reporting infrastructure.
• Single sign-on integration features allowing SuperPayroll login to be integrated with other systems.

Note: PeopleSoft is a registered trademark of Oracle Corporation and/or its affiliates.

Active directory (AD) / LDAP integrated authentication is supported allowing you to control access and password policy through AD and ensuring that users deactivated on AD can no longer access the payroll system.

The modern technology and normalised database design behind SuperPayroll means that there are no practical limitations to the number of data entries or structures that can be maintained.

In practice, our clients have used this to maintain payrolls with thousands of cost codes, tens of thousands of employees, hundreds of legal entities, thousands of earning/deduction categories, and millions of transactional records - all possible on a single database and software instance.

SuperPayroll's backend is a Microsoft SQL Server database, designed for performance and stability in online transaction processing (OLTP) applications. The database design is well normalized, making it easy to extract data and build custom extracts, reports, and 3rd party integrations.

We can also offer application care services including DBA services for SQL Server in environments where clients prefer to run the system on-premise but want specialised assistance in maintaining the SuperPayroll database.

SuperPayroll is a web application that is accessed by end users through any standards-compliant browser (as of 2022 we support Chrome, Edge, Firefox, and Safari).

This means that deployment and updating is easy, since users don't need to install anything on their computers to use the system. They simply need https access to their SuperPayroll instance, whether that is hosted by us on our cloud infrastructure, on-premise, or in a private cloud.