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Portals for payroll communications - Pros and cons ?

May 16, 2019

Have you been considering a better way to send pay stubs and T4s to staff?

Lets consider what “portal” means and then analyse the pros and cons.

A “portal” could be a web interface provided by your payroll system provider. Staff would have individual logons and perhaps have internet access or access via an in-house intranet. When the payroll run is processed, the pay stubs are available to the employees via the portal. No need for paper or emails. The portal may send an email to the employee whenever a new pay document is available.

The employee can also access their T4s. Sounds pretty good so far.

But unless you want staff to have a logon to your system forever, the portal would need to have a download service so employees could save or print their own pay stub and T4 copies for historical records.

What happens if an employee leaves? Well, they would need to download and store all their pay stubs, and you would need to leave them live on the portal until they will not need access to their pay stubs or T4. This could be for years.  So most companies still post out paper T4s to current and ex-employees. Often the mail cannot be delivered as the ex-employee has moved. Undelivered T4s are returned, emails and phone calls come in from ex-employees looking for their T4s.

What if an employee forgets their logon credentials? Most modern systems have auto password and userID resets, but users would probably still need to remember their employee ID number. Or they call the pay office and you reset it for them.

What if your company changes payroll system? This is a problem. If the portal is provided by the old system supplier, your current and past employees will lose access to old records. A big historical data migration project could work for current employees (who can get a new sign-on to a new portal), but ex-employees really are history.

What if there was a single portal that every Canadian can access, and your payroll system can easily connect to?

Payreq MyPay uses the Canada Post epost secure digital mail system to deliver and store pay stubs and T4s to employees all over Canada. epost is a secure portal that belongs to the employee, not the employer, and where all pay stubs and T4s can be delivered.

You can send out electronic T4s securely to your employee’s personal epost account even if they left 12 months ago and have moved house and changed their email address. No more returned mail, no more calls to resend the document because they never received it or lost it. epost stores documents for 7 years and is available to the employee 24x7.

Allowing your employees to receive all the documents in their secure epost account meets employer obligations to deliver these important documents securely … and instantly.

No new passwords, as epost is integrated with most online banking systems – if you already know your online bank password, you can register for and access your newest and oldest pay stubs and T4s from participating employers. Even if you left that employer 3 years ago. Or they changed their payroll system twice since you started.

Integrating payroll with Payreq MyPay is very easy and usually takes a non-technical payroll administrator less than a couple of hours.

Portals are good for other services for current staff like booking vacation or recording sick leave.

But consider the lifetime of pay records for future and past employees.  Payreq MyPay enables you to use epost as your enduring pay record delivery channel for both current and ex-employees.

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