PAYSLIP SERVICE

A FULLY SECURE AND DIGITAL SERVICE

Various levels of service to suit your budget

We fully manage pension

We send all documents password protected by email

THE COST

These prices are plus VAT

There is an annual fee payable each September; you can choose from the basic or the inclusive package

(Example: Members on Basic package and 5 staff would be £321 per year)

Annual Fee

Members Non-Members

Inclusive package £130.00 £150.00

Basic package £74.00 £85.00

Plus a monthly fee per employee

Members Non-Members

Per employee £3.00 £4.00

Additional costs

Members Non-Members

End of Year per employee £3.90 £4.90

Leavers P45 £3.90 £4.90

Members Non-Members

Pension data transfer £5 per month £8 per month

This package involves the group calculating the gross pay and sending this information to us to be

processed each month. The group decides when and how holiday pay is added. The group is responsible

for paying the staff and HMRC from the net payments we supply.

THE BASIC PACKAGE

Your company details are set up on our Sage PAYE system.

Each month you send a salary sheet by email, telling us what to pay that month.

You itemise extra hours that you want to show on the pay slip, e.g. training.

We calculate any statutory payments to be made, for example sick pay.

We assess staff for pension, calculate pension contributions, identify any eligible for auto-enrolment, we provide letters to staff. If selected we upload to the pension provider.

You allow a seven day turn around.

We then send you back by secure email, completed wage slips for you to print.

We also email back clear information on how much tax and NI to pay to HMRC, how much to pay to a pension provider as well as any other relevant information for that month.

We send this information to HMRC in real time (RTI).

You pay the staff and HMRC from this information.

We will produce and send online any in year forms such as P45’s .

At the end of the year we will check the payments you have made throughout the year and produce P60’s for your staff.

We will keep you up to date with information about legislative changes and information about our service.

We offer a free help desk for all your enquiries relating to pay, from sick pay to holiday pay: 01392 438977.

BASIC PACKAGE

This package involves the group supplying information on the employees annual salary (except casual and

bank staff) and then we calculate the monthly payments and holiday pay to be paid over 12 equal

payments from September to August. We also process and calculate in year leavers and starters. The group

sends adjustments plus and minus monthly. The group is responsible for paying the staff and HMRC from

the net payments we supply.

THE INCLUSIVE PACKAGE

To use this package your full time staff must agree to being paid twelve monthly payments for wages and holiday pay.

Any pay rises must be agreed before September. This does not include changes due to promotion, change of role or minimum wage changes in April.

Your company details are set up on our Sage system.

You fill in our pre-made form giving us all the information we need and we then work out your monthly payments; this is enclosed.

You send any adjustments or casual hours on our pre-made form by email by the agreed date.

We calculate any statutory payments to be made, for example sick pay or maternity pay.

We assess for pension, calculate contributions, send letters and upload pension to pension provider.

We return the payroll to you by the agreed date by secure email.

You pay your staff, HMRC and any pension provider.

We will produce and send any in year forms such as P45 for a leaver.

At the end of the year we will check the payments you have made and send your staff a P60.

We will send you a regular updates with information about legislative changes and information about our service.

We offer a free help desk for all your enquiries relating to pay.

Benefits of inclusive package:

Consistent approach to payroll even when committee changes.

No need to have any knowledge of PAYE or perform complicated calculations.

Regular payments for your staff.

Agreed pay dates.

Inclusive Package

What to do next

1. Complete and sign the authorisation form 1. 2. Complete form 2 for each employee (regardless if they pay tax or not)

attach copies of relevant tax forms, P45, P46. 3. If joining part way through the year, photocopy and send P11’s for each

employee or similar. 4. Complete the FBI2 and 64-8 online filing authorisation form. 5. Complete and return the GDPR agreement. 6. Complete monthly sheet each month (emailed to you once joined). 7. When a new person starts send a new starter form, plus a p45 if they have come from another job, a leaver form when

someone leaves and a change of details form for employee personal

changes or rate and hours changes. These are all emailed to you.

8. Send details of pension opt in’s or opt out’s.

9. All these forms will be sent by email. Your email must be secure and confidential

10 . All correspondence should be sent to: Nicci Hooper Early Years Alliance Palace Gate Centre 3 Palace Gate Exeter Devon EX1 1JA Devon.payroll@eyalliance.org.uk

Please do not send any correspondence by registered post.

