It’s been one year since the introduction of the GDPR, and employers and accountants are reviewing their systems, processes and procedures on an ongoing basis to ensure they are doing their best to avoid hefty non-compliance penalties.
BrightPay Connect is tailored to help you overcome some of the key challenges GDPR presents when processing payroll. Although BrightPay Payroll is a desktop application, BrightPay Connect enables users to store their payroll information in the cloud. Because the payroll information is stored online, it has allowed us to bring you even more functionality and benefits, enabling users to work quicker, more efficiently and more profitably within the scope of the GDPR guidelines.
Many businesses are looking for better ways to keep their employee's payroll data safe and secure. By introducing BrightPay Connect, you will be taking steps to be GDPR compliant. Book a demo today to find out how BrightPay Connect can help you with improving GDPR compliance.
As a concept, self-service is nothing new. From paying at the supermarket self-service checkouts to online banking, consumers don’t want to have to wait for something if they know they can get it themselves. It’s no different in the workplace.
An employee self-service is the ultimate tool whereby employees can login from anywhere to view their employment and pay related information. With a self-service system, employees can download payslips, request annual leave, look at policies and HR documents and update personal information - all without once contacting HR personnel.
Today’s employees are accustomed to having information readily available. An employee portal can help fulfil that expectation with the added benefit of creating workflow efficiencies. The employee self-service portal eliminates the burden of sending payslips, updating personal information, approving annual leave requests and answering leave balance enquiries for the payroll department. Managers and HR personnel will save administrative hours and frustration on a daily basis when no longer faced with working through these monotonous and time-consuming tasks.
The former way of managing employee data is fast becoming outdated. What was once considered normal in the past is no longer considered normal anymore. Today, the new normal is to implement an employee self-service system whereby workflows are streamlined, with added benefits for both employees and employers.
Book a demo today to find out how BrightPay Connect can transform your business.
BrightPay Connect is tailored to help you overcome some of the key challenges GDPR presents when processing payroll. The payroll itself is still processed on BrightPay’s desktop application, however the payroll information is stored online on a secure cloud server. As the payroll information is stored online, it has allowed us to bring you even more benefits to help you with GDPR compliance.
With the GDPR, it is important to keep a copy of payroll files safe in case of fire, theft, damaged computers or cyber attacks. Essentially BrightPay Connect is an automated cloud backup, keeping employee’s payroll data safe and secure. BrightPay Connect will automatically backup payroll data every 15 minutes when the payroll is open, and again when you close down the employer file. A chronological history of all backups will be maintained which can be downloaded and restored at any time.
GDPR includes a recommendation to provide remote access to a secure system, which would provide employees with direct access to their personal data. With BrightPay Connect, employees can be invited to their own password protected self-service portal. Employees can login to the portal 24/7 on any device, including PC’s, Macs, tablets and smartphones (essentially anywhere that they have access to an internet browser) or there is also an employee smartphone app where employees can login and get notifications directly to their device.
With BrightPay Connect, employees can access a payslip library where they can view and download all historic and current payslips. Employees can also access payroll documents such as P60s, HR documents such as their contract of employment, personal data held by their employer and past and scheduled leave.
The right to rectification of personal data held is an important employee right under the GDPR. With the employee self-service portal, employees can update their basic personal details such as their phone number and postal address.
Data controllers and data processors must ensure that the personal data held is relevant and up-to-date. As employees can update their basic personal details on BrightPay Connect, this ensures that employers and payroll bureaus have the most accurate and current details on file for employees.
With the GDPR, data controllers must ensure that, by default, only personal data which is necessary for each specific purpose of the processing can be accessed. Therefore, payroll processors should only have access to the personal data that is strictly required for processing the payroll. This is referred to as data minimisation, or privacy by default. With BrightPay Connect, users can be set up so that they only have access to the information needed to complete their specific responsibilities. For example, there may be a HR manager who should not have access to employee’s payroll data, or a payroll processor who should not have access to employee documents or employees marked as confidential.
BrightPay Connect acts as an all in one central location to store all things employee related, including payroll, HR and other employment related documents. Employers have the ability to upload documents that apply to all employees (e.g. company handbook), documents that are unique to individual employees (e.g contract of employment), or even documents that are relevant to a particular department.
