Jan 2020

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Employer obligations: Simple ways to comply using online payroll portals

There's been a lot of talk recently about online client platforms. They can bring many benefits to both employers and employees alike - from online payslip access to annual leave management to a HR document hub.

But can cloud payroll portals really help with employer obligations? Here we look at how BrightPay Connect can help with record-keeping requirements, employment law obligations and GDPR compliance.

Record-Keeping Requirements

By law, employers must retain certain documentation relating to their employees for specific minimum periods. Good cloud systems will record this information for you, meaning everything is stored securely online.

Not only is BrightPay Connect useful for keeping a record of payroll information, but employers can also use it to hold various employment and leave records. Sometimes record-keeping can be something that we let slip or are perhaps not as diligent as we might be with say, payroll files, where we tend to be very diligent.

If you have an inspection, the inspector will want to see all of the employee records, whether it’s pay records, annual leave, sick leave, maternity leave, and they’ll expect the records to be readily accessible. With BrightPay Connect, you can access the calendar and reporting features to see at a glance who has taken leave, and when, so should an inspector arrive, you can simply log into Connect to access the records, rather than getting into a panic about what is saved where.

Employment Legislation

For employers, there’s also compliance with employment legislation. This will be even more important over the coming months, as three new pieces of employment legislation come into force on 6th April 2020.

One of the changes being introduced is the introduction of a day-one right to receive a written statement of terms and conditions (more commonly known as a contract of employment). At the moment, this needs to be given to new employees, no later than two months after the beginning of their employment, so this new day-one timeframe requirement from this April of providing an employee with their contract on their first day of employment will be a big change for many employers. For employers who use Bright Contracts to create contracts of employment, the software will soon be updated in line with the new legislation. 

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If you are on leave or not based at the same location as the new employee, meeting that day-one deadline could be challenging, and that’s where the online employer and employee portals can help. Being able to upload employment contracts and other employee documentation onto the cloud from any location, and share it with the employee, could be a lifesaver. With BrightPay Connect, the documents and resources hub also offers an activity log, which gives the date and time stamps in relation to when an employee accessed the document.

GDPR Compliance

In the new world of GDPR, non-compliance will be a continuous threat to all businesses. BrightPay Connect offers significant benefits to help your business or practice comply with GDPR legislation.

GDPR Remote Access for Employees

The GDPR legislation includes a best practice recommendation, whereby organisations should provide individuals with remote access to a secure system, which would give them direct access to their personal information. An online employee portal, such as BrightPay Connect, will store employee’s information online, giving the employee access to personal data that employer has on file for them. The employee can update their contact information easily, with changes instantly and seamlessly updated in the payroll software.

Data Security

Your data accuracy and compliance improve even further when you add in the ability to automatically backup payroll data in the cloud. If you only keep your payroll data on your desktop, you are at risk of losing the information. How prepared are you for a disaster recovery situation? Would employees still get paid if the information was lost? Without cloud backup, the consequences would be dire. But now, these problems can be solved quickly, and that’s because of cloud innovation.

Cloud integration introduces the ability to automatically and securely backup the payroll data to the cloud. BrightPay Connect maintains a chronological history of all your backups, and these backups can be restored at any time if required. It’s simply an added layer of data protection to safeguard your payroll data.

Book a demo today to discover more ways that BrightPay Connect can help you comply with your employer obligations.

Posted byRachel HynesinBrightPay CloudGDPR