Emailing PaySlips

gavney1

Hey,

I want to cut office costs for my company.

Currently we print out all our payslips and put them in an envelope and hand them/ post them out to our shops, who hand them to staff.

To save time and money, I want them to just be emailed to staff

Does anyone know if there's some legal problem with doing this? i.e. are we obliged to send a paper-copy?

Bandara

your idea will be shot down very quickly by the people who have not got email/don't want to use email and do not have printers to be able to print out their payslip etc.

Also the Payment of Wages Act requires you to provide "a confidential written statement of the total gross wages, the details of all deductions (for example, PRSI, PAYE and pension contributions), and their net pay after deductions"

Would you sending this info in a email be deemed to be a 'written statement'? I don't know the answer but its one you'll have to look into.

Egas

most of the major payroll packages allow you to email payslips and more and more employers are doing this

julies boy

i dont think so ,more its a bad idea its to easy to f### up
wrong pay slip to wrong person do i need to say more
i worked for a croud who dident give pay slips i cant realy rember i think they said that they dont have to give one unless they are requested by the stalf member:cool:

BuffyBot

I get mine by email every month. If they have a work email address, there seems no reason that it should be an issue.

I'd be more iffy about emailing them to personal email addresses.

XDivaX

Our hotels do this and it is all smooth.
You're given a pin which you need to open your payslips emailed to you for security reasons and it is in PDF file. Saved a lot of money I think and is more environment friendly also.

As for email addresses, it isn't hard to set up one! And it is entirely free

gavney1

Hammertime wrote: »

your idea will be shot down very quickly by the people who have not got email/don't want to use email and do not have printers to be able to print out their payslip etc.

Well, our business isn't doing well at the moment. My response to staff on these matters is simply "We have to cut costs or cut staff". If they don't have a computer or an email, they can use our computers/printers to sign up for email and print them out

gavney1

Hammertime wrote: »

Also the Payment of Wages Act requires you to provide "a confidential written statement of the total gross wages, the details of all deductions (for example, PRSI, PAYE and pension contributions), and their net pay after deductions"

Would you sending this info in a email be deemed to be a 'written statement'? I don't know the answer but its one you'll have to look into.

Yes, it would adhere to all those criteria. Thanks

gavney1

julies boy wrote: »

i dont think so ,more its a bad idea its to easy to f### up
wrong pay slip to wrong person do i need to say more
i worked for a croud who dident give pay slips i cant realy rember i think they said that they dont have to give one unless they are requested by the stalf member:cool:

Well, that's human error, and is possible whichever way we do it. There is nothing to stop someone putting the wrong payslip in the wrong envelope - and this has in fact happened in our company

XDivaX

Yeah exactly you can explain to your staff that you need to cut costs as you don't want to let them go at all and explain how it work and so on.
I can PM you details of the system accountant use for this if you want.

gavney1

XDivaX wrote: »

Yeah exactly you can explain to your staff that you need to cut costs as you don't want to let them go at all and explain how it work and so on.
I can PM you details of the system accountant use for this if you want.

yes, please do. thanks

DoMyBooks

I've implemented this in a few companies. Including one heavily unionised place where there was resistance. You can completely eliminate human error using email payslips. Paper ones inside a separate envelope are far more likely to be messed up.

Do what you can to make it easy for your staff. Explain to staff if they need a print off for a loan or similar you will print the last few for them.

Printed payslips can cost up to €1 a pop so there's significant savings. There's a LOT of companies presently emailing payslips with no problems get behind it work through any concerns and it'll work.

adrian.s

I currently mail out my payslips directly from the payroll software.

But one caveat is to make sure you always use the latest version and keep checking back for bugs. I got a mail from my payroll software company saying there was a "bug" whereby if you used the "Mail P60s to employees" option there was a chance an employee got the wrong P60.

Can't think of a better way to get your new year started!

Adrian.

Little Miss Cutie

I get my payslip by email and personally I think it is great. I am not office based so quiet often I would collect 6 months of printed payslips all together and then just stuff them in a drawer. This way I have them on the day I am paid in a handy email that I can print if I want.

GerardKeating

BuffyBot wrote: »

I get mine by email every month. If they have a work email address, there seems no reason that it should be an issue.

I'd be more iffy about emailing them to personal email addresses.

Personally i get mine sent my personal email address...

JDxtra

I prefer a printed copy and would insist on one. I dont like the idea of sending it to personal email addresses or printing it out yourself in the office as there is an increased risk somebody else will see it. Besides, a saving of €1 per payslip for email versions seems hardly worth the hassle.

