This feature allows you to customise pay slips generated for your employees.
The settings for pay slips can be accessed via Payroll Settings > Business Settings > Pay Slips.
N.B. The legacy pay slip format was retired on 10 September 2019.
Business Logo
You are able to upload an image to use as a logo on your pay slips. To do this:
- Click on "choose a logo";
- Click on "select file" when the popup appears;
- Browse your computer files and select the applicable image;
- Click on "confirm upload.
Note: Images must be .gif, .jpg or .png, and we recommend dimensions of no larger than 150px by 350px.
Once a logo has been added, you'll also see additional options to 'choose another logo', or 'remove logo'.
Section Visibility
These options allow you to control which information is displayed on employee pay slips:
- Show job title / classification - shows the employee's job title
- Alphabetise pay categories - option to display pay categories in alphabetical order
- Show base pay rate - shows the employees base hourly rate
- Show hourly rate for annual earnings - if an employee is paid an annual rate, and this setting is turned on, it will show the hourly rate on the pay slip, in addition to the annual rate.
- Show leave accruals - show or hide leave accruals on employee pay slips
- Show employee id - show or hide the id number that is automatically generated for the employee by the payroll system
- Show employee external id - show or hide the id number that's been manually assigned to this employee by the payroll administrator
- Show line notes - show or hide line notes on employee pay slips. An example of "line notes" is the detail from a timesheet line that shows the date and start/finish times (disabling this will not hide pay slip notes)
- Show location in line notes - show or hide location in line notes on employee pay slips.
- Employees must log in to download pay slips - if this is ticked, employees will need to log in to the employee portal when they click on the pay slip download link otherwise they won't be able to access their pay slip. We recommend you tick this setting ONLY if the business provides ALL employees with portal access.
N.B If you are wanting to hide the units on a pay slip you can change this setting from within the pay category itself:
Custom email notification template
Users are able to perform 2 separate functions as part of the email notification template, and these refer to the information that is shown within the email that employees are sent to inform them that their pay slips are available:
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From email address: this allows you to specify the 'from address' that the pay slip email notifications are sent from. This is handy when employees want to reply to their pay slip with questions or queries regarding their pay. N.B: Due to the sensitive nature of payroll information that will potentially be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in this field. More information can be found here.
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Custom message: This message will appear in the pay slip notification emails (not the pay slips themselves). If you would like to create a custom pay slip notification, click the 'edit' option as shown below. This is an example of the default text we provide:
Once in 'edit' mode, you will then see all the available options you can use to customise the pay slip notification email.
Text options
The text area is fully editable and you can delete any or all of the default text in order to create your own custom message. N.B. There must be some text entered. The system will not allow you to save the page if no text exists. The functionality also allows you to use the rich text editor for effects such as bold, italic, to add links, etc:
Placeholder options
Where you see {{ }} in the template, this means that a “placeholder” has been selected and will populate the email with the relevant detail, depending on the placeholder name within. Within the text editor, it will look like this:
To use the ‘placeholder’ feature you can click on the 'Add placeholder' option and you will see a drop-down menu with all the available choices. These have been listed in order of when they will likely be used in the template:
- First name - as shown on the employee details page
- Last name - as shown on the employee details page
- Preferred name - as shown on the employee details page
- Business name - as shown on the business details page
- Legal name - as shown on the business details page
- Pay run paid date - the date the pay run will be paid
- Pay period start date - the first day of the pay period
- Pay period end date - the last day of the pay period
- Today’s date - this will populate with the date the notification email is sent. Eg - if the pay run is processed on the 23rd Sept, but the notifications are scheduled to be sent on 24th Sept, the {{TodaysDate}} field will populate with 24th Sept.
If you would like to replace some text with a placeholder, or change the placeholder that is currently set, you will need to highlight the area that you wish to replace (if you are replacing an existing placeholder you need to include the {{ }} brackets when you highlight the text). Once the text is highlighted, click on 'Add placeholder' and select the relevant option. For example, if you want to change the business name to show the legal name instead, you would highlight {{BusinessName}} within the text, and then select 'legal name' from the placeholder options. Once you do that, {{LegalName}} will replace the text:
Once the required changes have been made you can see a preview of what the email will look like by clicking on the ‘preview’ option. N.B. This does not save the template. You will need to click on the 'save' option if you wish to save the changes:
If you would like to rest the template back to the original (i.e. no custom message) you can use the 'reset default' option. N.B. this will delete any custom text you had added. This includes any existing messages that have carried over to the new template.
What will be in the email the employee receives?
There are a couple of business and employee level settings that will affect which links appear in the employee’s email notification. This is in relation to the ‘Download your pay slip now’ & ‘Log in to the employee portal to view all your pay slips’ options. These settings include:
- Has the employee been granted employee self service access?
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Payroll settings > Pay slips page, specifically, the ‘Employees must log in to download pay slips’ enabled or not setting. If this setting is enabled, they must log in to download their pay slips. They will not have the option to download the pay slip via the email. If the employee has employee self service access, WorkZone links will appear in the email.
If that setting is not enabled, employees will have the option to download their pay slips straight from the email.