Online Payslips: an employer's guide
With our Online Payslips feature, you can give your employees access to view and download their payslips and P60s online or via the Sage HR mobile app.
You can download the app from the following locations:
You can still print and email payslips and P60s, if you want to.
Note: Only the Sage Business Cloud Payroll user registered as the business owner has access to the online payslips employer options.
The benefits of using Online Payslips are that:
payslips are automatically published when you complete a pay run
your employees can access their payslips at any time
your employees’ personal information is securely stored
There is no extra cost associated with the feature.
If you'd prefer to watch a video on how to use this feature, take a look at our video Online Payslips in Sage Payroll for Employers (opens in new tab).
Set up your employees
Before you set up Online Payslips for your employees, we recommend using Sage HR on desktop and tablet devices using the following internet browsers:
Use the latest version of the browser for the best experience.
Online Payslips is also responsive on mobile, and available via the Sage HR app.
As the user registered as the business owner, log in to your Sage Business Cloud Payroll account as usual and look out for the new dialog box in the bottom right-hand corner of the Summary screen. Select Find Out More.
You’ll then see an overview of how the feature works. If you’re happy and want to proceed with the setup, select either Bulk Actions, then Set up Online Payslips, or just Set up Online Payslips.
You must accept Sage HR’s Terms and Conditions before continuing.
Then, a dialog will appear on screen once you’re ready to invite your employees. Select Go to Invite Employees to choose who, from your employees list, you’d like to give Online Payslips access to.
Use the check boxes down the left-hand side of the table to select which employees you’re going to invite. You need to make sure they already have an email address linked with their personal details, as an email invitation will be sent to them that they’ll need to accept. If they do not have an email linked with their personal details, a Missing Information Required pop up will appear on your screen and allow you to enter their email addresses and National Insurance numbers (if these are also missing) before continuing.
Once you’ve chosen the employees you’d like to invite, select Invite to Online Payslips, and then Continue on the following pop up dialog.
We’ll let you know once we’ve invited your employees when you see the following dialog. The next time you complete your pay run, payslips will automatically be published for those employees. Select View Online Payslips to view employees’ payslips and P60s.
You can select any employees listed below which will bring up a history of their payslips and P60s. Each line of the table is available to click on if you want to see a more detailed breakdown of each payslip and P60. You can also download them from this screen, either all at once or individually.
Resend the email invitation to an employee
If an employee has lost the invitation email, or it has expired, you can select the Resend Invitation button by going to the Employees tab and then Pay Document Preferences.
The invitation email will expire after 24 hours of being sent.
Change an employee’s email address
There might come a time when you need to update an employee’s email address. This could be because they’ve changed surnames for example.
Only you as an administrator have the authority to do this.
To update an employee’s email address, the existing one must be disabled first by selecting Remove Access on the employee record.
Then, change the email address and select Send Invitation.
Remove access for an employee
If an employee leaves the business and you no longer want them to have access to Online Payslips, select the Remove Access button on the employee record.
If you make a correction before the online payslips are published, the corrected payslip will automatically be published on the normal publish date.
If the publish date has passed, when you finish making the correction, you'll have to republish any payslips that have changed. You can do this from the Completed Pay Run screen by selecting the Publish Payslips button, and there is also a corresponding option on the Online Payslips pod on the Summary screen. This will upload the corrected payslips and overwrite the existing ones.
What will my employee see once they’re set up?
Once your employees have been invited to set up Online Payslips, they’ll receive an email from firstname.lastname@example.org with a link to access their payslips and P60s. Once logged in, your employees will have the option to watch a two-minute video to give them an overview of how to use the feature.
The main area shows a breakdown of your employees’ pay. There’s also an option to view the most recent payslip in more detail.
Employees will also be notified by email each time a new payslip is available.
Fair usage policy
The following usage is included with a valid Sage Business Cloud Payroll support subscription.
The limit applies per company, and historical payslips are not included in the usage.
Maximum per month
Up to 15
Up to 25
Up to 50
|Up to 75||600|
|Up to 100||800|
If you need more than the maximum usage per month, please contact our Sales team to move to the next employee tier.
If you already use more than the fair usage limit, we’ll contact you to discuss your options and suggest you review your employee tier.