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Electronic Pay Stub System (ePASS)

Category: Enterprise Applications

The (ePASS) provides a clear and understandable online view for each employee to review a replica of his or her respective pay stub information.  Generally, each employee can find all of his or her payroll information collectively on one easy to read screen.  Information such as gross earnings, Federal and State income taxes, FICA contributions, retirement, and other miscellaneous earnings and deductions are readily available.  ePASS is updated each pay period and maintains a history of past pay stubs. 
  • The Electronic Pay Stub System (ePASS) offers many advantageous benefits to employees.
  • A very secure solution for protecting confidential and sensitive data contained in employee pay stubs
  • Employee Social Security Numbers are encrypted within the database so that they are maintained in an unreadable form
  • The display of the Social Security Number on the electronic pay stub is limited to the last four digits
  • Savings from eliminating paper documentation and postage
  • Green Government Award recognition of outstanding environmental leadership and innovative sustainability accomplishments.
With the application of Secure Socket Layer (SSL) encryption and password management, ePASS provides a very secure solution for protecting confidential and sensitive data contained in employee pay stubs.  Employee Social Security numbers are encrypted within the database so that they are maintained in an unreadable format.  ePASS limits the display of the Social Security number on the electronic pay stub to the last four digits.
ePASS provides the convenience of being able to easily access pay stub information.  Previous paystub data is readily and quickly available online for 7 years from the date of implementation.  Consequently, there is no need to maintain and dig through old hardcopies of previous pay stubs.  Additionally, access to pay stub information is available when and where employees want to view it from the Internet.  ePASS was designed to be user-friendly and requires no extensive training to begin using for the purpose of accessing employee paystub and payroll information. 
Implemented by both the Bureau of Communication and Computer Services (BCCS) and the Administrative and Regulatory Shared Service Center, ePASS contributes to the long-term reduction of State costs by significantly reducing the distribution of paper copies of employee pay stubs.


Rates to be determined

What is Included?

  • Readily available access to paystub and payroll information
  • Web-enabled access and functionality
  • Links to a history of prior pay stubs for up to 7 years from the date of implementation on a rolling scale
  • Printable statements to use as supporting documentation pertaining to credit applications, mortgage applications, tax advisors, and financial investment representatives to name a few
  • Confidentiality of information protected by portal ID and secure password
  • Automated payroll administrator capability providing for a more efficient and easier maintenance of payroll data
  • Deployment guidelines for agencies that address a variety of issues pertaining to the initial implementation of the ePASS Service including recommendations for rolling out the service and communication with key stakeholders

What Should You Expect?

  • 8am to 5pm, Monday through Friday service desk support for CMS users. Continuous service improvements
  • Prompt, friendly and courteous technical support staff.
  • Advanced technology ensuring trusted connections to the system
  • System access via the internet from anywhere at any time
  • Simple and easy to use functionality
  • Employee and payroll administrator requirements fulfilled
  • Procurement and inventory cost reductions pertaining to pay stub hardcopy and printing supplies
  • Postage cost reductions with the corresponding reduction of pay stub mailings
  • Elimination of research and retrieval time for lost pay stub hardcopies
  • More effective use of payroll administrator’s time as well as increased productivity

How Can You Help?

  • Users need to ensure that their respective passwords are kept confidential
  • Users need to ensure that their payroll information is up to date
  • Users need to report any discrepancies in their payroll information
  • Agencies/Employees will require internet access and a State of Illinois Public Domain ID and password.