FAQ: SimpleCity Payroll vs HR Hub
Updated
by
Janelle Heuton
For those migrating from SimpleCity Payroll to HR Hub, we hope you'll find a simpler and more streamlined and appealing experience with HR Hub with the same flexibility you are accustomed to. However, there are some notable differences to point out between the two systems.
Automation
With HR Hub, all the employees with Pay Types that match the frequency of the Payroll batch you are running will populate into the batch. You don't need to go through each employee in the system to add them or skip them. If you wish to exclude an employee, simply exclude them from this run.
There is no need to Roll Totals or manually generate reports. All Leave Type accruals and balances will update for each employee as soon as they enter the "Approved" stage of processing payroll.
Direct Deposits
With HR Hub, direct deposit options are always included. This is not a separate module or add-on you have to pay for separately. Direct Deposit notices will get automatically generated and email notifications will be sent to employees when these are available to review. Employees can split payments and have them get directly deposited at up to two banks.
Pay Stubs
All employees who get paid through HR Hub will have access to their pay stubs through the gWorks Portal. They will automatically receive an email notification when pay stubs are available once payment is processed. They can then log into the Portal and view or print the pay stubs. There is no additional manual work you need to do.
No more Data Backups!
SimpleCity Payroll required frequent backups so you could always restore in the event of an issue or mistake. In HR Hub, there is no need to back up your data. If you make mistakes or need to make adjustments to an employee's time entry when processing a payroll run, you can move that individual employee back to the previous stage without starting over or restoring from a backup. Payroll is not finalized and can be adjusted up until that employee has been moved to the Final Stage.
Reviewing Data Entry
In SimpleCity Payroll, it's imperative to review the Calculation & Verification Report before finalizing and processing Payroll. In HR Hub, there is no separate report to review. Simply enter in all the information and use the tools in the Review stage to make sure pay is correct before moving it to the Approved stage. These tools include a full breakdown showing the calculations behind each deduction and federal tax withholding, and other built-in flags and warnings.
You can leave at any time and come back without losing any data. As employees get approved, you can move them individually to the next stage without affecting the rest of the employees in that payroll run. And, if you find an error that needs to be adjusted, simply move that single employee back to the Setup stage, correct the issue, and then click Calculate to bring them back to the Review stage.
Payroll Corrections
In the event you underpaid or overpaid an employee and need to correct it on the next Payroll run, you will run a Correction Payroll in HR Hub that allows you to adjust hours, pay, or deductions from the previous pay period. This protects the data integrity and provides a clear audit trail of any corrections. For more information, read How do I correct a Payroll that has been Processed?
Pay Periods
While many of the settings are the same in HR Hub, Pay Periods have changed. In SimpleCity Payroll, Pay Periods determine who gets paid, what they get paid, which deductions are withheld, and when vendors are paid. Due to the complexity around Pay Periods and the fact that they vary significantly among municipalities, we have simplified the settings. In HR Hub, your pay period is the time period which that payroll covers and includes a start date, end date, and payment date.
The frequency associated with Pay Types determines who gets paid. The settings for each Frequency determine exactly when they get paid. An employee is associated with one or more Pay Types and will get paid according to the frequency for each type. For example, an employee might get paid a biweekly salary but a monthly stipend. The first will get paid when the Biweekly Payroll is run; the second will get paid when the Monthly Payroll is run. You can set up quarterly pay that will get paid on the first Friday of the quarter each time Quarterly Payroll is run. HR Hub offers more flexibility with less complexity and less reliance on gWorks staff to update your settings.
You will need to run a Payroll Batch for each frequency. So, if you have some employees that get paid biweekly and others that get paid monthly, you will need to run a separate batch for each set to ensure everyone gets paid.
Use Advanced Settings to determine when deductions are withheld. You can also set your schedule for paying taxes, pensions, and other required payments and reporting.
