How To Use Email Payslips To Pay Your Staff

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Published: 06th November 2012
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How do you let your employees know they've been paid? One effective way is to use email payslips as this article explains. Once you've read about the advantages of email payslips then you may well decide to change your current methods of notification.

Paying your staff is one of the most important things you do. But how do you let your employees know when they've been paid? This is more important than you may realise. Many people need to know when their income hits their bank account because they have automatic payments that are triggered on certain dates. If they rely on their monthly income to pay regular bills but their current account isn't sufficiently robust to cope with delays in payment, do you want your staff to be inadvertently embarrassed because they hadn't realised their pay had not arrived. If there's going to be a delay in getting payslips delivered, for whatever reason, your staff need to know in plenty of time so that they can make appropriate arrangements with their bank or other financial organisations.

Many companies send payslips to their staff through the post. This is fine until there's a Bank Holiday or other delay in the system and has meant that some staff cannot be certain that their wage has reached their account. These postal time delays are especially important for any company or organisation which has staff working overseas. Depending on the method of posting, there are any numbers of reasons why mail can be delayed for days, weeks, even months in some countries. Such uncertainty of deliveries, especially overseas, coupled with the ever increasing cost of postage, could be just the right time for you to consider other ways of informing your staff that they have been paid.

Using an email payslip system is a sensible approach to take and has a number of advantages. Email payslips are simple to produce but their real advantage is the immediacy of receipt. Your employees will never have to wait again for their post to arrive. True, there are times when the internet is down, particularly in rural areas, and there can be power cuts in the winter or during spells of bad weather. But if the weather is so awful that the electricity fails, then the chances of receiving any post for a number of days is also going to be nil.

Sending payslips by email has the added advantage that there is no need to worry about security because all email payslips are encrypted, making this system much safer than sending hard copies through the post. Post bags can be lost, intercepted and on occasions, there have been delivery staff who decided they couldn't be bothered to deliver the mail. A computer system doesn't have feelings (as far as is known!) so it won't wake up one morning and decide it doesn't feel like sending an email.

Sending email payslips is environmentally sound and these days that's an important consideration for all organisations to take. Just think of the green credentials you will accrue with this really simple step of reducing your carbon footprint. And you could include your company's logo on the payslip, thus reinforcing your branding, or even add a monthly message for your employees.

Organising an email payslip service is really easy and you don't have to do it in-house. There are a number of companies able to offer a secure email payslip service, tailored to meet your needs.

Matt works for PBS UK, a leading HR consultant and provider of Payroll Outsourcing services. PBS offers international payroll services to a range of overseas companies operating in the UK, as well as providing payroll and BACS services to UK businesses.

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