The pay slip is an important document that reflects an employee's financial situation. It is therefore understandable that many employees wonder who has access to their wage documents and who is allowed to view them. In this blog post, we will focus on the topic of "digital payroll documents" and explain who is allowed to have access to these documents.
First of all, it is important to mention that the management of payroll documents should always be kept strictly confidential. This applies to both physical and digital payroll documents. Employers are obliged to maintain the confidentiality of their employees' payroll records and only disclose them to persons who have a legitimate interest in them.
As a rule, the employer has access to the wage documents of his employee, as he is responsible for the preparation and administration of the wage slips. In addition, other employees of the company may also have access to the wage documents if this is necessary for their work. For example, employees in the human resources department need access to the payroll documents to ensure that salary payments are made correctly.
However, it is important to emphasise that employers and other employees may only have access to wage documents if this is absolutely necessary for their work. It is inadmissible to disclose or pass on an employee's wage documents to third parties without the employee's express consent.
When it comes to digital payroll documents, it is particularly important to ensure that the documents are stored and transmitted securely. Employers should ensure that digital payroll is encrypted and only accessible to authorised persons. Employees should also make sure that they store their payroll documents on a secure device and not on public computers or in the cloud. e-Gehalt by COSBOO meets all legal and security requirements in this regard and is a GDPR compliant application.
In some cases, it may be necessary for third parties to have access to an employee's wage documents, for example when an employee applies for credit. In such cases, employers must ensure that they only disclose the necessary information and that the third party has explicit consent from the employee to disclose the wage documents.
Overall, it is important that employers and employees respect the confidentiality of wage documents and ensure that they are only shared with people who have a legitimate interest in the information. Here, the e-Gehalt application is a simple and secure solution to regulate the access management of salary documents in a legally compliant manner. Digital payroll documents should be stored and transmitted securely to ensure that they are protected from unauthorised access. If employees have questions or concerns about access to their pay documents, they should contact their HR department or employer.
