Payroll Giving: Employer s Pack. You could make a world of difference

Transcription

1 Payrll Giving: Emplyer s Pack Yu culd make a wrld f difference

2 Cntents: Emplyer s Checklist Administratin Charges Payrll Giving Cntract Dnatin Chice Frm Infrmatin Sheet Scheme Administratin Checklist Sending Payrll Giving Mnies Transferring Charity Accunts Versin /STANDARD

3 Emplyer s Checklist Setting up a Payrll Giving scheme is simple! Have yu? Received a Payrll Giving Pack r dwnladed a cpy frm ur website at Cmpleted and signed a Payrll Giving Cntract Returned, by pst, the Payrll Giving Cntract t: Charitable Giving Unin Mine Rad Pitts Cleave Tavistck PL19 0NS Received a cuntersigned Payrll Giving Cntract frm Charitable Giving Appinted a Scheme Administratr Prvided the Scheme Administratr with a cpy f the: Infrmatin Sheet, Scheme Administratin Checklist, and Sending Payrll Giving Mnies sheet If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /STANDARD

4 Administratin Charges The fllwing terms are available fr new cntracts signed n r after 1 May 2013: The standard administratin charge fr prcessing Payrll Giving deductins will be 0.25 per dnr per mnth The minimum Payrll Giving deductin required will be 1.00 per week r 5.00 per mnth The standard administratin charge fr prcessing matched funding will be 0.25 per dnr per mnth Emplyers are required t send their: Payrll Giving mnies (that is, payrll deductins, administratin charges, matched funds, as apprpriate) as a single amunt, mnthly, by credit transfer, e g, BACS Listings f Payrll Giving deductins electrnically either in a Micrsft Excel (*.xls) r a cmmaseparated variable (*.csv) frmat When cmpleting a new Payrll Giving Cntract: Fr the administratin charge in Paragraph 4: The secnd ptin shuld be ticked 0.25 shuld be entered as the amunt If emplyees dnatins are t be matched, fr the administratin charge in Paragraph 6: The secnd ptin shuld be ticked 0.25 shuld be entered as the amunt If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /STANDARD

5 Payrll Giving Cntract This cntract is between Charitable Giving (the Apprved Agency ) and Emplyer s Name: (the Agent ) Emplyer s Address: Pst Cde: Telephne: 1) Frm / /, the Agent will perate the Payrll Giving Scheme under the Taxes Act 1988 Sectin 202 and the Charitable Deductins (Apprved Schemes) Regulatins 1986 as an Agent t the Apprved Agency accrding t the fllwing general Terms & Cnditins. 2) It is agreed that the Agent: a) Will btain frm each emplyee participating in the scheme authrity and instructins in the frm agreed by the Apprved Agency. b) Is cnstituted the representative f the Apprved Agency in hlding mnies withheld frm the emplyees pursuant t the scheme. c) Will pay t the Apprved Agency sums withheld frm emplyees pursuant t the scheme within 14 days f the end f the Incme Tax mnth. 3) It is agreed that the administratin charge will be paid by (please tick ne f the fllwing ptins): The Agent The emplyees Anther rganisatin (please specify): 4) After discussin, it is agreed that the administratin charge will be (please cmplete ne f the fllwing ptins): % f payrll deductins capped at per Payrll Giving deductin per Payrll Giving deductin A fixed charge f per mnth 5) The Agent will: Nt match emplyees deductins Match emplyees deductins n the fllwing basis, e.g. 100% r 50% f each dnatin up t a maximum f 10 6) After discussin, it is agreed that the administratin charge fr prcessing matched cntributins will be (please cmplete ne f the fllwing ptins): % f payrll deductins capped at per Payrll Giving deductin per Payrll Giving deductin A fixed charge f per mnth 7) It is agreed that administratin charges as per clauses 4 and 6 will apply fr the 12-mnth perid frm the scheme cmmencement date (as per clause 1 abve) after which and n each anniversary thereafter the Apprved Agency reserves the right t determine the administratin charges fr the ensuing 12 mnths based upn any change ver the perid in the RPI and t prvide 30-day s ntice t the Agent accrdingly f any changes theret. 8) The Agent s payrll details are as fllws: Frequency: Quarterly Mnthly 4-Weekly Weekly Tax District: Tax Reference N: Number f emplyees (including Directrs) n the payrll: Versin /STANDARD

