What Is a Salary Certificate System? How Does It Reduce HR Workload?
A salary certificate system lets employees submit requests through the system and enables HR to review, approve, and issue documents electronically, using the relevant employee and salary data. This cuts down the steps involved in searching for information, creating documents, and tracking requests across multiple channels.
Table of Contents:
- What Is a Salary Certificate System? How Does It Reduce HR Workload?
- What Is a Salary Certificate System?
- What Features Does a Salary Certificate System Offer?
- How to Request and Approve Salary Certificates in HumanSoft
- Traditional vs. Online Salary Certificate Issuance
- How Does a Salary Certificate System Help HR?
- Summary: What Is a Salary Certificate System and How Does It Help HR?
- FAQ: Frequently Asked Questions About Salary Certificate Systems
What Is a Salary Certificate System?
A salary certificate system is a system that helps organizations and companies issue salary certificates to their employees. A salary certificate is a document employees use to verify their income so that their financial status can be checked.
What Features Does a Salary Certificate System Offer?
1. Employees Request Documents Through the System
Employees can submit salary certificate requests directly through the system instead of sending messages or delivering paperwork to HR in person. This keeps all requests in a single channel and reduces the chance that HR will miss a request.
2. Employee Data Is Pulled into the Document
The system can use relevant information, such as:
- Employee name
- Position
- Salary
- Length of service
- Other specified employment details
to prepare the document. HR no longer has to open multiple files to find information and copy it into a new form.
3. HR Reviews and Approves Online
Once an employee submits a request, it enters the review and approval process of the responsible person. HR can track requests in the system and see each document's status more easily than when approvals happen across multiple channels.
4. Salary Certificates Are Generated from System Data
After a request has been reviewed, the system can use the relevant data to generate a document in the specified format. This reduces the need to create new forms and re-enter the same information every time an employee requests a document. Companies can set their own document format or start from a salary certificate template
5. Electronic Documents Can Be Sent and Downloaded
Once the document has gone through the required steps, HR can send it to the employee through the system, and the employee can download or print the electronic document.
Electronic documents and electronic signatures are legally valid under the Electronic Transactions Act B.E. 2544 (2001), Section 9. However, some recipients, such as banks or embassies, may require a signed and stamped paper copy, so check with the recipient before sending.
How to Request and Approve Salary Certificates in HumanSoft
For Employees — Submit a Request in the HumanSoft App
- Open the HumanSoft app and go to the "Submit Documents" menu.
- Select "Salary Certificate".
- Tap "Request Salary Certificate", enter the purpose, notes, or delivery method, choose Thai or English, and tap "Save". Then wait for HR to approve the request.
For HR — Approve via Web Browser
- Go to Payroll Processing > Document Management > Salary Certificate to view incoming requests.
- Click Approve or Reject. If you approve, the system lets you enter signature details manually or select a preconfigured signature.
- Send the document through the channel the employee selected, such as email, delivery to an address, or pickup at the office, then click the green delivery icon. The status will change to "Document Sent".
Can HR submit a request on an employee's behalf? — Yes. If an employee asks through another channel instead of the app, HR can go to the Document Management menu, select "Salary Certificate", click "Request Document", choose the employee's name, purpose, and language, and then approve it following steps 5–6.
Traditional vs. Online Salary Certificate Issuance
| Comparison | Traditional Manual Process | Salary Certificate System |
| Requesting documents | Paper forms or notifying HR | Submit requests through the system |
| Tracking requests | HR must note them down or search across multiple channels | Check status in the system |
| Approval | Pass documents to the relevant people | Review and approve in the system |
| Reviewing past records | Search through large numbers of files | Check records in the system |
| Finding employee data | Open multiple files or document sets | Pulled from the employee database |
| HR routine work | Many manual steps | Reduced once the workflow is in the system |
How Does a Salary Certificate System Help HR?
A salary certificate system can significantly lighten HR's workload when it comes to issuing salary certificates to employees, making the process faster and more efficient in the following ways:
- Request or approve salary certificates through the system anytime, anywhere
- Greater security and privacy when requesting documents
- Less time and effort for HR in creating salary certificates
- Organized and efficient document storage
- More convenience and flexibility at work
- The system automatically pulls in the key information a salary certificate should include
Calculate how much time HR spends issuing salary certificates manually
Formula: requests per month × time per certificate = time spent per month
Example: A company receives 30 requests a month, and HR spends 20 minutes on each one looking up data, typing the document, checking the figures against the payslip, and sending it for signature → 30 × 20 = 600 minutes = 10 hours per month, or 120 hours per year. This is the time the system can save, because it pulls in the data automatically and HR only needs to review and approve.
Summary: What Is a Salary Certificate System and How Does It Help HR?
A salary certificate system makes things easier for both employees, who can request salary certificates, and HR, who approve requests and create or issue salary certificates. HR no longer has to dig through employee records, because the system automatically displays the key information a salary certificate should include.
The HumanSoft HR management software includes a salary certificate feature and an online document request and approval system that helps HR work more efficiently. See package pricing or start your free 30-day trial today.
FAQ: Frequently Asked Questions About Salary Certificate Systems
Q: How is a salary certificate different from a payslip?
A: A salary certificate certifies an employee's employment details and income, while a payslip shows the earnings, deductions, and net pay for each pay period. They serve different purposes.
Q: Can employees request a salary certificate online?
A: Yes. If the HR system supports Employee Self-Service or online document requests, employees can submit requests through the system. HumanSoft supports salary certificate requests via the app or web.
Q: How does the system generate salary certificates automatically?
A: Once a request has been reviewed and approved, the system can pull the relevant data from the employee database into the organization's template, reducing the need to re-enter information.
Related articles you may be interested in:
- Salary Certificate: Free Word/PDF Templates
- No More Delayed Salary Certificates: Let a Payroll Outsourcing Service Handle It
- Issuing Salary Certificates for Employees' Car Financing
- Free Certificate of Employment Templates in Thai and English
- What Is a Certificate of Employment, What Is It Used For, and Who Can Issue It?
- Free Payslip Templates in Thai and English
