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Payroll Bureaus: Overcoming the GDPR Challenge

7th Jun 2018
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Another year, another challenge to overcome for accountants and payroll bureaus, this year is the update to data protection legislation, better known as the GDPR. With the GDPR deadline just passed, some accountants and payroll bureaus are in the process of updating their systems, processes and procedures to avoid hefty non-compliance penalties.  

BrightPay Connect is tailored to help you and your clients overcome some of the key challenges GDPR presents when processing payroll. Although BrightPay Payroll is a desktop application, BrightPay Connect enables users to store their payroll information in the cloud. Because the payroll information is stored online, it has allowed us to bring you even more functionality and benefits, enabling users to work quicker, more efficiently and more profitably within the scope of the GDPR guidelines.

GDPR Benefits of BrightPay Connect

Secure Backup - BrightPay Connect enables you to automatically and securely backup your client’s payroll data to the cloud. With the GDPR, it is important to keep a copy of payroll files safe in case of fire, theft, damaged computers or cyber-attacks. BrightPay Connect maintains a chronological history of all backups which can be restored or downloaded at any time, keeping your payroll records protected.

Self-Service Access - Under the GDPR legislation, where possible the controller should be able to provide self-service remote access to a secure system which would provide the data subject with direct access to his or her personal data. Since the payroll data is stored online, you can invite both clients and their employees to their own password-protected self-service portal, which is accessible on any device. This fulfils the recommendation to provide remote access to a secure system where clients and their employees would have direct access to their personal data.

Reduce Confidential  Emails - Clients can log in to the employer dashboard anytime and run their payroll reports. As soon as the payroll is finalised, any report that is saved in the payroll software will automatically be available to the client on BrightPay Connect, eliminating the need to manually run the report and email it to the client. Instead, this reduces your workload while securely giving these sensitive, payroll documents to the client, through the online account. Similarly, payslips will also be available to the employer as soon as they have been finalised.

HR Documents - Employers can upload sensitive HR documents and confidential employee payroll information, again eliminating emails containing sensitive information. Employers can upload documents, resources and links for all employees (e.g. company handbook), individual employees (e.g. employment contract), departments (e.g. training documents) or they can choose to hide them from employees (e.g. performance reviews).

Timesheet Upload (Coming Soon) - Clients can upload their employees’ hours and timesheets offering an additional layer of GDPR protection for your clients’ payroll information. Bureaus can then click a button to synchronise and pre-populate the hours for all employees for each of their clients and then process the payroll. This automation will eliminate the email and document exchange while providing a more secure and accurate recording of the timesheets and hours.

User Access - BrightPay Connect has the ability to set up users with restricted access, complying with the GDPR’s privacy by default, which states that you should only have access to necessary information required to complete the task at hand. With BrightPay Connect, you can restrict users from viewing employee documents, employees marked as confidential, financial information including payslips and payroll reports and whether or not they can approve employee requests. There is also the option to restrict users to individual departments.

Employee Personal Details - The employee can use the employee self-service to view personal information that is held in the payroll software, such as their postal address, phone number and emergency contact details. They can also use BrightPay Connect to update and amend these details so that both the employer and the payroll bureau have the most up-to-date and accurate information. This improves transparency with the employee and ensures that personal data is current and up-to-date, both of which are requirements by the GDPR.

Annual Leave Management - BrightPay Connect allows employees to request leave through their self-service portal and view their annual leave calendar. Leave will then be synchronised in both the employee’s calendar and BrightPay payroll software. Again, this improves transparency with the employee, reduces email communication containing sensitive information and ensures that you have the most up-to-date information.

Many businesses will look to their accountant or payroll bureau for guidance when it comes to keeping their employee payroll data secure. By introducing payroll clients to a new way of remotely accessing information you will be taking steps to be GDPR ready while also offering your clients added reassurance that you are taking action to be GDPR compliant.

Book a demo today to find out how BrightPay Connect can help you with improving GDPR compliance.

Written by Rachel Hynes | BrightPay Payroll Software.


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