User Guide

1. Access LEAP by typing in the URL https://app.payroll.mt into your browser window such as Chrome or Safari.
2. Type in your username and password as provided by the system administrator.
3. At any time, you can click on the ‘Forget Password?’ option. This option will allow you, through a safe way, to change your password via your email address.
4. You should then click on the ‘Sign in’ blue button to be directed into the LEAP system.

1. Once you are logged in you will be presented with your dashboard. This will be divided into multiple parts to ensure that you will have ease of access.
2. There are 3 main sections in your main LEAP system interface.
3. The Top Bar Area, which is divided into two areas.
4. The ‘Accounts’ on the left-hand side, which is technically the current company context switcher. This option allows you to quickly change from one company to another. This option is used mostly when LEAP is setup for a Payroll Bureau or within a business which has multiple companies. Once the company is set from the context switcher, all actions are reflected only for the selected company.
5. On the right-hand side you will find a quick link to create a new company together with other quick actions to create department, create employee and start payroll. This also includes your profile icon which will show you the current profile details and give you the possibility to log out. You will also have access to your available credits in your subscription, together with a link to subscribe for more credits.
6. The Left Menu Area is used to guide the user to all options available and any links needed to access all options in the LEAP system, such as Departments and Employees, Payroll Management, Inland Revenue remit and other elements such as Entitlements, Overtime rates and Payslips, and more.
7. Finally, you will see the Content Area, which is the central Dashboard This will change according to the page that you choose to be presented to you. These widgets will be explained in a separate video.

1. The first step that you will be faced with would be that of inputting all the details of the company that you will be working on. Obviously, you have the ability to create multiple company profiles. Each time you select a specific company from the ‘Accounts’ section in the Top Bar Area, you will be presented with the details of that company in the Content Area known as the Dashboard.
2. To input a new company, you need to click on the ‘New Company’ button in the Top Bar Area. The help wizard in the LEAP system will then guide you to input all the details needed to be able to successfully input a new company. You will start with the Company Details, Contact Person Details, any Additional Details, such as Tax, PE, VAT and Jobs Plus numbers. The company’s Fund Accounts details, that is from where wages will be extracted and transferred. Finally, any Employee Entitlements will also need to be inputted at this stage. You will then be asked to confirm all the inputted information, and your new company is set.

3. These will be the settings that need to be inputted the first time you will be setting up the company. Going forward, year by year these will not need to be set up again as they would have already been set as a default. Unless of course any changes need to be applied in the future.
4. Make sure that you click on the ‘Save’ button to ensure that all changes are saved to your profile.

1. The Company is further divided into Departments. This facilitates the categorisation according to the divisions in your company. It also offers the possibility of issuing reports for the different departments, such as wages issued through fund accounts.
2. New departments can be created by clicking the ‘Create Department’ link in the left-hand side of the menu section.
3. You can view all departments that you created by clicking the “Departments list” menu link.
4. All departments need to have a department manager who needs to be inputted as an employee within the company.

Fund Accounts

5. A fund account is the designated bank account from which the customer authorises LEAP to withdraw funds to cover the customer’s related payroll.
6. You need to make sure that ALL information be inserted in a correct manner.
7. The company can have multiple fund accounts. The same process is used to create a second fund account. These multiple fund accounts can be used to pay different departments.

1. Once a department is created, employees can be assigned.
2. The structure of this wizard is very similar to the departments structure. It is a facilitated step-by-step structure.
3. This includes the employee’s personal details, contact details and bank details.
4. A quick look at an existent employee record, shows you the employee’s details, including the Direct Credit Account where the wage is being received.
5. In the case of employee’s whose wage is not via bank transfer, these details can be omitted from the employee’s personal details. In such cases, the payslip can be either sent by email to the employee concerned or printed as a hard copy.

Fund Accounts

6. An employee can also have multiple fund accounts. This facilitates the actioning of mandates which need to be inputted to ensure that legal directives in the employee’s name are followed appropriately.
7. Once the right IBANs and other details are inputted, then the wage will be automatically divided and sent to the indicated IBAN numbers once issued.

Employment Details

8. The first icon near each employee listed gives you the employee details. The second icon shows you the employment details. All details can be inputted on first employment and can be changed according to need.
9. This page shows you the hourly rate and gross salary. It also shows the payroll frequency, which can be changed, for example to end of month.
10. In the Career page you can see the engagement date and the type of employment.
11. This page also shows the employee’s entitlements (per year). Such as vacation leave, sick leave and any carried over leave, all in hours.
12. The salary and hourly rate amounts and frequency can be changed in this page.
13. Other information such as the FSS status, that is government brackets that the employee is listed under, and any national insurance contributions can also be changed from this page.
14. Any allowances/fringe benefits can be inputted wither at company level, or at employee level or at payslip level. This allows the user to be freer with the frequency and amount of any benefits due.
15. Once saved the employee will be available for the payroll process according to the frequency defined.

