FAQs
Answers to Epay questions we’re regularly asked.
Have another question(s)? You can get an instant answer (from a human) using our live chat on this screen or contact us by phone.
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What is Epay?
A secure online portal that presents past and present employee documents in one place, Epay offers employees quick and easy access from any device, any location and at any time. What’s more with the option to automate the printing of documents for employees that can’t access online, Epay brings with it an unrivalled multi-channel experience for everyone.
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How quickly can Epay be up and running?
With Epay there are no lengthy software change projects and no capital costs, so you can be up and running in weeks and seeing results in as little as 4 months.
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What documents can I present online with Epay?
You can present any employee facing document online via Epay. Here are some examples: payslips, P60s, P45s, P11Ds, timesheets, reward statements.
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Can you help communicate to employees about the move to online payslips?
We have resources available for our customers to help them communicate to employees about the move to online payslips. For example we have email, text and letter templates, posters and short video demonstrations.
We can also provide advice on how other organisations have successfully communicated to their employees about using Epay.
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When employees leave how long do they have access to their online payslips?
Most of our clients tend to opt for a 90 day period. But this is flexible to suit your organisation and your GDPR requirements.
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Can employees save and print their payslips?
Yes. Whether you opt to present payslips via a PDF or an interactive webpage (HTML), employees will be able to print the information. But, if employees do this, we encourage them to keep the printed copy in a safe place.
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Can Epay be accessed by employees who work in different countries?
Epay can be accessed from any location in the world at any time where the employee has an internet connection.
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Will mortgage providers/banks accept epayslips as proof of income?
Yes. Most mortgage providers and banks accept epayslips as proof of earnings without employees having to print a copy.
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Can we present payslips online before pay day?
Yes. You can upload your payroll file and choose to present payslips whenever you are ready to. Employees will instantly receive an email or text notification to let them know the new document is ready to view.
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How much does Epay cost?
Epay is not an out-of-the-box solution, it’s configured for your needs and budget, so we don’t have fixed prices. But to give you an idea of the costs and the savings that can be achieved we’ve provided real examples of Epay projects on our Epay Pricing page.
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Do you charge licence fees?
No. You only pay for the documents you upload and print: not the number of people using Epay.
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How secure is Epay?
Very secure. Employee data and documents are uploaded over pre-agreed secure connections. The information is then securely hosted at our UK data centres and/or printed and mailed from our ISO27001 accredited and GDPR compliant UK production centre.
To access their pay documents, employees have to login through a two-level process. There is also strict access levels for administrators.
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Where are your servers located?
All data we process is hosted securely in the UK.
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How long can employee data be stored for?
As per the GDPR, employee data should only be stored for as long as is needed for processing.
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Can you take files from any payroll system?
Yes. We have worked with countless different payroll systems over the years. For example, SAP, Midland HR, Northgate, Sage Snowdrop KCS, ADP. The list goes on.
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How do you identify which files need to be printed and which are to be presented online?
We agree with you when implementing Epay how to flag the data for our systems to recognise the correct distribution channel, whether that be print or online.
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How do employees know when there is a new document to view?
We deliver notification emails or text messages directly to your employees to alert them when a new document is ready to view online.
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Can we email payslips?
We don’t believe email is a secure channel of communication. That’s why we use it for notifications and alerts, but will never attach an employee facing document that contains sensitive personal data.
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Can employees view Epay on a mobile device?
Yes they can easily create a shortcut on their device home screen, which opens the Epay web link. We have video guides to show employees how to do this.
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How long does it take to upload a payroll file?
Payroll files can be uploaded within minutes. Even large payroll files can be uploaded in less than 15 minutes.
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Can employees access epayslips through single sign-on?
Yes. In fact we have a number of clients that use Epay this way. Many choose this method to encourage employees to visit the benefit and reward platform, or self-service portal.
