Online payslips – Complete introduction to online & electronic payslips for UK employers

Last checked and updated on 12 May 2022

Are you an employer in the UK? If so, you may be wondering about online payslips and electronic payslips. What are they? How do they work? And most importantly, how can they benefit your business? In this blog post, we will answer all of your questions and provide you with everything you need to know!

If you’re interested in implementing online payslips in your business, keep reading for a detailed guide on how to get started. In this guide, we will cover everything you need to know, including:

  • What are online payslips?
  • How do online payslips work?
  • The benefits of using online payslips
  • How to set up online payslips in your business

So, what are you waiting for? Let’s get started!

What are online (or electronic) payslips?

Online payslips are a type of electronic payslip that allows employees to view their pay information online. They are becoming increasingly popular in the UK, as they offer a number of benefits for both employers and employees. Online payslips are a feature of many payroll software products and payroll services providers.

For employers, they provide a secure and efficient way to manage employee pay information. They also make it easy to distribute payslips and provide employees with instant access to their pay information.

For employees, they offer a convenient way to view their pay details, as well as the ability to print or download their payslip for their records.

What rules to UK employers have to follow regarding payslips?

All UK employers must comply with the following payslip rules:

  • Your employees must receive a payslip for each pay period, even if they’re not working that week
  • The payslip must include the employee’s gross pay, deductions, and net pay
  • Payslips must be issued on or before the date of the payment

How often must an employer provide payslips?

Employers must provide payslips on or before the date of payment. This means that you must issue your employees’ payslips no later than the date they are paid.

How do online payslips work?

Online payslips work by allowing employees to view their pay information online. This can be done either through a secure website or an app that is specific to your business.

Once employees have logged in, they will be able to see their pay details for the current and previous periods, as well as any deductions that have been made. They will also be able to print or download their payslip for their records.

The benefits of using online payslips

There are a number of benefits to using them in your business, including:

  • Security – Electronic payslips offer a more secure way to manage employee pay information than paper payslips. This is because they are password protected and can only be accessed by employees who have been given permission.
  • Convenience – Employees can access their pay information online at any time, from any device. This makes it easy for them to view their pay details, print or download their payslip, and submit expenses claims.
  • Efficiency – They are a quick and easy way to distribute payslips to employees. They also make it easy for employees to view their pay information and submit expenses claims.

What are the disadvantages of online payslips?

While online payslips offer a number of benefits, they also have a few disadvantages:

  • Not all employees have access to the internet – Some employees may not have access to the internet or be able to use electronic payslips. This may make it difficult for them to view their pay information or submit expenses claims.
  • Cost – There may be a cost associated with setting up and using electronic payslips. This will depend on the type of software you use and the number of employees you have.

Are online payslips cheaper to provide than paper payslips?

There is no definitive answer to this question as it will depend on the type of software you use and the number of employees you have. However, online payslips are generally cheaper to provide than paper payslips, as there is no cost associated with printing and distributing them.

Top 5 online payslip providers

There are a number of online payslip providers to choose from, including:

How to set up online payslips in your business

If you’re interested in setting up in your business, here is a guide on how to get started:

How to set up online payslips

  1. Research payslip software providers

    The first step is to find a software provider that meets your needs. There are a number of providers to choose from, so do your research and compare prices before making a decision.

  2. Compare features and choose a solution

    It’s important to note that not all providers offer the same features, so make sure you choose one that meets your business’s needs. For example, some providers allow employees to view their payslips online, while others provide an app that can be used to access pay information.

  3. Provide employees with login information

    Once you’ve chosen a provider, the next step is to set up an account and provide your employees with login details. You will then need to enter your employees’ pay information into the software, which will automatically generate their payslips.

  4. Enter payroll data into the system

    Then, you need to enter your employee details into the software. This includes their name, address, and National Insurance number. You will also need to choose a payslip template that meets your business’s needs.

  5. Test and check to ensure the system is working accurately and correctly

    The final step is to test the software and make sure it is working correctly. Once you’re happy with it, you can start distributing payslips to your employees.

How to submit expenses claims with electronic payslips

If you’re using online payslips in your business, you may be wondering how employees can submit expenses claims.

The easiest way to do this is by providing them with a link to an online expenses form. This will allow them to enter their pay information, as well as the details of the expense claim.

Once the form is filled out, the employee can submit it and the claim will be processed automatically.

If you have any questions about setting up online payslips in your business, your software provider should be able to help.

So, now you know everything you need to know about online payslips! They offer a number of benefits for both employers and employees, so why not give them a try in your business?

Frequently asked questions

How often do employers have to provide online payslips?

Employers must provide payslips on or before the date of payment. This means that you must issue your employees’ payslips no later than the date they are paid.

What information needs to be included in an online payslip?

The payslip must include the employee’s name, address, national insurance number and PAYE reference. It must also list the gross pay, deductions and net pay for the period.

Can employees access their payslips from anywhere?

Yes, employees can access their payslips from anywhere in the world as long as they have internet access. They can view, print or download their payslips for their records.

Are there any disadvantages to using online payslips?

Yes, there are a few disadvantages to using online payslips. Not all employees have access to the internet, so they may not be able to view their pay information or submit expenses claims. There may also be a cost associated with setting up and using online payslips.

What type of software should employers use for online payslips?

There are a number of different types of software available, so employers should choose one that best suits their needs. There are a number of providers who offer online payslip systems, so employers can find one that offers the features they need.

How do employers distribute online payslips?

Employers can distribute online payslips to employees by email or through a secure website. They should also monitor the system to ensure that everything is running smoothly.

What happens if an employee loses their payslip?

If an employee loses their payslip, they can access their payslip history from the online payslip provider. This will show all the payslips that have been issued to the employee. They can also print a copy of their latest payslip if they need it.

How do employers change or update employees’ details on an online payslip system?

Employers can update employee details by logging into the online payslip provider’s website. They can then amend the information as needed. Employees will be notified of any changes that have been made to their payslip.

Are there any costs associated with using online payslips?

Yes, there may be a cost associated with setting up and using online payslips. This will depend on the provider chosen and the features required. Employers should contact their chosen provider for more information.

ⓘ Compare prices?

Important – The information provided in our articles is intended to be for general purpose use only, and not advice for you or your business. We strive to publish accurate information, but encourage you to fact-check and seek expert guidance. We recommend that you always speak to a qualified professional to get advice about how to operate your business under your specific requirements and circumstances.