Employee Further Actions

16. The same icon button, employment details, can also be used to issue an FS3, besides promoting career, salary or the termination of employment.
17. Any FS3 or payslips can be downloaded from this section.
18. The final icon, history, shows you the employment history of each employee. Such as engagement date and promotion dates, with any details listed under each element.
19. To facilitate ease of entry, LEAP also caters for Bulk Wage Adjustments for a specific employee selection. This can be achieved by clicking on the “Bulk Wage Adjustment” button and choose all employees, full-timers only or part-timers only for wage adjustment. You can also specify according to salary amount, and adjust the salary per hour, per week or per year.

1. The next element in the sidebar is the payroll section itself.
2. Once you click on the “Payroll” link from the right menu bar you will be presented with a screen that will guide you to create a payroll run.
3. Once clicked you will be asked to enter various details such as the payroll year, year entitlements and frequencies. This will update the company default for the selected year and the employees’ entitlement for the selected year
4. Through an additional checkbox in the last step, you will be given the option to create all payrolls for the year beforehand or work one by one.
5. This option gives the possibility to create payrolls according to how and when the employees are paid. If all employees in one payroll are paid on a monthly basis then the ‘Start End of Month Payroll’ button will be available. Otherwise you will have a separate button with ‘Start Every Week’.
6. When a payroll has been created you can view payrolls. Upon clicking on the payroll option in the sidebar again, the number of payroll years is brought on screen
7. You can either then click one of the blue buttons to create another payroll, or access one of the payrolls previously created.
8. On accessing one of the previous payrolls, you can click on the ‘initiate process’ icon. This gives you a list of the employees included in this particular payroll. The system would have recognised that this list of employees has not been terminated, should have worked within the given payroll month and hence would be shown in this list.

Payroll Process

9. On this screen you can click on the ‘payroll process’ button and you will be taken to another screen with all the employee’s payroll details. This screen is divided into two. On the left-hand side, you will find the changes that can be made to this employee section. On the right-hand side, you will see a preview of these changes.
10. On the left-hand side you can click on the plus sign next to each listed item. This will allow you to apply or change default amounts. Upon clicking on the preview button, you will see the changes on the right-hand panel.

• ‘General’ will allow you to input the hours worked, unless default applies.
• ‘Tax Due’ calculates if the employee has prepaid any tax
• ‘Reimbursement’ will add fuel costs and other cash reimbursements, which will hence not be taxed.
• ‘Manage Additions’ will add any extra amounts which will be ultimately be taxed.
• ‘Manage COVID-19 Measures’ allows you to apply any supplements. This might look obsolete at the moment but it has been left in the system, just in case. In foresight, this same principle would apply should there be any similar event in the future.
• ‘Manage Deductions’ gives you the possibility to manage any mistakes which need to be adjusted, and allows you to choose if these changes should be taxed or not.
• ‘Manage Overtime’ will allow you to set the overtime rate that employee will be paid and the amount of overtime hours that employee has worked.
• ‘Manage date Leave’ gives you a drop-down menu, from where you can choose the type of leave that will be allotted to the employee payslip. Also, the choice between single day or multiple days, chosen on a popup calendar. These will automatically be reduced from the yearly entitlements. You can also choose multiple entries for different types of leave taken in the same payroll session.
• ‘Manage Fringe Benefits’ allows you to add cash allowances such as a car allowance, while
• ‘Manage Allowances’ will allow you to choose other case allowances which are not incorporated with the previous item – ‘Fringe Benefits’.

