HR PAYROLL AND TRANSACTIONS MANAGEMENT SERVICES TO ACADEMIES TYPE

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1 HR PAYROLL AND TRANSACTIONS MANAGEMENT SERVICES TO ACADEMIES The Payrll and Transactins Management Service is cmmitted t ffering yu a high quality and effective service that is based arund a standard, integrated Peple lifecycle f Jining; Wrking; Learning and Develpment; Reward; Leaving. PAYROLL AND TRANSACTIONS MANAGEMENT CORE PACKAGE SERVICE DESCRIPTION The package includes the fllwing features and prcesses: Access: 24/7 access t cmprehensive guidance, advice and autmated frms (efrms) via the Schls Web Access t the Human Resurces Service Desk fr mre cmplex enquiries e.g. Barred List Check request Regular updates n natinal and lcal issues that will impact n custmers. Examples include: Aut Enrlment; HMRC Real Time initiative; advice n salary deductins during Industrial Actin Regular updates in persn at Supprt Services frums Advice n payrll legislatin Intrductin wrkshp t the Payrll and Transactins Management service fr new Bursars/ Heads by request Jining Issue cntracts f emplyment; check salary details f new starters and set up n the payrll system; prvisin f infrmatin t third parties (e.g. Finance Cmpanies, Mrtgage Cmpanies) Advice n migrant wrker emplyment and spnsrship; prvisin f migrant wrker certificates as apprpriate Ensure Disclsure and Barring Service Checks (DBS) are in prgress and in place (DBS replaces CRB) Wrking Administratin f all variatins t emplyment including variatins t hurs and wrking patterns; claims based wrkers; instant access t teachers salary ntificatin data; Advice n Statutry and Occupatinal Maternity, Maternity Supprt and Adptin Pay - direct t emplyees and t a schl Administratin f claims fr supply teachers and ther casual wrkers; claims based vertime payments Written crrespndence t emplyees n lng term absence and a cpy PACKAGE TYPE CUSTOMER TYPE PRODUCT DEPENDENCIES Annual Academies Access t Schls Web needed PRICES per emplyee per mnth per annum plus VAT. Equates t 60 plus VAT per emplyee Casual wrkers will be billed retrspectively in September at the end f the annual cntract Cntracts run frm 1 September t 31 August. Cntract duratin either 1 year r 3 years. Fr schls wh buy int the cntract fr 3 years, the service will guarantee n price rise during this time.

2 f the letter t the schl Reward Calculate entitlement t statutry ccupatinal sick pay including written ntificatin t an emplyee Adjust salaries t take accunt f natinal and lcal pay awards as required Prcess pensins aut enrlment (wrk based pensins) Apply budget update, pay scale updates, prcess pay increments and update travel rates as apprpriate Late ntificatin charge 40 plus VAT. May invlve additinal charges t recver any utstanding debt. These csts charged at 85/ hur plus VAT Leaving Update emplyee recrds; calculatin f terminatin payments and ntificatin f payrll and pensins; scheduled management infrmatin reprts; and all statutry submissins, issue relevant frms e.g. P45 and P46; recnciling and recvering any verpayments The cre package als includes a full end t end payrll service if required with the fllwing features: Payslips Prvisin f a lg free payslip t each emplyee n r befre payday, sent t the schl. A payslip cntaining the Academy lg and address details can be prvided if required but will incur additinal cst. This can be prvided n request as it is dependent n the number rdered and the detail f the lg t be inserted. There is sme key infrmatin and actins required t create and set up the new payrll area fr the Academy. Please cntact Team fr mre detailed and imprtant infrmatin BACS Payment facility All BACS payments are taken direct frm the Academy s wn bank accunt, this includes Emplyee salary payments 3 rd party payments Financial Reprting There are a number f spreadsheets prvided that will prvide yu with the infrmatin needed t analyse and pst yur emplyee s salaries, n-csts and any additinal items. The Mnthly payrll csting reprts will be prduced in excel frmat and sent using secure methds t prtect the cnfidential cntent f the reprts, this includes

