Information about Paychex Secure E-mail

Protecting the privacy and security of client, company, and employee information is one of Paychex' highest priorities. An important component of that commitment is the Paychex Secure E-mail Message Center — a protected e-mail environment designed to keep your sensitive and confidential information safe.

In this environment, Paychex can send notifications to your regular e-mail account with links to our secure e-mail server, where you can securely access confidential e-mails. For more, view Frequently Asked Questions about Paychex Secure E-mail.

Top 5 Secure E-mail Facts

1) You can log into the Paychex Secure E-mail Message Center anytime

To view and manage your secure e-mails, click the link in your Paychex notification e-mail or enter https://secureemail.paychex.com into your Web browser's address bar.

2) You may save secure e-mails locally within 60 days after they are sent

All secure e-mails are deleted from the Secure E-mail Message Center 60 days after they are sent. There are no exceptions to this policy. However, you may save the e-mail to your computer at any time during the 60-day period in order to view it after it has been deleted from the message center. Please contact the sender to retrieve any deleted information. (See "Can I extend the time the e-mail is available on the Paychex Secure E-mail Message Center?" under Frequently Asked Questions.)

3) You cannot opt out of Paychex Secure E-mail

Any e-mail content identified by Paychex as sensitive and confidential will be sent using secure e-mail. However, non-confidential information should be sent to your regular e-mail account as usual.

4) Replies to secure e-mails are also secure

Attachments to the original message are not included in replies, but you can attach files manually to send them securely along with your reply.

5) You cannot forward a secure e-mail message

As an alternative, you can save the content of the message to your computer. Note that the security of the message then becomes your responsibility. (See "Can I extend the time the e-mail is available on the Paychex Secure E-mail Message Center?" under Frequently Asked Questions.)

Get Started with Secure E-mail

Learn how easy it is to set up and access your Secure E-mail account, view your messages, and manage your inbox and settings with the Secure E-mail Management Guide.

How Paychex Protects Your Information

To learn more about the steps Paychex takes to protect your privacy and safeguard your confidential information, please read the Paychex Security Statement and Privacy Statement.

Frequently Asked Questions

Why Secure E-mail?

Why am I receiving notices from Paychex that direct me to another Web site to access an e-mail message?

The content of the message or attachment sent to you includes data that Paychex has identified as sensitive or confidential. To protect this data, the actual content of the message is located on the Paychex Secure E-mail Message Center server. The notification you received in your regular e-mail inbox alerts you that the message is available, and provides a link to retrieve the secure e-mail.

Why is Paychex implementing Secure E-mail now? Were past e-mails not secured?

Previously, Paychex has encouraged clients and business partners to safely communicate confidential information through our online services, fax, or the U.S. Postal Service. In response to our clients' and business partners' need for timely information, the universal use of e-mail, and increasing public concern for the protection of information, we are now offering enhanced security features for e-mail communication.

How do I know that the message I receive is actually from Paychex?

All Secure E-mail notifications will come from an "@paychex.com" e-mail address, for example: jdoe@paychex.com or secure_email.4-1227-804-2f51l2ap@paychex.com, and include a link to our secure e-mail server that begins with https://secureemail.paychex.com. This information proves that the link you're clicking is provided by Paychex, and not from a malicious source.

To learn more about how Paychex protects your confidential information, please read the Paychex Security Statement and Privacy Statement.

What am I supposed to do with this e-mail message?

You can open a secure e-mail notification just like any other e-mail message. The notification will come from an "@paychex.com" email address (for example: jdoe@paychex.com or secure_email.4-1227-804-2f51l2ap@paychex.com), informing you that you have an important message from Paychex. It also includes a link so you can access the Paychex Secure E-mail Message Center.

The first time you access the Secure E-mail Message Center, you will be prompted to enter your name and create a password. You can change your password anytime through the Account Information option in the message center. Your account will remain active unless you do not access Secure E-mail for 13 months.

Why the extra steps just to read an e-mail message?

Using the Paychex Secure E-mail Message Center server ensures that the sensitive data never leaves our secure environment. You must access this server to view the information. This process greatly reduces the risk that the message could be inappropriately accessed.

Will this happen with every e-mail I receive from Paychex?

Only information identified as containing confidential and sensitive information is sent through the secure e-mail channel. Examples include:

  • An employee's name and one or more of the following:
    • social security number
    • driver's license
    • bank account number, credit card number, or debit card number
  • Individual health information
  • Authentication information such as passwords
  • Any information required by state law to receive special protection (such as the Oregon Consumer Identity Theft Protection Act).

Does the addition of Secure E-mail mean that I will be receiving more communications through e-mail from Paychex?

No. You can expect to receive about the same amount of e-mail from Paychex as you normally do. Secure E-mail is an additional measure to protect client, company, and employee information.

Can I receive my e-mails the normal way? I would like to opt out of this service.

