Email/Post Payslips

Video: https://vimeo.com/684418063/f9ad51615d

Payslips now need to be sent to members to notify them of their bank payment deposits. Members can receive their payslips in three ways, via email, post or online (through the Member App and Member Portal). The way in which the member receives their payslip is defined on the Member Record.

For members opting to view their payslips online, they will be able to view their payslips in the Member App and Member Portal as soon as the pay run is complete. For those opting to receive their payslips by email and post, this must be manually triggered as described below.

Email Payslips

(a) Click on the ‘Email Payslips’ menu item from the Payroll menu.

(b) Select the relevant pay run from the drop down list by selecting the period ending date, as shown circled in red. The members who have elected to receive payslips via email will be listed.

(a) Click on the ‘Set Email Protocols’ button to display the Email Protocols Screen, as displayed below. This screen shows the text that is displayed on every email that accompanies the payslips that are sent out. Use this screen to confirm that the email subject line and body text have been correctly set up. Update if necessary, and click the ‘Update’ button.

Once the text has been confirmed or updated, click on the ‘Close’ button.

(b) Individual payslips may be selectively sent by checking the checkbox next to the payslip number. If all payslips are to be sent, click on the checkbox in the header which will check all checkboxes.

(c) Click on the ‘Send Selected Emails’ button to send the emails with attached payslips. The ‘Sent By’, ‘Sent On’ and ‘Sent?’ columns will then be populated to record that the emails have been sent.

(d) Set the ‘Batch Status’ drop down list to ‘Completed’ and click on the ‘Update Batch Status’ button. A confirmation message will be displayed to confirm the action. Click on ‘Yes’.

The status is then set to complete and no further payslips may be emailed as part of this pay run. The ‘Batch Status’ drop-down list and ‘Update Batch Status’ buttons are then disabled to reflect this. (The Batch Status should not be set to complete if further payslips are to be sent in this pay run).

Post Payslips

(a) Click on the ‘Post Payslips’ menu item from the Payroll menu.

(b) Select the relevant pay run from the drop down list by selecting the period ending date, as shown circled in red. The members who have elected to receive payslips via post will be listed. If no records are displayed, this indicates that all members in the pay run have opted for payslips by email or online.

(a) Individual payslips may be selectively sent by checking the checkbox next to the payslip number. If all payslips are to be sent, click on the checkbox in the header which will check all checkboxes.

(b) Click on the ‘Print Selected Payslips’ button and the payslips will be displayed in PDF format. From here, the user may save or print the PDF. Then close the PDF.

(c) Click on the ‘Post Selected Payslips’ button. A confirmation message is displayed. Click OK. The ‘Sent On’ and ‘Sent?’ columns will then be populated to record that the payslips have been posted, and the date/time they were posted.

(h) Set the ‘Batch Status’ drop-down list to ‘Completed’ and click on the ‘Update Batch Status’ button. A confirmation message will be displayed to confirm the action. Click on ‘Yes’. The status is then set to complete and no further payslips may be sent as part of this pay run. The ‘Batch Status’ drop-down list and ‘Update Batch Status’ buttons are then disabled to reflect this. (The Batch Status should not be set to complete if further payslips are to be sent in this pay run).

The pay run is now complete, the bank file has been sent to the bank, and all payslips have been distributed to members. Payslips may now be accessed from the Finance Portal by internal staff, and from the Member App and Member Portal, by members. All pay run details are also accessible through Entire OnHire reporting functionality.