IRIS Managed Payroll Service

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1 IRIS Managed Payroll Service Friendly, reliable, efficient For further information please call the IRIS team on or

2 About IRIS Managed Payroll Service IRIS have specialised in payroll for over 30 years and this experience means we fully understand all aspects of payroll to be able to offer you a first class service ensuring you are legislatively compliant whilst paying staff accurately and on time. We use our own, market leading, HMRC accredited payroll software which easily enables us to tailor your payrolls to your individual requirements. We are your payroll department, there to provide you with a friendly, efficient, reliable service, seamlessly integrating with your organisation. We pride ourselves on developing a close relationship with you, offering a personal service and always on hand to help make payroll as hassle free as possible for the minimum cost whilst remaining fully compliant. Clients range from small start-ups to large blue-chip companies including:

3 Why choose IRIS Managed Payroll Service? Payroll is a business critical function within your company and it is important to choose an experienced company that you can trust to process your payroll and provide high levels of service. Expertise Security Reliability Flexibility Service As payroll software authors we fully understand all aspects of payroll legislation. We are members of BASDA and work closely with HMRC on future changes to legislation. Payrolls, are run by CIPP accredited payroll professionals with over 12 years of service. We are working closely with HMRC on the forthcoming RTI developments and will be involved in early trials of this functionality. As an IT company, we understand the need for security of information held on computer networks and the importance of recovery of information in the event of an emergency. Our entire system is backed up daily and a separate copy of your data files will be kept off site in a secure location. Your confidential data will be kept completely secure and we adhere strictly to the Data Protection Act. We are fully BACS accredited so you can trust us to make BACS payments to both employees and external companies such as HMRC and Pensions Providers. Using our own software means we are backed up by our on-site Support and Development teams. We can tailor our service to meet your needs and will work closely with you to set-up the payroll to your requirements. We can run payrolls at whatever frequency you require and can handle both salaried and hourly paid staff. We will set-up a variety of overtime factors and payments & deductions (such as bonuses and loans) and will send you a selection of tailor made reports to meet your individual needs. Once the payroll is processed files can be sent to you for importing into Accounts and HR Systems or you can even choose to have a copy of IRIS installed at your offices (we will send you back-up files) to print your own reports. Our clients are treated as individuals. You will have a dedicated account manager who will fully understand your specific requirements and will be on hand to answer any queries you may have. All members of the IRIS Managed Payroll Service team are qualified payroll professionals and work closely together to help our clients.

4 What we can offer We will provide a fully managed service where we look after all aspects of your payroll. We will take responsibility for processing and managing your payroll data and will answer your employee queries (through an agreed contact) and liaise with third party agencies such as HMRC, Pensions Providers and Local Authorities to provide required information. We will: Import data (both standard and variable) from Microsoft Excel Spreadsheets Check and validate your payroll data before processing Input all starter details into your payroll (this includes submitting P46 information to HMRC) Receive changes to tax codes electronically from HMRC and implement these Look after any expenses payments Amend salaries as required Process salary sacrifice schemes, such as Childcare Vouchers Administer statutory payments / deductions including CSAs, student loans, court orders and tax credits Perform all pay calculations accurately Process additional payments such as bonuses (including net-to-gross) Initial reconciliation of pay figures and provision of verification reports for your approval Pay your employees net pay through a secure BACS facility (full checks are made throughout) Print, seal and dispatch payslips to either one address or directly to employees home addresses Provide payslips if required Provide a selection of reports to your requirements Process all leaver information including submission of P45 to HMRC & employee Keep a spreadsheet of monthly reconciliation figures to ensure data is accurate for year end Perform full year end processing including liaison with HMRC, online filing, printing and distribution of P60s Respond to any payroll queries File and archive your data securely Liaise with third parties such as pensions providers and the Child Support Agency Provide Disaster Recovery solutions as required

5 If you are not looking for a fully managed payroll service we can provide the following options: Payslip printing BACS processing We will print and seal your payslips and can send to either one address or directly to your employees. You can benefit from professional laser security payslips without the need to invest in a pressure sealing machine. Your payslips will be printed in a secure offsite environment ensuring payroll data is kept confidential. Our BACS accredited bureau can make all your BACS payments on your behalf. Our service is completely secure and you can be confident the payments will be processed correctly and on time. Additional Services We also offer a range of optional extras to ensure all your needs are met: HMRC Disbursements We can pay Tax and NI payments to HMRC on your behalf. Other Disbursements Job Costing P11D Production We can pay money to third parties such as Pensions Companies on your behalf. If you have employees who work for more than one department or branch, we can split their costs between different cost centres so that you always have an accurate picture of the weekly or monthly costs of each department. We can look after your P11D production, carrying out all calculations and submitting information online to HMRC. We can also provide benefit statements that can be ed to employees so they can see at a glance the benefits they are currently receiving.

6 Choice of Reports You can choose from over 150 standard reports in a variety of formats such as Microsoft Excel, Word or Adobe PDF. If required, bespoke reports can also be written to meet your individual requirements. Standard reports include: Payroll summaries Payroll control report Variance reports HMRC payment summary report Payments to third parties General ledger reports Payroll analysis Payment/Deduction reports Integration to Accounts (optional) We can provide a payroll journal file which can easily be imported into most accounting systems.

