How The Service Works
How to outsource your payroll processing
At Payplus we know that having your payroll looked after by an expert is a given. That’s why, when you join us, you’ll be matched up with a specific member of our team who will look after you. All our team members are highly experienced in payroll processing and speak your language, but having your own point of contact is great peace of mind.
When you’ve been appointed your own member of staff, they will be your point of contact by email or by telephone. It’s that person who will be responsible for making sure your payroll is set up correctly and who will be there for you if you have queries or questions. Working this way means that you get the personal service you expect.
When you choose the Payplus Payroll Service, you get all the convenience and cost savings you would expect from outsourcing your payroll, but you get the human touch as well. You can pass your payroll on to us in the knowledge that it will be dealt with on time, correctly and by someone you can get to know.
Here’s what you can expect from our Managed Payroll Service:
You send your data
You can send your data in a whole range of different ways, but the most popular is by spreadsheet. That said, in order to find the best way of sending your data for your unique situation we’ll walk you through all the options. No matter which format you choose, you can rest assured that we will ensure that your data is suitably secure, every step of the way.
We load your data into our systems
Once you have sent us your data in the format we have agreed between us, we will be able to import that data into our software. From your point of view, this is a simple case of leaving us to set up our import filters to read the data you provide. Once this has been done, all you need to do is update the data format with the up to date data. It really couldn’t be simpler.
You authorise us to deal with HMRC
When you appoint us to look after your payroll processing, as part of our set up process we will ask you to authorise us to communicate with HMRC on your behalf. The benefit of giving us this authority is that it means you can relieve yourself of the need to download tax code changes as they occur. It is essential that each time we process your payroll we know we are working on the correct tax codes for each member of staff. Rather than ask you to confirm that we are, with your agreement we can do that on your behalf, making things even easier for you.
We process your payroll data
At this point in the payroll process, we take your data and run it through our software and procedures. The result of this part of the payroll process is that we have the payroll data ready for checking.
We check our payroll processing output for accuracy
Not surprisingly, payroll accuracy is of utmost importance to us. For this reason, we have checking procedures built into our systems at various points. Checking for accuracy and consistency takes place every step of the way. What’s more, at the end, we perform a final check against data received and against previous periods to check for any anomalies. Only at that point will we ask you to get involved and check the reports we’ve produced.Passing the payroll output back to you for final verification
We verify our payroll output with you
As the employer, your input is essential in the payroll process. Why? Because no one knows your staff like you do. It’s for this reason that once we’ve got your reports and they’ve been checked, checked and checked again at our end, we send them to you for a final check. Only once we have your say-so are we happy to proceed to final processing of the reports.
We produce payslips and reports
Payslips and final reports come in various formats. Which you choose will depend on your unique situation. Once everything has been agreed, we will produce the payslip style you require – electronic payslips or paper – and will also send you the reports we’ve agreed. The reports you get will contain the net salary figures for your employees as well as the tax and National Insurance Contributions that should be paid.
We create Bacs transfers or advise you of payment requirements
Because Payplus is an approved Bacs bureau, we can even make the payments for you. This means that we can manage the payments from your bank account to your employees bank accounts on pay day, relieving you of this task. If you choose not to go this route, we’ll advice you of the payments needed.
We liaise with HMRC
Anyone who has managed payroll will tell you that queries coming from HMRC can become a major part of the job. Assuming you have given us your authority to deal with HMRC on your behalf, we’ll normally be able to deal with any queries they may have about your payroll. And because we’re accustomed to dealing with HMRC, we can make sure that queries are dealt with swiftly and professionally.
We prepare P45’s for leavers
Part of any payroll system involves dealing with people who leave your employment. Leavers may be few and far between or frequent, but when you work with Payplus, we will deal with leavers for you, providing their P45, so you don’t have to.
We dealing with year-end routines and issue P60’s
No matter whether your employees get paid weekly, every two weeks or monthly, there are year-end duties that need to be taken care of. Once again, at Payplus, we take care of those year-end responsibilities for you. We produce and file all the forms required and will provide P60s for each employee.
If you would like to find out how outsourcing your payroll processing can benefit your business or organisation and call 0800 018 0590 or click here to request a speedy quote.