Digital salary statements: Less effort, more transparency for employees

Over the past few months, we've taken an important step towards digitizing HR processes for our client: Salary statements for all employees working in Switzerland are now stored centrally in the digital personnel file.

Initial situation

Previously, providing payslips involved manual effort, media breaks, and decentralized storage. This made HR work more difficult and made it harder for employees to quickly find their documents.

Our approach

Together with HR, internal specialists and external partners, we have established a clearly structured process that:

• provides the annual pay slips collected

• these are securely transferred to the respective personnel file of the employees.

• consistently restricts access in accordance with data protection regulations.

• It makes error cases transparent so that they can be specifically addressed.

It was particularly important that sensitive personal data is protected at all times and that only authorized persons can access it.

The added value for our customers and employees

• For employees:

  • Wage statements are available centrally in the digital dossier.

  • Access anytime, anywhere

  • Clear naming and filing structure make it easier to find things again.

• For HR:

  • Significantly less manual effort required for annual provisioning

  • Uniform, audit-proof filing

  • Transparent error handling instead of tedious individual case searches.

• For the customer:

  • Compliance with statutory retention periods

  • Strengthening data security and data protection

  • Another building block in the overall strategy for the digitalization of HR processes

    
    

Lessons Learned & Outlook

During the course of the project, we gained valuable experience – including in handling special cases such as employee departures or internal job changes. This knowledge is already being incorporated into the planning of the next expansion phases, particularly with regard to future legal requirements (e.g., new standards for payroll reporting).