Payslip checks: compared with the agreement and delivered encrypted
Your payroll provider calculates the payslips. An agent splits them, compares them with your collective agreement, prepares the payment and delivers each one encrypted to its owner. A person approves the payment.
The problem
“The payslips have arrived.” That email starts a whole afternoon: splitting out each person's payslip, checking it is theirs, protecting it, sending it and preparing the transfers one by one. Nobody compares them with the collective agreement, because there is no time.
It happens in any company that gets its payslips from an external payroll provider. The bigger risk is not the time. It is a payslip landing in someone else's inbox, or a transfer going to an account that somebody changed by email.
How it is done today
Every month, someone opens the provider's PDF, splits it by hand, puts a password on each piece and emails it. Then they type each person's amount into the bank while looking at the payslip. If an allowance was not updated with the agreement's pay tables, the affected person finds out, months later.
It is work where a small mistake is serious, and it is done in a hurry because people have to be paid.
How we solve it
- It finds the provider's email with the month's payslips in your mailbox and shows you the date and the attachments.
- It splits out each person's payslip by their ID number, never by name. If a page turns up that it cannot assign, it stops.
- It checks each payslip against your collective agreement and the person's record: grade, salary and allowances from the pay tables, working hours and workplace. It shows you what does not match and leaves the email to your provider as a draft.
- It reads the net pay on each payslip and presents the plan: person, amount, total and payment date, with warnings if an amount has changed more than usual or someone is missing.
- With your yes, it prepares the bulk transfer request at the bank. It does not approve it: the request waits for whoever holds the signature.
- It encrypts each payslip with its owner's password and leaves it in their private folder.
- It checks that nobody else can see each document. If anyone else could, it removes it and says so.
Result
0payslips sent by hand
In our own company no payslip is sent by hand. Each person finds theirs in their private folder, encrypted, and whoever pays only has to review the plan and approve one request.
What it takes
Timeline
It depends on two things: how your payroll provider sends the payslips and where you want each person to collect theirs. With both settled, the first month runs in parallel with your current way of doing it. The exact timeline comes out of the assessment.
Data and access
Read access to the mailbox your provider writes to. The list of people with their ID number and their bank account for salary. Your collective agreement's pay tables. Permission to create transfer requests at the bank, without permission to approve them. And a private folder per person where payslips are published.
Your tools
Your email, your bank and the place where your team already finds its documents: an intranet or a storage service with per-person permissions. Your payroll provider keeps sending the payslips as it does now.
How it is built
Splitting, assigning, encrypting and publishing are done by deterministic programs with their own tests. A payslip is assigned by the ID number inside it. If the provider sends it encrypted, the program also checks that the only ID inside belongs to the person who can open it.
The salary account always comes from the company's own list of people, never from the PDF or an email. If the account shown on the payslip does not match, it is treated as possible fraud: no payment is prepared for that person and it is confirmed by phone.
Only one bank operation is used: creating the bulk transfer request. Approving, declining and every other operation are not allowed in the integration.
Each payslip is encrypted with a password unique to its owner, stored in a keychain and never passed through the conversation with the model. Publishing is refused if the PDF is not encrypted or if, after upload, anyone else can read it. In our company the destination is the intranet, built on Liferay.
Nothing is done twice: if the month already has its request or a document is already published, that step is not repeated. People's PDFs only exist in a working folder that is deleted at the end.
Frequently asked questions
Does the agent pay the salaries?
No. It prepares the transfer request at the bank. A person approves and signs it, in the bank's app.
Does it calculate or correct payslips?
No. Your payroll provider calculates them. The agent compares them with your collective agreement and each person's record, and warns you about what does not match so you can raise it with the provider.
Who can see each payslip?
Only its owner. It is published encrypted in their private folder and, after upload, the agent checks that nobody else has access.
Does it cover bonus payments and final settlements?
Today it prepares the ordinary monthly payslips. Bonus payments and final settlements are still done by hand, and the agent says so when it finds one.
What does Julditec do?
We implement the agent, adapt it to your company, train your team and maintain it. The day-to-day work is done by the agent; reviewing the plan and approving publication stays with your team.
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