Distributing PDF Payslips

Distributing PDF Payslips

About

After the payroll has been processed and reconciled, you need to generate PDF Payslips to distribute to the employees.  This article clarifies how to distribute PDF Payslips.

Edition

This feature is available on all PaySpace editions.

An Example of a PDF Payslip



When Using Employee Self Service (ESS)

Please note, this feature is only available on Premier and Master.

If employees are registered for Employee Self Service (ESS), you can activate an e-mail notification informing the employee that their PDF Payslip is available.  The e-mail notification will provide a link to access ESS.  This functionality is activated on the Basic Company Information Screen.

Navigate > Config > Basic Settings > Company Settings > Basic Company Information > General Details

Select the box next to will payslips be emailed to all employees:


The e-mail notification will automatically be sent on the pay date as displayed on the Company Payslip Pay Date Screen.

Navigate > Payroll Cycle > Payslip Pay Dates


An extract of the Company Payslip Pay Date Screen, Payslip will be sent on the date specified as the Pay Date,


An example of a e-mail notification


Once the employee has logged onto ESS, they will be able to view their payslip record from the Payslip View Screen.  The employee will also be able to download or e-mail the PDF Payslip to themselves.

The Payslip View Screen









Generating PDF Payslips from the Reports Menu

If Employee Self Service (ESS) is not used, the Payslips Report form the Reports Screen can be used to generate PDF Payslips.

Navigate > Reports > Reports > Standard  > Category Heading: Payroll


An extract of the Reports Screen


Please select this article for an explanation of all Report Parameters:  Report Parameters

 The extra parameters when printing PDF Payslips, are clarified below.

An extract of the Payslips Report Parameters






Generating SMS Payslips from the Reports Screen

Note! Pacey has replaced the SMS Payslip feature, which was sunset on 1 December 2022. It will be the mobile channel for employees to access their payslips going forward.


Generating a payslip through Pacey

Pacey allows employees to obtain their payslips through Whatsapp in either PDF or text format.

Note! This feature is only available on Premier and Master.

Each employee on Pacey will be provided with a pre-defined number of conversations per calendar month. Employees will be limited to the number of predefined conversation that has been chosen on Company level. These conversations is measured in 24-hour increments that starts when the first message by the user is sent to Pacey . During this 24 hour window the user can interact with Pacey through as many messages as they like as required. After the first 24 hour window has lapsed and the User starts another conversation with Pacey after their initial 24 hours, it will be counted as a second conversation.

Note! For employees to utilise Pacey the module needs to be activated for the company on the system.

In order for employees to register for Pacey the below fields need to be completed on their employee profiles on the system:

Step 1: A cellphone number should be captured on the employees Contact Details Screen.

Navigate > Employee > Basic Information > Basic Profile > Contact Details

An extract of the employees Basic Profile Screen: Contact Details Tab


Step 2 : The employee should have an ID number or Passport number captured on their Tax Profile screen.

Navigate > Employee > Basic Information > Tax Profile

An extract of the employees Tax Profile screen:


Provided that the above information is completed on the Employees profile on the system the employee can proceed to register for Pacey.

Note! The employee can initiate the registration process with Pacey by saying "Hi", upon registration Pacey will ask the employee to agree to the Pacey Security Terms and Conditions, due to the sensitive personal and payroll information. After the employee has agreed to the Security terms Pacey will ask the employee to confirm their ID or Passport number in order to register the employee.

How to Access your PDF payslip through Pacey:

Step 1: Initiate a conversation with Pacey, by saying "Hi".

Step 2: Select view payslips from the Menu:




Step 3: Select a Payslip from the Menu:






Step 4: Select the format you would like to view the payslip in.




Note! Pacey is licensed as an additional service and the license fee is charged per active employee. The Pacey Module is purchased per legal entity and a company will be billed according to the number of active employees on Pacey in the company. The Pacey module license can be obtained through our sales team, for pricing on licensing please contact our sales team at sales@payspace.com.
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