Dematerialization of the Pay Slips in the Principality
Monaco continues its advance towards the smart city of tomorrow.
The Law No.1.482 of the 17th of December 2019, in line with the national ExtendedMonaco project, which initiated the digitization of administration services, authorized by a ministerial decree of the 20th of December 2019 the dematerialization of the Electronic Pay Slip- the EPS. This national willingess gives the opportuity to the local companies to dematerialize their pay slips.
The government estimates that the private sector generates nearly 620,000 pay slips per year. Digitalization is an ecological choice that saves companies time, as well as a reduction in the cost of processing these monthly uses (the total cost of a paper pay slip is up to three times the level of a digital one).
The storage of this data introduces a solution now possible in the Principality, known as the digital safe.
We met one of the major players in this field, Marion Soler, Managing Director of Actis – a subsidiary of the Telis Group.
Marion Soler presents the digital safe as the current growing solution for the group’s customers.
Since 2008, Actis has already been offering digital safe technology in the Principality in partnership with Cecurity.com.
This solution allows one’s to archive personal, confidential and valuable digital data in a completely secure way, and in a customizable responsive web interface that is adaptable to everyone’s needs, depending on the importance of the data stored and their usefulness.
Marion Soler, says that “this document retention system ensures that users have the probative value of archiving.”
In other words (and for the less specialized), digital archiving issues arise mainly at three levels: in terms of the authenticity of the document, the integrity of the preservation of this document and at the restitution of the data, guaranteeing intelligibility of this document.
It also specifies that the safe is applicable to all types of documents, including invoices, contracts or confidential acts.
However, the dematerialization of the pay slip is not mandatory. Each employer is free to offer its employees the transition to the EPS through a recommended letter with acknowledgement, an electronic recommended letter, or possibly a hand-delivered letter against discharge. This choice must be made upon hiring someone, or one month before the first issue of the electronic pay slip.
The employee also has the right to object by the same means conferring the validity of the date.
For those who would be hesitant about this new practice, let us remember that the choice of digital media is reversible, and therefore does not represent a definitive commitment. The will of the employee and the employer will have to be fixed one month before the end of the calendar year, by any means conferring certain date.
The EPS responds to the legal framework for protecting personal data; it is transmitted to each employee in a secure and personalized way by email, deposit on a server or in a digital safe with email notification to the employee.
In the same way as a paper pay slip, the digitized document is endorsed by an electronic signature or stamp that the employer will have previously provided. Its storage can be done on an internal server, or externally, using a third-party service provider. Its shelf life is 5 years, and it is the employer’s duty to provide its employees with a computer and a printer so that they can obtain a copy of their pay slip if they wish.
Article Joana Foglia