Guidance documents
Epay Privacy Policy
Frequently asked questions
Electronic Payslips
What is Epay?
Epay is Hertfordshire County Councils new online pay document portal. You will be able to view your payslips, and other pay documents at work, home, and on-the-go.
Datagraphic, the service provider has extensive experience in providing an e-payslip service to Councils, Schools, and national employers. You will be able to instantly access your pay information on any internet connected device e.g. computer, tablet or mobile phone 24/7, meaning it’s available where and when you need it!
- It’s digitally inclusive
- Delivers a great employee experience
- Has superior security
Why E-payslips?
E-payslips will benefit employees by allowing instant, 24/7 access to pay documents. It will also reduce our environmental impact by replacing our reliance upon paper based documentation with an electronic solution, eliminating the need to print and post over 24,000 payslips each month. The move to Epay allows us to move to an online platform for all employees.
What are the benefits of Epayslips?
- One platform approach for the delivery of payslips.
- An on-the-go solution enabling individuals to access their payslips 24/7.
- An improved customer journey.
- Reduced paper usage, contributing towards the Council’s target of becoming Carbon Neutral for our own operations by 2030.
- Continues to fulfil HCCs legal obligation as an employer to provide all employees and workers with payslips, viewable before payday.
- Remote workers experience a faster delivery of their pay information.
- Secure method of delivery and storage.
- Ability to download, save and print payslips as and when required e.g. mortgage application.
What is ESS?
ESS is HCC's SAP Employee Self Service portal, which enables users to view, amend and update their personal data, request leave and view pay related documents.
What is the difference between an ESS user and a Non-ESS user?
ESS users versus Non-ESS users
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ESS (Employee Self Service) users
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Non-ESS (Employee Self Service) users
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Employees within council departments who have a work email address and use single sign on.
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Employees within council departments who do not have a work email address, it also includes employees from schools and academy, and traded companies.
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When is Epay going live?
Epay will launch in April 2024 for all colleagues currently in receipt of a paper payslip, including schools, academies and traded companies, and for all colleagues who currently access their payslip via Employee Self Service (ESS).
Is the change to E-payslip Mandatory?
Yes, this change is mandatory for all new and existing members of staff.
If you feel you may be exempt, please see exceptions process and discuss in more detail with your manager.
Are electronic payslips compliant with HMRC regulations?
Yes, HM Revenue & Customs accept electronic payslips as being valid. Employees must be able to see a statement of their deductions from pay on or before pay day.
Logging in and two factor authentication
How can I access Epay?
If you are new to Epay, or are a new starter to HCC, a school, academy or traded company, you will receive a welcome email from admin@epay.myaceni.co.uk shortly before you are due to be paid for the first time. This will include a link to the Epay portal and a temporary password to log in.
From there you will then be able to set your own password and security questions. Your Username will be your National Insurance Number.
ESS users versus Non-ESS users
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ESS (Employee Self Service) users
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Non-ESS (Employee Self Service) users
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You will use Single Sign On (SSO)
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You will be required to download an authenticator app which will provide you with an added level of security. This is known as two-factor authentication (2FA).
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New starters will receive a welcome email around the 27th of each month.
For step-by-step support, view our Epay user guidance (PDF 859KB).
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I have a joint/family email address, is this ok to use?
Yes - Document (Payslip) notifications will be sent to the personal email address that is currently held for you in the payroll system (SAP).
Payslip information cannot be obtained from the notification email. However, please be mindful that the email address used is personal to you. Shared email accounts with family members are allowed e.g. familyhills11@xyz.com or brian&mary@xyz.co.uk but please consider if you would like the notification email shared with others who may have access to this email account.
How do I download and use the authenticator app?
I did not receive a Welcome Email to activate my Epay account?
No problem – Please check your junk/spam folder to check it is not in there. If not, you can contact the Payroll Service Desk who will issue a Welcome Email to you.
Why don't Epay accept my username and password?
The system is case sensitive, so check the following:
- Make sure caps lock isn't on
- Look out for spelling errors
- Check there are no spaces at the beginning or end
- Use the eye icon to view the password being entered.
If you have recently changed your password, your browser might remember your old information. Try manually entering your username and password.
What if I forget my password or login?
You can reset your password by following these steps:
- Click ‘Forgot Password?’ link on the login page
- Enter your username and click 'Request'
- Wait for the ‘Reset Password Request’ email to arrive.
- In the email, click on the ‘Reset Password’ button.
- Wait for the ‘Password Reset’ email to arrive. This contains a temporary password.
- Click on the ‘Log in to Epay’ button and enter your username and temporary password.
- You'll then be prompted to set a new password.
How do I find my National Insurance Number?
