To process Gross to net (ie the amount you enter is the net amount), then there are two options.
In the Employee screen, Pay Method tab, there is a check box that says 'Gross up (amount entered is after tax)'. If you tick this then the salary amount will be grossed up.
Alternatively, if you click the Show button in the top right of the Elements grid, more columns and tick boxes will appear. One of the tick boxes is G.Up. If you tick this, then just that element is grossed up. This allow you to process complex payslips where some items are grossed up, but others are not.
Cloudpay invoices can be found in the Dashboard screen in Cloudpay, under the Invoice tab.
Whenever you buy, or renew your licence and invoice is created and can be found here.
Unlike desktop software, with Cloudpay you do not have to update or install anything at the beginning of the new payroll year. Cloudpay is automatically updated with all the new statutory rates and features. This means that you are always up to date. All of your previous years' data is automatically copied over to the new year.
To start the new year:
Some users are getting Orange EWSS warnings with submitting payroll to Revenue (EWSS payslip pay date not within the scheme range). However, the submissions still go through, as it is just a warning.
For standard EWSS, this ended on 30 April 2022. The pay date should be before 1 May 2022 for the EWSS submission to be valid.
For Enhanced EWSS, EWSS PHR does not end until the end of May 2022. For pay dates in May, the 'Enhanced PHR Rate' should be ticked.
If you are not claiming either EWSS, please make sure that the 'Employ Wage Subsidy Scheme (EWSS)' tick box in the PAYE tab of the Employee screen is unticked for each employee, and update the employee. The next submission should not have any warnings.
Reversing EWSS
To reverse an EWSS submission, all you need to do is make sure that the 'Employ Wage Subsidy Scheme (EWSS)' tick box in the PAYE tab of the Employee screen is unticked for each employee, and update the employee. Then in the Revenue Submission screen, just click the submit button again for each of the pay dates. The old submission will be automatically deleted.
There is no need to rewind or re-process any payments. All the figures will stay the same.
EWSS PHR incorrectly claimed when it should have been regular EWSS
To remove the EWSS PHR and replace with just EWSS, click the PAYE tab in the Employee screen. You will see two check boxes:
- Employ Wage Subsidy Scheme (EWSS)
and
- Enhanced PHR Rate
For each of your employees, make sure that:
- Employ Wage Subsidy Scheme (EWSS) = TICKED
- Enhanced PHR Rate = UNTICKED
Then update each employee. Then in the Revenue Submission screen, just click the submit button again for each of the pay dates. The old submission will be automatically deleted. There is no need to rewind or re-process any payments. All the figures will stay the same.
These benefits are taxable. However, tax will be collected on these benefits by annual tax credits and cut-off point being reduced. The employee will receive a new RPN with reduced credits and/or cut off point being reduced.
The Maternity pay element in Cloudpay should have tax, USC and PRSI tick boxes unticked. The Tax column is unticked because the tax credits and cut off point has been reduced instead, and the USC and PRSI columns are unticked because these do not apply.
If you are expecting an employee to appear in the Revenue Submission screen and they are not, please check:
If the employee is a leaver (ie, you have entered a leave date for the employee in the employee screen), please check:
Sometimes in the payroll screen the 'Rewind' button is greyed out. If you put the mouse pointer over the button it might say something like 'Unable to Rewind. Rewind (a pay date) first'.
This is happening because not only should pay periods be processed in date order, Period 1, Period 2, Period 3, etc..., they should also be rewound in reverse date order, Period 3, Period 2, Period 1.
Payroll is processed cumulatively, which means that for the calculations to be correct, the payments must be processed in date order, or rewound in reverse date order.
To see what payments you have processed for an employee, click on the 'History' tab in the Payroll screen. If the date you are attempting to rewind is not the last one processed, then the Rewind button will be greyed out.
In summary, you will only be able to rewind the last payment that was processed.
Cloudpay uses an Amazon mail server to send payslips. We have built up an excellent reputation of our own dedicated IP mail server with a very healthy bounce and complaint rate. This means that Payslips are usually not sent to people's spam - which was a huge problem.
