A documented payroll process

Initial discussion

We gather factual information about the employer and payroll, including:

• legal employer name and PAYE scheme;
• employee count;
• payroll frequency and pay dates;
• workforce and pay types;
• pension arrangements;
• current payroll method or provider;
• required reports and output formats; and
• intended start date.

An initial discussion does not create a service contract or authorise us to process personal data.

Written proposal

If the payroll is within scope, we issue a written proposal or service agreement describing:

• services included;
• excluded work;
• fees and charging basis;
• implementation work;
• processing deadlines;
• responsibilities and dependencies;
• data-protection terms; and
• the process for changes, complaints and termination.

Due diligence and authority

Before processing begins, we verify the contracting entity and authorised contacts to a level appropriate to the service. We may request company information, proof of authority and information about the payroll arrangement.

We may decline an engagement or request further evidence where ownership, authority, employment arrangements, source data or intended use of the service is unclear.

Onboarding

We collect the required payroll data through the agreed method, configure the payroll and complete the checks included in the implementation plan. The client reviews and approves opening data before go-live.

Payroll inputs

For each pay period, the client provides authorised changes and variable pay by the agreed deadline. Inputs received after the deadline may be deferred or processed as additional work.

Processing and queries

We process the payroll and review the information for apparent omissions, duplicates, inconsistencies and unusual movements. Where clarification is required, the item is referred to an authorised contact.

Our checks support accurate administration but do not replace the client's review or amount to an audit.

Client approval

The client receives agreed pre-finalisation reports and confirms approval. Approval means the client accepts the payroll inputs, calculations and reported totals for finalisation, subject to any later correction required by law or contract.

Outputs and authorised submissions

After approval, we provide the agreed outputs. These may include payroll reports, payslips, payment reports, RTI submission records and pension files.

The client makes all payments unless a separate written service expressly states otherwise.

Ongoing records and changes

We maintain records needed to deliver and evidence the service. Changes to payroll frequency, employee volume, reporting, integrations or responsibilities are reviewed before implementation and may require an updated scope or fee.