Email Paycheck Stub

Avionté includes an option to both automatically and manually email paycheck stubs to employees after the payroll batch is posted. 
This paycheck stub delivery option requires that employees have a valid email address set up in their Contact Method.

Once the payroll batch is posted, a pop-up window will appear indicating the number of employees that are set up with email. The user can choose whether or not to email the check stubs.

Paycheck stubs are sent in html format.

Note: When manually emailing paycheck stubs, no messages are logged in Favorites or the Employee section.

CHAPTERS

Set Up an Employee's Email
Configuration Requirements
Enable Email Functionality
Enable AutoEmail Functionality
Select Email as the Default Check Delivery Method for Future Employees
Select Email as the Default Check Delivery Method for Existing Employees
Automatically Email a Paycheck Stub
Manually Email a Paycheck Stub
Add a Message to a Paycheck Stub

Set Up an Employee's Email

For paychecks to be emailed to an employee, the email setup of the respective employee must be complete. For more information, see Contact Method.

1. From the Main Menu, navigate to Front Office > Employee > Contact Method
2. Under "Type," select Email.
3. Under "Value," enter a valid email address for the employee.
4. Enter an optional description.
5. Ensure the checkbox under "Active" is checked.
   
   
   
   
6. Tab off to save.

Configuration Requirements

Config Options

To support this feature, the following properties need to be configured in the Employer and Supplier levels of Admin Tools config options.

For Employer:

• EmailPayCheckStubBodyTextStart
• EmailPayCheckStubBodyTextEnd
• EmailPayCheckStubSubjectText
• EmailPayCheckStubDisclaimerText
• RenderPaycheckStubSP

For Supplier:

• AutoEmailPayStub

Enable Email Functionality

The UseOutlookEmail and UseSMTPEmail user_setting properties in Admin Tools > Config Option must be set to True.

1. From the Start Page, navigate to Actions Menu > Admin Tools
2. Under Category, select System.
3. Under System, double-click Config Option.
4. In the Config Option window, select the Config Option by FKName tab.
5. In the top cell of the "Property" column, enter "UseSMTPEmail" and press Enter to search.
6. Click the UseSMTPEmail row.
   
   
   
   
7. The Select Config Option Value panel displays. Locate the group that needs to be updated and type "True" in the "ConfigOptionValue" column.
   
   
   
   
   Note: Ensure the check box under "Select" is checked for the chosen company.
   
8. Click Update selected row with default value.
   
   
   
   
9. Close the window.

Enable AutoEmail Functionality

1. Navigate to Start Page > Actions menu > Admin Tools
2. Select System from the Category panel.
   
   
3. Double-click Config Option in the Select panel.
4. In the Config Option window, select the Config Option by FKName tab.
5. To filter search results type "AutoEmailPayStub" in the top cell of the "Property" column.
6. Click AutoEmailPayStub to load the Config Option Value panel.
   
   
   
   
7. Locate your company's row and type "True" into the ConfigOptionValue column.
   
   
   
   
   Note: Ensure the checkbox under "Select" is checked for the chosen company.
   
   
8. Click the Update selected row with default value button to save changes.
   
   
   
   
9. Close the window.

Select Email as the Default Check Delivery Method for Future Employees

1. Navigate to Start Page > Actions menu > Admin Tools
2. Select System from the Category panel.
   
   
3. Double-click Config Choice in the Select panel.
4. In the "Config Choice" window, select the ChoiceProperty tab.
5. Under Config Choice Property select CheckDelivery from the Category drop-down menu.
6. Select a branch from the "Select Branch" drop-down menu.
7. In the Properties grid, type "True" in the column of the row displaying "Email" as the ChoiceCode. 
   
   
   
   
   Note: To apply this default across all branches at once, check the Apply changes to all Branches box under "ChoiceProperty" at the top of the window.
   
8. Click Go to apply the changes.
   
   
   
   
   Note: Email is now the default check delivery method for all future employees. This action does not update existing employee records.

Select Email as the Default Check Delivery for Existing Employees

Note: Before following these steps, the AutoEmail functionality needs to be enabled. See, Enabling AutoEmail Functionality for instructions.

1. Open an employee record with the Employee search function.
   
   
2. Click Payroll > Tax from the Main Menu sub tree.
   
   
3. Choose Email from the Check Delivery drop-down menu.
   
   
   
   
4. Repeat Steps 1 and 3 for each employee who has provided an email address.
   
   
5. After the delivery method has been updated, process and post Payroll.
   
   
6. A popup with the message "There are (X) employee(s) in this batch setup with email. Would you like to email check stub?" displays. Click Yes to email the check stub.

Automatically Email a Paycheck Stub

1. In the Main Menu, navigate to Back Office > Time Entry > Card View.
2. Click the Open tab on the right side of the top window.
3. Ensure the Check Delivery option is set to Email.
   
   
   
   
4. Click New Batch in the upper-right to open a New Payroll Batch window.
5. Ensure that Run Type is set to Check Run.
   
   
   
   
6. When the previous steps have been verified, perform usual Payroll processing.
7. When the payroll batch has posted, the message "There are (X) employees in this batch setup with email. Would you like to email check stubs?" will display. Click Yes to automatically send emails with pay stubs to employees in the batch that are set up to receive the emails.
   
   
   Note: If the "automatic email for pay stub" feature is not enabled by the administrator (and number of employees is greater than one), then the Mass Mail window will display instead. If checks were expected to be sent automatically, but the Mass Mail option was applied instead, contact your Avionté Administrator.

Manually Email a Paycheck Stub 

1. Navigate to Main Menu > Back Office > Payroll > Home
2. Click the My Batches button or the Active Batches button to display available batches.
3. Search for and then double-click the payroll batch.
   
   
4. With the batch displayed on the Home page, choose Email Paycheck Stub from the Actions menu (or click the shortcut button if available). A confirmation window displays.
   
   
5. Click Yes to email the check stub.
6. Sample of the Pay Stub received in the email:

Add a Message to a Paycheck Stub

The Payroll Batch process features a Message function that allows the addition of a message to every paycheck in a batch. To add a message to a single check, that check must be processed in a batch of its own. If a message need to be added to checks over multiple batches, consider a customization through the Avionté Technical Services team.

To add a message,

1. Navigate to Payroll > Home
   
   
2. Open a New Payroll Batch
   
   
3. Type the message in the Message field.
   
   
4. Click Finish. The message will be applied to every check in the batch.