**New** Service Level Agreement (SLA) 2021-2022

2. Payroll and Transactions 21-22

Support Packages will run from 1st April 2021 to 31st March 2022 (12 months) in order to bring billing in line with the school’s fiscal year.

 

The Payroll and HR Transactions Management Service is committed to offering you a high quality and effective service that is based around a standard, integrated People Lifecycle of Joining; Working; Learning and Development; Reward; Leaving.

 

The package includes the following features and processes:

Access

  • 24/7 access to comprehensive guidance, advice and automated forms (e-forms) via the Schools Web
  • ServiceNow Portal
  • Access to the Human Resources Service Desk by phone or email to address first line payroll queries during office hours as stated below
  • Regular updates on national and local issues that will impact on customers. Examples include: Auto Enrolment; HMRC Real Time initiative; advice on salary deductions during Industrial Action;
  • Regular updates in person at Support Services forums; Schools Bulletin, Schools Web
  • Access to use the SIMS to SAP export facility. This facility is dependent on both the Payroll and SIMS Support Services being purchased from Buckinghamshire Council.
  • Advice and best practice on payroll legislation

Joining

  • Issue contracts of employment; check salary details of new starters and set up on the payroll system; provision of information to third parties (e.g. Finance Companies, Mortgage Companies)
  • Compliance check and advice on Safeguarding and right to work checks
  • Administer HMRC statutory requirements (see below for full requirements)

Working

  • Administration of all variations to employment including variations to hours and  working patterns; claims based workers; instant access to all salary notification data;  
  • Advice on Statutory and Occupational Maternity, Paternity and Adoption Pay - direct to employees and to the Academy
  • Written correspondence to employees on long term absence and a copy of the letter sent to the employee and school/service line manager.
  • Administration of claims for supply teachers and other casual workers; claims based overtime payments and other expenses 
  • Basic advice on HMRC requirements (see below for a full list of requirements)

Reward

  • Process and administer pay and provide employees with access to secure electronic salary information
  • Payment of all statutory employee and employer monthly liabilities to the Inland Revenue are made, this includes National Insurance contributions, P11d (annual notification of benefits statement), PAYE, P60 (annual statement of earnings) and P45s
  • Calculate entitlement to statutory occupational sick pay including written notification to an employee and a copy of the letter to the Academy
  • Adjust salaries to take account of national and local pay awards as required
  • All Pension Auto Enrolment activity including the 3-year re-enrolment task.
  • Perform the monthly PAE assessment and produce written notifications to employees.
  • Process Pension member options, opt-out forms, AVC’s etc. and process contribution refunds as per the scheme rules.
  • Apply HMRC income tax code changes, pay scale updates, process pay increments and update travel rates as appropriate
  • Written correspondence to employees who have reached state pension age.
  • Process all employee benefits Child Care Vouchers
    Child Care Voucher deductions can be administered by payroll, however, the Academy school must set up the scheme directly with the provider and will be responsible for the payment of invoices and the administration of the scheme.

Leaving

  • Update employee records; calculation of termination payments and notification of payroll and pensions; all statutory submissions, issue relevant forms e.g. P45; reconciling and recovering any overpayments 
  • Written correspondence to employees who have reached state pension age.

 

The core package also includes a full end to end payroll service if required with the following features:

E-Payslips

  • Provision of a logo-free electronic payslip to each employee on or before payday A payslip containing the Academy logo and address details can be provided if required but will incur an additional cost. This can be provided on request as it is dependent on the number ordered and the detail of the logo to be inserted.

 

BACS Payment Facility

All BACS payments are taken directly from the Academy’s own bank account, this includes

  • Employee salary payments
  • 3rd party payments
  • Any interim payments (as agreed)

Overpayments Process

  • Active Employees - a correction action is carried out by the HR Operations team which results in the payroll retrospectively adjusting the employee’s pay. The Academy is advised of the overpayment amount and confirmation of the recovery sought.
    If the overpayment is significant and the recovery is to be taken over a number of periods the Academy must advise HR Operations of the repayment schedule.

