Still unsure about changes to payslips? Here’s a quick recap
Every new year brings with it a host of changes and 2019 is turning into quite the year. Be it suddenly not being able to get a space on a treadmill in your gym after January 1st, or having to remember to write a different year every time you write the date; the point is the whole world is doing a #NEWYEARNEWME. Some take this more seriously than others but you know what’s taken this mantra the most seriously? – Payroll. But not everyone is so clear on these new changes with payslips, so I’m here to just quickly recap the two most important changes that have happened/are yet to happen to our lovely payslips in the 2019/20 tax year.
1. GDPR affects how employees receive their payslips and the legality behind making sure you’re not breaching the rules.
So this came into effect when GDPR did (obviously) but is still a bit of a grey area for a lot of people. If you want to read a detailed and, quite frankly, hilarious article about GDPR and payslips you can do so right here. But basically in TL;DR terms (that’s “too long; didn’t read” for all you who aren’t down with the lingo) it says that:
- It’s not illegal but it’s not ok to email payslips, unless you have a super secure network which is encrypted and has two dragons guarding the front gates.
- You need to be practicing due diligence in all areas which basically means the “I didn’t know” excuse won’t wash if you are caught breaching GDPR guidelines. It’s your responsibility to know and you should do by now.
- You need to make sure all your staff who handle sensitive data – i.e. payroll – are fully GDPR compliant and are using fully compliant payroll software.
- The government recommends using a cloud based employee self-service portal so that employees’ can view their own payslips with their individual passwords.
2. Payslips having to include not just the amount of hours worked, but a breakdown of these hours and how you are being paid.
From April 6th of 2019 (this year) payslips are changing to include the amount of hours worked and in particular where the rate of pay is variable (like casual or zero hours) it must be set out in a written, printed or electronic payslip. It’s also required to include details of how the payment was calculated or the different payment for varying types of work and/or pay. So what do you need to do as an employer? In another amazing and, if I may say so myself, award worthy article I talk about this in more depth. But the TL;DR version once again is:
- Start preparing right now. Review your payroll processes ASAP to ensure a smooth transition.
- Look at how your current payslip format can be amended to incorporate the new data and stay within legal requirements.
- Train your HR staff to make sure they understand and can relay all this new information to other staff members.
- Automatic or manual? If you’re doing manual then it’s time to get yourself an automated payroll software that will include all this new information for you automatically.
So you need an automated, reputable, payroll software that also includes a Cloud based employee self-service portal where employees can view their payslips and other details with individual passwords? I’m sorry but the perfect payroll software doesn’t exi-......
Or does it???
Head to BrightPay and check out amazing software that was voted 2018 payroll software of the year and allows the user to display a customisable breakdown of the employee’s pay on the payslip. You’ll be living your best life, along with your payroll.
Written by Aoibheann Byrne | BrightPay Payroll Software