You'll need to know your National Insurance (NI) Number to access Epay as this will be your username.
Your can find your NI Number:
- Via ESS for Employee Self-Service users:
1. ESS > Personal Information > Personal Profile > Personal Data
2. Select Edit by clicking on the pencil icon
3. Once you have viewed your NI Number, click cancel to exit.
- On your P60 document that is provided to you annually.
- On letters from HM Revenue and Customs (HMRC), or the Department for Work & Pensions (DWP) about your tax, pension or benefits.
How do I update my email address?
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ESS (Employee Self Service) users
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Non-ESS (Employee Self Service) users
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You can change your personal email address via ESS > Personal information > Personal Profile
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You'll need to complete the Change of Personal Details form to make payroll aware of the change.
For a copy of the form, contact your manager or relevant admin support at your service or school. If they are unable to provide this form, please get in touch with the Payroll Service Desk.
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Epay will display the email address your Epay notifications are being delivered to, however you can't update your email address in Epay.
Documents – viewing, downloading and printing
When will I receive my payslip?
You will receive a notification to your personal email account, at least 2 days prior to pay day, informing you that your payslip is ready to view.
How do I access my historic pay documents (Payslips, P60, P11D)?
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ESS (Employee Self Service) users
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Non-ESS (Employee Self Service) users
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If you have access to ESS, you can access historic documents prior to April 2024 via ESS > Performance and Pay > View Historic Payslips, P60 and P11D
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Copy documents will be available via the Payroll Service Desk, for data prior to April 2024.
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How do I access Epay via ESS after April 2024 to view my payslips?
As an ESS User, you can access Epay to view your pay documents (payslips, P60 etc.) by selecting the Performance and Pay section within ESS and clicking on Epay - Pay Documents (Payslip, P60 etc.)
How do I download and save my pay documents (payslip. P60 etc.)?
Once you have selected the payslip you wish to save, click on the View button.
You can scroll up and down the document using the scroll bar on the right hand side, and you can save the document by clicking on the dics icon at the top right of the page.
How do I print my pay documents (payslip. P60 etc.)?
Once you have selected the payslip you wish to save, click on the View button.
You can scroll up and down the document using the scroll bar on the right hand side, and you can print using the printer icon at the top right of the page.
What if I don't have access to internet?
In line with HCC’s Digital Agenda and Go paperless Project, we are keen to maximise the benefits of electronic payslips and therefore have a strict policy regarding exceptions to electronic payslips.
In cases where an employee can demonstrate they do not have access to an internet enabled device, either at work or at home (unable to visit a library or internet cafe) etc. a printed version will still be provided upon request.
Please speak to your manager if you would like to request an exception form, which can be obtained by contacting the Payroll Service Desk on 01992 555000 (Internal: 25000). The completed form, along with your managers support confirming the above criteria are met, should be emailed to HRPayrollQueries@hertfordshire.gov.uk for review and approval.
Will other documents be available on online?
Yes, we plan to make E-P60s available for the tax year 2023/24, which will be produced and distributed via Epay in May 2024.
We are also planning to extend this to other documents, including E-P45s and E-P11Ds.
Printed P11Ds will remain in place for the tax year 2023/24, which will move online for tax year 2024/25.
Can I see my P60 on my ePayslip account?
Yes, at the end of the financial year. Once you have logged into Epay, you will see ‘My P60s’ in the menu, where you can find your P60. We recommend that you print or save copies of your P60 each year.
ESS Users - Historical P60s are available via Performance and Pay > View Historical Payslip, P60 and P11D
Can I use e-Payslips when applying for loans or mortgages?
Yes. Your e-Payslips are kept in one secure place on the online portal and you can download and save, or print copies from a PDF format, should you need them for a loan or mortgage application.
What happens if I leave the business?
We recommend that you download your pay information as soon as possible. Your account will remain active until 90 days after your last day of paid employment.
Your information will remain on the Epay system for 6 months after your last date of paid employment, at which point the data will be removed.
Why haven’t I received my payslip by email?
Payslips aren’t sent out by email. Instead, you can see them by logging into our secure portal – Epay.
Pay questions
Who do I talk to if my pay is wrong?
Council Departments and Herts Living Ltd: Please speak to your manager in the first instance, if they are unable to help, please contact the Payroll Service Desk.
Schools & Academies: Please contact the relevant person at your school and they should be able to help. If they can’t, they should liaise with the Payroll Service Desk.
Herts at Home Ltd: Please contact the relevant person who deals with pay queries and they should be able to help. If they can’t, they should liaise with the Payroll Service Desk.
Who do I talk to if my tax code is wrong?
Tax codes are set by HMRC, so please contact HMRC on 0300 200 3300 or visit the relevant page on their website.