Leavers - any overpayment will be calculated and the Academy will be advised of the amount owed by the employee.
The corrective action will be processed through the payroll and the costings reflected to show this.
The Academy will be responsible for the overpayment recovery

 

Financial Reporting

We provide a number of comprehensive reports that will provide you with the information needed to analyse and post your employee’s salaries, on-costs, and any additional items, these are sent using secure methods to protect the confidential contents of the reports, this includes:

 

The two mid-month payroll costing reports include:

  • Employee Master Data summary spreadsheet. This shows Surname, Initials, Personnel Number, Contract type Grade, ISN Point, FTE %, Weeks Worked, Annual Leave Weeks, Annual Salary and Cost Centre.
  • Gross Cost Listing Spreadsheet. This shows the total Gross Cost information by wage type by an individual.

The remaining reports cover the end of  month payroll costing reports which include:

  • Employee Gross Cost Analysis. This is made up of three spreadsheets and provides you with detail and summary level information of the total gross cost of your employees i.e. a breakdown of all payments and on-costs.
    • Gross Cost Listing Spreadsheet. This spreadsheet is designed to provide the total Gross Cost information by Wage Type.
    • Gross Cost Detail Spreadsheet. This spreadsheet provides an analysis of the information in the spreadsheet above. It is designed to give you a listing, by an employee of the total Gross Cost to the school analysed by G/L posting and subtotalled by Contract Type.
    • Gross Cost Summary Spreadsheet. As above but without the GL Account no. breakdown, therefore, providing one line per employee rather than multiple lines.
  • Payroll Journal Spreadsheet. This spreadsheet details the Revenue posting totals (P&L) as well as some Balance Sheet items like VAT, Salary Overpayments and Multiple Employee postings.
  • Statement of Outgoings Spreadsheet. This details all the deductions that are going to be made from your bank account and the dates of these BACS payments:
    • HMRC (Inland Revenue) – Tax, National Insurance, Student Loans, Apprentice Levy and SMP (recovery)
    • LGPS
    • Teachers’ Pension
    • Unison
    • Court orders
    • LG AVC (Additional Voluntary Contributions)
    • TP AVC (Additional Voluntary Contributions)
    • Other 3rd Party deductions as appropriate.
  • Employee Gross to Net Analysis. These two spreadsheets are provided to give you both detail and summary level analysis of the Gross to Net calculations for your employees
    • Gross to Net Listing Spreadsheet. This spreadsheet is designed to provide the total Gross to Net information by Wage Type.
    • Gross to Net Summary Spreadsheet. This spreadsheet provides a Gross to Net Summary for each employee paid subtotalled by contract type.
  • Statutory and Annual Returns

National Statistics Annual ASHE return HMRC Returns:

    • Annual submission to HMRC and issue of copy P11ds to employees
    • Annual submission of employers P11d(b)
    • Annual issue of P60s to employees
    • Annual Class 1a employer NIC pay over
    • Processing P45s and Starter checklist
    • NI exemption Cards
    • Requests for Starter Checklist
    • Monthly RTI (Real Time Information ) submission to HMRC 

The service provided by the Payroll Team does not include alterations to terms & conditions including absences, new payments or deductions unless statutory.

The package includes the following features and processes:

Access

  • 24/7 access to comprehensive guidance, advice and automated forms (e-forms) via the Schools Web
  • Access to the Human Resources Service Desk by phone or email to address first line payroll queries during office hours as stated below
  • Regular updates on national and local issues that will impact on customers. Examples include: Auto Enrolment; HMRC Real Time initiative; advice on salary deductions during Industrial Action
  • Regular updates in person at Support Services forums; Schools Bulletin, Schools Web
  • Access to use the SIMS to SAP export facility. This facility is dependent on both the Payroll and SIMS Support Services being purchased from Buckinghamshire Council.
  • Advice and best practice on payroll legislation

Joining

  • Issue contracts of employment; check salary details of new starters and set up on the payroll system; provision of information to third parties (e.g. Finance Companies, Mortgage Companies)
  • Advice on migrant worker employment and sponsorship; provision of migrant worker certificates as appropriate
  • Compliance check and advice on Safeguarding and right to work checks. Administer HMRC statutory requirements (see below for full requirements)

Working

  • Administration of all variations to employment including variations to hours and working patterns; claims based workers; instant access to all salary notification data;  
  • Advice on Statutory and Occupational Maternity, Paternity and Adoption Pay - direct to employees and to a school
  • Written correspondence to employees on long term absence and a copy of the letter sent to the employee and school/service line manager
  • Administration of claims for supply teachers and other casual workers; claims based overtime payments and other expenses
  • Basic advice on HMRC requirements (see below for full list of requirements)

