All staff and pensioners currently receive paper payslips on pre-printed stationery monthly. This project should deliver a method for staff on the main payroll to receive electronic payslips and P60’s. Consideration should also be made on how this could be delivered for other payrolls and the impact this would have on support teams.
Approximately 17,000 paper P60s are printed, sealed and sent to home addresses each year.
Payroll print approximately 12,000 pay advices each month which are then fed through a pressure sealer. This project would allow all staff to access their pay advice online. The project should investigate and agree the most appropriate method for delivery while taking in to account access for staff, pensioners and casual payroll staff. Consideration is needed of the impact of the solution to HR and Finance teams to support the new process. Current suggestions are development of a MyEd channel providing links to the electronic payslip/p60, email to staff with a PDF attachment or via the Oracle self-service functionality. The delivered solution must allow staff to save or print as required.
This project would review and identify the best approach to delivering this functionality with one alternative to Oracle Self Service being that an application is built to access a the secured repository. This would remove the issue with passwords needing to be reset in Oracle as this should be EASE protected.
Payslips and P60's must conform to certain standards in order to be accepted for official purposes (e.g. for mortgage applications) and therefore if it is decided not to use the Oracle provided payslips then any alternative must meet the minimum requirements.
If the agreed method for accessing online payslips and P60’s is via Oracle self-service then the project should deliver a method to allow staff to request a password reminder or to reset the default password. This is to remove the impact to HR on the likely increase in requests for passwords to be reset.
Not all staff will be able to EASE or would not be able to access payslips online so an alternative method would need to be considered for such staff.
This project will save time and money and vastly reduce the cost of materials.
· Six staff in the mail room spend an entire day sorting the payslips each month and then they are manually delivered to each department. (estimated savings of 72 man days per year)
· There will be no need to post P60’s, estimated savings in excess of £6,120 per annum (17,000 P60’s with 2nd class postage estimated at 36p – however, postage to any overseas addresses would be more than 36p)
· There will be no need to buy blank P60 or payslips, estimated savings of £6,000 per annum (current costs of Annual Pay Advice Invoice - £5,590 and £1,785 for P60 annual invoice, less minimal cost for expected need to continue some paper payslips)
Remove the need for payslips or P60’s to be reprinted on request from staff.