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Issuing Paystubs Electronically

Most employers – we hope – are aware that employees must be furnished with a paystub with each paycheck, listing gross wages, deductions, and net wages.  In today’s world of electronic communication and mobile devices, many employers wish to provide paystubs in electronic form only, rather than in hard copy. While that is a reasonable idea, employers who make this choice must be careful to follow the proper procedures.

First, an employee must be given the option of receiving a hard copy paystub instead of an electronic copy, if preferred. Second, any employee who chooses to receive their paystubs electronically must be provided with the means to view and print out the paystub on work premises during working hours. Third, no charge may be assessed to the employee for printing the paystub, as that would constitute an unauthorized deduction from wages.

When an employee works from home, the above requirements can be more difficult to satisfy. An employer may wish to issue paystubs to remote employees via email, but that would require the employee to print out the paystub at home, using their own paper and ink. In other words, it would result in the employee incurring costs in connection with printing the paystub, which is not permissible. For that reason, it is advisable for employers to issue paper paystubs to employees who work remotely.

If done correctly, issuing paystubs electronically can be a convenient, inexpensive, and environmentally friendly method of communicating wage information with employees. If you have questions about the proper use of electronic paystubs, please contact PMP.

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