Aceni helps Queen’s University Belfast automate the delivery of payslips

Queen’s University Belfast is a Russell Group university based in Belfast, offering a place of study and work to almost 25,000 students and more than 4,000 staff.

Background

Before the COVID-19 pandemic, the payroll team at Queen’s University Belfast delivered online payslips to a proportion of employees who had access to the University’s internal network using their in-house online portal. For employees who did not have network access, such as casual workers and pensioners, the payroll team had to purchase payslip, P60 and P45 stationery, and print, seal and distribute them from their offices in Belfast.

But when staff were asked to work from home due to the pandemic, the payroll team quickly needed a solution to securely print and distribute paper payslips remotely.

The solution

The team chose Datagraphic’s Aceni to automate the production and distribution of their paper payslips, P60s and P45s.

As a web-based software-as-a-service (SaaS) application Aceni can be accessed from any internet-connected computer, giving the payroll team the flexibility to upload payroll files for printing and mailing from home or wherever they need to work.

Initially looking for a remote service during COVID-19 lockdowns and home working, the payroll team have found Aceni to be a remote, robust, secure and cost-effective solution to printing, sealing and distributing payroll stationery.

Key benefits

The payroll team at Queen’s University Belfast have noticed several benefits since using Aceni:

• A more efficient and cost-effective process of producing and distributing payslips, P60s and P45s.
• Employees receive their payslips much sooner, as payslips uploaded to Aceni by 5 pm are printed and mailed the same day.
• A future-proofed service. Aceni can be accessed from any internet-connected device, so the payroll team can print and distribute pay documents remotely, removing the reliance on office equipment.

“The Datagraphic team have provided a first-class service throughout the procurement, implementation and delivery of the Aceni service.

They have been very collaborative and supportive to our payroll team, providing demonstrations and training when required.”

Michael Stevenson, Payroll Manager, Queen’s University Belfast