Things you should know about governments shift from paper to ePayslips | WestMac Media

By Winston Muleba JR 

While the requirement to print certain documents remains, there’s little doubt that this approach is hardly environmentally friendly. But times are changing and there are some documents traditionally delivered in hard copy that have made the successful move to digital. With every passing day, technology is advancing; this brings changes in people's lifestyle and working habits as well. 

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According to media reports, Smart Zambia National Coordinator Dr. Martine Mulenga said government was spending about 7.2 million dollars per year on printing pay slips. To address this huge expenditure, early last year government started the process of introducing ePayslips for civil servants. 

Speaking during the launch of the Ministry of National Development Planning Website, Dr. Mulenga said the contractual obligations with the suppliers for paper was ending in August 2017, and that the contract would not be renewed in view of the introduction of electronic pay slips. 

And towards the end of last year, government introduced ePayslips as a medium of distribution of monthly pay statements to all government employees through their email address. 

The intention behind introducing ePayslips was to improve efficiency, accessibility, privacy and security in the distribution process of payslips.

Government therefore, arranged with financial institutions to access the ePayslips for processing of Loan applications. As such, it is no longer a requirement for any government employee to submit printed copies of payslips for the purpose of accessing loan facilities from any financial institution. 

Civil servants are instead required to just submit their employee numbers, which the financial institutions in turn use to request for authentic ePayslips from the Smart Zambia helpdesk. 

Against this background, governments shift from paper to ePayslips proves to be a win-win situation for all, employers, employees and the environment. Therefore, the things you should know about the shift is that ePayslips comes with the following benefits:- 

* For Government: 

1. Improves reputation for being advanced in their conduct. 

2. Cuts downs the expenditure on paper, printing ink and stamps.

3. Time saved by reducing the administrative burden of payroll staff. 

4. Fewer cases of incorrect pay strengthens employer’s trust in the company. 

5. Fast delivery of payslips to employees working away from the office. 

6. Avoids delays due to third party involvement. 

7. The sense of satisfaction for contributing to saving the planet. 

* For employees: 

1. Easy and fast access to payslips anytime, anywhere. 

2. Rectifying mistakes in the payslips in real time. 

3. More transparency gives more employers satisfaction. 

4. Protection of salary details through passwords gives a big relief. 5. 24/7 accessibility to current and historic pay details and payslips in one place. 6. Accessibility on smartphone and mobile devices; 

• For environment 

1. Carbon footprints will be reduced to significant numbers. 

2. More trees will be saved. 

3. With less damage being done, a better place is created to live. 

Meanwhile, SMEs or companies that entirely depended on government paper contracts may suffer a setback. 

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About the Author: 

Winston Muleba Junior is a Researcher, Citizen Journalist, Aquaculturist, Writer and Disaster Management Practitioner who uses media and ICT to promote environmental conservation; science, technology and innovation. He gravitates towards environment: water, aquaculture, land, climate change and agriculture as he is skilled at juxtaposing the latest research and expert opinion with the everyday lives and struggles of people on the ground. Email: mwenyamuleba@gmail.com