6 9) The Agent s payrll is prcessed by (please tick ne f the fllwing ptins): The Agent Anther rganisatin, e.g. payrll bureau (please specify belw): Cmpany/Bureau Name: Cmpany/Bureau Address: Pst Cde: Cntact Name (Payrll Queries): Psitin: Telephne: Address: 10) The Agent will make remittances by BACS and prvide electrnically peridic listings f emplyees Payrll Giving deductins in either a Micrsft Excel (*.xls) r cmma-separated variable (*.csv) frmat. *** If yu are unable t make remittances by BACS, please cntact us t arrange anther payment methd. *** 11) It is agreed that the Agent will appint a Scheme Administratr t liaise with the Apprved Agency: Name: Telephne: 12) It is agreed that the Apprved Agency will: a) Hld funds paid ver by the Agent separately in a Client Funds Accunt t which any accrued interest will remain slely the prperty f the Apprved Agency. b) Prvide the Agent such infrmatin, dcumentatin and instructin in rder that the Agent may cmply with the scheme s regulatins. c) Prvide t each emplyee upn request and at the end f the tax year a certificate f the amunts which the Apprved Agency has paid t the charities specified. d) Prvide a web-based prtal facility t enable emplyees t sign up and manage their Payrll Giving. e) In n circumstances, return sums duly withheld and paid ver t them t the Agent r the emplyee. f) Where fr any reasn it becmes impssible t pay any amunt t a charity specified by an emplyee, pay the amunt t such alternative charity the emplyee suggests after cnsultatin r failing which is cnsidered t have similar bjects t thse f the charity riginally specified by the emplyee and will nt in any circumstances apprpriate that amunt t its wn funds. 13) The Apprved Agency shall ensure that unless therwise agreed all infrmatin f the Agent (including, withut limitatin, ral r written material, sftware and als persnal infrmatin as defined in the Data Prtectin Act 1998) shall be held in strict cnfidence and shall be disclsed nly t thse emplyees wh need t knw (and then subject t a cnfidentiality undertaking in substantially similar terms t this Clause). 14) The prvisin f clause 13 shall nt apply t such infrmatin if it is in the public dmain therwise than by failure f the Agent t cmply with clause 13, btained frm a third party wh is free t disclse the same, r infrmatin which must be disclsed by statute, including under the Freedm f Infrmatin Act 2000 r by rder f a curt f cmpetent jurisdictin. 15) The bligatins per clauses 13 and 14 shall survive expiry r terminatin f the cntract fr 5 years. 16) All negtiatins exercised in the cmpletin f this cntract have been cnducted in cmpliance with the Bribery Act ) The Apprved Agency reserves the right t change these general Terms and Cnditins, any variatin t which will be agreed by bth parties in writing. 18) This Cntract may be terminated by either party by giving three mnths ntice delivered t the registered ffice f the cmpany r last recrded address f the Agent. Signed n behalf f Charitable Giving: Signed: Signed by, r n behalf f, the Agent: Signed: Date: Date: Versin /STANDARD

7 Dnatin Chice Frm Please cmplete the fllwing t give under the Payrll Giving scheme t any recgnised charity, charitable rganisatin, r Individual Optins Accunt. The minimum deductin is 1.00 per week r 5.00 per mnth, and per mnth t an Individual Optins Accunt. Please specify nly ne type f deductin, either WEEKLY/MONTHLY r ONE-OFF n a frm. On cmpletin, please return this frm t: Charitable Giving, Unin Mine Rad, Pitts Cleave, Tavistck, Devn PL19 0NS. Dnatin Details Fr WEEKLY/MONTHLY deductins, please tick START fr a new cntributin, STOP fr a cntributin t be stpped, r AMEND if an existing cntributin is t be increased r decreased. If yu are amending a cntributin, enter the new amunt; if yu are replacing ne cntributin with anther, please list the destinatin and amunt f bth and indicate STOP fr the ne and START fr the ther, as apprpriate. Fr a ONE-OFF deductin, please specify the amunt(s) nly. I wish t give my deductins: WEEKLY MONTHLY ONE-OFF Charity 1 START AMEND STOP Amunt: Name: Address (if small/lcal charity, r church): Charity 2 START AMEND STOP Amunt: Name: Address (if small/lcal charity, r church): Charity 3 START AMEND STOP Amunt: Name: Address (if small/lcal charity, r church): Individual Optins Accunt START AMEND STOP Amunt: Persnal Details PLEASE NOTE: If yu are already cntributing under the Payrll Giving scheme, n ther changes will be made ther than thse shwn abve. Title: Initials: Surname: Payrll/Staff N: Hme Address: Emplyer Details Cmpany/Emplyer s Name: Address: Pst Cde: Cmpany/Emplyer s Address: Please tick either (a) r (b) as apprpriate: (a) I DO NOT wish the abve Persnal and Emplyer details t be passed t any f the abve named charities. (b) (c) I have n bjectin t the abve Persnal and Emplyer details being passed t any f the abve named charities, but I DO NOT wish them t be subsequently passed n t ther third parties. I understand that my payrll deductin will be dealt with in accrdance with the Payrll Giving cntract between my emplyer and Charitable Giving and that n prtin f my tax effective payrll giving can be used t make a Gift Aid payment. Signed: Date: OFFICE USE ONLY - TOTAL PAYROLL GIVING DEDUCTION IS NOW: Charitable Giving is an HMRC-Apprved Payrll Giving Agency. Details f nly the Ttal Payrll Giving Deductin may be transmitted t an emplyer s payrll ffice and will take effect n the first pay day after receipt. Backdating is nt permitted. Details prvided n this frm are prtected by the Data Prtectin Act. Versin /STANDARD