Reward

  • Payment of all statutory employee and employer monthly liabilities to the Inland Revenue are made, this includes National Insurance contributions, P11d (annual notification of benefits statement), PAYE, P60 (annual statement of earnings) and P45s
  • Process all employee benefits e.g. Childcare Vouchers
  • Process and administer pay and provide employees with access to secure electronic salary information
  • Calculate entitlement to statutory occupational sick pay including written notification to the employee and copy of the letter to the school.
  • All Pension Auto Enrolment activity including the 3 year re-enrolment task.
  • Perform the monthly PAE assessment and produce written notifications to employees.
  • Process Pension member options, opt-out forms, AVC’s etc. and process contribution refunds as per the scheme rules.
  • Apply HMRC income tax code changes,, pay scale updates, and process pay increments and update travel rates as appropriate.
  • Adjust salaries to take account of national and local pay awards as required

Leaving

  • Update employee records; calculation of termination payments and notification of payroll and pensions; all statutory submissions, issue relevant forms e.g. P45 and P46.
  • Written correspondence to employees who have reached state pension age.

 

The core package also includes a full end to end payroll service if required with the following features:

E-Payslips

  • Provision of an electronic payslip to each employee on or before payday, is sent to the school.

BACS Payment Facility

All BACS payments are taken direct from the schools own bank account, this includes

  • Employee salary payments
  • 3rd party payments
  • Any interim payments (as agreed)

Overpayments Process

  • Active Employees
    A correction action is carried out by HR Operations team which results in the payroll retrospectively adjusting the employee’s pay. The school is advised of the overpayment amount and confirmation of the recovery sought.
    If the overpayment is significant and the recovery is to be taken over a number of periods the school must advise HR Operations of the repayment schedule.
  • Leavers
    Any overpayment will be calculated and the school will be advised of the amount owed by the employee.
    The corrective action will be processed through the payroll and the costings reflected to show this.
  • The school will be responsible for the overpayment recovery

Financial Reporting

We provide a number of comprehensive reports that will provide you with the information needed to analyse and your employee’s salaries, on-costs, and any additional items, these are sent using secure methods to protect the confidential contents of the reports, this includes:

  • A Gross Cost Listing report which is a monthly summary of all employee costs to the Schools i.e. pension, employer’s national insurance costs, salary and on costs
  • An Employee Master Data summary spreadsheet. This shows Surname, Initials, Personnel Number, Contract type Grade, ISN Point, FTE %, Weeks Worked, Annual Leave Weeks, Annual Salary and Cost Centre.
  • A HR Action Report– this report details all actions taken within the pay period i.e. starters, leavers and variations

Core package for Academies

Org Type

Product Dependencies

1 Year Price

3 Year Price

Single Academy Trust

 

Access to Schools Web needed.

 

To utilise the SIMS to SAP export facility the BCC SIMS Support Services must be purchased.

£5.09 per employee per month multiplied by 12 payslips plus VAT.

 

Equates to £66.17 plus VAT per employee. This includes a year-end earnings P60 payslip.

 

Contracts run for 12 months from 1 April 2021 to 31 March 2022

£4.99 per employee per month multiplied by 12 payslips plus VAT.

 

Equates to £64.87 plus VAT per employee. This includes a year-end earnings P60 payslip.

 

Contracts run for 31 months from 1 April 2021 to 31 March 2024

Multi-Academy Trust

Access to Schools Web needed.

 

To utilise the SIMS to SAP export facility the BCC SIMS Support Services must be purchased.

 

To be classed as a Multi-Academy Trust (MAT), there must be more than 1 academy under the Trust.

£4.29 per employee per month multiplied by 12 payslips plus VAT.

 

Equates to £55.77 plus VAT per employee. This includes a year-end earnings P60 payslip.

 

Contracts run for 12 months from 1 April 2021 to 31 March 2022

£3.99 per employee per month multiplied by 12 payslips plus VAT.

 

Equates to £51.87 plus VAT per employee. This includes a year-end earnings P60 payslip.

 

Contracts run for 31 months from 1 April 2021 to 31 March 2024

Additional Services for Academies

Service

Price

Interim Payment facility

Standard Interim payments £65.00 each 

 

Core Package for Schools

Org Type

Product Dependencies

1 Year Price

3 Year Price

School

Access to Schools Web needed.