7 Payroll processing The exact process will vary for each company and will be agreed during the implementation process. What you do: Send us the payroll information in an agreed format e.g. Microsoft Excel spreadsheet Approve the verification report we will send to you Pass us any payroll queries you may have What we do: Upload tax code changes directly from HMRC and send starter and leaver documentation Load your payroll data including starters, leavers, salaries, hours worked and payments and deductions Check the payroll output against your figures to ensure it is correct and produce a verification report for sign off One the figures are signed off we will make BACS payments, produce payslips and reports and send you agreed output files Do monthly reconciliation so accounts are correct at the end of every month Validation We will forward a set of authorisation reports to you of the BACS payment proposal and, when we have received authorisation final sign off from you that the figures are correct, we will process the payment. All payment figures are fully checked against the data you have sent to us.

8 Project implementation Pre-sale Your Account Manager will contact you to discuss your requirements and to agree resources and project timescales. We will look at how your payroll is currently processed, how payroll data is collected and reporting requirements. Scoping A quotation will be prepared based on your requirements. A scoping day will allow us to agree a project plan for implementing your payroll. We do this by discussing the factors that must be taken into consideration when transferring your payroll to a new supplier: Your existing payroll set-up How you send and receive information Your pay dates Any software links Data migration and validation System checks Parallel run Links to other systems Go live We will document the payroll process so you know what information to provide to us and when, the validation checks that will be carried out and our service commitments to you. We will work with you to ensure the data from your existing system is in the correct format to import. We will validate all data before it is imported and update you on any discrepancies. We will fully check the data against your existing reports to ensure it has been imported correctly. This is an opportunity to test the process is working correctly and that the figures exactly match your current system. We will shadow run the payroll and provide validation reports for you to check everything is correct. Test data feeds Ensure payment figures are correct Test communications with the bureau team Ensure you are happy with the reports provided Test output files to third party systems (such as Accounts) You can link your payroll to a variety of Accounts and Time & Attendance packages. We will work with you to discuss the output files required such as payroll journals etc. We will agree the go live date with you. This should be extremely smooth as any issues will have already been addressed.

9 Payroll Technical Capability We use our own market leading Earnie payroll software which is always kept up-to-date with the latest legislation. Earnie payroll is a proven payroll solution which has a comprehensive list of features. This flexibility means we can easily handle both basic and complex payroll requirements. Features of the system include: Up to 999 payments can be configured including net-to-gross Up to 999 deductions can be configured including AEOs and loan repayments Pensions calculations can be set-up to your requirements Backdated and Director s NI can be calculated Different pay frequencies can be accommodated Part payments can be made for starters / leavers Payrolls can be re-run as required for last minute amendments An audit trail will show what changes have been made and when Multiple bank accounts can be set up for an employee Full history is kept on the system Messages and logos can be included on payslips CIS calculations can be made Unlimited rates of pay can be set-up Up to 12 overtime factors are available SSP, SMP, SAP and SPP are fully calculated In-year data such as P45s are sent electronically to HMRC In-year data such as tax code changes are received electronically to HMRC Full year-end processing including online filing of P14s

10 Services for Earnie Payroll Users If you currently use Earnie payroll software we can provide a selection of services that can be used alongside your in-house system. Payslip Printing BACS Processing Disaster Recovery Emergency Payroll Off-site Facilities Off-site Managed Payroll Outsourced Services HR Advice Line We will print and seal your payslips and can send to either one address or directly to your employees. You can benefit from professional laser security payslips without the need to invest in a pressure sealing machine. Your payslips will be printed in a secure off-site environment ensuring payroll data is kept confidential. Our BACS accredited bureau can make all your BACS payments on your behalf. Our service is completely secure and you can be confident the payments will be processed correctly and on time. IRIS offers a variety of options when it comes to disaster recovery. As an Earnie payroll software user you have a choice when it comes to your peace of mind. The services we offer include: Emergency Payroll Off-site Facilities Off-site Managed Payroll Bureau Services BACS Transmissions If a key member of payroll staff is unexpectedly absent, we will send an IRIS Payroll Consultant to your offices to run your payroll for you. If something happens to your offices, such as fire, flooding or industrial action, you can use IRIS off-site facilities to run your payroll. If you were unable to send someone to IRIS to run the payroll, IRIS would supply a payroll consultant to run the payroll for you If you anticipate a prolonged disruption to your payroll department it may be worth handing over the complete running of your payroll to IRIS Outsourced Services on a temporary basis. We can provide full HR support with a specialist helpline assisting with contracts, employee handbooks and disciplinaries.

11 Key team members Pre-Sales Account Manager IRIS Managed Services Manager Account Manager Your initial contact in the pre-sale phase. Your Pre- Sales Account Manager will arrange conference calls and meetings as required to fully understand your needs. They will then prepare the quotation and handle any queries you may have. A payroll expert who will fully scope your requirements both pre and post Implementation. Once the go live is completed, your Account Manager will be your day-to-day contact to answer your queries and processing your payrolls for you. Costs We aim to provide a cost-effective service for companies of all sizes, no matter how large or small. Pricing will depend on the number of employees you require, your payroll frequency and how simple or complex your requirements are. After discussions we will provide a tailored quotation for your requirements. Our service commitment IRIS is committed to providing high levels of service to all clients. We conduct regular surveys to all clients to ensure high levels of satisfaction and take all client feedback on-board. You will work with your Account Manager and named members of the team who will fully understand your requirements and are on-hand to provide advice and support as required. We pride ourselves on developing a close relationship with clients offering a personal service and always on hand to help make payroll as hassle free as possible for the minimum cost, whilst remaining fully compliant.