If you are a payroll bureau, you can invite your payroll clients to BrightPay Connect to their own online employer dashboard. This is a secure portal for client communications, eliminating the need to send documents with sensitive personal information by email. Clients can view employee payslips as soon as they have been finalised, they can run their own payroll reports and view amounts due to Revenue. This offers an additional layer of GDPR protection for client’s payroll data.
Essentially, by introducing BrightPay Connect in your business, you will be taking steps to be GDPR compliant. Book a demo today to have a look at BrightPay Connect.
In today’s fast paced environment employees want their payslips at their fingertips. BrightPay’s cloud add-on BrightPay Connect now offers an employee smartphone and tablet app for employees to access their payroll information on the go. The BrightPay Connect app integrates with the BrightPay payroll software application bringing a new level of efficiency and productivity to managers who manage the payroll, leave requests and HR activities. The employee app is available to download for free on any Android or iOS device.
BrightPay Connect offers an online intuitive app, providing employees with the following benefits:
BrightPay developed the employee payroll app to improve the payroll processing for accountants, employers and employees. The BrightPay Connect app increases the level of accessibility that employees have to their payroll data while providing innovative features that reduces the overall administrative HR processing time and general payroll related enquiries.
Payroll bureaus can now automate the distribution of payslips and eliminate the need to print or email payslips to employees. Employees no longer need to contact their payroll bureaus when they need 6 months’ worth of past payslips when applying for a mortgage or loan. The leave management tool reduces back and forth correspondence between you and your client. All leave requests can now be managed by your client and will automatically be added to the BrightPay payroll software on the bureaus PC. Under the GDPR, it is recommended that you provide individuals with a remote self-service system. BrightPay Connect offers an additional layer of security while providing a self-service app, helping bureaus work towards GDPR compliance.
Employers can offer their employees a self-service app offering full transparency when accessing payslips and other personal information. The annual leave management tool allows employers or HR managers to seamlessly process leave requests with changes flowing through to BrightPay payroll software. The employer portal provides an overview of all employee leave in the company-wide leave calendar, ensuring that employers have adequate cover at peak times. The smartphone and tablet app allows employees to seamlessly connect and interact with employers and HR managers, cutting down on employee queries, making it a valuable time-saving tool.
The employee payroll app provides a better control process, improved efficiency and an online platform for your team to manage their payroll information and personal contact details. Employees have instant access to their payroll information including payslips, an employee calendar and an annual leave request facility. Employees can also view their annual leave balance and HR documents such as their contract of employment. The BrightPay Connect app offers enhanced GDPR security for the employee’s personal payroll data. BrightPay Connect is powered using the latest web technologies and hosted on Microsoft Azure for ultimate performance, reliability and scalability.
BrightPay Connect is an optional add-on cloud and HR product for BrightPay Payroll. Connect will allow you to sync your BrightPay Payroll employer data to a web based online portal providing the following powerful features:
Secure Online Automated Backup - Users can backup and restore payroll information on your computer to and from the cloud. BrightPay Connect will synchronise any changes you make to your payroll or employee information back to BrightPay Payroll. Your historical backups and data files are accessible and can be restored at any time.
Online Self-Service Portal - The online portal allows payroll bureaus, employers and employees to log in and access their payroll data. Employees can view and access their payroll information. Employers can view their company’s payroll information, a company annual leave calendar, approve employee requests, access reports and Revenue payment details. Payroll bureaus can access an online overview of all of the client's payroll information.
Employee Self-Service - Employees can access their own payroll information by logging into their personal self service portal. The self service allows online access to a personal leave calendar, view remaining holiday days, view sick leave taken, request annual leave, view and change contact information, access payslips and other payroll employment related documents.
Online Payslips - Employee’s payslips are stored securely on BrightPay Connect allowing for easy access on the go for employees. Payslips can be set up by the user to be automatically uploaded onto BrightPay Connect for employees, eliminating the need to manually email them from BrightPay Payroll. Employees can view and download their current and historical payslips at any time.
Employer Online Dashboard - Employers will have access to an overview of their payroll, a company annual leave calendar for all employees, payroll reports, employee information and more. Employers can authorise or approve employee requests such as a change of address or annual leave requests. BrightPay Connect automatically synchronises these changes which are updated on BrightPay Payroll. Even invite your accountant to instantly access your payroll data 24/7. Watch the BrightPay Connect Employer Video here.