MagicMarker

JDxtra wrote: »

I prefer a printed copy and would insist on one. I dont like the idea of sending it to personal email addresses or printing it out yourself in the office as there is an increased risk somebody else will see it. Besides, a saving of €1 per payslip for email versions seems hardly worth the hassle.

What if there are 500 employees paid weekly? That's a saving of 26k a year. Enough for one person to keep their job.

JDxtra

I accept your point about being paid weekly. I was assuming most people would get paid montly these days. Distrubting 500 payslips per week would make less sense.

If a company has 500 employees they probably already have a HR/payroll dept. who will need to be retained to complete payslips (physical or via email). That's where the main cost would be.

But a €6k cost for a company employing 500 (if paid monthly) is an insignificant figure.

DoMyBooks

JDxtra wrote: »

I accept your point about being paid weekly. I was assuming most people would get paid montly these days. Distrubting 500 payslips per week would make less sense.

If a company has 500 employees they probably already have a HR/payroll dept. who will need to be retained to complete payslips (physical or via email). That's where the main cost would be.

But a €6k cost for a company employing 500 (if paid monthly) is an insignificant figure.

No cost is insignificant if your trying to reduce overheads. Often business owners engaging in cost reduction are trying to save jobs and their business.

Look at it this way. The printing of payslips is a small part of a small process. There might be a 100 different ways to save €6K all of a sudden you've saved €600K and possibly your business.

nellyshark

Maybe its my generation (early 20s) but I would actually prefer to to be sent a wage slip via email once it can be done securely done like the usage of a pin. I wouldn't have a problem for one being sent to personal one but if people have an issue with that then setup a work account if only just for payslips. The benefits for me:
a) I have paperless records. IF I want a hardcopy I can just print
b) If there is any issues with the payslip I can contact payroll through email etc where they will have an electronic copy also
c) on hols or whatever, I can check amount online

I fail to see how anyone would have a problem with this tbh, again prob my generation

Bandara

nellyshark wrote: »

Maybe its my generation (early 20s) but I would actually prefer to to be sent a wage slip via email once it can be done securely done like the usage of a pin. I wouldn't have a problem for one being sent to personal one but if people have an issue with that then setup a work account if only just for payslips. The benefits for me:
a) I have paperless records. IF I want a hardcopy I can just print
b) If there is any issues with the payslip I can contact payroll through email etc where they will have an electronic copy also
c) on hols or whatever, I can check amount online

I fail to see how anyone would have a problem with this tbh, again prob my generation

thats the nail on the head imo

anyone younger /computer literate will be fine.

But when you are dealing with a 60 year old employee who has never used a pc and has gotten his payslip for the past 40 years every friday you going to run into problems.

the_syco

Get my payslip via email. The payslip is in a password protected (adobe acrobat) pdf file.

AS MagicMarker said, the saving could be enough to keep someone in a job.

GerardKeating

JDxtra wrote: »

I prefer a printed copy and would insist on one. I dont like the idea of sending it to personal email addresses or printing it out yourself in the office as there is an increased risk somebody else will see it. Besides, a saving of €1 per payslip for email versions seems hardly worth the hassle.

If one if worried about someone in the office see it, is it not better to have it a personal email address.

We get encrypted PDF files, so if the email i hacked, they do not get much...

samhail

my company had a system in for managing holidays, then they started using it to manage bank detail changes too. late last year they switched over from posting monthly wage slips to making them available through that interface. i havnt gotten a pay slip from them in months. which i am happy with.

the name of the system is called itrent.
i put it into google and a tutorial on how to use it came up from queens uni... but i cant seem to find the company who make it... though im sure if you search a bit more you may be able to use it.
(i have no idea in costing for this application. my company is 1000+ worldwide)

Egas

JDxtra wrote: »

I prefer a printed copy and would insist on one. I dont like the idea of sending it to personal email addresses or printing it out yourself in the office as there is an increased risk somebody else will see it. Besides, a saving of €1 per payslip for email versions seems hardly worth the hassle.

Its much more hassle to print payslips than email them. especially in the good old days printing them on dot matrix and having to watch them while they printed.

The only issue i have with emailing payslips is that i actually sell payslips !!

Dark Phoenix

I get mine by email and it is great. The payroll software the company uses (Micropay) works on a pin so I have to enter that to view the payslip. If I close out I cannot open it again without re entering the pin so it is very secure. They also have a HR system where we can go in to log our holidays and all our older payslips are in there in case we need to see them or print a copy.

I hated getting printed ones before as I would end up putting them in my desk drawer which is not very clever or safe but was afraid to throw them away in case I needed them.