Online Payslips: an employer's guide

Before you set up your employee access to online payslips you need to:

• Log in to Sage Payroll as the user registered as the business owner. Only this use has access to the employer options for online payslips.

• Have a valid email address for each employee you invite. They get an activation email as part of the process.

• Have a valid National Insurance number for each employee you invite.

To set up online payslips:

1. As the user registered as the business owner, log in to your Sage Business Cloud Payroll account

2. From the dialog box in the bottom right-hand corner of the Summary screen. Select Find Out More.

   

   You’ll then see an overview of how the feature works.

3. Select Set up Online Payslips.

   

4. Read and accept the Sage HR Terms and Conditions.

To invite your employees:

1. Select Go to Invite Employees

2. Select the check boxes for each employee you want to access online payslips.

3. Select Invite to Online Payslips then Continue.

   

   The next time you complete your pay run, payslips are automatically published for those employees.

After you have set up online payslips, they automatically generate when you complete a pay run. To see your employee's online payslip and P60 information:

1. From the Summary screen, select View Online Payslips.

   

2. Select any of the employees in the list to see a history of their payslips and P60s.

3. Select any of their payslips or P60s to see them in more detail.

You can also download the payslips and P60s, either all at once or individually.

To resend an employee invitation:

• From the Employees tab select Pay Document Preferences then Resend Invitation.

  The invitation email expires after 24 hours.

  

To change an employee's email address:

1. Log into Sage Payroll as a user with administrator access.

2. From the employee record, to disable their current email address, select Remove Access.

   

3. Enter the new email address and select Send Invitation.

   

If an employee leaves the business and you no longer want them to have access to Online Payslips:

• From the employee record, select Remove Access.

If you make a correction before you publish online payslips:

• The corrected payslip is automatically published as normal.

If the publish date has passed, when you finish making the correction:

• Republish any payslips that have changed.

To do this:

• From the Completed Pay Run screen, select Publish Payslips.

  This uploads the corrected payslips and overwrites the existing ones.

  

After inviting your employees, they receive an email from [email protected]. The email contains a link to access their payslips and P60s. Once logged in, your employees can watch a two-minute video to see how to use the feature.

The main area shows a breakdown of your employees’ pay. There’s also an option to view the most recent payslip in more detail.

Employees get an email each time a new payslip is available.

Your Sage Business Cloud Payroll support subscription includes the following usage limits.

The limit applies per company, and historical payslips are not included in the usage.

If you need more than the maximum usage per month, please contact our Sales team to move to the next employee tier.

If you already use more than the fair usage limit, we’ll contact you to discuss your options.