8 Infrmatin Sheet Operating a Payrll Giving Scheme 1 Befre a Payrll Giving scheme can be perated, the fllwing must have been cmpleted and signed: A cntract between the emplyer and Charitable Giving, the Payrll Giving Cntract Charitable Giving will infrm HMRC that yu are perating a Payrll Giving scheme. 2 Befre Payrll Giving deductins can be made, an emplyee must have cmpleted a Dnatin Chice Frm prvided by Charitable Giving r an equivalent mandate prvided by an emplyer, a Prfessinal Fundraising Organisatin (PFO), r a charity. Cmpleted frms f the data therefrm are sent t Charitable Giving fr prcessing. As necessary, Charitable Giving will frward emplyees instructins fr Payrll Giving deductins t an emplyer s payrll ffice by a Micrsft Excel file (*.xls) t enable them t make deductins frm the payrll. 3 It is nt necessary fr an emplyer t knw t which charities an emplyee is dnating. If an emplyee wishes t dnate annymusly, the Dnatin Chice Frm shuld be sent directly t Charitable Giving by the emplyee. 4 Regular Payrll Giving deductins as well as ne-ff dnatins: May be made frm weekly, frtnightly, fur-weekly, mnthly, r quarterly pay Are made frm grss pay befre the calculatin f tax as a standard payrll deductin (there is n effect n NI cntributins) 5 A remittance f Payrll Giving deductins must be sent each mnth by credit transfer, e.g. BACS, t Charitable Giving by the 19 th day f the PAYE mnth t ensure that dnatins can be distributed t charities in the first ten wrking days f the fllwing mnth (See the infrmatin sheet entitled Sending Payrll Giving Mnies). Each mnth s remittance must be accmpanied by an itemised schedule f ttal Payrll Giving deductins by emplyees as well as any administratin charges and matched funds. Schedules shuld be prvided as electrnic files (i.e. in *.csv r *.xls frmats) transmitted t Charitable Giving as attachments (See the infrmatin sheet entitled Sending Payrll Giving Mnies). If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /STANDARD

9 Scheme Administratin Checklist Administering Payrll Giving is easy! Initial Set Up Mnth 1 yur Scheme Administratr s details, including name, initials, title, psitin, telephne number, and address t mail@charitablegiving.c.uk If apprpriate, ensure that each subscribing emplyee has cmpleted a Dnatin Chice Frm frm Charitable Giving r an equivalent mandate prvided by yur cmpany Recrd the Payrll Giving deductin details frm the Dnatin Chice Frms (r equivalent mandates) r frm the details prvided by Charitable Giving as a Micrsft Excel file (*.xls) r frm a Prfessinal Fundraising Organisatin (PFO) If apprpriate, send the riginal r a cpy f each Dnatin Chice Frm r equivalent mandate t Charitable Giving Frm the Payrll Giving deductin details, set up Payrll Giving deductins n the payrll system as a deductin frm grss pay befre tax (please nte that NI cntributins are unaffected) Cmplete payrll prcessing including Payrll Giving deductins Calculate the administratin charges fr Payrll Giving (if they are t be paid by the cmpany) and, if apprpriate, matching and matched funds Prepare a schedule f Payrll Giving deductins by emplyee as an Excel (*.xls) r CSV (*.csv) file and send by t Charitable Giving (see Sending Payrll Giving Mnies sheet fr details) Send the ttal amunt f mney (including any administratin charges and matched funding, if apprpriate) in a single BACS transactin t Charitable Giving by the 19 th day f the mnth fllwing the PAYE mnth (see Sending Payrll Giving Mnies sheet fr details) Mnth 2 Onwards Ensure that Payrll Giving deductin details are updated n the payrll system fr starters, leavers, and changes in the deductin details f existing subscribers, e.g. increased r decreased deductins If apprpriate, send the riginal r a cpy f any Dnatin Chice Frms r equivalent mandates t Charitable Giving Cmplete Mnth 1 prcedures If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /STANDARD

