Paper is no longer needed The Canton of Lucerne relies on modern HR processes

The HR department of the Canton of Zug is organised centrally and takes care of the concerns of a wide range of employees – including 6,000 administrative employees and 6,000 teachers working in the area of compulsory education. In the recent past, the Canton of Lucerne has examined HR processes, including the delivery of pay slips, with a view to possible digitisation. As a modern employer, the Canton of Lucerne wanted to ensure that pay slips are delivered to employees at the same time that their wages are paid and also create the basis for further digital processes (e.g. online tax declaration). Last but not least, however, it also wanted to simplify processes and cut costs.

Two product benefits were decisive for the HR department of the Canton of Lucerne in taking the decision to opt for the IncaMail solution of Swiss Post for the delivery of pay slips. Firstly, Swiss Post also guarantees postal secrecy for items transmitted via its digital channels. And secondly, thanks to a large number of partnerships, IncaMail allows for integration within an already existing SAP landscape.

With the smahrt-eDoc add-on of smahrt consulting AG, any number of HR documents, including remuneration statements, pay slips, time sheets and attachments, can be bundled together in SAP and sent out directly from the software via IncaMail at the click of a mouse. Sensitive documents are dispatched to the private e-mail addresses of employees in a secure and verifiable manner. In each case, employees receive an e-mail electronically signed by Swiss Post containing the wage documents as an encrypted SAFE attachment (Secure Attached File Encryption). They can then open the secure attachment directly in their personal e-mail inbox whenever and wherever they want using their IncaMail password. No data is stored on the IncaMail platform and third parties cannot see the contents of the messages.

During the implementation of IncaMail for employees, the Canton of Lucerne was able to make use of the instructions and support of Swiss Post. For recipients who experience problems when opening IncaMail messages or who are not tech-savvy, Swiss Post offers its own hotline.