6 Law Requirements for Using Electronic Systems to Pay Employees

When it comes to paying your employees on time, you need to be careful about many things. A manager, or an owner, needs to have all things in mind, they need to be on time, they need to provide the realistic number, and at the same time, they need to follow all the rules and regulations. There are a lot of different ways to pay your staff, and in this article, we are going to talk about some of the electronic systems, including the real paystub, and how to make sure that you are following all the needed law requirements. Continue reading to learn how to be on time, transparent, and how to follow everything that your current regulations require.

1. Do you need to provide a real paystub?

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The first thing you need to know when choosing the paperless payroll is that in some cases, the employers are required by law to provide a real paystub as proof.

Even though there is not an exact regulation that you need to follow for this, you should be aware that the Fair Labor Standards Act demands you to show your payroll records, and that you always keep a copy of them.

So, even though you won’t get fined if you don’t have a real paystub, it is far better for you to have it, than to risk getting in trouble with the FLSA.

2. Different laws depending on the location

When you check the regulations for paperless payroll, you should be aware that it all ultimately depends on your location. Some states and countries will require you to provide proof of your real paystub, while others don’t need you to have this document.

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Know that if you need to acquire it, you can easily do it with a check stub maker or a paystub generator. The great thing about these platforms is that they are easy to use, and they are available for everyone.

So, make sure you check the specific regulations depending on your location, and if you cannot find exact information, you should know that it is better to contact an advisor than to risk things.

3. Always keep track

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No matter what the law requires you to do, you should know that you always need to keep the paper trail for at least one year. If you want to make sure that you are not going to get in trouble with the FLSA, or that you won’t be breaking any rules in your state or province, you should keep track of all the paychecks you’ve released.

You can use websites like www.paystubsnow.com for the paystub generator and you will get all of the information you need on your email.

By keeping a digital track, it is going to be easier for you to save all the files and documents in one place, you can find them all with just a few clicks, and you will never have to worry about the paper trail disappearing. The real paystub can help you out with this process since all the information will be sent to your email.

4. Add necessary information

Another thing that you need to pay attention to is the information you share with your employees. You, as an employer, must be transparent, and you have to add all the details regarding the paycheck of your team.

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When sending them the payment, and when you check stub creator, you must generate correct and detailed info about the monthly payments, taxes, fees, and bonuses.

As you can see when you use a paystub generator, in these documents, you will have to provide not only the final number but also how you got to it. You need to add if there were any hours that were billed overwork; if there are any bonuses, and at the same time, if there are any pay deductions. Note that you also need to put the correct date, as well as other information regarding the monthly payment of your team.

5. Never share private information

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The law says that you are not allowed to share any private information about the paychecks of your crew with anyone else but them.

Note that when you give them the real paystub or other documents that they need that serves as proof for the transaction, you have to be discrete, and you should never discuss numbers unless you are alone. You should never gather all your employees in a meeting to discuss their actual paychecks, and you should also encourage them not to share this number with anyone else.

In case a member of your team’s family asks to see the real paystub, you should not share with them unless you have it in writing that your employee allows this. These things may seem logical as you read them now, but sometimes we may forget about them when creating the documents.

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6. You should protect data

The last thing we are going to talk about is protecting the private information that is stored on your device, email, or the cloud. When you use a check stub creator, most of the time all of the data will be sent to your email. Know that you should not share information from that email with anyone else.

On the same note, if you store the data on your device, or anywhere on the cloud, you should know that this is sensitive information that should not be shared with other people that do not have the needed clearance.
Make sure you use the right security services and know that the law requires you to do everything in your power to protect information including data for your employees’ paychecks.

These are some of the things you should know about electronic services, laws, regulations, and real paystub transparency. It is better to get acquainted with the exact laws in your location, and know they can vary drastically. If needed, consult with a financial advisor, and make sure that you use the right platform to make the payment.

Use the real paystub to protect your team, to give them all the information they could need, and ultimately, to protect your company by keeping all the data safely stored.