FORM 1 - PAYROLL REGISTRATION

Please could the person responsible for payroll complete this form. Once the form has been completed you

will be sent a unique password which must to be quoted in order to obtain information over the phone about

your group. It is therefore important that this is kept confidential and is changed when a new person takes over. In future

a new authorisation form must be signed before I can change who receives the payroll.

Early Years Alliance in Devon offer payroll services subject to the conditions stated below.

SERVICE

To run a PAYE system which complies with current legislation and to inform members of their requirements under the PAYE scheme, so as to enable them to pay staff and meet their payroll obligations.

PAYMENT

An invoice for the amount due will be forwarded on a quarterly basis in arrears; this should be paid within 30 days.

Early Years Alliance in Devon shall not be held liable for wrong information supplied by the Pre-school.

We______________________________________________________. (Pre-school)

Agree to the services and payments as detailed in the information pack.

We would like to become members of the Basic ________ or Inclusive _______ package

Date:

To be signed by two committee officers or the owner.

Signed _____________________________________ Role…………………………………………

Signed ______________________________________Role…………………………………………

Telephone number at the group _____________________________

Payroll contact details: This is where the payroll will be sent to.

NAME TELEPHONE NUMBER

EMAIL POSITION IN GROUP

ADDRESS

A unique password will be sent on receipt of this information

Name and address group is registered with at HMRC

Our Tax Office is:

Accounts office reference number:

PAYE reference number:

Did your group file online in the last financial year :

EYA / EYW membership number

Password (office use only)

Pension staging date:

DEVON EARLY YEARS ALLIANCE PAYROLL SERVICE DATA PROTECTION/GDPR

The parties acknowledge that for the purposes of the Data Protection Legislation, the Customer is the data

controller and the Provider is the data processor (where Data Controller and Data Processor have the

meanings as defined in the Data Protection Act 1998 (the DPA), the Data Protection Directive (95/46/EC), the

Electronic Communications Data Protection Directive (2002/58/EC), the Privacy and Electronic

Communications (EC Directive) Regulations 2003 (SI 2426/2003) (as amended) General Data Protection

Regulation (679/2016/EU) (GDPR) and all applicable laws and regulations relating to the processing of the

personal data and privacy, including where applicable the guidance and codes of practice issued by the

Information Commissioner or any other national data protection authority, and the equivalent of any of the

foregoing in any relevant jurisdiction.)

a. The Customer will also ensure that it has all necessary appropriate consents and notices in place to

enable lawful transfer of the Personal Data to the Provider for the duration and purposes of this

agreement.

b. The Provider shall, in relation to any Personal Data processed in connection with the performance by

the Provider of its obligations under this agreement:

i. Process that Personal Data only on the written instructions of the Customer unless the

Provider is required by the laws of any member of the European Union or by the laws of the

European Union applicable to the Provider to process Personal Data (Applicable Laws). Where

the Provider is relying on laws of a member of the European Union or European Union law as

the basis for processing Personal Data, the Provider shall promptly notify the Customer of this

before performing the processing required by the Applicable Laws unless those Applicable

Laws prohibit the Provider from so notifying the Customer;

ii. ensure that it has in place appropriate technical and organisational measures, reviewed and

approved by the Customer, to protect against unauthorised or unlawful processing of Personal

Data and against accidental loss or destruction of, or damage to, Personal Data, appropriate

to the harm that might result from the unauthorised or unlawful processing or accidental loss,

destruction or damage and the nature of the data to be protected, having regard to the state

of technological development and the cost of implementing any measures (those measures

may include, where appropriate, using a fictitious name and encrypting Personal Data,

ensuring confidentiality, integrity, availability and resilience of its systems and services,

ensuring that availability of and access to Personal Data can be restored in a timely manner

after an incident, and regularly assessing and evaluating the effectiveness of the technical and

organisational measures adopted by it);

iii. ensure that all personnel who have access to and/or process Personal Data are obliged to keep

the Personal Data confidential; and

iv. not transfer any Personal Data outside of the European Economic Area unless the prior written

consent of the Customer has been obtained and the following conditions are fulfilled:

1. the Customer or the Provider has provided appropriate safeguards in relation to the

transfer;

2. the data subject has enforceable rights and effective legal remedies;

3. the Provider complies with its obligations under the Data Protection Legislation by

providing an adequate level of protection to any Personal Data that is transferred; and

4. The provider complies with reasonable instructions notified to it in advance by the

Customer with respect to the processing of the Personal Data;

i. assist the Customer, at the Customer's cost, in responding to any

request from a Data Subject and in ensuring compliance with its

obligations under the Data Protection Legislation with respect to

security, breach notifications, impact assessments and consultations

with supervisory authorities or regulators;

ii. notify the Customer without undue delay on becoming aware of a

Personal Data breach;

iii. at the written direction of the Customer, delete or return Personal

Data and copies thereof to the Customer on termination of the

agreement unless required by Applicable Law to store the Personal

Data

5. The Customer accepts that where the Early Years Alliance use third party systems

and software to process salary, then these companies may be given temporary

access to our data to support software updates or trouble shooting.

