HOW TO SEND US YOUR PAYROLL INSTRUCTIONS

If you decide favourably to place your payroll with us, there are a number of steps and alternatives to go through:-

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1) Firstly, we will send you the new payroll pack, this includes the appropriate forms to list all employee details, names, addresses, date of birth, National Insurance Number, P45, frequency of payment, rates of pay etc. In addition, a supply of P46 forms will be included in the event that an employee has no current P45.
Included with the pack will be Form FBI 2 which basically provides us with authorisation to act on your behalf as an agent in order to submit year end returns via the internet thus making you eligible for any Inland Revenue bonuses applicable for on line filing.
If you wish for us to act on your behalf on all payroll matters direct with the Inland Revenue, Form 64-8 will also be enclosed.
If you are switching your payroll midway through the tax year you will need to supply us with the details of Lower Earnings Level, Earnings Thresholds and Upper Earnings Threshold, National Insurance contributions for each employee. (This should be available from your previous payroll provider, or your Deductions Working Sheet). This will enable the correct amounts to be filed at the end of year submission.

2) On receipt of the above information, the payroll will then be set up on to our payroll software in readiness for the processing of the ‘live’ payroll, we would anticipate that this will take one day, subject to employee numbers and receipt of all of the required information.

3) Once the payroll is ready to run, receipt of timesheets, hours, salaries etc will depend upon the frequency of and date of payment of salaries.
In all cases a turnaround form will be created on which you can insert the appropriate hours, salaries, sessions, shifts etc., to be paid, plus any additional amounts, bonuses, travel expenses etc. This can then be forwarded to us by a number of methods, mobile phone, e-mail, landline phone, fax or post. All relevant contact details will be in the new payroll pack.

4) The payroll will then be processed on your behalf based on your instructions, including any SSP, SMP, Attachment of Earnings, Student Loans, Advance Recoveries etc. Reports and Payslips will be produced, if you prefer to see the results before full printing, copies of relevant documents can be e-mailed or faxed for final approval before full printing.
All reports will then be 1st class mailed to you. As we use mail ready security payslips we will include these unsealed with reports unless you have requested the mail direct to employee option, which for the additional cost of 1st or 2nd class postage can be mailed direct to employees.

5) At the end of each payroll tax period, a notification will be sent to you to advise the amounts to be paid to Inland Revenue for PAYE and National Insurance contributions. This will be supplied within sufficient time to meet Inland Revenue timetables. If you are paying your Ni and PAYE on a quarterly basis, we will provide you with the three months summary ready for payment as above.

6) In the event that you have new employees starting, leaving or changing terms and conditions you can notify us by using the Starter/Leaver/Change form included in the pack, or by using the online form to notify us immediately.