10 Sending Payrll Giving Mnies T facilitate ur electrnic prcessing f yur Payrll Giving deductins, we wuld be grateful if yu wuld please ensure that all f the fllwing bxes are ticked : Send all mney, i.e. payrll deductins, administratin fees fr Payrll Giving and/r matching, and matching funds, by electrnic transfer, e.g. BACS r internet banking Send the ttal amunt f mney in a single BACS transactin (nt a separate transactin fr each emplyee) In the descriptin fr yur transmissin, please include yur 4-digit client reference Yu will be advised f ur bank details and yur Client Reference when the cuntersigned cpy f the Payrll Giving Cntract is returned Send a schedule f Payrll Giving deductins at the same time as sending yur funds; this is a statutry requirement f perating a Payrll Giving scheme Send the schedule f Payrll Giving deductins as either an Excel r CSV file as an attachment t mail@charitablegiving.c.uk The file must cntain at least the fllwing fields: Name Initials Payrll/NI Reference Amunt Example A If pssible, it wuld be useful t have an indicatin f any change in dnr status, i.e. new, ceased (shw Amunt = 0.00), increase/decrease in amunt, as fllws: Name Initials Payrll/NI Reference Amunt Status Example A NEW Example B NEW Example C INCREASE Example D NEW Example E CEASED Example F DECREASE SUB-TOTAL Payrll Giving Admin 1.25 Matching Funds Matching Admin 1.25 TOTAL If yu include the administratin fee(s) and/r matched funds with yur funds transfer, this shuld be shwn as indicated, suitably labelled (see abve) If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /ONLINE

11 Transferring Charity Accunts When the administratin f a Payrll Giving scheme changes t Charitable Giving frm anther Agency, the change shuld be seamless and Charitable Giving will ensure that all Payrll Giving deductin and dnatin instructins are successfully transferred. Hwever, if either the emplyer r emplyees have a charity accunt with the previus Payrll Giving Agency, it will mean that it will n lnger be able t be funded thrugh the Payrll Giving scheme with Charitable Giving. This des nt mean that yu as an emplyer r yur emplyees can n lnger have a charity accunt yu can, but it will be with Charitable Giving instead and called an Optins Accunt. Once the transfer f data is in prgress, Charitable Giving will cntact yu with mre details; in the meantime, sme basic questins are answered belw t avid any cncern r cnfusin. Why is an Optins Accunt required with Charitable Giving? Since Payrll Giving deductins will n lnger be able t be credited t existing charity accunts (as ne Payrll Giving Agency will nt accept Payrll Giving funds frm anther Payrll Giving Agency), a similar charity accunt, an Optins Accunt, will be pened by Charitable Giving int which Payrll Giving deductins and ther funds can be credited. What Optins Accunts are available? The Individual Optins Accunt is fr emplyees and can be funded ut f bth pre-tax (i.e. Payrll Giving deductins) and pst-tax incme, the latter pssibly qualifying fr an enhancement thrugh Gift Aid. The Crprate Optins Accunt is fr emplyers and can be funded frm emplyees Payrll Giving deductins r cmpany incme, e.g. fr matching emplyees dnatins, paying administratin charges, r spnsring emplyees charitable activities. What will happen t existing charity accunts? This is up t the accunt hlder and there are three ptins: (i) Cntinue t make dnatins until the accunt is exhausted and, hence, clsed (ii) Fund the accunt in anther way (iii) Clse the accunt by transferring the mney t yur new Optins Accunt by sending a cheque, payable t Charitable Giving, fr the current balance * Please nte that, if an existing charity accunt is retained, Charitable Giving will nt be able t send funds t it * Hw are Optins Accunts perated? Optins Accunts are bth versatile and easy t use and the facilities ffered quickly appreciated, especially the management f accunts nline via ur website. When yu wish t make a dnatin frm the accunt, yu will need t prvide Charitable Giving with instructins, the quickest and mst reliable way t d which is t send an evucher frm ur website at In rder t d this, yu will first need t register as an nline user by fllwing the User Lgin link at the tp right f any page and then clicking n the [On-Line User Registratin] buttn; nce yu have received an cnfirming yur registratin, yu will be able t manage the Optins Accunt nline as well as btain statements whenever yu require them. Electrnic management f Optins Accunts is smething we encurage in line with ur envirnmental plicy. Hwever, if yu are unable t d s, yu can request a bk f vuchers fr manual cmpletin and psting. A nminal charge is made fr psting r ing annual statements n 30 th April, namely 2.50 and 2.00 respectively, and any charge will be debited t yur accunt as it arises. Dnatins, including standing rders, may be made t any UK charity, church, r charitable rganisatin and preference is t distribute funds t a charity s bank accunt by BACS. If there are insufficient funds in the accunt, payment will be made as sn as sufficient funds are available. If yu have any questins, please cntact us n r via mail@charitablegiving.c.uk Versin /STANDARD