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Payroll software providers need emailable slips

Payroll software providers need to produce a payroll slip with no NI Number and Persons Title

The fear Industry is using GDPR to make more money. Iris and Sage are coming up with expensive solutions when all they need to do is to produce a payslip version with no NI number on it and no Title. Then the payslips can be emailed without fear in relation to a data breach.

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20th Feb 2018 09:12

Or just PDF password protected

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20th Feb 2018 09:33

Passwording is the route I'll be taking.

Interestingly, Moneysoft gives you half a dozen options of data to include but NI number is not one of those.

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to lionofludesch
20th Feb 2018 10:00

No, but it does allow you to set a separate password for each employee, and a different one for the employer, meaning no faffing about once it's set up. Just create PDFs as usual and off they can go, ready password protected.

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By jcace
20th Feb 2018 09:57

BrightPay gives a cloud solution, so that each employee can login to their own portal and access their payslips, leave calendar, request leave etc. The employer can also upload other documents such as employment contracts to the employee's portal. There is an additional cost, but it's worth looking at.

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to jcace
20th Feb 2018 10:07

Fine if you're an employer.

As a payroll agent, I don't want to be faffing around with all that.

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20th Feb 2018 10:50

Has it been confirmed that emailed pdf with password is acceptable?

I thought the final detail had not been decided.

Sage seem to think that it is not acceptable which is why they are pushing their portal option at £1 per client per month.

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to Glennzy
20th Feb 2018 11:46

"Sage seem to think that it is not acceptable which is why they are pushing their portal option at £1 per client per month".

Crikey, who'd ever have thought Sage would take advantage of a situation?

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to Glennzy
20th Feb 2018 15:05

More likely that they're pushing it because is an extra £1 a month.

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By NYB
20th Feb 2018 12:50

Portals are fine for the larger clients. Judging by what I have picked up many employees don't like self service. They cant be bothered. I am employed as well as running a payroll bureau. My self service is dreadful. As in hassle. I have understood that email pdf via payroll software - as in Brightpay - is acceptable with passwords is acceptable. Before long though I expect we will need a password to open a password. Brightpay deem it acceptable - but then they don't make swingeing charges for this. Sage and Iris are just out for making money at any opportunity.

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21st Feb 2018 14:33

I was on a GDPR webinar the other week and I asked if sending password protected payslips via email was okay and the response was, yes! If you have the option to send a password-protected payslip to clients' employees then you should use it. The ICO would surely view this as taking precautions to protect your clients' data??
If my provider issued payslips with no NI number or title, I would be bombarded with requests for this information from clients' employees. It's particularly important if the employee is applying for a loan or mortgage. No thanks! That would be an administrative nightmare.

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to Slim Freddie
21st Feb 2018 14:46

Slim Freddie wrote:

If my provider issued payslips with no NI number or title, I would be bombarded with requests for this information from clients' employees.

I am anyway !!

Employees seem to regard me as a filing cabinet for their payslips and P60s.

I let the employer know I'll be charging them for providing this information which the employee can't be asred to look for, and if he agrees, fine.

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22nd Feb 2018 16:30

Exactly @lion, I'm trying to avoid an increase in payslip queries. If the payslip is missing important info I'd end up with my head permanently in the filing cabinet. I can see the benefit of a cloud payslip option to reduce the time I spend on this kind of admin but not at that price.

Re:password protected payslips - We rang the ICO on this and they said it was fine once “technical and organisational” measures are in place to protect the data. Which I think, for us, translates as to make sure your provider has security encryption and that secure passwords are applied to email payslips.

The big guns are trying to push their portal onto customers despite the fact that current legislation does not insist on it - it is only a suggestion, it certainly wouldn't suit all businesses.

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to Slim Freddie
22nd Feb 2018 16:52

Slim Freddie wrote:

Re:password protected payslips - We rang the ICO on this and they said it was fine once “technical and organisational” measures are in place to protect the data.

Well, if the ICO can't say what they want with any clarity, I would imagine there'll be a fair bit of non-compliance.

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