 

To utilise the SIMS to SAP export facility the BCC SIMS Support Services must be purchased.

£4.79 per employee multiplied by 12 payslips

 

Equates to £62.27 per year this includes a P60 annual earnings payslip

 

Casual workers will be billed retrospectively in September at the end of the annual contract

 

Contracts run for 12 months from 1 April 2021 to 31 March 2022

£4.69 per employee multiplied by 12 payslips

 

Equates to £60.97 per year this includes a P60 annual earnings payslip

 

Casual workers will be billed retrospectively in September at the end of the annual contract

 

Contracts run for 36 months from 1 April 2021 to 31 March 2024

Additional Services for Schools

Service

Price

Interim Payment facility

Standard Interim payments £100 each 

For those who are wishing to buy this service after having been with another Payroll Provider we will undertake the following:

  • Audit of existing employee data
  • Advise on remedies for any changes
  • Creation of payroll records with the provision of an employee data report enabling the Academy/School to confirm that the information is correct

 

Product Dependencies

Term

Price

All employees must be paid either on Teachers terms and conditions or on Bucks Pay terms and conditions

Pay as Used

3 hours free consultancy to assess the amount of work needed and then required work charged on an hourly rate of £85 hour

 

Set up charges will be confirmed in the Service offer.

VAT will be charged to those who are not maintained by the Local Authority

Payroll and Transactions Management Services to Schools 2021- 2022

Service

Service Description

KPIs

Acknowledging a HR Service Desk Call

 

Calls transferred to HR Transactions and Payroll team via the HR Service Desk HRServicedesk@buckinghamshire.gov.uk

Acknowledge and update within 2 working days

Employee Lifecycle 

 

All payroll related notifications, associated documentation and bespoke advice

Process all Notifications* received by published deadlines or previous working day if the deadline falls on a weekend or bank holiday

 

*Providing all documentation and associated documentation has been submitted by published deadlines.

Issuance of Contracts of employment via secure email

 

Turned around within an average of 4 weeks from the receipt of the completed documents.

% Notifications received by published deadlines, to be processed by payroll run for a month in which received

99%

% notifications received by the SIMS to SAP solution by published deadlines, to be processed by payroll run for a month in which received

100%

% Contracts of Employment turned around within 4 weeks

95%

Payroll Information

% Monthly payroll data processed

100%

% Non-critical payroll queries resolved with 10 working days.

+ 95%

% Employees reprocessed successfully between the first  and  last payroll run

+ 95%

Number of Payroll queries received by the month

Number

Number of payroll queries escalated per month

< 5%

Number of Interim payments by Month and % against active workforce

Number

< 5%

The Payroll and Transaction Teams are available from Monday to Thursday (excluding Bank Holidays) 9 am – 5.30 pm and Friday 9 am – 5 pm. Calls can be logged by email at HRServicedesk@buckinghamshire.gov.uk or by calling the HR service desk on 01296 382233.

 

Buckinghamshire Council responsibilities

The Payroll and HR Transactions Management Team aim to provide a high level of payroll expertise and where needed advice and guidance is offered to assist employees in resolving any payroll issues. The Payroll and HR Transactions Management Team is committed to offering you high quality and effective service that is based around a standard, integrated Payroll process.

We will provide you with;

  • Professional payroll service to customers with a secure and safe platform on which payroll is processed.
  • Advice and guidance on payroll legislation.
  • Compliance to current and future legislation.
  • A set of Mid-Month Reports, a copy of the employee master data and a gross cost listing by the individual.
  • A set of Month-End Reports; a copy of the employee master data, a gross cost listing, a gross cost summary, a gross to the net listing, a gross to the net summary, an outgoings report, a payroll journal report and a wage type analysis.
  • The deduction and payment over of employee and employer pension contributions.
  • Retrieval and processing of forms P2, P6, P9, and SL1 from HMRC website
  • Timely submission of HMRC forms P11d and P11d(b)
  • Timely submission of FPS and EPS (RTI) and EYU submissions (if required)
  • Applying National Insurance form CA4140
  • The deduction and payment over of voluntary deductions, e.g. GAYE, Unison etc.
  • Process all employee benefits e.g. Childcare Vouchers, Bike Loans etc.
  • Issue Monthly payslips and the payment of net salaries via BACS.
  • Processing Payroll instructions as per published deadlines via Schools Web.
  • Processing expense claims for reimbursement as per published deadlines.
  • Quality assurance check on the calculations for all payments and deductions.
  • A comprehensive Business Continuity Plan (BCP) for payroll processing.
  • Inform customers in the advent of the BCP being invoked.
  • Support to manage long terms absence, calculations and resultant letters
  • Compliance to and the administration of all court orders, the calculation, deduction and timely payment over.
  • Management of the overpayment process with calculations and direct employee communication.
  • BACS files that will be submitted in accordance with the customer’s approval. If however no approval to the contrary is received then BC will submit the files in accordance with the processing timetable.
  • Provide support and guidance as needed should a BACS file or transactional error occur.
  • BC will ensure that Academies are notified with reasonable notice when there are changes to deadlines for submitting information for payroll processing. We will let Academies know directly by email and through the Schools Bulletin.

