SOUTHWEST ONE HR SERVICES

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1 Somerset Services to Education Providers SOUTHWEST ONE HR SERVICES Service Provider: Southwest One Service Category: Maintained Schools - Chargeable Contact: HR Admin and Payroll Services (HRAPS) Service Description: General Enquiries (8.30 am 5.00 pm) Rachel Ellins - Service Manager Fax raellins@somerset.gov.uk HR Recruitment Services Recruitment Services Manager recruitment@somerset.gov.uk Introduction HR Admin and Payroll Service o Payroll o Pay Award and Pensions o Illness and Injury Provision o Maternity, Paternity and Adoption Provision o Contracts of Employment o Supply Teachers o Termination of Employment o Budget Management Additional Services o Summary o Academy Conversion Support o Training Useful Links How to Order the Service INTRODUCTION Welcome to the Southwest One HR Services for schools page; we are trading under the joint venture partnership, Southwest One. Our HR Admin and Payroll and Recruitment Services have been working to support schools in managing the wide and complex area of human resource management for many years; developing a successful relationship with schools. 1

2 We know that schools face unique challenges and issues and the complexities of being able to deal with them require expert knowledge and support. Our Chargeable Service package has been put together with experience and knowledge developed through many years of working with Somerset s schools, to provide you with vital support services required to ensure good practice is maintained in the areas for HR Admin and Payroll. Our service promise: Provide a responsive service from our fully trained HR Admin and Payroll Schools and Academies team. Pay all staff accurately, on time and in compliance with statutory and contractual requirements. Advise on best practice in HR Admin and Payroll matters for teaching and support staff. If school Governing Bodies decide to apply non-standard terms and conditions of employment (where they have the statutory discretion to do so) we reserve the right to reflect this in our service charges to cover additional costs that may arise. Note: For schools holding their staffing budget locally, an interest charge may be levied by Somerset County Council if cleared funds, to support the school s payroll costs, are not received by the Director of Finance and Property on the agreed dates. HR ADMIN AND PAYROLL SERVICE Payroll Payroll Information Produce and process payroll information, including verification of payroll forms completed by schools. Payments Accurate and punctual payments made to all schools staff; payments can also be made to individuals who would not normally be classed as employees but who have provided services to your school and are assessed as workers for the payment of their invoice. NB: If you are a Local Cheque Book School we will provide Somerset County Council Finance with information to enable collection of the gross payroll costs. BACS transfer BACS - forward net pay to all employees by electronic transfer direct to Bank/Building Society (BACS). Emergency Payments Calculation and preparation of payments outside of the payroll monthly cycle (an additional charge may apply). Statutory Deductions Calculate and deduct all statutory deductions and pay over to third parties concerned including HMRC, Teachers Pensions, Local Government Pension Scheme. 2

3 Voluntary Deductions Calculate and deduct voluntary deductions, as agreed, and pay over to third parties concerned: for example, pension contributions, union dues, charity deductions. Pay Awards Implement pay awards, increments and update pay rates on employee records, calculating arrears where necessary. Gross Pay and Allowances Calculate gross pay and allowances for all employees in accordance with the notified local and national conditions of service. P45s, P60s, P11ds Meet the employer s responsibilities to provide these statutory documents where appropriate. Please note the school should advise HR Admin and Payroll of any benefits provided to employees for inclusion on the P11d return. Advice should be sought if you are considering providing any benefit or reward, including staff gifts, outside of the payroll process. Statutory Regulations Relating to Payment Ensure all amendments to regulations are implemented and that systems and processes reflect the statutory and contractual requirements. Sickness Records and Payments Set up and maintain payroll and cumulative sickness records as notified by you for each employee and process pay amendments due for long term absence and phased return to work. Overpayment Amendments Prepare invoice, letter and amend payroll system, ensuring statutory guidance is followed, for overpayment of salary (note that for employees who have left employment this will normally only be where overpayment exceeds 150 gross). Travel Expenses Pay staff travel expenses ensuring income tax and national insurance liabilities are calculated and accounted for and any benefits resulting are recorded for inclusion on the P11d. Pay Award and Pensions Salary Assessment Where the school requests that pay portability is applied we will carry out a salary assessment of teachers employed on the Main and Unqualified scales in accordance with statutory regulations and the discretionary policies of the individual school. 3

