Hampshire County Council. Payroll Technical Section & Pay & Contract Support Services. Service Level Agreement 2012/13. With
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1 Hampshire County Council Payroll Technical Section & Pay & Contract Support Services Service Level Agreement 2012/13 With Hampshire Fire and Rescue Authority August
2 Introduction This agreement specifies the service that the Payroll Technical Section and HR Pay and Contract Support Services of Hampshire County Council will provide for Hampshire Fire & Rescue Services. This service level agreement does not contain any element relating to the provision of IT systems or their charging as these are subject to a separate service level agreement with the IT Services department of Hampshire County Council. The levels of service indicated are those which are estimated and agreed will best meet the needs of Hampshire Fire & Rescue. Significant variation in the level of service will be subject to further negotiation. Contents 1. Service Specification 3 2. Performance Measures 4 3. Action required by Hampshire Fire and Recue Authority 4 4. Contact Points 5 5. Complaints Procedure 5 6. Basis of Charge 6 Abbreviations HCC HFRA PT PCSS NICs DWP HMRC Hampshire County Council Hampshire Fire and Rescue Authority Payroll Technical Section (County Treasurers) Pay and Contract Support Services National Insurance Contributions Department of Work and Pensions HM Revenue and Customs 2
3 1 Service Specifications 1.1 Payment of monthly salaries to your employees by direct credit in line with the agreed pay dates. 1.2 Agree quarterly in advance a timetable of payroll run dates and deadlines. 1.3 Produce pressure seal pay advice slips for employees and send to their place of work, or by prior agreement, to their home address. 1.4 For leavers prepare and dispatch P45s with their final payment. 1.5 Deal with third party accidents claims (see section 2). 1.6 Monitor the calculation of income tax and national insurance and apply statutory deductions and allowances in accordance with the instructions issued by the DWP and HMRC. 1.7 By the 22nd of each month make payments to HMRC in respect of PAYE and national insurance. 1.8 Administer and collect such salary overpayments as may occur. 1.9 Process, by agreement, such data required to complete the monthly pay run subject to it being submitted within specified timescales and on the agreed forms Administer the payment of statutory maternity, statutory paternity and statutory adoption schemes Monitor and report on sickness for retained fire fighters At the request of HFRS upload the monthly deductions for Childcare vouchers from the voucher supplier On an annual basis upload compensatory grants, subject to receipt of the correct authorisations Subject to the correct authorisations, within agreed deadlines (assumed to be at least one month prior to any award), implement all pay awards including: 1.15 Updating employee s pay 1.16 Calculation & payment of any arrears On receipt of written confirmation, within agreed deadlines, update and pay all increments Prepare and submit end of year statutory returns (P35 &P14s) to DWP and HMRC within statutory deadlines.
4 1.19 Deal with individual enquiries from the DWP & HMRC. Other requests for information e.g. surveys may be charge separately 1.20 Prepare and distribute annual P60 statements to staff by the 31 May each year Make emergency/urgent payments as required by HFRS subject to the correct authorisation (see section 2) Give advice to the payroll team of HFRS on payroll matters, e.g. statutory changes affecting income tax Attend regular review meetings with members of HFRS, as required Hampshire County Council will comply with the eight principles of the Data Protection Act and the information you provide will only be used to process pay calculations and will not be shared with anyone outside Payroll Technical & Pay and Contract Support Services Keep you updated on changes to the payroll systems run by HCC which may affect the running of your payroll If requested by HFRS and in conjunction with IT Services undertake system development and testing work. Such work will be subject to a separate agreement with costs agreed at the time of any request Review systems and procedures to ensure that an efficient and effective payroll service is provided at all times. 2 Performance Measurers Performance measurement targets for the services provided are as follows: 2.1 Payments are made on the agreed pay dates. 2.2 Timesheets and pay adjustments notified by the agreed deadlines will be processed in that pay run % of data will be processed correctly. 2.4 Pay reviews are implemented within agreed timescales. 2.5 All statutory returns are prepared within stated deadlines. 2.6 Payslips are dispatched so that they arrive by pay day. 2.7 All enquires, whether written or by other means, will be answered within two days or acknowledged and a date given when a response will be made. 3 Action required by Hampshire Fire and Rescue Authority 3.1 All data needed for a pay run will be forwarded to the HR Pay and 4
5 Contract Support Services by the agreed deadline date. Data received after this will be included in the next pay run. 3.2 Data forwarded to the HR Pay and Contrast Support Service must be complete and on the specified forms certified by the appropriate officer(s). 3.3 To complete locally all SAP HR Master Data changes (starters, leavers & amendments ), sickness and absence records, RFI details and such time data not, by prior agreement, loaded by Pay and Contract Support Services. 3.4 Deal with enquiries for your employees regarding all payroll related matters. 3.5 Arrange regular meetings (minimum four per year) between Hampshire Fire and Rescue Services and Hampshire County Council to discuss outstanding issues and agree deadlines for the next quarter. 3.6 Advise the HR Pay and Contract Support Services as early as possible of any changes to your payroll needs which affect any previous agreements made. 4 Contact Points 4.1 The Payroll Technical Section can be contacted in the following ways: Mail: Payroll Technical Section, Room 244, Elizabeth II Court, Hampshire County Council, The Castle, Winchester, Hampshire, SO23 8UB. Telephone: payrolltech@hants.gov.uk 4.2 If you wish to contact HR Pay and Contract Support Services then please use the following: Mail: Pay & Contract Support Services. Hampshire County Council, Hampshire House, Southampton Road, Eastleigh, Hampshire SO50 5PA Telephone: option 3 pcssext@hants.gov.uk 5 Complaints In the event you have a complaint regarding the payroll service provided by HCC you should: 5
6 5.1 Try to resolve the matter either with the person you have been dealing with or their Manager, or 5.2 If the matter remains unresolved then you should contact the HR Pay & Contract Support Service Manager Christine Trotter ( , or the Head of the Payroll Technical Section Bruce Martin ( , 5.3 Should this fail to resolve the problem, or you would prefer to raise the matter more formally then you should contact the Deputy County Treasurer, Rob Carr, or 6 Basis of charge 6.1 A fixed rate based on an assessment of transaction volumes agreed from past trends. The charge rate will be reviewed annually to assess the impact of efficiency and some improvements implementations or planned by either party. 6
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