Singapore HR teams should plan employee payslip access and employer recordkeeping together. Ant Payslip offers configurable access periods and automatic deletion after the chosen viewing-related period, alongside history and distribution-record functions. A practical process also gives employees a route to request an earlier statement and gives HR a clear source for the record it needs to provide.
The examples below illustrate an employer workflow. They do not describe an identified customer or a product certification.
Start with the Singapore recordkeeping requirement
For employees covered by Singapore’s Employment Act, the Ministry of Manpower requires employers to issue itemised pay slips and retain records of the slips issued. MOM states that records for current employees should cover the latest two years. For former employees, the last two years of records should be kept for one year after employment ends. These points were checked on 21 October 2026 against MOM’s itemised pay slip guidance.
Use that official page when reviewing the applicable requirements, rather than treating a software access setting as the source of the rule. The organisation should identify who owns its payroll records and how staff requests reach that person.
Give different records clear purposes
A payslip contains the employee’s salary information. A delivery record helps HR understand an issuance or follow-up event. An employee link provides a route to access the statement. Each has a practical role in an organised process.
For example, a distribution entry may help confirm when a statement was issued, but an employee asking about a deduction needs the statement’s actual components and the underlying payroll explanation. Keep the supporting records easy for the authorised team to find.
The following table can guide an internal conversation:
| Record or setting | Main operational use | Person to involve |
|---|---|---|
| Approved payroll spreadsheet | Establish the authorised figures and period | Payroll or finance |
| Issued individual payslip | Let the employee review their own pay information | HR and payroll |
| Distribution record | Support issuance checks and follow-up | HR |
| Employee access period | Set the available viewing period | Authorised administrator |
| Request procedure | Route earlier-record questions to the right owner | HR and records owner |
This is a management checklist. It does not require HR to create another payroll template or reformat the spreadsheet used for Ant Payslip.
Use access settings as part of the routine
Ant Payslip lets the employer set a payslip viewing period, with automatic deletion after the configured period following viewing. Choose the setting as part of the organisation’s normal salary communication process.
Tell employees how to access and download their own statement when they receive it. They can view the individual record on a phone or computer and obtain a PDF without installing a new app or creating another employee account.
Give staff a straightforward contact if they need an earlier statement. An employee should not have to explain a salary issue to several unrelated colleagues merely because they no longer have the original message at hand.
Maintain an understandable source for earlier statements
Ant Payslip supports employee history and administrator distribution-record export. Use those functions in the organisation’s authorised workflow, together with the payroll records it maintains.
For an earlier-record request, establish the employee’s identity, the period needed and the record already available. Retrieve the correct statement rather than reconstructing a person’s salary from memory or a bank total.
A small internal request record can contain the employee reference, requested period, source located, responsible owner and completion status. It is a support record, not a spreadsheet the employer must build for importing payroll.
Where a salary calculation is disputed, retain the route back to the payroll owner. A file copy can show what was issued, but the explanation may require approved attendance, allowances or deduction records held in the existing payroll process.
Prepare for employees leaving the organisation
An employee’s work mailbox may close when employment ends. If that mailbox was the original access route, a later request needs an appropriate confirmed contact.
Follow the employer’s ordinary identity-verification and contact-update process before sending personal salary information to a new address. Do not disclose a statement solely because someone sends a message claiming to be the former employee.
Where the correct record is available, provide the authorised copy through the appropriate individual channel. Email is the main Ant Payslip route, with available channels depending on country configuration. Make the selected route clear to the requester.
Make salary information useful to the employee
Access is valuable because it lets employees understand their own pay. The statement should identify the relevant salary period, earnings, allowances, deductions and net salary. Existing calculation bases can help finance explain how the approved result was reached.
Providing understandable salary information is a management responsibility as well as a matter of following applicable local rules. Across markets, even where an express payslip requirement is absent, employees still need clear information about the pay they receive. That general principle does not remove Singapore’s specific requirements.
If a record is incorrect, Ant Payslip supports recalling, editing and resending an individual payslip or multiple records. Explain which version the employee should use. An already downloaded PDF remains on the employee’s device, so a clear replacement explanation is useful.
Frequently asked questions
Is a delivery log the same as a retained payslip?
A delivery log records a distribution event. The payslip contains the employee’s pay details. Use each for its purpose and make sure the employer can provide the relevant salary record when needed.
Can HR provide a record after the original link is no longer available?
Use the employer’s authorised records and request procedure to locate the correct period and confirm the recipient. Ant Payslip history and record functions can form part of that workflow.
Does HR need a new spreadsheet template for Ant Payslip?
No. Upload the employee payroll spreadsheet already in use without extra reformatting. Payroll calculation stays with the existing approved process.
See access settings and record workflows in an Ant Payslip demo.