Mailing payslips directly from SAP A flexible solution for all employees

The Stiftung Liebenau enables people who need particular support to have the greatest possible autonomy and to participate in social life. With 20 subsidiaries and 6,500 employees, it is active in the fields of education, family, health care, living spaces, nursing care and participation.

With process optimisation measures, the Stiftung Liebenau looked for a solution for sending payroll accounting documents more efficiently and more cost-effectively in the future. Previously, printing the payroll accounting documents, putting them in envelopes and sorting them were carried out in-house at the headquarters. Here delivery to the 47 locations in large envelopes and packages was organised so that the documents could be distributed to the employees on-site. Processing lasted around two days and the employees often received several envelopes on account of the infrastructure.

The new solution should enable both secure digital delivery and also the previous classic delivery of the payroll accounting documents in printed form by post. The integrated handling for delivery and the monitoring directly in SAP HCM were an important requirement for the Stiftung Liebenau. The presorted delivery to the many locations should also be retained in the future for all paper-based recipients.

Thanks to the partnership between XimantiX Software GmbH and Swiss Post, all needs of the Stiftung Liebenau were able to be covered from a single source. With the eBeleg Service – HR, XimantiX offers a solution already integrated for SAP HCM and MS Dynamics Navision - HR which can be used for directly bundling payroll accounting information/pay slips and corresponding attachments such as social security notifications or time sheets. Delivery directly in the HR system is also done with the single push of a button. Depending on the setting at the recipient level the delivery is either electronic via IncaMail or in printed form by post.

IncaMail, the e-mail encryption service of Swiss Post, guarantees secure and verifiable delivery of sensitive documents to the private e-mail addresses of the employees. In each case these receive an e-mail electronically signed by Swiss Post containing the wage documents as an encrypted SAFE attachment (Secure Attached File Encryption). The employees open the secure attachment whenever and wherever they want with their IncaMail password directly in the mailbox. No data is stored on the IncaMail platform and third parties cannot see the contents of the messages.

For printing records, the data and documents are given to the printing service provider Swiss Post Solutions in Dettingen near Stuttgart. As a reliable partner SPS prints the documents and puts them in envelopes and then passes on the packed documents to Deutsche Post AG for delivery. This means fast delivery can be ensured. The pay slips reach the respective employees individually or, depending on the works, presorted and bundled for internal distribution.