Tag Archives: Payroll Printing

EPayslips. To 'E' or not to 'E' that is the question

As a solution provider it is our aim to provide customers the right solutions that best fit with the strategy of the organisation. Internet connection

In this post, Print, digital and the environment I discussed the importance of consultation with customers and employees when it comes to considering electronic methods of communication rather than simply dismissing paper as a means of communications.

Where can epayslips fit in and should I be considering them as an alternative to paper slips?

E-solutions and e-comms are developing at a fast rate and at some point during our working day we are likely to receive some form of e-communications whether it is a reminder that our mobile bill is ready for collection to a newsletter or an electronic invoice sent from one of our suppliers.

Online accessibility of information through the use of tablets to iphones has made it significantly easier to view your payslips or any other document online. The widespread availability of apps means that often there is a mobile version available to view.

Part of Digital Print Management’s services are outsourced payroll printing.

Some companies outsource their payroll functions and manage the distribution of payslips internally, others outsource the complete payroll process but retain control of a portion of their payroll processing like their pensioners.

Epayslips aren’t for everyone and there is a certain degree of comfort in receiving that monthly piece of paper that says I’ve been paid.

e-payslipsIn this example paper slips are generated monthly and posted out, epayslips would not work for the simple reason the company knows its aged employees well has surveyed them regarding migration to epayslips and the overwhelming response was a preference for a paper payslip.

Old dogs die hard – old habits are difficult to change.

What options are there for epayslips?

Standard online epayslips have low adoption rates. In comparison ‘push’ delivery of epayslips increases the recipients adoption of paperless documents.

Emailing payslips (or using a push service whereby the payslip information is pushed to the employee via the sender, sent either as an encrypted PDF attached to an email or embedded within the email) you can read more about pull e-services here.

The traditional ‘pull’ process is convenient for the sending organisation but cumbersome for most recipients. Senders ‘deliver’ their epayslips electronically by loading them on a website and then sending an email notification to recipients.

What are the advantages of ‘push’ and ‘pull’ epayslips

If you take a look at my slides and they highlight the advantages and disadvantages of the options available.

[slideshare id=36673825&doc=e-payslips-140706103558-phpapp01]

Many of Digital Print Management’s customers use a combined print, push/pull distribution of payslips which works very effectively.

Every organisation is unique and is restricted or enhanced by its payroll software.

Ultimately the epayslip model chosen is often determined by the strategy of the HR and/or Payroll department, the types of employees from weekly, monthly and from young to old will also determine the successful take up of epayslips.

But, there is no reason why the use of paper payslips and epayslips can’t co-exist in our working environment.

Whether it is E-statements, E-billing the same process detailed above can be applied. The key to successful uptake is understanding your employees and customers to ensure a timely and effective transition to E-documents.

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6 great tips on why SME's should outsource!

Outsourcing

I ‘m a strong advocate of the benefits that can be enjoyed by outsourcing a component of your business whether its print, payroll, billing I.T or customer services to the outsourcing of a complete department of an organisation as long as it’s a strategic fit for the company and there is utmost transparency in the way an organisation manages the process.

Traditionally when people think of outsourcing they associate it with big corporations who have the infrastructure and the resource to benefit from a large scale re-deployment of one of their business components.

But this is not the only way that outsourcing can be used effectively. Small to medium businesses can use outsourcing to their advantage. Sections 382 and 465 of the Companies Act 2006 define an SME that has a turnover of not more than £6.5 million, a balance sheet of not more than £3.26 million and 50 employees; a medium sized company with a turnover of not more than £25.9 million, a balance sheet of £12.9 million and 250 employees.

I’ve talked about the benefits of outsourcing in the past with particular reference to payroll and billing here!

The same principles can be levied for any business component you are considering.

why its good to outsource

6 great tips on why companies should outsource

Here are 6 things to consider when outsourcing:

  1. What business aspects are you struggling with? Where can your company outsource to make cost savings and streamline the organisation processes for example it might be marketing, web design, payroll printing, invoice processing/printing. All of which are important to a company but are time consuming and manually intensive.
  2. Outsource as much as you can but not the core elements of your business after all that was the main reason the business was established unless it’s some manufacturing element that you are considering.
  3. Dont be afraid to use the same company for many different things the more services that an outsource provider does for your business in relation to outsourcing the more you are likely to see volume savings. In the same way you see in the supermarket buy two get the second for free. If you are looking to automate your accounts systems such as AR/AP or outsource your invoice processing/printing make sure the provider can manage the distribution element for example you may print, mail and electronically send your invoices so make sure that the company you choose can manage this process for you and more importantly they know what they are talking about and can demonstrate success criteria.
  4. Investigate the market place and evaluate who you think best accommodates your requirements. Don’t think short term, think medium term at least otherwise if you get it wrong it might be painful to get of and you may well end up by repeating the exercise again six months down the road.
  5. Don’t be swayed by the cheapest option or choose on price alone if you do you will shoot yourself in the foot. There isn’t such a thing as a free lunch! When you see something cheap what’s the first thing that springs to mind “what’s wrong with it?” or “that sounds cheap”! “What does everyone hope for but rarely gets? A great deal?” You get what you pay for and often a company that offers a service cheaply is trying to win your business with a view to a serious price hike three months later or they haven’t understood your requirements. In which case you will find yourself in trouble and the cheaper service could have a detrimental effect on your business. Can you afford for that to happen?
  6. Finally, know what area or business function of the business do you want to outsource? Why do you want to outsource? Be realistic about your expectations. Set a time limit to achieve your objective and most importantly work with a company that has the expertise and knowledge and can offer sound, impartial advice!
Digital Print Management are leading advisors in the outsourcing process. We are committed to ensuring our customers get the right solutions for their business which in turn results in cost and efficiency gains.

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Why Outsource Your Payslip Printing?

 

There are many benefits for a company considering outsourcing its payroll processing and printing.

Businesses face enough challenges on a daily basis and being able to streamline some of the internal processes is advantageous. One of the key areas is by outsourcing either payroll processing or payroll printing, or both because it affords the following benefits:

  • Cost reduction
  • Reduces the workload of the payroll department
  • Reliability – outsourced payroll processing and printing will speed up the process providing paper and electronic distribution of payslips
  • Expertise in payslip printing – assuming you select the right service provider
  • Flexibility to meet your needs over time and as the business grows
  • Speed and accuracy using pressure seal mailers
  • As the payroll is processed offsite there are no concerns with data integrity or data protection
  • Allied to the above are the provision of a full disaster recovery facility which means that your payslips will be processed and your data will remain totally secure
  • There is no expensive in-house I.T as expertise is provided by the incumbent supplier

How do you choose the right partner?

  • Do they have ISO27001 and can demonstrate secure processes and procedures?
  • Expertise – how knowledgeable about payroll systems and software is the service provider?
  • Can data be accepted from more than one source i.e. multi-files, multi-channels, multi-locations?
  • What mailing or distribution options are available by your managed service provider i.e. mailing, return to head office, electronic to email or online payslips
  • Offer the flexibility to meet your specific needs?
  • Can they demonstrate excellent customer service?

Find out more about payslip printing at Digital Print Management or call us.

Please call us if you are thinking about outsourcing your payroll printing and would like independent and free advice or email us.

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