How to distribute your payslips

Before getting started

This help sheet is aimed at Lucca Payslip administrators who want to distribute payslips using Lucca Payslip. It takes you step by step through the process so you can distribute your payslips with total peace of mind.

Importing a file

1- Start by importing your file. If your file is protected by a password, you will be able to enter it.

State which period your document relates to, then indicate who it is for by selecting the establishment(s) of the people who appear in your document. This is very important, because it allows you to set up solid validation rules.

Customize the distribution name: choose this option if you want to edit the name of the document, which will be visible to your employees. This can be useful if the document to be distributed is not a payslip, for example if it is a certificate or a document about profit-sharing.

2 - Click on "Import and continue"

Carrying out a new distribution for the same month, or correcting a distribution

If you are setting up a distribution and you have already completed one for the same period, you will see a warning: "This distribution already exists."

Untitled (11).png

Lucca Payslip allows you to edit a distribution in the event of changes to one or more payslips, for example. Import the payslip(s) to be added or updated and click on "Complete/correct". If someone has already received a payslip, it will be replaced if there is another payslip for them in the import you are going to perform. If you want to import a new document for the same period, you need to create a new distribution (button with white background). This will mean employees will see two different lines displayed on their payslips for the period.

Analysis and warnings

Your document is then analyzed, and an association is made between the first name and last name on the document and the corresponding employee in your Lucca environment.

Keep in mind that former employees who left more than a year ago will no longer benefit from the distribution. However, previously distributed payslips will remain available for the legal retention period applicable in your country.

Country of the client company	Retention period
France	50 years
Germany	6 years
Spain	4 years
Switzerland	10 years

This analysis may bring up several warnings, which require you to confirm who the payslip is for, details of which are provided below:

Several employees have the same name

Here, Lucca Payslip cannot choose from among several employees because they have the same name, so you need to give it a little help.

Untitled (12).png

To prevent Lucca Payslip from having difficulty making the same choice the following month, tell it which data on the payslip can be used to differentiate between the employees. (Job title, payroll number, contract start date, etc.)

We're not sure about this payslip

Here, Lucca Payslip thinks it has found the right employee, but part of the information on the payslip is preventing it from being sure, so you need to confirm whether it is the right employee.

Untitled (13).png

Lucca did not recognize any employee

Lucca Payslip cannot associate the payslip with any employee, as no identifying information has been found on this document. By default, it will not be distributed. If you know who it belongs to, select the recipient.

Untitled (14).png

Several employees recognized on the page

Sometimes, there may be several names on a single page. If so, you must always confirm the association for Lucca Payslip.

Pages linked differently

In cases where a page concerning an employee was previously distributed and a second page is then given a different association by the Lucca Payslip algorithm, you will need to check the association.

Non-consecutive pages

When a document contains two pages to be distributed to one employee, and the pages are not consecutive, Lucca Payslip will ask you to associate them. This is because pages for a single employee are usually consecutive, so non-consecutive pages cause the algorithm to find the association suspicious.

Is this the right employee?

When the name appears over two lines or contains a typo, the algorithm will ask you to confirm the supposed association.

No employees recognized on the page

If you have a page that does not belong to anyone, you will need to tell the algorithm either who the page is for or that the page does not need to be allocated and can be ignored.

What if there are employees without payslips?

Some employees will not have a payslip for this distribution, though this is quite rare. Take a moment to check whether this is correct before going any further. It may be that the imported file does not correspond to the establishments that were selected during the first step. If so, it is best to restart the distribution in order to reduce the risk of errors.

Untitled (15).png

Summary

Here, you have a summary of the analysis performed by Lucca Payslip. You can review the documents, especially in cases where some employees have more pages than the others.

Is the online and paper distribution of my documents correct? Is it right that Chloé and Cécile have two documents each, while the others have only one? etc.

Untitled (16).png

Distribution

Once you have carried out any checks, you can click on "Distribute documents" with peace of mind!