In the advent of an “I want it now” and “do it yourself” era, there are more and more ways for employees to access key information. Making changes to personal data and getting important documents instantaneously is the new standard. Employees that are used to on-demand information in their personal lives are starting to expect this type of service in the workplace as well. For example, over the past 15 years, there’s been an influx of payroll providers offering online payslip portal access via an employee self-service system. Your company probably already offers this benefit to your team members around the globe. They receive a unique login ID and password to access their payslip via the web through a secure portal and have quick, easy access to paystubs and tax documentation.
There is also a benefit to you, the employer. Online portals save time, effort, and cost. You no longer need to physically distribute payslips or spend on postage, plus, employees can use the system to automatically take care of lost credentials and track all pay history for their entire employment.
Another benefit of online payroll portals is the reduction of physically mailed or emailed documents containing highly valuable personal information. PII is any data that can trace back to your employees. Essentially, if the information is unique to the individual, contains personally identifiable data, and/or banking data, it must be protected. The following are common types of employee data that are considered sensitive in many countries:
• Social Security Numbers or national identification numbers (outside the United States)
• Taxpayer Identification Numbers (or their equivalent issued by governmental revenue entities outside the United States)
• Employer Identification Numbers (or their equivalent issued by government entities outside the United States)
• Bank account or credit/debit card numbers
• Any health or medical information
• State or foreign driver’s license numbers
• Passport information
• Birth dates
Given today’s landscape of online hackers and digital theft, the protection of this information is critical and typically mandated by law.
There were a number of devastating cyber-attacks in 2017 which stole hundreds of thousands of individuals’ PII via the web either through email or hacking databases. For example, in May, a strain of ransomware called WannaCry spread around the world affecting everyone from individuals to public utilities and large corporations. Most notably, the ransomware, which was spread through infected emails, temporarily crippled National Health Service hospitals and facilities in the United Kingdom, creating chaos for many patients and medical professionals.
Plus, in September, more than 140 million people had their PII, including social security information, stolen during a hack into Equifax.
These cyber breaches are on the rise as attackers become increasingly knowledgeable and crafty. As a result, it’s critical to conceal your employees’ personal information through secure payroll databases, which are protected through password-only portals.
Last year, more people used their mobile devices to surf the web then desktop. Mobile access is a must for employee self-service. People are more connected to their smartphones than ever before and expect to be able to access their payroll information either through a dedicated app or a mobile website, which is another reason why the push to employee portals is high.
Every organization has its fair share of technology-averse employees. As advances continue at a growingly rapid pace, these employees may have an even more difficult time accepting the new normal. But, in order to keep up with realities and continue growing, companies must advance their technologies. Not only is it critical for growth, it is also essential for overall security, based on what we discussed earlier in this post.
Work with team members to train them on new technologies. A benefit of online platforms that may help them get on board is that they can edit personal information and access tax documentation with a few clicks, versus requesting information from your department. Also, simple how-to videos or lunch and learns to explain portals or software can help these skeptical employees feel valued and confident to adapt.
**This article is for informational purposes only. It is not intended to constitute legal advice.