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Emailing Employee Paystubs

Overview

ProPay allows you to email paystubs directly to employees as password-protected PDF attachments. This feature saves time and paper while providing employees with secure digital access to their paystub information.

How to Email Employee Paystubs

  1. From the ProPay Main Menu, click E-Mail.
  2. Select Pay stubs.
  3. Select the pay date and click OK.
  4. At the next screen, select which paystubs to email (any or all employees who have a valid email address).

Prerequisites

Before you can email employee paystubs, you must:

  1. Set up email parameters
  2. Enter each employee's email address in the system

Setting up email parameters

If you are already emailing other reports to your clients, the email parameters are already set up. Otherwise, review the Email Overview help topic.

Setting Up Employee Email Addresses

Employee email address

Enter the employee's email address in the Employee Edit screen.

Password

All paystub PDF attachments are password encrypted for security purposes.

The employee password may be entered in the Employee Edit screen. If left blank, the program uses the 4-digit employee number as the password.

Password management with ProPay Web

For employers who use the Employee Self-Service option of ProPay Web, the employee may change this password at any time through the web portal.

Security Features

  • Paystubs are sent as password-protected PDF files
  • Each employee needs their password to open their paystub
  • Passwords can be customized per employee or default to employee number
  • Email addresses are stored securely in the employee record

Troubleshooting

If employees report not receiving paystubs:

  • Verify the email address is correct in the Employee Edit screen
  • Check your email parameters are configured correctly
  • Confirm your SMTP server is working properly
  • Check the employee's spam/junk folder

Related Topics

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