WFM UK: Payslip Messages

Overview 

Including messages in payslips can be useful in getting information about payments across to employees, such as a notification of a forthcoming change to pay frequency, e.g. monthly to weekly or vice versa, or information regarding employer pension contributions.
This article explains the process of inserting messages on the inside of payslips, and how to remove them afterwards.

These messages will be seen on the inside of physical paper payslips and onscreen in digital/PDF copies.

Printing a Message

To print a message on the inside of a payslip: 

• Using the side menu, go to Payroll > Pay Runs > Current Pay Run List

Fig.1 - Payroll > Pay Runs > Current Pay Run List

• Select the relevant Pay Run
• Then use the Page Links drop-down (top right corner) and select Payslip Notes

Fig.2 - Page Links > Payslip Notes

• Select Add Payslip Note
• If required, enter the Location and Division (leave as All if the message is to be displayed on all payslips)
• Type the Note to be displayed on the payslip - maximum 123 characters, including spaces - see Fig.3
• Save

Fig.3 - Adding a payslip note

The message will be printed on the inside of the payslips for the current pay run only. If more than 1 Pay Basis needs to display the message, the above instructions will need to be followed for each one.

 

Deleting a Payslip Message

After the pay run, to prevent the message from appearing on the next payslip(s), it can then be deleted.

• From the Pay Run Details page, use the Page Links drop-down and select Payslip Notes
• Select the Delete? box 
• Select Delete again to confirm the selection

Fig.4 - Deleting a payslip message

Printing a Message on the Outside of the Payslip

It is possible to have messages printed on the outside of physical paper payslips. This is actually done by running a report in the Payroll module. These messages will not appear on digital/PDF copies.

• Go to Payroll > Reports > View Reports > Payslips > Payslips3(new)
• Complete the relevant field information and the relevant Pay Run
• In the Division field, leave All to display the message on all payslips
• Type the note to be displayed on the payslip in the Payslip Comments (maximum 100 characters, including spaces)
• Select Run Report

Fig.5 - Payslips3 (New) report, 'Payslip Comments' field
 

The message will be printed on the outside of the payslip for the current pay run only. If more than 1 pay basis needs to display the message, the above instructions will need to be followed for each one.