How should I proceed with employee payroll?

2 of January, 2025

Payrolls are the documents where employees’ salaries are itemized. All information related to their salary is detailed there: period, accruals, deductions, taxes, and advances. Employee payroll is generally delivered every month.

Payroll distribution shall be carried out monthly, or in the periodicity in which the employee gets paid (weekly, monthly). Payroll management is a key part of employee management. There are digital tools that can help you streamline this process, like payroll software, which make managing employee payments easier for you and more secure.

How to deliver pay slips to employees

In the past, payroll was traditionally delivered or sent in paper form. Employees went to the company, received their pay slips and signed them. However, times have moved on and nowadays employers can send pay slips on paper or via e-mail as long as the necessary means to receive them are made available to workers.

Sending employee payroll by e-mail

More and more companies are choosing to send an e-mail with the payroll to their employees every month. This method optimizes time, as it is much quicker than paper delivery and there is no need to file them in physical format.

Besides, there is no need for employees to waste time picking up their payrolls. However, there are some points that should be taken into account: 

• Inform employees that payrolls are delivered in digital format. This can be explained at meetings or via e-mail.
• Email records: the company should have the e-mail address of all employees, whether they are professional or personal accounts. They should appear in the employee database.
• Document confidentiality: payrolls are confidential documents, as they include sensitive information. For this reason, it is advisable to add an encryption system, for example, the employee’s ID number, so that they can download the document.

In addition to saving time, it also saves paper and ink, which saves the company some money, not to mention the environmental benefit of not printing payrolls.

Workers will decide whether to print the email with their pay slips or not. It goes without saying that a digital payroll includes the same data as a paper payroll, and has the same validity.

Sesame, a human resources app to automate employee payroll

When preparing employee payrolls it is essential to know the number of hours worked every month. For this purpose, HR software like Sesame is really helpful. On the other hand, it is also useful for managing employee entry and exit times, clock ins/outs or overtime balances, something that may have an impact on payrolls. 

Every month you shall send payrolls to your employees, so good employee management will be key so that you do not miss any of them. Especially if you have a large company with an increasing number of employees.

Time management also in remote work, or an employee database with their email information, bank details, or password to download their pay slips are key to proper payroll preparation and distribution. 

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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