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Issuing Payslips

Once you have enabled Self-Service for your employees, there are four different ways to send them their payslips.

Release Payslips to Self-Service

All payslips that are part of a pay run can automatically be released once Self-Service is enabled. Should you decide to not release them when creating the pay run, do not tick the Automatically release payslips to Self-Service box.

To do so at a later stage:

  1. Go to Pay Runs.
  2. Click the drop-down arrow next to the pay run date.
  3. Click Self-Service Release > Release.

When will the "Automatically release payslips to Self-Service" checkbox appear?

The checkbox will appear:

  • On the first pay run for each period.
  • If the box is not ticked, and the pay run is deleted and then recreated.

When won't the "Automatically release payslips to Self-Service" checkbox appear?

The checkbox won't appear:

  • If the box is ticked, and the pay run is deleted and then recreated.
  • If the box was not ticked, and the payslips were manually released to Self-Service (as seen in the screenshot above), and the pay run was subsequently deleted and then recreated.

Email Payslips

When payslips are released to Self-Service, employees receive an email notifying them of the release. You can choose to have a PDF copy of that payslip attached to these email notifications. This can be set up as follows:

  1. Go to Employees > Self-Service > Settings > General.

  2. Tick the Attach payslips to emails on the Self-Service release box.

  3. Click Save.

Password Protection

You are able to add an extra layer of security to the email – in the form of password protection. If this is enabled, an employee will be prompted to enter their password when attempting to open the payslip attached to the email.

  1. Once you have ticked the Attach payslips to emails on the Self-Service release box, an additional checkbox will be revealed below.
  2. Tick the Password-protect attached payslips box.

The password used will be the employee's identifying number – their ID number, passport number, asylum permit number, or refugee ID number, whichever is recorded on their profile – or, if none of these is recorded, their date of birth (YYYYMMDD) will be used instead.

The password will be generated based on the information available at the time of the employee's payslip being sent via email. Any subsequent changes to the employee's identifying number or date of birth will change the password only for payslips sent via email after the change. Payslips received by employees prior to this change will not be affected.

Download Payslips

You can download the payslips in PDF form. Follow these steps:

  1. Navigate to Pay Runs, and go to the relevant pay run.
  2. Click All to download all payslips for the entire pay run.
  3. You can also click a specific Pay Point to download all payslips for that pay point.

In the Payslips help page, you can find out how to download payslips in bulk, within a specific date range, pay point, or pay frequency, and with password protection.

You can print payslips for your employees in A4 format and on self-sealing stationery. To do so:

  1. Click Settings > Payslip.
  2. Tick the Format for self-sealing confidential stationery box.
  3. You can also tick the Keep ID numbers confidential box to hide the ID number from the payslip.
  4. Click Save.

Follow the steps to download as mentioned above.