Digital payslips

Owned by Marcy
13 Feb, 2020
4 min read


In March the University is looking to introduce a new online payslips system.

The introduction of ePayslips to all staff is planned to begin on pay day in March 2020. Paper payslips will still be delivered alongside for the first three months to help with the transition. We are hoping that by June 2020 everyone will be comfortable using the new system and that we can cease issuing printed payslips. Currently all staff receive a paper payslip, wherever they work within the organisation.

Following a competitive tender the new service has been awarded to Dataplan (https://www.epayslips.co.uk/) who are based in Grimsby. The service will provide access for all workers across all our payrolls, subsidiaries and payroll bureau customers, even if they don’t have or use a University IT account.  It will also provide continued access for a short period for workers who have left and still need their documents (e.g. P45’s and P60’s).

The service is web-based and can be used via a computer, tablet or SmartPhone and using a dedicated App.


When is it being done?

February 2020 - one of our Payroll bureau customers pilots the solution
March 2020 onwards - service implementation planned for all staff in parallel with paper payslips
Subsequently, we will continue to provide paper payslips and will only withdraw them following consultation with the relevant groups of staff.

Is my payslip available on the new service yet?

Please see Your Pay->Getting Paid on our Payroll web page for the latest list of which payrolls are live on the new service.

Digital Payslip - Getting Started

Step 1

We will send a letter to your work address, or for casual workers / pensioners your home address, with instructions on creating an account.

Step 2


Follow the instructions provided in the letter to create your account; we recommend using a personal email address so that if you leave the University the service is still available and you can receive notification that your P45 is available.  You can sign up using a PC, Laptop, Tablet or smartphone plus there is an ePayslips App which can be downloaded on to any smartphone. 

Step 3

Once your account is created the system will email you each month when your payslip is available, as well as when your P60 is available each year.


Why is it being done?

  • It improves our service and provides significant benefits for staff (e.g. 365/24/7 access to payslips including via an App)
  • It improves security, particularly for payslips currently distributed internally
  • It supports our aim to reduce the University’s environmental impact - saving 350,000 pieces of paper over 5 years and saving the energy used in delivering payslips internally round campus. It has frequently been raised by staff as something we should be doing.
  • It saves us money as part of the efficiency and effectiveness agenda - on casual workers alone we spend £70,000 in postage over 5 years
  • It saves space - our payslip sealing machine has a whole room of its own as its very noisy when running

What are the benefits for staff?

  • Staff will get payslips earlier; 1-2 days earlier for those receiving payslips in internal mail and 3-4 days earlier for those externally posted. 
  • Typically we have up to 30 payslips a month returned as ‘addressee unknown’.  These are followed up but it means those staff don’t have one when they are paid, this will be avoided with the introduction of ePayslips.
  • It is more secure; payslips delivered via internal mail are often left in open internal mail pigeon holes in public areas
  • Staff don’t have to manually request reprints of payslips and other documents for mortgage applications and tax returns; currently due to the paper originals being misplaced or not received we get regular requests for reprints.
  • Staff who are off sick, on holiday, on parental leave or otherwise absent can still get their payslips as the service is available 24/7/365 from anywhere in the world, including via a Smartphone App (available for both Android and Apple phones).
  • If a member of staff leaves they can still access and take copies of their documents for 60 days after they finish
  • For staff with visual impairment a digital service is better, as assistive technology can be used

MyView

Some staff currently use the University-run system, MyView, to access their payslips. This system will not be changing and all information currently accessible through MyView will remain.