Payroll - Emailing of Pay Slips
The emailing of pay slips has been revamped and improved. The new functionality allows the user to:
- Verify the pay slip, its contents and the recipient(s) before the email is sent.
- View any errors when sending (if any).
- View the status of the email i.e. Sent, Unsent, Failed.
- View historical records (audit log) of all emails that were Sent, Unsent, Failed.
- Encrypt pay slips for additional security.
The steps for the new Email Setup are shown below.
1. Select the Pay Slip
Select the pay slip you wish to email from any of the following options:
- Standard Pay Slip
- Employee Backpay Summary Slip
- Multi-Currency Pay Slip
- Option 1 - Standard Pay Slip
- Option 10 - Standard Pay Slip (Send To Employee Email)
- Option 13 - Standard Pay Slip
- Option 14 - Standard Pay Slip
- Option 15 - Standard Pay Slip
- Option 16 - Standard Pay Slip
- Option 18 - Standard Pay Slip
- Option 19 - Standard Pay Slip
- Option 2 - Standard Pay Slip (Send To Company Email)
- V11 - Standard Pay Slip (Union Rules)
- Option 9 - Standard Pay Slip
- Option 2 - Standard Pay Slip (Send To Employee Email)
- Option 20 - Standard Pay Slip
- Option 6 - Standard Pay Slip (Year to Date)
- Option 7 - Standard Pay Slip (Gross Up Year to Date)
Payroll>>Payroll Reports>>Payroll Reports>>Pay Slips:
2. Complete the Pay Slip Print Options and View Pay Slip
Complete the Pay Slip Print Options as you normally would. Ensure that Yes under Send Via Email is checked:
Payroll>>Payroll Reports>>Payroll Reports>>Pay Slips:
Note that the pay slips have NOT yet been sent via email. An additional security step via the Pay Slip Email Logs (next step) is required to (1) ensure that the pay slips are sent to the correct recipients, and (2) maintain a log of pay slips that have been emailed.
3. Email the Pay Slip via the Pay Slip Email Logs
The Pay Slip Email Logs allows the user to verify the recipients, and email addresses to whom the pay slips are to be sent. It is an historical audit of all pay slips that were emailed.
Payroll>>Payroll Reports>>Payroll Reports>>Pay Slips>>Pay Slip Email Logs:
Subject: the name of the pay slip, cycle number, year and employee name are concatenated and displayed.
Use the Search options to find a specific employee record or to further filter records.
Click the respective button on the Pay Slip Email Logs as required View Pay Slip, Send Pay Slip, Delete, Send All Pay Slips, Delete All Emails, Refresh. The buttons are explained below:
View Pay Slip
Click to view-only the pay slip for the selected employee record.
Send Pay Slip
Click to email the pay slip for the selected employee.
Delete
Click to delete the pay slip for the selected employee. You can only delete records for unsent pay slips.
Refresh
Click this button to reload the screen after a change has been made (e.g. delete or send pay slip).
3.1 Employee Contact Info
Send To: the employee’s email address is displayed here. If it needs to be changed, navigate to
Personnel>>Employees>>>>[Search for the employee]>>Contact Info:
- Make your changes and Save the record. Please ensure that Yes is checked for the following fields:
- Primary Email Address
- Use as Primary
- Work Email Address
Repeat Steps 1 to 3 to resend the pay slip with the correct email address.
3.2 Send All Pay Slips
The pay slips on the screen are displayed according to the user’s permissions, based on his/her user code, and will only show employees for whom the user has access.
Use the Records per page to increase/decrease the number of records you wish to display on the screen.
Note that when the Send All Pay Slips button is clicked, all the records/pay slips currently filtered will be sent via email, inclusive of the ones in subsequent pages, not just the first page.
The system message Email scheduled to be sent will be displayed:
Refresh the screen to see the results. To send individual pay slips, click the Send Pay Slip button.
3.3 Delete All Emails
The pay slips on the screen are displayed according to the user’s permissions and will only show employees for whom the user has access.
Use the Records per page to increase/decrease the number of records you wish to display on the screen.
Note that when the Delete All Pay Slips button is clicked, all the records/pay slips currently filtered will be deleted, inclusive of the ones in subsequent pages, not just the first page.
Refresh the screen to see the results. Note that pay slips that have already been Sent cannot be deleted.
To delete individual pay slips, click the Delete button for the selected employee.
3.4 Status
The system will display the status of each pay slip - Sent, Unsent, Failed accordingly. Click the Refresh button if necessary.
Failed: If Failed is displayed, double-click on the record to view the reason.
- Corrections can then be made and the pay slip(s) can be resent.
4. Check Email Inbox and Download Pay Slip
The pay slip will be sent to the employee’s Inbox:
5. Pay Slip Considerations
Each pay slip that can be emailed, as listed in Step 1, may have additional unique options in the Pay Slip Print Options as shown below.
5.1 Send Test Report
This is a sample report that will be sent for the user to check to ensure that the pay slip is correct. It is not the actual pay slip of the employee but simply a sample file:
5.2 Printed Pay Slip
Check either of the following to indicate the pay slips to be printed/displayed after clicking Submit:
- All: all pay slips, whether scheduled or not to be emailed, will be displayed.
- Emailed Only: only the reports scheduled to be emailed will be displayed.
- Non-Emailed: only the reports that have not been scheduled to email will be printed.
5.3 Email
Check either of the following to indicate the pay slips to be sent after clicking Submit:
- All Pay Slips: the system will prepare all pay slips (both sent and unsent) for emailing.
- Unsent Pay Slips: the system will prepare only the pay slips that have not been sent for emailing.
6. Encrypt PDF
Pay Slips for specific pay groups may be selected to be encrypted i.e. Password-protected, according to your company’s policy as explained below.
Payroll>>Maintenance>>Payroll Setup>>Pay groups>>[expand record]>>Pay Group Emailing:
- Report Name: select the pay slip from the drop-down list.
- Password Type: select the password type from the drop down-list.
- Email Enabled: Check Yes.
- Click Submit. Repeat for additional pay slip reports.
Check either of the following to indicate the pay slips to be encrypted i.e. Password-protected, after clicking Submit:
- No: password is NOT required to open the pay slip or the Pay Slip Email Logs.
- Yes: a password is required to open both the Pay Slip Email Logs and the pay slip.
Note: For the encryption to be successful, Yes must be checked in both:
- Pay Group Emailing>>Email Enabled
- Pay Slip Print Options>>Encrypt PDF
No other combinations will work
Sample screens showing the encryption are shown below:
7. Pay Slip Security
Additionally, employees can configure their own password.
HOME>>My Pay Items>>My Pay Slips>>Pay Slip Security:
Use Default Password: check Yes or No. The default password is given to you by your company.
If No is checked, enter the Password (a minimum of 8 alphanumeric characters including 1 symbol). Save the record.
8. Email Pay Slip Listing
A listing of the Pay Slips that can be emailed (Email Pay Slip) and their Print Options is shown in the table below:
The following are the two (2) pay slips that have only the basic Print Options as explained in Step 3:
- Employee Backpay Summary Slip.
- Option 2 - Standard Pay Slip (Send To Company Email).
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