Payroll Bureau Dashboard - Bureaus will have online access to an overview of their payroll clients payroll information. Invite clients to their own online dashboard which can be branded with your bureau’s logo. Watch the BrightPay Connect Payroll Bureau Video here.
Annual Leave Calendar - Employees can request holidays through their employee portal. A notification email will be sent to the employer informing them of the employee's request. Employers can then either authorise or reject the annual leave request. Approved leave is recorded and synchronised back to BrightPay Payroll on the desktop.
Payroll Documents & Reports - BrightPay Payroll has the ability to build and save employer reports. Saved reports that have been set up in BrightPay Payroll will then be automatically available on BrightPay Connect. Through the online dashboard, employers can access and view these reports at any time, along with a record of Revenue payments and amounts due.
Data Protection & Security - BrightPay Connect is built using a compartmentalised design structure that maximises security. Each user will have their own login details and password. BrightPay Connect utilises the Microsoft Azure platform to give our customers reliability, scalability, data redundancy, geo-replication and timely security updates out of the box.
HR Solution - BrightPay Connect acts as a HR management package and is an integrated solution that can accelerate HR processes across your organisation. Run your HR operations with ease by managing and simplifying your workforce management. BrightPay Connect covers all of your core HR needs, including employee management and leave management.
Additional Users - Adding new users to BrightPay Connect is easy. Employers can grant access for additional users to view the company payroll data, authorise annual leave requests, process payroll and more. Employers can invite their accountant to their BrightPay Connect account. There is no limit to the amount of additional users that can be set up. There are two types of users:
User Access - Users may wish to give senior employees, supervisors or management access to certain functions on BrightPay Connect. Employees can be set up with restricted access to the high level payroll information but can be given varying degrees of access to approve employee leave requests, change employee contact details, view financial information including payslips and payroll reports, view employee HR documents and view high level employees such as directors.
Processing Payroll - BrightPay Connect will not have the ability to process payroll. This function will be only be available through the BrightPay Payroll desktop application.
GDPR Ready - BrightPay Connect is tailored to help you overcome the challenge that GDPR presents. The cloud functionality will improve your payroll processing with simple email distribution, keep employee records up- to- date, safe document upload, easy leave management and keep a secure backup of your payroll records.
For a single employer, BrightPay Connect costs €59 + VAT per year. This price includes cloud backup, employer dashboard and the employee self service portal for all employees. For bureau customers who have multiple payroll clients, we offer bulk discounts for several BrightPay Connect licences.
The General Data Protection Regulation (GDPR) will come into force on 25th May 2018 changing the way we process data forever. The aim of the GDPR is to put greater protection on the way personal data is being processed for all EU citizens. Personal data can be anything from a name, an email address, PPS number, bank details etc so as you can imagine employers process a huge amount of personal data on a daily basis. So how will the GDPR affect employers in terms of processing employee data?
Data in the employment context, will include information obtained from an employee during the recruitment process (regardless of whether or not they eventually got the job), it will also include the information you hold on current employees and previous employees. All this information may be saved in hard copy personnel files, held on HR systems or it could be information contained in emails or information obtained through employee monitoring.
Under GDPR your employee’s will have increased rights around their data. These rights will include:
Employee Self Service
Under the GDPR legislation, where possible employers should be able to provide self-service remote access to a secure system which would allow employees view and manage their personal data online 24/7. Furthermore, the cloud functionality will improve your payroll processing with simple email distribution, safe document upload, easy leave management and improved communication with your employees. By introducing a self-service option, you will be taking steps to be GDPR ready.
Thesaurus Payroll Software | BrightPay Payroll Software
Accounting firms and payroll bureaus are increasingly moving into the cloud to offer clients a more flexible and streamlined payroll and HR service. Many believe that payroll isn’t a profitable service due to the complexity of the work, the manual administrative time required and the increasing number of mistakes when it comes to recording employee leave.
The actual process of running payroll is straightforward enough due to easy to use features in your payroll software. But what about the administrative payroll and HR related tasks such as processing & sending payslips, managing & recording employee leave, retrieving lost payslips, backing up your payroll data, sending payroll reports to clients and updating employee records? All of these tasks can take a considerable amount of managerial time to process and correct especially where errors have occurred.
The payroll landscape is changing and many payroll bureaus are offering clients a higher level of cloud HR functionality that automates otherwise time consuming tasks. Online access to payroll information for your clients and their employees offers significant benefits for today's bureau which can streamline many workforce management tasks.