11. LEAP generates the values automatically based on the calculations and data inputted from previous screens, however you can always override the values if there are any special instances which require amendments.
12. It is important to note that the system will not consume any credit unless the save button is clicked. This explains the usefulness of the preview buttons. These buttons allow you to double-check all information prior to saving. If the save button is not clicked, credits will not be consumed but any data inputted will be lost and will need to be inputted again. If the payslip is edited thereafter, no additional credit is consumed. It is important to note that as a beneficial measure to our customers, LEAP only consumes one credit per employee in the respective month. This means that if an employee is paid weekly, only one credit is consumed per month rather than 4, that is, one per week.
13. Payslips can be saved once the information of each employee has been saved and locked. Payslips can be downloaded or sent via email in PDF format.
14. Copies of payslips can be sent to other emails, such as the manager’s, and not just the employee’s email, for reference purposes.
15. LEAP system will give you a ‘Critical Error’ popup if any information has not yet been inputted and hence the system cannot calculate specific amounts or if emails are not correct and also due to other instances when some data needs to be corrected. This will ensure that incorrect information inputted will not affect the system. You will hence be prompted to reinput the correct information before saving.
16. A dashboard shows the journey of the emails being sent and give you an indication of the status of delivery.
17. Besides the ‘Payslip Delivery’, the is also the ‘Direct Credit System’. Once the payslip has been issued, a file will be generated to ensure payment.
18. You will be requested to choose from which fund account the payment will be generated and when the instruction needs to be executed by the bank.
19. A SEPA file will be created. You will then download this file to your computer and upload on your bank’s internet banking system. You will then be required to follow the bank’s instructions and follow verification procedure for final payment.

1. LEAP comes with several reports, out of the box, that give you a view of data in a structured view. All reports can be filtered by a selection of employees and a date range.
2. You can get two versions, a PDF version and an HTML version.
3. The report is issued monthly per, department. You will get an analysis report of each employee’s basic wage, leave situation, overtime situation, pre-tax adjustment, gross wage, current tax amount, National insurance and post-tax adjustment.
4. There is also an option to lock the payroll so if there are other employees working on the same payroll, this will indicate that the payroll is final.
5. You can also click on ‘compute entitlements’ for FS5 and FS7 computations. The FS5 can be set monthly and tax can be calculated on a monthly basis due to this ability. Once the FS5 Month is created you need to assign this from the payroll section. Once the Payroll’s FS5 is associated with a month the button will change to blue, indicating that the FS5 is now set. You can record the payment information together with bank details for the transaction. Once paid you will receive a payment receipt with a receipt number which can be entered as details on the FS5 for reference purposes.
6. At the end of the year the FS7 will collect these computations ‘in relation of all’ and at the end of the year you would click ‘finalised year’ and send to ‘electronic lodgement’, which will in turn be generated, uploaded and filed for tax purposes.
7. This report issues a view of all the leave entitlements, taken and remaining for the selected employees.
8. The leave history report is a more granular view of all the leave taken by the employees
9. The adjustments report displays all payslips adjustments (Additions, Deductions, Reimbursements, Fringe Benefits and Allowances) throughout the selected dates.
10. The overtime report shows any overtime that was captured during the selected date range, together with the rate paid and the hours applied for by the employee.
11. The employment details report shows the employment details for the selected employees such as entitlements, salary, and career details. This report does not take into consideration the dates range selected.
12. The Bank Details report exports a list of all selected employees with all their Fund Account Details. This report does not take into consideration the dates range selected.
13. The Payroll Summary Report outputs all the values generated from LEAP, categorised in 3 sections: Pre-Tax, Post-Tax, Social Security contributions for the selected dates range.

1. Throughout the links available under the national rates section, you can see the default values set by the system according to figures set by the government of Malta. These rates lists are for viewing purpose only and cannot be amended or updated. These will be updated through the system provider.

1. The final part of the menu on the left hand-side of the interface provides you with the possibility of configure any changes across the board.
2. The ‘Company Entitlements’ screen lets you define the default values for the company’s employee entitlements.
3. You can add more entitlements at this level which will be reflected company wide and available for selection for each individual employee.
4. The ‘Company Allowances’ screen can be set at company level and applied to each employee from the employee’s employment details section.
5. The ‘Company Fringe Benefits’ like the allowances section allows you to set fringe benefits at the company level which can be applied to each employee from the employee’s employment details section.
6. The ‘Company Overtime Rates’ allows you to store different overtime rates that will be used when computing the payroll.
7. The ‘Payslip Options – Display Options’ allows you to configure display options that will control whether you wish to display the “Year to Date” and the “Sick Leave Breakdown” sections on the employee’s payslip.
8. The ‘Payslip Options – Leave Validity Period’ allows you to define the default valid dates of leave for a run. Any leave days between these dates will be saved and attached to this run. Any leave outside these dates will be ignored. The default validity dates are the start and end dates of the run. This can be set individually on each run.
9. The ‘Company Schedules’ allows you to define different schedules that will be used for different employees working different weekly schedules. You can set which working days of the week apply for the schedule, which will work out the weekly working hours computation. A checkbox “Is the Default Schedule” will define whether the selected schedule is to be considered for new employees which the schedule was not defined yet. The schedule for each employee can be then set from the “Schedule” button under the Employment Details section.