Approve or reject Employment Verification Letter requests

Use the Employment Verification Letter page.Closed From the Company menu, select Forms > Employment Verification Letter. to complete the following tasks:

  • View pending Employment Verification Letter requests.
  • Approve Employment Verification Letter requests and generate a letter.
  • Reject Employment Verification Letter requests.
  • View previously issued employment verification letters.

When an employee requests an employment verification letter through Powerpay Self Service, the Powerpay users, set up to receive employment verification letter notifications, receive the request in their Powerpay Inbox (under Actions), and on the Requests tab on the Employment Verification Letter page.Closed From the Company menu, select Forms > Employment Verification Letter.

The Requests list includes all pending, approved and rejected requests. The most recent requests appear at the top of the list. The list can be sorted using the column headers, or filtered by typing all or part of an employee name, date, status, status change, or language in the appropriate search fields in each column to filter the list.

Approved and rejected requests remain in the list until they are deleted by clicking on the Delete button .

When an approved letter is deleted, it is no longer available for the employee in Self Service. Click OK to delete the letter.

You can review previously approved letters by clicking on the View button . The letter is downloads in PDF format.

Click the Preview button to approve or reject pending requests.

Prerequisites

The Employment Verification Letter feature us enabled for your payroll. This functionality is only available for payrolls with Self Service enabled.

Tasks

  1. Navigate to the Employment Verification Letter page.Closed From the Company menu, select Forms > Employment Verification Letter.

  2. Select the Requests tab.

    The list includes all pending, approved and rejected requests, and the most recent requests appear at the top of the list. Approved and rejected requests remain in the list until they are deleted by clicking on the Delete button .

    When an approved letter is deleted, it is no longer available for the employee in Self Service. Click OK to delete the letter.

    You can review previously approved letters by clicking on the View button . The letter is downloads in PDF format.

    The list can be sorted using the column headers, or filtered by typing all or part of an employee name, date, status, status change, or language in the search fields in each column to filter the list.

  3. To generate the letter, click the Preview button for the pending request.

    The letter opens in the Preview page.

    The employment verification letter is generated as HTML based on the employment letter verification template and information from the company’s profile and the employee’s profile in Powerpay.

  4. Edit the letter as appropriate, adding comments if required.

    Note: If generating a letter for an employee previously on leave whose had an ROE produced, Powerpay automatically displays the employee's rehire date as the start date. Enter the original start date in the comments section.

  5. (optional) To view the letter in the final PDF format:

    1. Click Preview in PDF. The letter downloads in the final PDF format.

    2. Review the letter. If any changes are required, you can update the letter template on the Configuration tab. See Configure the Employment Verification Letter Template.

    3. Close the PDF file and return to Powerpay.

  6. Click Approve.

    The letter is generated as a pdf, the employee who requested the letter is sent an email to let them know that the letter is ready and available in Self Service.

    The letter is generated in both French and English, and displays for the employee in their selected language.

    Note: The letter is available for the employee to download in Self Service for 30 days after being approved.

  1. Navigate to the Employment Verification Letter page.Closed From the Company menu, select Forms > Employment Verification Letter.

  2. Select the Requests tab.

  3. Click the Preview button for the pending request to reject.

    The letter opens in the Preview page.

  4. Click Reject.

    No letter is generated, and the request is rejected.

Next steps

When a letter is generated, the employee who requested the letter is sent an email to let them know that the letter is ready and available in Self Service.

Requests Tab Field Information

  • Employee Name - First and last name of the Self Service employee who requested the employment verification letter.
  • Requested – The date the request was made.
  • Status – the status of the request:
    • Pending – The request has not yet been approved or rejected.
    • Approved – The request has been approved, the letter has been generated and sent to the requesting employee.
    • Rejected – The request has been rejected. No letter was generated.
  • Status Change – The date the request was approved or rejected.
  • Employee Language - The employee’s selected language on the Employee Profile page.Closed From the Payroll menu, select Hire/Profile > Employee Profile.