 

Academy responsibilities

  • Ensure all appropriate checks are made on receipt of all Payroll reporting.
  • Raise any payroll issues as soon as the concern arises.
  • Adhere to the published monthly deadlines to ensure all payroll changes are made in the timescale required by both SIMS and e-forms.
  • Access and resolve the SIMS to SAP validation errors within the published monthly deadlines.
  • Ensure an adequate processing limit is provided with the sponsoring bank.
  • Provide a valid and active BACS SUN number.
  • Collect and verify all BACS reports to independently confirm the file totals

To enable timely processing of notifications the Academy will commit to:

  • Ensuring all new starter notifications or additional documentation are received by the published deadlines. Any notifications received after the published cut off date will be processed in the following payroll period.
  • Processing all leaver notifications by the published cut-off dates to avoid unnecessary overpayments occurring.
  • Processing any other requests by the published cut-off dates. Any notifications received after the published cut-off date will be processed in the following payroll period.
  • BC will not process any notifications if the appropriate paperwork and approvals are not in place by the published deadlines.
  • All payroll notifications are subject to a deadline of the 12th of each month and all automated claims are subject to a deadline the 15th of each month unless those dates fall on a weekend or Bank Holiday by which the deadline will be the previous working day. December payroll will be subject to an earlier deadline date and this will be communicated later in the year.
  • BC can offer a facility to process notifications received after the published cut off date which may be subject to an administration fee of £100.00. However, BC reserves the right to refuse to process the notification until the following pay period.

 

Regular customer feedback is sought to review the level of service that has been received. There are opportunities for you to provide us with feedback through the online survey from the Service Desk, as well as through the Support Services Forums. We can also arrange meetings with key contacts within the service area where an issue requires further discussion; please contact one of the business partners to arrange such an account management meeting.

We will always aim to resolve any issues that might arise regarding service delivery. Please contact the HR Service Desk initially or the appropriate escalation contact as listed below. In the unlikely event that a dispute cannot be resolved to your satisfaction, you would need to raise a formal complaint.

All complaints are taken seriously and the Council will work with you to try to resolve your complaint to a satisfactory conclusion.

Complaints procedures

Option

Description

Immediate escalation (outside formal BCC complaints process)

Contact the Business Development Team at tradedservices@buckinghamshire.gov.uk and provide details of your concerns and any supporting material.

 

Alternatively, you can liaise with a Manager directly via their contact email addresses below:

 

HR Service Desk

hrservicedesk@buckscc.gov.uk  or  01296 382233

 

HR Programme, Commercial & Governance Manager

Lorna Fisher

Lorner.Fisher@buckinghamshire.gov.uk

 

Business Development Manager

Caroline Wheller

Caroline.Wheller@Buckinghamshire.gov.uk

Immediate escalation (formal BCC escalation process)

The Council’s Customer Complaints and Information Team (CCIT). CCIT will acknowledge the complaint within 10 days of receipt.

 

The CCIT will then contact the Service Director with a request for information/investigation.

 

The CCIT will respond within 28 days.

 

Mailbox: complimentsandcomplaints@buckinghamshire.gov.uk

The Human Resources Service follows BCC Contract Management Frameworks & holds regular Service Review Meetings as and when required.

Timely provision and distribution of monthly pay statements

All payroll instructions made within the published deadlines

Send agreed on suite of reports Mid-Month Reports and Month-End Reports within the published deadline

 

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Last updated: 10 May 2021

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