The purpose of this Circular is to advise you that the NSW Deputy Industrial Registrar has given approval for public sector agencies, including Government Trading Enterprises (GTEs) and State Owned Corporations (SOCs), to provide pay advice via ESS systems to those employees who have access to the appropriate technology. Under such arrangements, employees access electronic records to view their current and previous pay details, rather than receive a paper or email payslip.

The approach approved by the Deputy Industrial Registrar under s 123 (2) of the Industrial Relations Act 1996 was developed by the NSW Premier's Department and was the subject of consultation with employee bodies. It is designed to ensure that agencies meet employees' reasonable requirements for information about remuneration and sets in place a number of essential implementation elements listed in the attached Pay Advice Compliance Checklist. CEOs are asked to note in particular:

• Employee records and transactions must be protected by password or other such security measures in line with current DITM standards to protect against loss, unauthorised access, modification or misuse;
• Provision for electronic authorisation must be acceptable in terms of privacy, accountability and audit;
• Each computer or delivery system must allow for printing of the pay advice within reasonable proximity of the user;
• Employees may elect to continue to receive their pay advice by payslip in writing particularly where such employees are unable to access designated ESS technology;
• Employees receiving their pay advice must be guaranteed access to the necessary technology in the following ways:

- access to a computer or designated ESS technology;
- access to and familiarity with the use of designated ESS technology;
- formal training in the operation of the new system

Please contact Jo Grisard ([email protected] or 9228 5130) if you require further advice on this issue.

C. Gellatly
Director-General

Issued by: Review and Reform Division
File no: RRD/01208
Internet: http://www.dpc.nsw.gov.au
Date: 27 May 2002
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PAY ADVICE COMPLIANCE CHECKLIST

This checklist should be used by all agencies introducing electronic pay advice to ensure that employees have suitable access to information about remuneration.

The Industrial Relations Act 1996 specifies arrangements for supplying details of remuneration to employees (s.123 (1)) and makes provision for alternative arrangements to be approved by the Industrial Registrar for the supply of such details (s.123 (2)). Alternative arrangements are possible where they are in the interest of employees and meet their reasonable needs.

Traditional forms of payment advice, such as paper payslips, are accepted as meeting the requirements for 'supply' under s.123 (1). Emerging technologies, such as ESS, enable alternative arrangements that may not have a clear position within s.123 (1). 'Employee-initiated access to pay information via on-line ESS systems' is one such alternative arrangement that has been endorsed under s.123 (2). The Industrial Registrar has granted approval for agencies of the NSW Government to provide advice of employee remuneration via ESS. Approval is granted to agencies implementing ESS on the condition that they comply with the following minimum standards:

Technology Standards
RRD Guidelines for ESS implementation suggest minimum standards for IT infrastructure and general technical awareness and acceptance within an organisation. Agencies planning to provide pay advice electronically must also comply with the following standards:

• Employee records and transactions must be protected by password or other such security measures in line with current DITM standards to protect against loss, unauthorised access, modification or misuse. Provisions for electronic authorisation must be acceptable in terms of privacy, accountability and audit.
• Each computer or delivery system must allow for printing of the pay advice within reasonable proximity of the user.
• Technology for accessing data must be retained in accordance with State Records NSW Policy on Personnel Records.

Guaranteed Access
Employees are encouraged to use the ESS system but may elect to continue to receive their pay advice via a paper payslip. This option is particularly important for employees unable to access designated ESS delivery technology. Employees receiving their pay advice via ESS must be guaranteed access to the necessary technology in the following ways:

• They must have ready access to a computer or the designated ESS delivery technology.
• They must have access to and familiarity with the use of Email and other associated technology tools such as Intranet (where used as part of the ESS tool).
• They must receive formal training in the operation of the new system. This might include on-the-job training, on-line training, buddy training or power user, and should be reinforced by help-line support.

Communication and Consultation
Clear and effective communication with staff is a key element in successful ESS implementation:

• Ensure that employees affected by the shift to ESS are informed in advance. Methods might include staff meetings together with advice by Email, printed circular, newsletter, or notice attached to existing paper payslip.
• Each new employee should be advised of electronic pay advice arrangements as part of the process of putting them on the payroll.
• Help mechanism for staff having questions or experiencing problems must be established, the availability of which should be clearly conveyed.
• General consultation with industrial representatives regarding ESS has taken place at peak level. Further consultation with relevant employee bodies is also required at the agency level.