View, email or download payslips

You can view payslips from three places in foundU, depending on what you need:

• From the Pay page - Best when reviewing a pay run, checking multiple employees at once, or looking up a payslip by period end or payment date.
• From the Advanced Payroll Activity report (APAR) - Best when using the APAR for post-payroll reporting and wanting to view the payslip PDF. 
• From an employee's profile - Best when you're already in a specific employee's record and want a quick look at their pay history.
• From the Employee Portal - Best when an employee has raised a query, and you want to see exactly what they see to help troubleshoot.

Below, we will explain how to view payslips in each section. 
 

Viewing payslips from the Pay page

To do so:

1. In the quick menu, navigate to Payroll > Pay.
2. Select either the Draft Payslips or the Generated Payslips tab.
3. Use the date range selector to find your Period Ending or Payment date and any other filters. 
4. You can use the Search bar to find a specific employee; otherwise, all payslips for that period will be displayed. 
5. On the right-hand side, locate the Payslip ID number in question. Select it to view the individual payslip as a PDF.

Viewing Adjustment Payslips and Payslip Versions

• Payslip ID - You'll notice the highlighted payslip ID has an 'A' and another ID beside it. This format makes adjustments easy to identify.
  • The 'A' highlights the payslip as an adjustment.
  • To see further details, such as audit comments and a link to the original payslip, simply hover over the Adjustment ID number. This is especially useful if multiple adjustments have been created from the same original payslip.
• Version - Many actions will create a new version of the payslip.
  • Version history can be viewed via the down arrow next to the payslip ID > History.
  • The version number of the payslip indicates how many updates the payslip has had.

  For more information on creating payroll adjustments, refer to our guide here. 
 

Viewing Payslips from the Advanced Payroll Activity report

You can also view an individual payslip directly from the Advanced Payroll Activity Report, which is useful if you're already reviewing pay data and want to jump straight into a specific payslip.

To do so:

1. In the quick menu, navigate to Reports > Financial > Advanced Payroll Activity Report.
2. Run the report with your desired filters and groupings (e.g. date range, employee, location). Ensure you include Payslip in your groupings. 
3. In the report results, locate the Payslip column.
4. Select the Payslip ID to open that employee's payslip.

  For more information on generating the Advanced Payroll Report for your post-payroll reporting needs, refer to our guide here. 

View Payslip on a specific employee's profile

Admins can also view payslips for a specific employee by searching for them directly or by navigating via Approved People.

To do so:

1. In the employee's profile, select the Financial tab > Payslips.
2. To find a specific payslip, sort by ascending or descending date using the Period Ending filter.
3. Select the Payslip ID to view the payslip.

Viewing a payslip from the Employee Portal

Admins with the correct permissions can log in as an employee to see exactly what they see in their portal. This is useful when assisting an employee with a payslip query.

To do so:

1. From the employee's profile, select 'Login as xxxx'; this will open the Employee Portal.
   
     Permission Reminder: If you don't see the 'Login as' option, you don't have the required permission. Contact your admin super user, or access the payslip using one of the other methods above.
2. In the Employee Portal, select View Profile > Payslips.

  Employees can view their payslips via their employee portal. View our help guide here.

Once pay has been generated, you can email payslips directly to one or more employees. This is useful when an employee has requested a copy or when your business practice is to send payslips with each pay run. 

  Please note:  Employees can view their latest payslip in the Employee App immediately after pay is generated. However, since employees do not receive notifications when payslips are created, you might want to inform them manually or choose to do this step optionally after generating pay, as it is not automatic. 

To email a payslip to an employee or multiple employees:

1. Navigate to Payroll > Pay and select the Generated Payslips tab. Use the date range selector to find the relevant payslips:
   • Select Period end or Pay date to find a specific cycle.
   • Select Range to capture multiple pay cycles at once. From the drop-down, you can choose from:
     • This month
     • Last month
     • This quarter
     • Last quarter
     • This financial year
     • Last financial year
     • All time
2. Determine which employees to send to:
   • To email a single employee, use the search box to locate them.
   • To email multiple employees, use the tick boxes on the left to select them.
   • To email all employees, select the down arrow, then 'select everything'.

3. Once your selections have been made, select Email in the Actions bar at the bottom of the page.
   
     Please note: Depending on how many emails you send, it may take 5-10 minutes for the icon to turn green, indicating the email has been received.

   

4.  The selected payslips will be emailed to the employees.

   • The email icon will turn green once the email has been sent.
   • Hovering over the icon will show when it was last emailed and which admin sent it.

   

   • Whenever you make a new adjustment, even if it's for the same payslip, you'll need to send a new email. This is because each adjustment is treated as a separate payslip. You can also see an email history of communication in the employee's profile if needed.

     

Watch below as we email payslips to multiple employees from the generated payslips tab, then view this communication in one of the employees' profiles.

If you need a PDF copy of an individual employee's payslip, for example, to provide to a bank, support a WorkCover claim, or respond to a personal records request, you can download it directly from the Generated Payslips tab.

To do so:

1. Navigate to Payroll > Pay and select the Generated Payslips tab. Use the date range selector to find the relevant payslip:
   • Select Period end or Pay date to find a specific cycle.
   • Select Range to capture multiple pay cycles at once. From the drop-down, you can choose from:
     • This month
     • Last month
     • This quarter
     • Last quarter
     • This financial year
     • Last financial year
     • All time
2. Use the search box to search for a specific employee. Select the check box on the left of the employee's name on the payslip you want to download. 

3. Select Download > Payslips from the Taskbar at the bottom of your screen. The selected payslip will now be downloaded.

   

  Hot tip: Use the CSV option in the Taskbar to export pay data in bulk. This is separate from downloading payslips. Exporting pay data as a CSV is useful for checking draft payslips before processing pays.

If you need to download multiple payslips at once, such as for an audit, a compliance request, or to provide an employee's full pay history, you can download them as a zip file from the Generated Payslips tab.

You can download in bulk for:

• A single employee across all or selected pay periods
• All employees for a specific period end
• A manually selected group of employees
   

To do so:

1. Navigate to Payroll > Pay and select the Generated Payslips tab. Depending on which payslips you'd like to download, follow one of the methods below:
   • All payslips - Clear the date filter by selecting x to see all payslips.
   • A selection of employees - Use the tick boxes on the left to select the employees you'd like to download.
2. Select the Period Ending column title to sort by period end. You can also sort by Payment date. If downloading all payslips, use the down arrow next to the tick box in the blue bar to:
   • Select everything (recommended), or
   • Select all on the page.

3. Select Download > Payslips from the Taskbar at the bottom of your screen.

   

4. A zip file will download containing all the selected payslips.