Transitioning Payslip Printing: Do We Need to Notify Authorities Under Labor Law?

Dear All, We are providing workers with payslips printed on a dot matrix printer. Recently, we have been experiencing difficulties in acquiring printing materials and service for this printer as it has become obsolete and redundant. As a result, we have decided to transition to a new printer that will print the payslips on A4 size paper. With this change, only the layout will differ, while the salary components and deductions will remain the same.

Question on Labor Law Requirements
My question is whether it is mandatory, according to any prevailing labor law, for us to inform the appropriate authorities of this transition.

Dear Vishnu, A salary slip serves as proof of income and is a legal requirement for every employer. While it is necessary for employers to issue salary slips to their employees, please note that it is not mandatory to provide printed slips. You can share them via email on a monthly basis, which is a common practice among many companies. Alternatively, you can directly share them through HRMS or attendance software.

Thank you.

As long as the employment details, salary components, and deductions are available in the payslips, there is no non-compliance. Therefore, there is no need to inform the labor authorities. At the same time, if you are sending soft copies of the payslips to your employees, approval should be obtained from the appropriate authorities. Though we are using electronic registers, reports, etc., these are required to be authenticated. In many states, even administrative directions permitting soft forms are not available. However, the authorities won't question it.