Storing payroll information and data protection continues to be a challenge for payroll bureaus. With a cloud backup tool you will never lose your payroll data again. You don’t need to worry about backing up your payroll data. Where your payroll software is integrated with the cloud, your payroll data can be synchronised to the cloud whilst maintaining a chronological history of your backups. You can restore or download any of the backups to your PC at any time.
Eliminate Paper & Postage Processing
The concept of paper payslips that need to be downloaded and emailed or printed and enveloped and then posted is an outdated process. More and more employees want their payslips to be accessible and securely stored online. Payslips and other payroll related documents such as P60s, P45s and employment contracts can be easily accessible on an employee self-service online portal. With the cloud, payroll bureaus can avoid spending time printing, emailing and resending lost documents to employees. An online employee self-service option allows employees to view current and historic payslips and access all employee HR documents.
24/7 Online Accessibility
A cloud client and employee dashboard provides 24/7 flexibility and control of payroll information. Clients can access all employees’ payslips, payroll reports, amounts due to Revenue, employee contact details and can even approve annual leave requests. Employees can access their self-service portal on their computer or via their smartphones to view and access payslips and easily submit holiday requests.
Increased Bureau Productivity
Cloud functionality allows for many payroll related tasks to be synchronized with your payroll software. Payroll bureaus radically save time as they no longer need to send payslips to employees, send payroll reports to clients, resend lost payslips, look up holiday leave remaining for employees or manually process and record employee leave on the payroll software.
Annual Leave Management Tool
Annual leave requests can be approved in the cloud where clients can view a company-wide online calendar to easily approve leave while managing staff availability for their business. Employees can benefit as a cloud portal will calculate accurate leave balances in real time. HR managers or supervisors can be given access to approve holiday requests, without having access to view the payroll information.
Full integration with payroll software
Payroll software systems that offer full integration with the cloud is a must. Integrated payroll and cloud systems enables users to share and synchronise payroll data in real time. An online dashboard can link to clients payroll data that is saved on your payroll software ensuring all information is current and correct.
Embrace cloud payroll functionality
Using the cloud to automate many daily payroll and HR related tasks will improve efficiencies for payroll bureaus, employers/clients and their employees. BrightPay Connect is one such cloud solution that fully integrates with BrightPay Payroll offering:
Book a demo to see how BrightPay Connect can improve your payroll service and improve your profits.
BrightPay Connect is our latest cloud add-on that works alongside BrightPay Payroll. Automatically store payroll information in the cloud and enable online access anywhere, anytime for payroll bureaus, employers and employees. You’ll be up and running in seconds.
Secure online Backup
Payroll Bureau / Client Dashboard
Employee Self Service Portal
HR & Annual Leave Management
Book a demo today to see how BrightPay Connect can enhance your payroll processing.
Ransomware, like the name suggests, is when your files are held for ransom. It is a type of malware that essentially takes over a computer and prevents users from accessing their data until such time as a ransom is paid. The ransomware encrypts data on the computer using an encryption key that only the attacker knows. If you want to decrypt them, you have to pay. If the ransom isn’t paid, the data is often lost forever.
A ransomware attack, also known as WannaCry or WeCrypt, recently spread across the globe and is believed to have affected over 200,000 organisations. The cyber-attack struck banks, hospitals and government agencies in more than 150 countries, exploiting known vulnerabilities in Microsoft operating systems.
BrightPay Cloud allows employers to automatically and securely backup payroll data to a highly secure cloud server. Payroll data (including payslips, payroll reports etc.) is automatically backed up every 15 minutes ensuring that you will never lose your payroll data if you are the victim of an attack.
You may decide that you only want to use BrightPay Cloud for payroll backups, however, the features listed below can also be availed of.
With BrightPay Cloud, employers can invite their employees to their own self-service portal. Employees can login to their own personal account, be it on their PC, tablet or smartphone, where they can view payroll documents relevant to them, with a full history of payslips and P60s. Employees can also request annual leave and view annual leave remaining through their portal.
Furthermore, BrightPay Cloud provides users with an annual leave management facility and a document upload facility, where all information is stored within the same location. With the document upload, employers can upload employee contracts & staff handbooks, training manuals, employment documents and much more, which can be accessed by employers and employees on any device.
Find out more about BrightPay Cloud with an online demo.