Payslip Emailing

Payslip emailing refers to the practice of sending employees their payslips electronically via email. Instead of printing and distributing physical copies of payslips, employers choose to deliver them electronically to their employees' email addresses.

Here's how payslip emailing typically works:

1. Generation of electronic payslips: The payroll department or payroll software generates electronic versions of the payslips for each employee. These electronic payslips are usually created as PDF documents or in other commonly used file formats.
2. Secure delivery via email: The payroll department or automated payroll system sends the electronic payslips to the employees' designated email addresses. Employers often use secure email systems or encrypted attachments to ensure the confidentiality and privacy of the sensitive payroll information.
3. Employee access and notification: Employees receive an email notification that their payslip is available for viewing or downloading. The email usually contains instructions on how to access the payslip securely.
4. Online or self-service portal: Employers may provide a secure online portal or self-service system where employees can access and retrieve their payslips. The portal may require employees to log in using their unique credentials to ensure privacy and access control.

Benefits of payslip emailing:

1. Convenience and accessibility: Employees can access their payslips conveniently from anywhere with an internet connection. They don't have to rely on physical distribution or visit the workplace to obtain their payslips.
2. Time and cost savings: Payslip emailing eliminates the need for printing, sorting, and distributing physical payslips, saving time and reducing paper and postage costs for the employer.
3. Environmental impact: By reducing paper usage, payslip emailing contributes to environmental sustainability and aligns with eco-friendly initiatives.
4. Improved record-keeping: Electronic payslips can be easily stored and organized digitally, making it simpler for both employees and employers to maintain payroll records for future reference or compliance purposes.

It's important for employers to ensure the security and privacy of electronic payslips. This includes using secure email systems, encrypted file attachments, and appropriate access controls to protect sensitive payroll information from unauthorized access or disclosure. Compliance with data protection regulations should also be considered when implementing payslip emailing practices.

Summary steps to setup and send pay slips via email are as follows:

1. Configure mail server
2. Ensure email addresses are entered/ uploaded for all employees.
3. Enable Passwords for Encrypted Payslips ( Optional)
4. Go to Payroll >> Payroll Setup >> Pay Group >> ( Click on + sign to expand record) >> Pay Group Emailing.
5. Select the Report Name ( Choose the Pay slip option) from the available drop down list.
6. Select the Password Type.
   1. Flag Email Enabled as YES
7. Go to Payroll >> Reports >> Payment reports >> Select the Pay slip option chosen in step 3.
8. Run Pay slip report, ensuring the option is selected to Email Payslips.
9. Validate that the respective employees have received their payslip.