Is Emailing Salary Slips a Safe and Eco-Friendly Move for Our Company?

Hello,

I had a query regarding the issue of sending the salary slip to employees every month. We are a software company and are considering emailing every employee their salary slip, i.e., a soft copy instead of a printout. Currently, the salary slip we provide clearly states that it is a computer-generated document and does not require a stamp or signature.

I believe that if an employee wishes to alter the details of their salary slip, they could do so even with the hard copy that is signed and stamped. Therefore, what is the harm in sending a soft copy of the salary slip via email to employees each month? Additionally, by providing a soft copy, we can save paper, which is essential in today's world and aligns with corporate social responsibility initiatives.

I would appreciate it if you could provide insights on this matter.

Regards, Varsha

Hi Varsha,

This is a very valid concern. You can provide the soft copy by email, but only in a printable format. You have to ensure that no one can amend this. If needed, others can make changes from outside as well. However, from a management perspective, you are protected.

Best regards,
Ullanat.

Just add this line at the end of the payslip: "This being a computer-generated payslip, no signature required."

Use mail merge with Word and Excel where you can send three types of formats like Word, plain text, and HTML.

Regards

Dear Varsha,

Greetings for the day :)

I have a better suggestion for you. Why don't you use a format converter? You can create a salary slip in Excel or Word, but when you want to send these copies to employees, just use a format converter to convert them into PDF format. This way, there will be no possibilities of amendment.

I hope this can resolve your problem.

Hi Varsha,

The concern you have is one that most HR managers have. Whatever you try, there is no way you can stop a person from changing or altering the electronic salary slip, even with PDF or any other document. A simple screenshot and modification with MS Paint, and you can do anything. There is no way you can stop this. If the person does submit the pay slip to another company, they should verify it with the issuing company. If you can use free PDF converters like Cute PDF Writer or others and send it as an attachment.

All the best,
Frank
Email: frank@intellisol.in
Website: intellisol.in (link updated to site home)
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Hi Varsha,

All is right. We always provide them in PDF format. Although it can be amended, it requires a lot of effort, so not everyone will do that. Exceptions are always present in every case; technology can be hacked in many ways. Therefore, don't overthink it, but use only printable formats, not Word or Excel formats, which are easy to edit.

Hi Versha,

Have trust in the employees. In my company, we have been using it for the last 6 years without any disclaimer. It's on the internal website, accessed by a personal password for one's own salary slip.

There is no issue involved in providing salary slips through email. This, in turn, enables centralization of salary preparation and simultaneously sends it to employees located anywhere in the world.

(Rajiv Ranjan)

Dear,

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RIFFAT

We used to convert to PDF and send it to our employees. As mentioned by Mr. Kapil of Siemens, Nishu, and others, it is always better to send it in PDF rather than in Excel or Word.

There is no harm in giving a salary slip in soft copy. Nowadays, all major companies are doing the same, and wherever SAP is available, they are generating it in SAP.

Kapil

Please find the same wherein I have changed the values. This is the standard format of a slip, which most well-known companies worldwide use.

Hi Varsha,

I am also working in a software firm. How did you prepare the salary structure? Please guide me. What percentage should be deducted from the basic salary to give HRA, Conveyance, PF, PT, ESI?