If the employees are not getting emailed payslips, please check the following:
If they are still not getting the emails, despite all of the above, consider using the online payslip portal: https://www.payback.ie/cloudpay/self-service-online-payslips/
If you are moving your employees to a different company (for example, if you are moving from Sole Trader to Limited company) then please follow these steps:
We advise confirming all of this process with your accountant.
To find employees' holiday entitlement, please use the Holiday Hours report. This can be found in the Reports screen
More information about calculating entitlement can be found at the bottom of this document:
https://www.payback.ie/cloudpay/holiday-pay-and-days-off/
Expense amounts, such as mileage etc, can be easily entered in Cloudpay.
If it is an ongoing expense for every payment, enter it in the Employee screen.
For once off expenses, enter it in the Payroll screen.
You can enter an expense by clicking on the next available blank line in the elements grid. Click on the Description column and a dropdown will appear. Select 'Expenses' and enter the amount in the amount column.
Note that the PAYE, PRSI and USC columns will be unticked.
When you process the payment, the expense will appear as a separate line, which is tax exempt.
Alternatively, you can also manually untick the PAYE, PRSI and USC columns to make any element tax-free. (click the Show button at the top right of the elements grid to see these extra columns)
If an employee has incorrectly received an overpayment of wages, this can be recovered by setting up a deduction from gross pay. Details are here (section 2.2)
https://www.revenue.ie/en/tax-professionals/tdm/income-tax-capital-gains-tax-corporation-tax/part-42/42-04-70.pdf
To set up a gross pay deduction, make sure that the PAYE, PRSI and USC columns are unticked in the deductions grid. Doing this means that they'll also get any tax overpayment refunded. As this is a once-off deduction, this should be set up in the Payroll screen deductions tab.
If you need to produce a preview of the payroll so that it can be checked and authorised by a client, or management, before committing the payroll then this can be achieved by processing the pay as usual in the payroll screen
Process the payments in the Payroll screen and then produce the Control Summary report for authorisation.
If they authorise, then continue and submit to Revenue, issue payslips and pay employees etc.
If there is a problem with it and they decline to authorise, then it is an easy process to rewind all the payments. Nothing else will be affected by doing this.
Cloudpay is designed to make it as easy as possible to process and rewind payments. You do not have to 'close off' periods etc.
We are not able to advise about employee's holiday pay or other entitlements outside of the guidance here (holiday leave entitlement, near the bottom of this document)
https://www.payback.ie/cloudpay/holiday-pay-and-days-off/
We can only offer technical advise on how to operate Cloudpay. We suggest consulting with a qualified employment law practitioner for HR and entitlement queries.
For an employee without an PPSN, you have to supply:
- The employee's Date of birth
- The Employer Ref. (Also called the 'Staff ID'. You can use anything for this, such as a number).
- Their address.
All of these can be found in the Contact tab in the employee screen.
If you attempted a submission without a PPSN, please put something in these fields and try the submission again.
The The Employer Ref. (Staff ID) is what Revenue call 'Employer Reference number'.
More details can be found here:
https://www.revenue.ie/en/employing-people/becoming-an-employer-and-ongoing-obligations/information-on-payroll-submission/who-do-you-include-on-a-payroll-submission.aspx
Where the PPSN is not available, the employee’s name, address and date of birth must be reported. An Employer Reference must be included (and must remain unchanged) in each payroll submitted until a PPSN is available. You must ensure that you include the Employer Reference in the first payroll submission where you use the PPSN. This is to allow Revenue to match pay and tax details previously submitted without a PPSN.
If an employee was processed and had payments submitted to Revenue using an incorrect PRSI class (For example, class 'A' instead of class 'S'), then these payment can be corrected and resubmitted following these instructions.
