Pay & Benefits Media

• Introduction
• Payroll Stationery
• P60 Forms
• Pressure Sealing Machines
• Epayslips
  • Migrating to epayslips
  • Case Studies
  • Questions?
• Outsourcing Payroll Printing
• Employee Communications
• Payroll Associations

Epayslip Questions?

• How would I securely transfer my payroll data file to Prolog Print Media's Epayslip SaaS? 
  You would import your payroll data file directly into our secure Epayslip webserver.
    

• What is the user logon process for the Epayslip SaaS and is there scope for us to change/improve this if required? How are failed logins handled? Is there an audit trail/will we be alerted to any suspicious attempts to access people's payslips?
  As part of the implementation process we ask you to forward employee name/number/employee (company) e-mail account detail. Prolog Print Media would then create an email log-in direct to each employee at which point they will receive a system generated password. When they logon they will be forced to change that password.
  
  We would send an email direct to each employee to advise them that their latest payslip is ready for viewing (this does not include URL link) 
  
  Reporting for Epayslip SaaS users is available within audit trail and log-information.
    

• Secure Data Storage 
  Once your data file arrives on the epayslip webserver, it is isolated through the use of NTFS folder permissions. This, coupled with tightly administered user accounts, ensures that sensitive data is only accessible to those who need it.
  
  Network security ensures only a limited subset of users can access Client data. This group is tightly controlled to users who require access as part of their job function.
  
  At the time a client data file is used to print a job, a “return file” can be generated. This file will outline every entry in the client data file that was printed. This can be supplied to the you to reconcile the “return file” to the original print file; any modification would be highlighted at this stage.
   

• Additional Measures
  All company PCs are equipped with real-time virus protection software that is automatically updated daily. In the event of malicious code gaining access to the company network anti-virus software should immediately isolate and neutralize such a threat. Staff Internet access is restricted via a proxy server. General staff are restricted to browsing company approved web sites only.
   

• How are epayslips made available?
  When approved by you each employee receives an alert by email or text message to notify them that their epayslip is available online for them to login and view.  
   

• How do staff change passwords on Epayslip SaaS?
  Via the “My security” section in the Epayslip SaaS website.
   

• How do staff request new epayslip system passwords for forgotten ones?
  Computer generated requests can be issued and reporting on this is available to Admin.
   

• How long are epayslip records kept for?
  This can be from a few months to years and is agreed with the client at implementation stage.
   

• How would we sync new / left employees with the Epayslip SaaS?
  Payroll data is the control. If no email address is received then a new starter won’t get the email notification but the data will be loaded on to the Epayslip SaaS system.
   

• How long would employees that have left still be able to access data?
  This can be agreed with you at implementation stage it can be adjusted to suit your needs.
   

• How do people update their preferences for paper/epayslips?
  A request can be made on the Epayslip SaaS website or as designated by the payroll department. The choice for paper can be removed.
   

• Can ex-employee’s still access their data?
  Yes, but this function can be disabled.
   

• Is the text service part of the standard monthly charge?
  No the cost is not included in the charge.
   

• Is it legal to give an epayslip?
  Under Section 8 of the Employment Rights Act 1996 employers must provide an 'itemised pay statement' and it must be 'given' to the employee by the employer, this must be done 'at or before' the time when the payment is made, and must be 'written'. The service provided by Prolog Print Media adheres to these rules.
   

• Does an epayslip mean I can stop printing paper payslips completely?
  Printing them internally yes. Providing a paper option to employees, probably not. We recommend that a 'hard copy' paper option is always available. Some employees may request to be 'given' paper or their circumstances may change if they have no access to the internet and need to opt back in to paper. At Prolog Print Media we can handle all ad-hoc paper payslip requests for you. We can print and despatch directly to the employee so the request does not impact on the payroll department.
   

• Can I provide P60s online?
  Yes. In April 2010 HMRC guidance changed to allow employers the option to issue online P60s to their employees .
   

• Where will you securely host the sensitive data required for the epayslips.
  All data is processed through our ISO27001 approved production facility and users access their epayslips on a secure Verisign website.
   

• How are employees notified that their epayslip is available?
  Employees who opt for epayslips can select to be notified that their payslip information is available online to view by either requesting an email or text message alert.
   

• Is your Epayslip SaaS like self-service?
  In providing epayslips yes, in other ways no. Epayslip SaaS doesn’t track employee attendance or hold personnel records like many of the self-service programmes on the market. It does offer a cost effective way of migrating more employees to epayslips as the web-based service allows any employee with Internet access - at home, in the workplace or remotely - to view their payslip and is not restricted to Internal system access. It is ideal for companies that want to reduce the cost of distributing payslips but don't need - or want the financial commitment of -  a full self-service ERP package.
   

• Is Epayslip SaaS expensive to implement?
  Our Epayslip SaaS has been designed to provide a cost effective entry into epayslips, that’s why we’re sure that the cost saving on your payroll postage alone would justify migration to our system. We also believe the multi-channel print and online payslip distribution approach saves time and money.
   

For a no obligation conversation about Epayslip SaaS please call 01246 543000 or contact us here