Electronic Payroll
Processing – FAQ's
SSLPost for Payroll – FAQ’s
At a time when many businesses are seeking to make efficiency savings and improve workflow processes, payroll processing is a key area to review.
Many businesses and payroll bureau service providers are now considering ways to update their payroll systems and move away from traditional print and post to make the most of advances in technology and move to electronic processing.
SSLPost provide secure document delivery solutions so that businesses can send payslips and other documentation securely to their employees by email.
Below are a number of questions that we have asked during our dealings with different companies. We hope that they should answer any outstanding questions you have. If you still have further questions we are more than happy to answer them on an individual basis – please contact us.
FAQ Index
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1. Why should I change to electronic payslips
There are a number of benefits to your business to switching to electronic payslips. At a time when making efficiency savings is at the top of everyone’s list, it is a good time to consider switching to electronic processing. You can make significant savings by sending payslips and other documents by secure email instead of post.
Not only can you save on postage and printing costs, but you can also save time and resource: sending by secure email straight from your payroll system is much more efficient and some of our customers have saved days in processing time and hours of manpower.
Sending payslips electronically is an instant process- unlike paper based payslips, you don’t need to wait 3-4 days for an electronic payslip to be delivered.
Businesses are often worried about keeping their employee details secure. Payslips contain lots of sensitive information that must be kept private. Sending securely by email ensures that the payslip reaches the right person and that it can’t be accessed by another employee or any third party. This is a great way of avoiding any potential breaches of confidentiality and protects against identity theft.
2. As a payroll bureau, I work with tight margins. I can’t afford to make an upfront capital investment to go electronic. Do you have a solution for me?
Yes. There is no need to buy any hardware or new email servers to use our solution and there is no upfront capital investment. Our software is designed to integrate with your existing payroll software.
3. Why do I need secure email- can’t I send payslips using every day email?
Email is a great way to communicate. In fact, few of us today can imagine conducting business without email. However, sending an email is the equivalent of sending a post card in the post. In other words, any information could be read by any party that has access to the content, or anyone who chooses to illegally track and steal that information.
Businesses spend huge sums protecting their networks against hackers, malicious attacks, spam and viruses. It is just as important to protect information in transit and especially information contained on a payslip which is highly sensitive.
Our system will protect your data and inform you if an attempt has been made to intercept, tamper with or compromise your email in any way.
4. I send out payroll reports, P60’s, timesheets and other documentation regularly. Can I also send these by secure email?
Yes. Our customers choose to use our secure email system to send payroll reports, timesheets and any other sensitive documents to make sure they are not accessed by any third party.
Following the HMRC directive, you can now also deliver your P60s electronically using our secure email solutions. Alternatively, you can also use our service to send P60’s using our ‘last mile delivery’ service. We work with a leading postal service provider to print and deliver P60’s close to the delivery point to reduce carbon emissions.
There are two ways you can send reports and other documents by secure email. You can both process them from your back office system and set them to send automatically, or you can send ad-hoc reports and documents manually by secure email.
5. I am considering using a self-service payroll portal so employees can log in and collect their payroll data. How does your solution compare to this?
Many companies are mow considering, or have set up, all encompassing payroll self service portals to allow their employees access to a range of HR information, sometimes including payslips. Self service systems require a large upfront capital investment and often take time and resource to establish.
What if you are not yet ready or don’t have the budget to launch a full self service portal? Sending payslips electronically by secure email is a great way to start the process of moving to an electronic delivery system, without having any large upfront capital outlay and without long set up times. You may be surprised to know that it usually only takes a matter of days to integrate our solution.
We offer a simple payslip repository as well as secure delivery so that employees can choose to log in and view their historical payslip information.
We have also found that secure email is a great complementary solution to a self-service portal, and you may wish to consider secure email as an additional service. Employees often prefer to have key information sent to them rather than having to remember to log in to a self service area. Sending out information to employees on a regular basis gives employers a unique opportunity to improve communication. In addition, you can add marketing or reward information at the same time as delivering an electronic payslip. As well as our own MyPayRewards scheme, many of our customers send their own special offers to their employees to give them additional benefits.
