Not as simple as it seems – the challenge of translating payslips

 

Most customers do not - and generally need not - understand the actual work process. Sometimes, this lack of knowledge impacts their price expectations. In this case, the service provider must provide some justification for charging an amount for a seemingly “simple” task. For example, private customers sometimes require translations of a series of payslips. To the uninitiated, while the first one may require a significant time investment, the additional slips involve very little effort. In fact, specifically because the forms are so similar but not identical, the later ones demand serious attention. The translator must look for expected and unexpected differences as well as perform a thorough QA on the document in order to avoid errors. All these efforts require time, which should be reflected in the price.

The most obviously challenging part of translating payslips is the original template. In the best possible world, it would be possible to use a conversion tool or AI that would automatically produce a usable template into which to enter the categories and numbers. Alas, in most cases, the template produced by these tools requires unreasonable time and effort to tweak. Even worse, the result is often not a visually exact replica of the original text. Furthermore, given that a translation may have a different number of characters, even significantly more in the case of Hebrew to English, the amount of space required for a given entry varies from translation to translation. Furthermore, the tools generally do not account for additional visual elements, such as shading and lines. Thus, in most cases, the translator has to manually build the template for the first payslip. Most customers understand this and take it into account when assessing the price.

The main issue revolves around the remaining payslips. While the form remains the same as well as some details, certain numbers predictably vary from month to month. Clearly, the payslip month and sometimes even year change, with this information generally appearing in several parts of the form. Likewise, service time increases in line with the date. On the financial side, the income numbers generally vary from month to month as do the quantity of hours of regular and overtime work. The cumulative pay numbers increase in accordance with the latest data. In addition, the summary of sick and vacation days changes according to their latest accumulation and usage. Finally, issuance and printing dates reflect the latest month. All this involves a methodical working through the form.

What is more challenging are the surprising changes. Income categories may come and go. For example, certain months include holidays, for which gift benefits show up in the payslip on a one-time basis. Sometimes, the employee receives a new or temporary benefit or loses a previously granted benefit. Thus, the number and type of benefits may vary from month to month. Employees occasionally change position, branch, home address and even bank. With all these numbers, it is surprisingly easy to miss a change in one number in a static data area. Employers occasionally add a short note to the employee regarding taxation, one that only appears in one payslip. Translators have to keep a keen eye for these among the sea of data.

Even when the translator finds all the differences, thorough editing is indispensable. Some of the common errors discovered in the first draft (hopefully) involve numbers. Notably, it is easy to switch two numbers, i.e., 4,214 instead of 4,124. Another minefield is the comma/period mistype. It is actually quite difficult to detect this error over a series of slips, e.g., 4.214 instead of 4,214 and 4,59 instead of 4.59. The risk is increased when translating forms from a language with a different set of punctuation rules, such as French to English. Finally, with so many details to which to pay attention, a translator can actually misspell a name in the first draft or change the spelling in another location in the document. Proper QA involves the careful checking of all these details.

Thus, translating payslips is ant work. This month, I told one of my customers that translating seemingly similar documents require great time and effort, with the quote reflecting those elements. The customer accepted my explanation. In practice, the project took as long as I predicted. Therefore, while there is no need to explain every detail of the work process, it is sometimes necessary to educate the customer to a certain degree. Not everything is as simple as meets the eye, especially to the unknowing.