Payroll alternatives for your employees

14 of October, 2022

Every month, the same scene is repeated: a parade of employees going to the accounting department to collect their pay slips. However, there are more and more possibilities when it comes to sending and preparing payroll for employees. Knowing payroll alternatives can help the organization to optimize an often tedious process.

Payroll alternatives: a human resources software

The first step to streamlining the payroll sending process to employees is having an ERP for payroll. It is a payroll and human resources software that allows you to create payrolls much faster, in an automated way, with the certainty that no field is left empty. These are the main advantages of ERP for payroll:

• Reduce time and costs: payroll automation allows payroll to be prepared faster so that it is always delivered on time. In addition, calculations are made with no margin for error, thus reducing losses due to overpayments or non-compliance with tax obligations.
• Fewer mistakes: another advantage of automation is that the software greatly reduces the number of payroll mistakes. Necessary changes can be made without fear of a payroll discrepancy.
• Information is always handy: a software for the preparation and sending of employee payrolls helps generating a database with the payrolls of each employee. It contains the hours, salary or benefits of all employees, with immediate access in case of need.

Using a software for payroll sending results in a greater and more efficient control. The human resources department will be able to continually follow up on this, including having a record of the different movements generated.

How to send payrolls

Some payroll alternatives like an HR software also makes it easier to send these documents to workers. Payrolls must be delivered at the time of payment, but it is not mandatory to deliver them by hand. Logically, e-mail is the main alternative to sending employee pay slips, but several issues related to employee data protection must be taken into account.

Sending employee payrolls by email

The situation is slightly different depending on whether the company provides its employees with a corporate e-mail account or whether they use their own personal e-mail address. In the case of corporate accounts, it is assumed that the provider itself is responsible for implementing all security measures. When sent to employees’ personal mail, they shall give their consent to receive payrolls by e-mail, and the company must offer an alternative.

It is worth remembering that if the company decides to send the pay slips by e-mail instead of delivering them by hand, the company must provide the means for employees to download them. In addition, e-mails should be encrypted to avoid any leakage of personal data.

Sending employee payrolls by mail from one platform

Many companies have their own platform where workers have access to their work calendar, shifts, collective labor agreement and pay slips. Is it ok to post pay slips on these platforms for each user to download them? Yes, but only if certain requirements are met. The company must provide the employee with access to this platform using the personal passwords of each employee.

If the company uses its own server, the company must also take care of data encryption, limiting unauthorized access, and backup copies or firewalls, among other security measures. In the case of contracting the platform to a third party, the supplier is responsible for ensuring that these digital security requirements are met.

The use of an ERP for payroll is usually compatible with platforms and sending of employee payrolls by e-mail. With Sesame’s HR software you can send these types of documents to employees so that they have easy access to them.