General:-
Are digital payslips legal?
Yes. HMRC specifies that employees must be given a written statement of their pay but does not specify the format. Digital payslips have long been considered a legal format for payslips.
How do I communicate this with my employees?
When you log in to your account you will see a "Resources" page (under the “Manage” option in the menu). Some template emails and content can be downloaded from here to help you to tell your staff about the new system.
I can see a dashboard with all my employees pay details on it - does this mean my employees can also see each others’ pay details?
No. The dashboard view that you see is an Employer Only view. Your employees can not see anyone else’s pay details other than their own. Employers have special access to the portal to upload documents, view payroll information, and administer employee accounts.
Documents:-
What kind of documents can I send / receive?
You can upload pdf,.csv,.txt,.xls,.xlsx,.doc,.docx,.zip files.
Who has access to documents?
Only employer users of the Portal with the Download Permission are able to see documents sent to you by your Payroll Agent. Only Employer users who have the permissions to ‘Upload Documents’ enabled can see the Document Outbox containing the files that you send to your Payroll Agent.
How will I know when there are new documents for me?
We will send you a notification if there are new documents for you.
How do I let our Payroll Agent know that I have uploaded documents?
You do not need to do anything to notify your Payroll Agent of new documents that you have uploaded. They will receive periodic notifications if there are unread documents to be dealt with.
If you are uploading a document that needs to be urgently actioned (i.e. the same day) then please upload it to the portal and then email the Agent to advise of this.
Who can send a document to my Payroll Agent?
Only Employer users who have been set up with permission to send documents can upload documents to the portal.
Employee Access & Payslips
How do employees register their account?
The first time an employee receives a payslip they will get an email with a registration link. After clicking on this link they must verify either their NI number, or their employee number, or their postcode to register their account.
Can employees print payslips?
Yes, employees can download payslips in a PDF format. Most banks and companies (such as estate/letting agents) now accept payslips in a PDF format as proof of earnings where required.
Can I print payslips for my staff?
Yes. As an Employer Administrator you can view and download any employee’s payslip.
Do employees have to use a work email for their payslips?
No. Employees can use a personal or a work email and they can change this in the portal at any time in their profile area.
Can employees share an email address? (i.e. a husband and wife)
Yes, however if two employees use the same email address for the Portal then they will be able to see each others payslips as well.
What if my employees don’t have an email address?
As mentioned above you can print their payslip for them. Alternatively you can set them up with a work email address, or a free email account such as gmail. Once they have registered for the first time their email address becomes their username, and they would only need access to the email account if they had to reset their portal password.
Security:-
Who can see the employee's passwords?
Passwords are stored using a hashing method, which means that no-one (not even the technology team who built the portal) can view an employee’s password. Employee password resets are fully automated.
Where is the data stored?
All data on the portal is stored on servers within the UK in line with GDPR guidance.
Who provides the technology behind the portal?
The portal technology is provided by PayDashboard, an award-winning UK-based technology company. PayDashboard are ISO 9001 and 27001 certified and provide their technology to thousands of businesses, including national high street retailers, Top 10 Accounting Firms, and international charities.