In the face of an increasing number of legal obligations and the complexity of their implementation, the trend is currently towards outsourcing HR IT management. Such outsourcing has increased for payroll since the arrival of simplified payslips. Since January 1, 2018 (or January 1, 2017 for companies with over 300 employees), payslips have to be more legible for employees and contributions have been grouped together according to the risks covered and those due by the employer and some parts have been removed. This simplification goes well with the use of electronic payslips, which is still optional, but highly encouraged by the January 2017 law, because the employer can opt for electronic payslips, unless the employee specifically refuses. Previously, prior consent from the employee was required.
The use of electronic payslips and other electronic administrative documents is part of the trend to digitize HR departments. It is a way for companies to increase productivity, streamline processes and focus on employees.
E-vaults and electronic signatures, a winning combination
The digitization of Human Resources includes employer e-vaults that make administrative management easier and provide tracking of transactions. E-vaults offer a way of storing all of an employee’s data. HR professionals have a single access to the employer’s e-vault.
Secure electronic signatures are a key ingredient in digitization processes. Documents published in an e-vault can now be considered authentic and official. Contracts and official documents can be processed remotely from any computer, tablet or smartphone. Electronic signatures are a way to save time, because HR departments no longer need to send contracts in paper format.
Employees can count on reliability, tracking, accessibility and archiving
Using their e-vaults in their CPA (‘compte personnel d’activité’) account, employees can access all their electronic payslips from their various employers and keep track of and archive the HR documents in their personal space. The storage areas are guaranteed for over 50 years by the ‘Caisse des Dépôts et des Consignations’ and there is talk of extending that to 75 years.
We have, however, seen, via our customers, that some employees still have trouble accepting the idea that their electronic payslips have the same legal status as their paper documents and 40% therefore continue to print out their payslips. The younger generation of ‘Internet natives’ have no trouble with electronic payslips because they like being able to access them directly on their smartphones. We are inevitably, and very rapidly, heading towards total electronic processing of all HR legal documents.
The GDPR (General Data Protection Regulation) supports HR department’s use of electronic documents because employees’ personal data protection is ensured. The security of systems is on the increase with encrypted data and anonymizing. Regulatory compliance has been made easy thanks to the use of e-vaults.
Reducing costs and the environmental footprint
Switching to digital will, of course, allow companies to save in terms of paper supplies, printing, mail and stamps. The costs of maintaining a storage space are less and will decrease according to the number of documents used. In addition, companies are reducing costs and data storage and processing times and increasing productivity.
Electronic HR administrative documents also help with the challenges of sustainable development and protection of the environment by reducing the environmental footprint of employers and employees. This can help improve the company’s image by highlighting its commitment to social responsibility and strengthen its employer brand.