Employee Information - Email Tab

Access this tab using Maintain>Payroll>Employee Information.

Use this tab to select whether employee payroll vouchers should be printed on paper and/or emailed. By default, payroll vouchers are printed. However, you can elect to email only, print only, or email and print. If the employee wants to receive vouchers by email, enter the email address and select the appropriate process template.

In order to Save the form, a selection of print and/or email must be selected for the Payroll Voucher section. Also, if email is selected, an Email Address must be entered and a Process Template must be selected or accept <Default>.

Note: Process Templates are created using Maintain>Payroll>Email Templates. Also, if a customized Process Template gets deleted, the <Default> Process Template will be used. Be sure to create a <Default> Process Template for each process type.

To Set Up an Employee to Receive Emailed Direct Deposit Vouchers:

1. The Administrator must have first set up the SMTP connection information in the system (Organization>Organization Information - Email Setup tab). See Configuring SMTP.
2. Next, you must have previously set up a default email process template for the Voucher to use for all Employee's with Direct Deposit in the Payroll module (Maintain>Payroll>Email Templates).
   • If you do not want to use a generic form, you can create customized process templates. Be sure to select the right one on the appropriate Employee’s Email Tab.
3. Then, using the Maintain>Payroll>Employee Information>Email Tab, select whether to print and/or email the employee's Payroll Voucher.
   • To continue printing just paper vouchers, accept the defaults and skip to Step 4.
   • To go paperless, clear the Print Paper Voucher check box (to no longer print a copy of the direct deposit payroll voucher for this employee). Then select the Email Voucher check box and enter the Email Address that will be used to send the payroll voucher to the employee. Verify the email address is correct.
   • To print and email a payroll voucher, select both the Print Paper Voucher and Email Voucher check boxes, and enter an email address that will be used to send payroll vouchers to the employee. Verify the email address is correct.
   • Select a Voucher Process Template, or accept <Default>.

Note: Use the Calculate Payroll and Review/Modify Calculated Payroll forms to setup and filter the employee payroll information. Click the Print/Email Check/Vouchers form to first print and then email the pay checks, then the direct deposit vouchers for employees for the select pay period. You will be given an opportunity to preview both the pay stub and then the voucher information during this process prior to sending the email.

4. Click Save.

Troubleshooting

• You should communicate to your employees, who elect to receive payroll vouchers via email, that if they have never received any voucher emails from your organization to do the following:
  • Check to see if their email server is full or blocking your email address; this could cause them not to receive emails from you. This could be resolved by having your employees add your organization’s email address to their address book.
  • Ask that they check their mailbox regularly and ensure that your organization’s email address is not being marked as SPAM by their mail server. This could be resolved by having your employees check their spam filter folder and marking your emails as “not spam.” This will clear the way for future emails from your organization.
• Your employee does not have their Direct Deposit information set up in the system.
  • On the Organization>Set Up Modules>Electronic Funds Transfer, ensure that all the tabs on the form are complete.
  • On the Maintain>Payroll>Employee Information>Job and Pay Tab, ensure that the Direct Deposit check box is selected.
  • On the Maintain>Payroll>Employee Information>Direct Deposit Tab, ensure that the Bank Routing Number, Account Number, Percentage, Amount, and Type are complete.
• You only have customized Process Templates and the system changed your Email option to Print.
  • If you do not set up a <Default> Process Template (Maintain>Payroll>Email Templates form) for the Vouchers and later delete the customize process template being used on the Maintain>Payroll>Employee Information>Email Tab, the system will change your Email option to Print for every employee that used that customize process template on the Maintain>Payroll>Employee Information>Email Tab.
• Note that if you are printing and emailing vouchers, the system uses the print Laser format on the Load Checks/Vouchers Print and Email Tab. The Continuous format is not available

 

Payroll Voucher:

• Print Paper Voucher: Accept the default, or clear this check box if you do not want to print paper a payroll voucher for this employee.

For Direct Deposit Users: In order to be able to email a Payroll Voucher, the Direct Deposit check box must be selected for this employee on the Maintain>Payroll>Employee Information>Job and Pay Tab and the Disable Pre-Note check box is selected on the Maintain>Payroll>Employee Information>Direct Deposit Tab. If this check box is not selected, the employee is still receiving a printed pay check and cannot receive an emailed voucher from the system.

• Email Voucher: Select this check box to email electronic payroll vouchers to this employee.
• Email Addresses: If the Email Voucher check box is selected, you must enter an email address where the voucher will be sent. The system defaults to the employee's Residence Email address entered on the Address tab.

If you are entering multiple email addresses, each address must be separated with a semicolon and a space. Example, you@email.com; me@email.com.

• Voucher Process Template: Accept the <Default> template, or select one from the drop-down list. Process Templates were created for the Employee Voucher Process Type using Maintain>Payroll>Email Templates. The template contains defined email routing information (From, Cc, and Bcc email addresses), a subject line, and a customized message.

To print the data entered on this tab, use Reports>Payroll>Lists>Employee Bank Information List.