This document explains how to make corrections:
Making corrections - Payback Payroll Software
PRSI classes and rates can be found here:
gov.ie - PRSI Contribution Rates and User Guide (SW14) (www.gov.ie)
Employee details should be changed in Cloudpay, not ROS. Then when you upload the PSR (payroll submission) the status gets changed in ROS.
It does not work the other way around.
For example, if you wanted to change the director status, you should change the Director status in the PRSI tab of the employee screen in Cloudpay. When you've done that the director status will change in ROS the next time you submit a Revenue submission (PSR)
There are a number of options for this:
1. If they are using Cloudpay, either themselves via a third party, we can transfer the company information to their account.
otherwise:
2. Depending on which data they are looking for, you could use one (or more) of the Range reports.
3. If they just want all of their data, you can provide them with a 'data dump' in excel format using the Data Extract facility:
https://www.cloudpay.ie/DataExport
You will need to select all the fields so they have everything. It might be easier to do this as a separate file for multiple years if they have a lot of data.
For both reports or the data extract, if there is a lot of data then it may take a while for the report or extract to populate.
LPT is calculated by adding up the annual liability and dividing by the remaining payments for the year.
Example One: A weekly paid employee has LPT deduction set up for €1400 (with type column set to LPT) in the deductions grid of the employee screen.
Their first payment of the year ( 1 January) has property tax of €26.92. This is 1400/52 (annual liability of 1400 divided by 52 remaining weeks.
Example Two: A weekly paid employee has LPT deduction set up for €1400 (with type column set to LPT) in the deductions grid of the employee screen. Their first payment isn't until 11 April and they have no year to date figures entered.
Their first payment of the year (11 April) has property tax of €36.84. 11 April falls on week 15, which means they have 38 remaining weeks in the year, including the current week (52-14 prior weeks). The deduction for week 15 is 1400/38 (annual liability of 1400 divided by 38 remaining weeks.)
Example Three: A weekly paid employee has LPT deduction set up for €1400 (with type column set to LPT) in the deductions grid of the employee screen. Their first payment isn't until 11 April and they have year to date figures entered of 500.
Their first payment of the year (11 April) has property tax of €36.84. 11 April falls on week 15, which means they have 38 remaining weeks in the year, including the current week (52-14 prior weeks). The deduction for week 15 is 1400/38 (annual liability of 1400 divided by 38 remaining weeks.)
Example Four: A monthly paid employee has LPT deduction set up for €386.00, which was imported via a RPN. Their first payment isn't until 25 August and they have year to date figures entered of €225.17.
The August LPT payment is €25.73. There are 5 remaining payments for the year (Aug, Sep, Oct, Nov and Dec)
386.00 (Annual liability) - 225.17 (Already paid) = 160.83
160.83 divided by 5 remaining months = 32.17
If you have already processed all the employees and submitted the payroll to Revenue, and then discover that you've missed an employee, it is not too late to add them in.
You will need to is process their payment in the Payroll screen. Do not change or rewind any of the other employees.
Then in the Revenue Submit Payroll screen, click the Submit button once more. The previous submission where their payment is missing, will be automatically deleted and replaced with the new submission. Please check that the 'Cloudpay Summary for this pay date' match the 'Submitted to Revenue' figures in the Summary tab of the submission screen after you've made the new submission.
Your P30 liability will also change.
If you are a tax agent and one of your clients has requested their payroll data, then there are a number of options for this:
1. If they are using Cloudpay, either themselves via a third party, we can transfer the company information to their account.
otherwise:
2. We can set up a Cloudpay account for them. They can either use this to help them transition to their new system, or they may decide to continue to use Cloudpay for their payroll. If they have already purchased a licence for a different payroll system, we will honour this.
If this is not of interest to them, then alternatively:
3. Depending on which data they are looking for, you could use one (or more) of the Range reports.
4. If they just want all of their data, you can provide them with a 'data dump' in excel format using the Data Extract facility:
https://www.cloudpay.ie/DataExport
You will need to select all the fields so they have everything. It might be easier to do this as a separate file for multiple years if they have a lot of data.