4 The Leadership Group Collates comparative statistical information on Headteacher pay ranges for Leadership pay purposes. Support Staff Provides advice on pay scales and the application of pay arrangements for support staff. Automatically applies service increments. Teachers and Local Government Pension Schemes (LGPS) Obtains and provides Headteachers and school staff with information on the operation of the pension schemes in relation to individual members of staff, in particular obtaining and providing information on reckonable service and the costs relating to premature retirement. Pension Deductions Implementation of pension auto enrolment responsibilities and production of letters to support the requirements. Calculate in line with scheme conditions including the LGPS re-banding requirements. Pensionable Pay Calculations Update pension provider records after amendments to contracts or end-of-service. Online Updating of Teachers Pension Records Provide information to Teachers Pension Body via submission of TR6 and TR8 notifications. Correspondence with Authorised Organisations Responds to queries from authorised organisations about pay and contractual conditions, for example, HMRC (HM Revenue & Customs), Courts, mortgage enquiries from banks and building societies. Illness and Injury Provision Employment Rights Advises on and implements the specific pay and allowances due to staff under the relevant statutory and contractual provisions. Long Term Sickness Maintains records to enable the application of the terms and conditions relating to absence. Notifies the school, and prepares letters for employees, to support any change in pay due to the absence (half pay, no pay, SSP). Early Retirement on Health Grounds Advises on and implements the specific pay and allowances due to staff on sick leave under the relevant statutory and contractual provisions. 4

5 Maternity, Paternity and Adoption Provision Payments Calculates payments due and ensures statutory requirements are met. Recovery of Statutory Payments Holds documentation and details of payments to support the recovery of statutory payments from HMRC. Contracts of Employment Design and Issue Designs, produces and issues, within statutory deadlines, contracts of employment to individual staff in compliance with statutory, national and local employment provisions. Applicant Status Verifies qualified status of applicants for teaching posts and Teacher s Agency registration (or the appropriate body). HR Records Maintains associated HR records for teaching and support staff in computerised and manual formats, and in compliance with data protection legislation. Supply Teachers Annual Supply Teacher Statements Provides annual statements to supply teachers to document clearances and qualifications. Termination of Employment Death in Service (HRAPS) Notifies the Teachers Pensions, LGPS or other pension provider of a death in service and carries out the administration and liaison with the provider to ensure that the processing and payment of death benefits is completed. Budget Management Costing/Reconciliation Files Maintains and updates payroll information for costing purposes to enable the transfer of information to the school via reports and the reconciliation file. ADDITIONAL SERVICES Summary In addition to the Chargeable Service Package we can offer other services that can be purchased on a pay-as-you-go basis; these are available as a top-up to schools who have purchased the Chargeable Service Package as well as to schools that have not chosen to purchase the full support package but may require ad hoc support for specialist issues. 5

6 Below is the detail of the services available. Academy Conversion Support Information to enable the legal aspect of the TUPE handover will be provided as part of our core service. However, employee information to support a transfer of payroll to a new provider is not covered by the core service and will be chargeable. Training A range of training opportunities, tailored to meet the needs of individual schools, suitable for Business Managers, Bursars and Finance/Administrative/Clerical staff. HR Admin and Payroll example topics include: completion of payroll forms or Disclosure and Barring Service (DBS) processes. Sessions would either be half or full days depending on content and are subject to staff availability. If you would like to discuss your requirements in more detail please contact: HR Admin and Payroll: Karen Hagley Tel: khagley@somerset.gov.uk USEFUL LINKS The Guidance for Schools Volume 1 - Personnel Manual provides information about changes in employment legislation, best practice and locally agreed conditions of service; Headteachers and Governors will find this useful to keep abreast of this. This manual is published on Somerset ipost, but is available only to staff of schools who subscribe to the HR Advisory service. HOW TO ORDER THE SERVICE Log in to the SSTEP Customer Ordering System and order your choice of package from: HR Admin and Payroll Services (NOTE: Please contact Southwest One HR Services direct if you wish to use the Additional Services available on a pay-as-you-go basis.) (Please note that the SSTEP COS is only available to members of the SSTEP Online Ordering group who are authorised to order chargeable services for their school.) 6