PRIVACY- Early Years Alliance’s privacy notice can be accessed at: https://www.eyalliance.org.uk/privacy-policy The Customer will be deemed to have read and accepted the policy.

LIMITATION OF LIABILITY Early Years Alliance expressly excludes liability for any loss of Data caused other than as a direct result of Early Years Alliance’s own gross negligence or wilful misconduct. Neither Party shall be responsible for any loss, destruction, alteration or disclosure of Confidential Information caused by a third party. Early Years Alliance’s maximum liability for any losses shall be limited to the fees received during the preceding 6th month period from the date of any losses, costs or damages being incurred by the Customer.

OUR SERVICE:

Payroll Services provided by the Supplier are as follows: •Calculate the tax, national insurance and pension contributions for each employee; •Calculate and process statutory payments, to include SSP, SMP and SAP etc. •Produce summaries and payslips each pay period, and a P32 (payment record for HMRC) monthly or quarterly as required. To be sent securely to Customer; •Set up and maintain employees information to include starters, leavers (including P45s), changes of addresses/name etc. •Send Real-Time Information (RTI) on line submissions to HMRC and to liaise with HMRC in relation to payroll matters. However, please note for the avoidance of doubt that all liability to HMRC for income tax and national insurance remains with the Customer.

Production of all year end reports including P60. •Payslips will be issued electronically, directly to staff each pay period or sent directly to the customer by post. (The Customer shall be responsible for automatic pension enrolment) The above services are subject to the provision of the following:

Completed contract Authorisation sheet.

Completed employee record sheet for each employee.

P45/Starter Checklist and an employee record sheet for all new employees submitted in advance of the payroll.

Monthly payroll record sheet to be submitted at least 7 working days before payroll information is required by the setting. The monthly payroll record sheet must be signed by a recognised member of the setting’s committee/owner or sent via e-mail from a designated e-mail address.

Any amendments to the Contract Authorisation Sheet must be provided in writing and signed by the Chairperson/Owner/Trustee.

The Customer must ensure that the email address we send them payroll to is secure and accessible to a named official only.

FEES The fee charged will be as per the charging sheet plus VAT per month payable quarterly in arrears.

Please note the following terms concerning the sharing of data between the parties: PURPOSE

1. The purpose of the sharing of data between the parties is to facilitate payroll services to the employees of the customer. 2. The parties consider that the sharing of data is necessary to ensure that appropriate sensitive subject data

can be provided to the supplier for the purposes of carrying out the payroll services. 3. The parties agree to only process the shared personal data as described at point 4 below. 4. The shared personal data regarding the employees of the customer are:

Names of employees

Addresses of employees

Salary details of employees 5. The parties will not share sensitive personal data.

Please can the owner or chairperson sign below to acknowledge receipt and acceptance of our up dated data

protection terms and conditions:

NAME

POSITION

SETTING

SIGNATURE

DATE

Please return to address below or scan and e-mail to: devon.payroll@eyalliance.org.uk Early Years Alliance

Palace Gate Centre

3 Palace Gate

Exeter

Devon

EX1 1J

EARLY YEARS ALLIANCE PAYROLL SERVICE

This information will be used to run your payroll and will be passed to HMRC who will share it with the Department of

Work and Pensions who in turn will use the information to assess your eligibility to receive universal credit.

PLEASE: print information clearly and in capital letters, Make sure information is accurate. Thank You

NAME OF COMPANY/GROUP: ______________________________________________

TITLE: _________________

FULL NAME: _____________________________________________________________

No nick names or assumed names, just your registered official name and title please.