For both reports or the data extract, if there is a lot of data then it may take a while for the report or extract to populate.
Note that we do not have any facility in Cloudpay to export data in other payroll system formats. We are also unable to export data from Cloudpay to the Desktop version of Payback.
Submitting the Payroll to Revenue is how the P30 details are sent to Revenue, using the Revenue>Submit Payroll screen.
You do not send them the actual report.
Please see this guidance for how to submit payments (P30s):
https://www.payback.ie/cloudpay/submitting-payroll-to-revenue/
If an employee changes payment frequency, you will not be able to see payments from the old payment frequency. The payments are still there, but you will be unable to access them because the calendar on the left of the screen has been changed.
You can still see the payment have been made by clicking on the History tab in the Payroll screen.
To view and change old payments, change the payment frequency back to exactly what is
was when the payment was processed, for each employee. For example, if the employee was weekly paid and then moved to monthly, you need to change the payment frequency back to weekly to se the weekly payments.
To change the payment frequency for the employee, use the drop down in the Employee screen Pay Method tab, and update the employee.
When you have finished viewing the old payments, remember to change the Payment Frequency back again to what it should be.
When you set up a new employee, Cloudpay defaults the Employment ID to 0 for the first registered employment. For any subsequent employments at the same company (employee leaves and then rejoins) the ID increases by 1. (0,1,2....)
When you click the RPN button in the Employee screen to register the employment with Revenue, you will see that the employment ID is set to 0. This is correct operation.
Some reports, like the control summary report, has a column called ER Cost.
The ER Cost column is the cost to the company. This is Employer PRSI contributions and any contributions the employer might make to the employee, like pension contributions.
From an accounting viewpoint, PAYE, Employee PRSI, USC and LPT are all employee costs, ie, costs the employee pays from their Gross pay.
To find the grand employer cost, you should add total Gross Pay to ER Cost.
Revenue will not remove RPNs of employees that have left during the year, from their server. You will have to wait until the following year for these to be removed. Unfortunately there is nothing we can do about this.
In the meantime, the only option is to ignore them.
If the inactive employments (RPNs) do not have a cease date in ROS, please follow these instructions:
We don't provide phone support at this time.
Online support helps keep detailed records about your issue in one place. When we used to provide phone support with the desktop version, it could take a couple of hours to try to explain complex information and provide detailed instructions. Usually we had to send on a link to guidance after the call because it was easier for the customer.
Online payroll software has made support hugely better. We can log directly into your account and see what is happening, often being able to fix the problem there and then. It's much quicker and easier, and you don't have to spend ages on the phone.
If an employee is taking unpaid leave, we suggest skipping the payment for them (ie, do not process their pay in the Payroll screen). When they return to work, they'll either get refunded any tax due for the 'unused' weeks, or their tax liability may be reduced when they return. A tax refund, or reduction in tax is to b e expected under the PAYE system.
If instead you decided to process zero amount payments, note that this may activate a tax refund.
Note that Revenue checks for zero payments with non-zero insurable weeks.
We suggest skipping the payment. (ie, do not process the pay in the Payroll screen).
On the next processed payment, the employees will either get refunded any tax due for the 'unused' weeks, or their tax liability may be reduced when they return.
Note that Revenue checks for zero payments with non-zero insurable weeks.
If you have found a duplicate employee processed in one of the reports:
1. Check the payroll screen to see if two employees have been processed for that pay date. You might need to check all departments and all cost centres. Rewind any incorrect duplicate payments.
2. If there are no duplicate records listed in the Payroll screen, you may have processed the duplicate payment and then entered a start date or leave date for the duplicated employee, so they no longer appear in the payroll screen.
Check the Employee screen for multiple employee records for the same employee. You may have to click the 'Show Archived' check box at the top of the screen. Check all departments and cost centres.
When you find duplicate records, check the leave and start dates. Remove these so you can rewind the extra payment in the Payroll screen.
When you have rewound the duplicated payment, put back in the start/leave date.