3 Type Statement f Outgings Spreadsheet This details all the deductins that are ging t be made frm yur bank accunt and the dates f these BACS payments. Payrll Jurnal Spreadsheet This spreadsheet details the Revenue psting ttals (P&L) as well as sme Balance Sheet items like VAT, Salary Overpayments and Multiple Emplyee pstings. Grss t Net Detail Spreadsheet This spreadsheet will prvide the ttal Grss t Net infrmatin by Wage Emplyee Grss Cst Analysis This is made up f three spreadsheets and prvides yu with detail and summary level infrmatin f the ttal grss cst f yur emplyees i.e. a breakdwn f all payments and n-csts. 1. Grss Cst Analysis Spreadsheet - This spreadsheet is designed t prvide the ttal Grss Cst infrmatin by Wage Type. 2. Emplyee Grss Cst Detail Spreadsheet - This spreadsheet prvides an analysis f the infrmatin in the spreadsheet abve. It is designed t give yu a listing, by emplyee f the ttal Grss Cst t the schl analysed by G/L psting and subttalled by Cntract Type. 3. Emplyee Grss Cst Summary Spreadsheet - As abve but withut the GL Accunt n. breakdwn therefre prviding ne line per emplyee rather than multiple line. HR Actin Reprt Als included with the mnthly csting infrmatin is an Emplyee Master Data summary spreadsheet. This shws Surname, Initials, Persnnel Number, Cntract type Grade, ISN Pint, FTE %, Weeks Wrked, Annual Leave Weeks, Annual Salary and Cst Centre. A mnthly Master Data activity reprt is sent 3 days prir t the BACS transmissin date (inclusive f day sent), t allw the Academy time t check the changes prcessed and advise the HR peratins team f any amendments required. This includes Starters, Leavers and Changes actined in the perid. Refer t payrll timetable fr actual date f issue. Exceptin Reprting

4 Payrll identify emplyees n lng term absences r wh have reached State Pensin Age and write t the individuals cncerned and a cpy is sent t the Academy fr absences. Overpayments Active Emplyee s A crrectin actin is carried ut by HR Operatins which results in the payrll retrspectively adjusting the emplyee s pay. If the verpayment is significant and the recvery is t be taken ver a number f perids the Academy must advise HR Operatins f the repayment schedule. Leavers Any verpayment will be calculated and the Academy will be advised f the amunt wed by the emplyee. The crrective actin will be prcessed thrugh the payrll and the cstings reflected t shw this. HMRC returns This includes; P45 s P38a s NI exemptin Cards Requests fr P46 Mnthly RTI (Real Time Infrmatin ) submissin t HMRC Annual submissin t HMRC and issue f P11d s t emplyee s Annual issue f P60 s t emplyee s Annual P11d emplyer NIC payver Mnthly Payments All mnthly payvers are summarised n the Statement f Outgings spreadsheet but will include payments t; HMRC (Inland Revenue) Tax, Natinal Insurance, Student Lans and SMP (recvery) Teachers Pensins LGPS Unisn Curt rders LG AVC (Additinal Vluntary Cntributins) TP AVC (Additinal Vluntary Cntributins) Other 3 rd Party deductins as apprpriate.

5 Child Care Vuchers Child Care Vucher deductins can be administered by payrll, hwever the Academy schl must set up the scheme directly with Cmputershare and will be respnsible fr the payment f invices and the administratin f the scheme. Annual Returns LGPS This includes SUP52 Annual Declaratin LG Individual Cntributin Annual Return Teachers Pensins This includes Annual Breakdwn f emplyees cntributins Data required fr End f Year Certificate (EOYC) TR17 if relevant TSSR Annual Service Return Nte: Teachers Pay & Pensins can cmplete the returns n the Academy s behalf and send t Teachers Pensins Agency subject t a separate agreement Natinal Statistics ASHE return Additinal functins prvided by the Payrll Team and/r Technical Payrll System Supprt Team in additin t the abve are; Prvide payrll legislative advice as needed Prcess pensins aut enrlment (Wrk based pensins) Apply budget updates Apply payscale updates Prcess pay increments Update travel rates as apprpriate The service prvided by the Buckinghamshire Cunty Cuncil Payrll Team des nt include alteratins t terms & cnditins including absences, new payments r deductins unless statutry. Any changes t the current service prvisin culd be subject t change cntrl. Schls returning t the Payrll and Transactins Management service Fr thse schls wishing t buy this service after having been with anther Payrll Prvider we will undertake the fllwing: Audit f existing emplyee data Creatin f payrll recrds with the prvisin f an emplyee data reprt t enable the Schl t cnfirm that the infrmatin is crrect Remedy any changes Pay as Used Academies All emplyees must be paid either n Teachers terms and cnditins r n Bucks Pay terms and cnditins 2 hurs free cnsultancy t assess amunt f wrk needed and then required wrk charged n an hurly rate f 85/ hur plus VAT

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