Once exclusively paper-based, many payslips are now issued to employees digitally. Documents are provided electronically in a range of ways, including through online self-serve portals and secure emails. If the time is right for your business to introduce electronic (e)payslips, document management software can help you prepare and send these important documents. Read on to find out what you will need, and how to create and deliver your epayslips securely each time.
Digitising payroll processes
Payslips provide essential information to employees. They must draw on the right information to ensure they are accurate, and be issued in a secure way, such that only intended employees receive them.
Recent survey findings from the Chartered Institute of Payroll Professionals (CIPP) reveal that, in 2020, 31 per cent of respondents used epayslips and another 30 per cent utilised an email facility. It is interesting to note that back in 2008, when this annual research began, over two-thirds (67 per cent) of respondents sent paper payslips to departments for distribution. In 2020, that way of issuing was down to just five per cent, such has been the impact of digitisation on payroll processes.
What you will need for epayslips
You may have decided to transition from paper to epayslips for several reasons. Perhaps it forms part of your strategy to minimise paper use, or you may be digitising a range of processes and look on epayslips as a way to reduce reliance on manual ways of working.
Whatever the reason for wanting to make the switch, you will need an automated way of creating payslips from payroll information and delivering them securely.
Security is of paramount importance because payroll information is extremely sensitive and therefore requires the highest level of protection. However you decide employees will access the epayslips, they will have to verify their identity to prove they are the correct intended recipient before they can open documents.
Working with an expert partner
A comprehensive outbound document management platform automates communication workflows and provides the flexibility to send documents through print or digital channels.
For epayslips, documents are securely created from data containing the workers’ information and can be emailed securely to recipients.
How to create and deliver epayslips
Your expert partner will work with you to design, format and implement your epayslips solution.
Here is a six-point plan to guide you through the project. Before getting started, think about how long each stage is likely to take. This will help you to set the end delivery date when you will be ready to issue your first epayslips.
- Gather the inputs - to start, be clear on all the information you will need to feed into the solution that will generate the payslips
- Design the document - next, you will want to create a template for the payslips. Think about layout and format. This is the document that will be automatically populated with the information each time a payslip is generated
- Create the instructions - the next requirement is for a workflow that will instruct the system on what to put into each document and how to put them together
- Implement the solution - with stages 1 to 3 complete, it is time to put together the solution
- Test - before go-live, you will need to test the solution. You should do a test run with ‘dummy’ data to check the solution is working correctly, that all the data is incorporated and that epayslips issue through their intended channel, such as secure email
- Launch - with all testing complete, the solution will be ready to deploy to live.
Quadient’s team of experts can help you plan and execute your transition to epayslips, including providing a breakdown of the information you will need, developing templates, building the solution, providing training and facilitating testing. To find out more, take a look at Quadient Impress document automation software.
