Requirements of electronic payslips

Heretic379

Hi all,

My workplace has recently declared its intentions to switch to an electronic payslip system. While I don't have a problem with this, it is the method they are going through with it I have an issue with. They have stated that the payslips will be made available to view from 00.00 the day before payday which is fine, but the payslips are only available to view from computers in work. Additionally there is no capability provided to print the payslips, as shops do not have access to printers.

I queried this with HR as I believe after some research that this method fails to meet the requirement to hand payslips to employees on or before payday - it is totally possible within a standard working week to be off work for both the payday and the day previous. Their response was that as all our shops could access the payroll data then they met the requirements, as employees could go into any branch to see them.

To me this sounds like a breach in breach in HMRC requirements, as the payslip is not being handed to employees, merely being created and left to find. It causes additional questions if an employee is on holiday or sick - in either of these cases it is unlikely they could get to a shop to access the payslip at all, therefore being a complete failure on the employer's part to get their payslip to them on time.

Am I correct in the assumption this is an unacceptable method of distribution? If so, any ideas on how I can rectify the situation would be appreciated!

tomtontom

HMRC state that a payslip may be given electronically, the only thing that must be in hard copy is the P60. Having access to it at the right time is more complex, there is no official guidance on this. Would the shop allow you to go in on your day off to check your payslip?

asajj

Perfectly fine to have electronic only copies and viewable from work PCs.
I never had a paper one and can only login to payroll from the work computer. Only thing I have differently is that my remote access which allows me to login my work pc from home.

agrinnall

While it may well be legal it seems rather shortsighted to only be able to view the payslips from work computers and to not provide any method of printing them. That means that someone who leaves employment has no access then to payslips from their period of employment, and in the case of the current tax year the only record they would have access to is their P45, which I don't think is good enough.

glentoran99

if you can view it can you not then save it for printing elsewhere later?

TELLIT01

glentoran99 wrote: »

if you can view it can you not then save it for printing elsewhere later?

In many workplaces connecting anything to a work computer e.g. to save the payslip, would amount to gross misconduct.

glentoran99

TELLIT01 wrote: »

In many workplaces connecting anything to a work computer e.g. to save the payslip, would amount to gross misconduct.

Perhaps email it then?

Heretic379

glentoran99 wrote: »

Perhaps email it then?

No, we have no interenet access other than to the work intranet, and we cannot access any device we connect (even if it were allowed) due to desktop restrictions.

While I could in theory go to work (or another shop) on a day off to access payslips, if I was absent due to illness or holiday I may not be able to get there.

tomtontom

Heretic379 wrote: »

No, we have no interenet access other than to the work intranet, and we cannot access any device we connect (even if it were allowed) due to desktop restrictions.

While I could in theory go to work (or another shop) on a day off to access payslips, if I was absent due to illness or holiday I may not be able to get there.

The employer needs to make your payslip available to you, if you choose not to access it that is your choice. It's no different to a paper payslip being left on your desk, you still need to attend to get it.

glentoran99

tomtontom wrote: »

The employer needs to make your payslip available to you, if you choose not to access it that is your choice. It's no different to a paper payslip being left on your desk, you still need to attend to get it.

You need to be able to access it ie print it off, can be needed for other things such as mortgage applications

glentoran99

Heretic379 wrote: »

No, we have no interenet access other than to the work intranet, and we cannot access any device we connect (even if it were allowed) due to desktop restrictions.

While I could in theory go to work (or another shop) on a day off to access payslips, if I was absent due to illness or holiday I may not be able to get there.

so there is no way of getting these should you need them? can you request a print out?