6. I’m not sure whether my employees will want to receive their payslips by secure email. What is the benefit to them?
Confidentiality is a big concern of employees. Many businesses still hand deliver paper payslips to an employee’s desk. This can be accessed by any third party- revealing sensitive personal information. Sending payslips by secure emails means they are password protected and can only be accessed by the employee.
Many employees are also concerned about the environment and we have found that employees often prefer to receive an electronic payslip that is greener- saving on paper.
We also offer a unique service called MyPayRewards which provides exclusive access to special offers from thousands of major retailers. At the time when the payslip is delivered, employees can see what’s on offer that month, or log on at any other time of the month to the MyPayRewards website to access discount vouchers, cash back offers and view price comparison information.
7. How long will it take to get up and running?
You may be surprised to know that you can be up and running within a few days. Our dedicated integration team can usually integrate with you payroll software remotely, or if a site visit is required, it usually takes half a day to install and complete the integration.
Even though the encryption software is complex, it has been designed so that it is easy to use. Our software is designed to mimic a print and post run so there is very little to change in working practices and very little training required. Our support team are always on hand for any questions you may have.
As standard, we offer a free trial period to payroll customers so that you can run the electronic payslip delivery process in parallel with your existing process without increasing your costs. The free trial allows you to compare the process and make sure everything is running smoothly before you switch off paper payslips.
8. So why is SSLPost the best secure email solution for my business?
We are specialists in our field and have decided to focus exclusively on secure document and email transfer. As such it is critical for us to develop and to continue to develop solutions with our customers in mind.
As domain experts in our field you can trust us to continue to invest in solutions that secure your data so that both you and your customers are protected and not exposed to any potential data breaches.
We are also passionate about supporting our customers in a discipline that is not their first area of expertise. Consequently, we have developed a solution that is easy to set up and install and doesn’t require either the sender or recipient to have any complex software or security certificates. Plus, we have a customer services team who are able to support our customers on the phone or via email at every stage of the process.
Addressing all of these needs is at the heart of our solutions:
- We operate very complex encryption technology that meets with the highest industry standards (including ISO 27001, CTSG Accreditation and FIPS Level 1 accreditation) to make sure that we provide an excellent service.
- We don’t require you to become an expert in encryption. In fact, our solutions are very easy for both senders and recipients to use so you can get on with your business without worrying about data security.
- Our solutions are very competitively priced to give you excellent value for money.
- We have a highly skilled support team who are on hand to answer any questions from you or your recipients during the set up process and anytime you send a secure email.
9. Which package is right for me?
Choose our SSLPost ePayslips package if you would like to start sending electronic payslips or reports by secure email as a batch process straight from your payroll software.
Choose our SSLPost Professional package if you would like to send ad-hoc documents and other business correspondence by secure email (you can use this alongside SSLPost ePayslips).
Choose our MyPayRewards option if you would like to offer your employees access to special offers from thousands of well known retailers at the time they receive their payslip.
10. How much do does it cost?
SSLPost ePayslips: For businesses that want to send payslips and other batch processed documents electronically directly from a back office system.
- Send payslips, invoices, statements, remittance advice, council tax bills, business rates, or any other documentation
- Pricing: competitively priced with a set up fee and a per-document charge that is more cost effective than print and post. See our pricing page for further details.
- Connection options:
- o Generic printer plug in- compatible with all back office systems
- o Plug in to Iris, Sage or other major EPR systems. Additional fees apply for an SAP integration.
SSLPost Professional: For professional businesses that use secure email as part of their everyday communications or who want to send ad-hoc reports and documents by secure email.
- Competitively priced at £300 set up and annual maintenance and £10 per month per user
- Includes 12,000 emails per year
- Includes web access and Microsoft Outlook Plug In
- Single and multi-user availability
- Includes a fully customised account
MyPayRewards: For businesses that would like to offer your employees access to special offers from thousands of well known retailers at the time they receive their payslip.
There is no additional charge for MyPayRewards.
11. How do I sign up for an account?
Please ccontact our sales team who will advise you of the next steps to set up an account.
