Salary Slips: Are Hard Copies a Must, and What Are the Alternatives?

Hi,

I am working with a mid-size IT/BPO company, and every month, distributing salary slips to all the employees is a big task. Is it compulsory to issue hard copies of salary slips to employees? If yes, then under which law and which section? Can somebody forward me a soft copy of that law? What can be the alternative arrangement for this task? Can somebody guide me on this?

Regards, Deepak

Hi Deepak,

Hope you are crediting the employee salary in their respective accounts and you might be sending the payslips through mail. There is no law stating that you should give hard copies of payslip to employees. In this context, I can suggest something that will definitely reduce the time required for payslip printing and dispatching and help you organize the activity in a systematic manner. I can suggest an automated system where in each month you can input the information to be published to employees. Subsequently, all employees can see their payslips not only for this month but also view previous months. If you don't mind, please let me know the following information:

1. What is your current manpower status?
2. Whether your current payroll processing is automated.

Hi Sreekumar,

Thank you for your reply. We have around 350 people working with us, and most of them are our call center employees. Due to security reasons, they only have access to the intranet, and printer access is not provided. Every month, we directly deposit their salaries into their bank accounts and send them soft copies of their payslips. While non-BPO employees can print them at their convenience, BPO employees cannot, so we have to distribute the payslips manually.

We handle our payroll in-house and do not outsource it. We use payroll software for salary calculations and sending out payslips. I hope my position is clearer to you now. Please advise.

Regards,
Deepak

Since you are not permitting employees to access the internet and printer, there is no other option except sending payslips to their respective emails.

Also, you can do one more thing. Provide 1 or 2 PCs with internet access somewhere in the cafeteria or reception with a printer so that employees can check their emails there and take printouts.

Dear Deepak ji,

The salary slip for issuing to employees is a statutory requirement. Therefore, you must follow the relevant act accordingly. If your firm is covered under the Shops & Establishment Act, the salary slip should comply with that act. If your firm is covered under the Factories Act or Standing Orders Act, you must adhere to the regulations of those acts. It is mandatory for the employee to be aware of their salary particulars every month. This information is confidential, so it must be maintained as such.

In our company, we place one copy of the pay slip in a cover and distribute it through the 'Mail Room'. The second copy is retained by the employee as proof of acceptance in the same cover, which is then personally handed over to the payroll section collection box. If the sales personnel use their routine courier services, the papers will be distributed accordingly.

If my understanding is correct, please proceed accordingly.

Regards,
PBS KUMAR

Hello all,

As far as I am concerned, issuing salary slips to provide evidence is essential. You should not be allowed to make manual errors as it is for the organization's improvement. Some companies distribute salaries in hard cash, which can lead to mistakes such as miscalculations. Therefore, I suggest that having a salary slip is necessary for accuracy.

Issuing salary slips falls under the HR department or the accounts department?