You cannot opt out of this service. While e-mail communication provides many benefits, it also presents a risk of information being accessed by inappropriate users.

Because we value your business, we are committed to safeguarding sensitive and confidential client, company, and employee data. Secure E-mail is now our standard way of communicating sensitive data electronically.

Note: Routine, non-confidential information will continue to be sent to you as usual. You will not need to log into the Paychex Secure E-mail Message Center to retrieve those messages.

Will I receive any e-mails that do not require access to the Paychex Secure E-mail Message Center?

You will continue to receive routine, non-confidential information from Paychex in your regular e-mail account. You will not need to log into the Paychex Secure E-mail Message Center to retrieve those messages.

Is there a charge for the Secure E-mail service?

No. The Secure E-mail service is provided free of charge.

What types of information will be sent using this Secure E-mail method?

Generally, confidential and sensitive data is information that must be treated with care to prevent inappropriate disclosure, modification, or loss of availability. Examples include:

  • An employee's name along with one of the following:
    • social security number
    • driver's license
    • bank account number, credit card number, or debit card number
  • Individual health information
  • Authentication information such as passwords
  • Any information required by state law to receive special protection (such as the Oregon Consumer Identity Theft Protection Act).

How does Secure E-mail work?

Will this method of sending e-mail delay when I receive the message?

No. As soon as your Paychex contact sends you a Secure E-mail message, a notification e-mail is instantly sent to your e-mail inbox and the actual message is sent to the Paychex Secure E-mail Message Center. Only delays that are typical in any Internet environment may occur.

How long will I be able to access this e-mail message?

The e-mail message will be available on the Paychex Secure E-mail Message Center for 60 days from the date it was originally sent.

Can I extend the time the e-mail is available on the Paychex Secure E-mail Message Center?

To avoid potential capacity issues on the Paychex Secure E-mail server, messages are deleted 60 days after they are originally sent. If you want access to the information for longer than 60 days, you can:

  • Print the e-mail
  • Save the text of the message to your local computer by clicking Save Message Text in the bottom right corner of the e-mail message.

Important: You take responsibility for the security of any data that you remove from the Paychex Secure E-mail Message Center.

What if I need the information in the message after it is no longer available on the Paychex Secure E-mail Message Center?

If you try to access the e-mail message from the Paychex Secure E-mail Message Center more than 60 days after it was sent, you will receive a notification that the e-mail message is no longer available. Contact the original sender about your request so that you can get the information you need.

When can I access the Paychex Secure E-mail Message Center?

You can access the Paychex Secure E-mail Message Center 24 hours a day, 7 days a week from anywhere with a PC and internet access. The actual message is available for 60 days from the original day it was sent.

Where can I access this e-mail message? I travel, so I am not always at my office computer.

You can retrieve a Secure E-mail message from any PC as long as you can access the e-mail account where Paychex sent the notification, and click the link to the Paychex Secure E-Mail Message Center. Also, you must know your Paychex Secure E-mail account password.

Important: You can also log in to the Paychex Secure E-mail Message Center by entering https://secureemail.paychex.com into your Web browser and pressing Enter. When you access the site directly, you must enter your full e-mail address (such as username@example.com) and Paychex Secure E-mail account password.

What do I do if I can't access the e-mail message?

Please contact the sender if you can't access the message in the Paychex Secure E-mail Message Center.

Can I forward the Secure E-mail message to someone else?

To maintain the security and integrity of the message, you cannot forward it from the Paychex Secure E-mail Message Center. You can, however, save the content of the message to your computer by clicking Save Message Text, located in the bottom, right corner of the message.

Important: You take responsibility for the security of any data that you remove from the Paychex Secure E-mail Message Center.

Can I choose who receives e-mail at my office or have multiple people receive the e-mail?

Yes. When you request information through e-mail, you can let us know who should receive the information. The recipients you identify will receive a notification e-mail from the Paychex Secure E-mail Message Center and will be prompted to create their own accounts. Once we send the information using Secure E-mail, you will not be able to forward it to other users.

If I reply to you through the Paychex Secure E-mail Message Center, is my reply secure as well?

Yes. If you reply to a Secure E-mail message from within the Paychex Secure E-mail Message Center, your reply is also secure. You cannot, however, forward messages to other people or create new secure emails through the Secure E-mail Message Center.

Note: Attachments are not included in replies. To include an attachment in your reply, note the Add files to message section in the lower left area of the screen. In the Filename field, you can enter the path name of the file or click Browse… to select the file you want to attach to your Secure E-mail message.

If I reply to you through the Paychex Secure E-mail Message Center, can I include an attachment to my reply?

Yes. If you respond to a Secure E-mail message, you can attach a file. When replying to the message, note the Add files to message section in the lower left area of the screen. In the Filename field, you can enter the path name of the file or click Browse… to select the file you want to attach to your Secure E-mail message.