How do I email payslips to my employees?
From Catalyst
Contents
Summary
This article explains how to configure your system to email a password protected PDF payslip to your employees.
 | This facility is only available for use on Windows 10 and Windows Server 2016 and above PCs. |
 | This option is included as standard in the update to your Platinum system for the tax year starting April 2022. |
More Information
If you wish to email your employee's payslips please follow these steps:
- Ask all your employees for their email address and a password to apply to the encrypted payslip. They must remember this as it is not possible for you to view their password or to open the document if they forget what they have set it to!
- Amend your Payroll settings to add the email payslip report to your end of period menu.
Employee Configuration
Go to " Payroll PayrollMaintenance Add or Edit Employees".
- Click [List] to see all your employees.
- Select an employee and click [Edit].
- Enter the "Email" address to which they wish their payslip to be sent.
- Enter a "Password" to apply to their PDF document. They will need to enter this when opening their payslip.
- Click [Done] and [Accept].
| If an employee does not wish to receive their payslip by email you should leave the email field blank. The system will print their payslip as normal. |
Payslip Configuration
- Go to this article and follow the steps to add 'System' reports '~FP.PR' and '~FQ.PR' to your end of period menu.
- Remove your current payslip report to avoid confusion.
| It will be important that you do not use the <Alt+P> option when producing your period end reports. If you choose to override the output for your reports e.g. to save files to PDF, the email option will not be able run. |
| If you find you are needing to change the output of your period end reports, use the steps in this article to amend the default output option for the relevant reports. Please note '~FP.PR - Full Payslip - Print Output' should default to '01'- default printer or '92' - PDf output and '~FQ.PR - Full Payslip - Email Output' should default to '87'- PDF to email (password silent). If in doubt please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for assistance. |
Emailing Payslips
Follow this article to produce your reports at the end of a payroll period.
- When producing the payslips you will be prompted to enter the employee range. You may leave this blank to produce all payslips for those included in the pay period.
- The 'Full Payslip - Print Output' option will print all payslips to your printer or allow you to save them as a single PDF file. You can then save this file and choose to print individual pages if required.
- The 'Full Payslip - Email Output' option will produce in effect a page per employee. It will email those with the email address and password set else will print to your default printer for you to issue in person/by post.
See also
- How do I run a payroll period?
- How do I run reports at the end of a payroll period?
- How do I close a payroll period?
- Overview of standard payroll reports
