Frequently Asked Questions
MY EMPLOYEES ALREADY RECEIVE THEIR PAYSLIPS VIA EMAIL, WHY DO I NEED PAYSLIPS VIA JEM?
We have many clients that used to deliver payslips using email but were having numerous problems with this.
- Employees were forgetting their user names and passwords
- Employees would attempt their password 3 times and get blocked from the system
- Email payslips were bouncing or being reverted to their junk folder
Due to these issues, employees would have countless payslip queries per month. Jem Payslips eradicates all of these issues using WhatsApp as the channel for delivery.
MY EMPLOYEES ALREADY RECEIVE THEIR PAYSLIPS VIA SMS, WHY DO I NEED PAYSLIPS VIA JEM?
We have many clients that used to deliver payslips using SMS but were having trouble tracking if employees were receiving their payslips or not. This is because employees were changing their cell numbers so regularly. Further, there is no SMS payslip solution on the market that is BCA compliant.
Jem HR offers a reporting module so you can track when an employee has received or read any form of communication (including their payslip). When an employee changes their number, they simply message the Jem HR WhatsApp line using the new number, confirm their ID Number and the last 4 digits of their bank account number (a two-factor authentication process), and our system will update their number automatically. Jem is also BCA compliant.
CAN I IMPLEMENT JEM PAYSLIPS WHILST MIGRATING PAYROLLS?
Yes, absolutely. Jem works with all payroll systems as a simple-add on feature. We simply make payslips available to your employees via WhatsApp with no changes to your existing payroll system.
WHAT IS THE ONBOARDING PROCESS WITH JEM? HOW LONG DOES IT TAKE TO GET SET UP?
Once we have a signed quote from you, our client experience team will set up a 30 minute onboarding call to walk you through the Jem HR dashboard. The last step is for you to send us your employee data, and we take care of the rest! All of this can be completed within 2 days with about 2 hours of input from you required.
HOW IS PAYSLIP INFORMATION PROTECTED FOR EMPLOYEES?
A payslip can only be delivered to an employee via their personal cell phone. An employee must first confirm their name, surname, and ID number before they can access their payslip.
HOW DO EMPLOYERS USE JEM TO DELIVER PAYSLIPS TO THEIR EMPLOYEES?
Every paycycle the employer either emails the payslips to your dedicated Account Manager or upload them directly on your Jem dashboard. Jem has a sophisticated software that matches the payslip to the correct employee by parsing the ID numbers from each PDF payslip with the corresponding ID number on each employee’s profile to ensure the correct payslip goes to the correct employee.
HOW DOES AN EMPLOYER USE JEM TO COMMUNICATE WITH EMPLOYEES?
Employers are given secure access to their own dashboard and interface where they can send announcements, polls and surveys. Employees can then view the announcements, polls and surveys sent by the employer via the JemWhatsApp chatbot.
WHAT DATA SECURITY ENSURES THE SAFETY OF OUR DATA?
Our data is hosted by Google Cloud Services using industry-standard encryption. Data is not shared with any 3rd parties and is only used to provide services to your employees via Whatsapp which uses end-to-end encryption.
All the above is fully POPIA compliant.
Employees are also required to self-authenticate using 2-factor authentication when interacting with Jem for the first time.
HOW DOES AN EMPLOYER MANAGE LEAVE BALANCES USING JEM?
You can upload leave balances and employees can then view leave balances on the Jem chatbot.
HOW DOES ON-DEMAND PAY WORK PRACTICALLY?
- By initiating contact with Jem though WhatsApp/USSD Line, employees can request a portion of their accrued pay, see their available balance, ascertain outstanding balance and initiate contact with one of our customer success representatives for any and all user assistance requirements.
- If an employee chooses to take a salary advance during the course of the specific month, Jem shall make payment of the requested amount directly into the employee bank account, within 1 (one) business day.
- At the end of the given pay cycle, the Jem shall provide you with:
- An itemised reconciliation of all the advances inclusive of a deduction sheet.
- An invoice for the amounts advanced and the fees for the services/advances provided.
- For the service provided, you pay us the total advanced amounts, plus the prescribed fees, on the same day as your normal pay run.
- The prescribed fees and advanced amounts shall be deducted from the users/employees payslips, unless otherwise agreed for the employer to pay the prescribed fees.