ADDRESS: _______________________________________________________________

________________________________________________________________________

POST CODE: _____________________________________________________________

EMAIL: ___________________________________________________________________

Where you are registered as living

DATE OF BIRTH: _____________ NATIONAL INSURANCE NUMBER: ________________

GENDER: ___________________ MARITAL STATUS ______________________________

NATIONALITY ____________________________________

Tax Details

Please tick one of the following statements, A B or C. We need this information to ensure you are on the correct tax

code and HMRC require all new starters to have done this.

TICK ONE

____ A - This is my first job since last 6th April and I have not been receiving taxable, Jobseeker's Allowance,

Employment and Support Allowance, taxable Incapacity benefit, State Pension or Occupational Pension.

_____ B - This is now my only job but since last 6th April I have had another job, or received Taxable Jobseeker's

Allowance, Employment and Support Allowance or taxable Incapacity Benefit. I do not receive a State

Pension or Occupational Pension.

____ C - As well as my new job. I have another job or receive a State Pension or Occupational Pension. YES/NO Have you left a course of UK higher education before last 6 April? And received your first UK Student Loan instalment on or after 1 September 1998 and not fully repaid your Student Loan? YES/NO Are you repaying your UK Student Loan by agreement with the UK Student Loans Company to make monthly payments through Your bank or building society account. ARE YOU PAYING STUDENT LOAN PLAN (1) or STUDENT LOAN PLAN (2) ________________

You will have plan 1 if you started your course before September 2012 and plan 2 if after this date

I (name) ________________________________________________________________

Confirm that the information I have given is correct (Signed) _____________________

TO BE COMPLETED BY THE MANAGER OR COMMITTEE

Name of employee ________________________________

Job title _______________________________________

Start date ____________________________________________

Hourly rate ______ hours per week _______ weeks worked per year ____ or annual salary ___________

Have you checked the employee’s right to work in the UK? ________

https://www.gov.uk/check-job-applicant-right-to-work

Is this an approved apprenticeship _______ if so what are the start and finish dates ________________?

Have you included a P45? __________________________________________

Mode of payment e.g. Cheque, BACS, Credit transfer________________________________

Pension details

Is this employee a member of an occupational pension scheme YES ______ NO ________

Type of scheme ________________________________________________________

Name of pension scheme ________________________________________________

Amount to be contributed from employee ______________see below

Amount to be contributed by employer _____________See below

This can be an actual amount or a percentage.

What date did they become a member? _______________________

DETAILED INSTRUCTIONS Form 1 Registration

The person responsible for returning the payroll information on a monthly basis should complete this form.

Two committee members should sign to authorise this. We will email the authorised person with a unique

password which they will need to quote when contacting the payroll service. Please supply the name of

the tax office used by your group.

If the contact changes please let us know so we can send you a new password

Form 2

This form should be completed for all current employees and those that have left in the current financial

year, so that their personal details can be input on the system, this can be completed electronically. There

are forms for new starters, leavers and change of details which will be emailed to you. Information such as

changes of address, name, and tax code appear on forms sent to the Inland Revenue and DSS and

therefore need to be kept up to date.

All personal information should be the official details not nicknames etc,

If you have any employees who have received SSP or SMP in the tax year. Send this information. If you

have received a credit for these payments, send the notification.

Electronic versions of this form are acceptable

The monthly salary sheet for basic and inclusive service will be emailed to you once we are ready to

start.

Complete and return to me HMRC authorising your agent form FBI2 and 64-8

This authorises the payroll service to file online for your group and look at records

Please post back the signed original.

POST PAYROLL REPORTS

These are the reports you receive back from the bureau when your group’s payroll has been processed.

Payslips - Emailed to be printed by group

Payment Summary –Page 1 shows a summary of all payments to employees including SSP, SMP, Student

Loan, PAYE and NI. On page 2 the National Insurance is broken down and the amount of employer’s and

employee’s NI is shown separately for each individual. The employer’s contribution is useful for budgets or

any kind of staff costing information you may require. These are emailed to you monthly

Form P32 (Year) – Employer’s Payment Record – This report details what to pay HMRC, this should be

done online. Reference the payment with your accounts office reference number, the month and the year.

If you have received funding for statutory pay or tax credits then you will need to add this to the figure in

the total pay column.

Pension contributions records – If your group has a pension and staff and employer are contributing to it,

this form will tell you how much to send to the pension provider. Assessment of staff for auto-enrolment

will also be done. This form is emailed to you.

If you join the payroll service in the middle of the tax year please read the following section. YEAR TO DATE FIGURES

The tax year runs from the 6th April one year to the 5th April of the following year. As the new payroll will

be starting up in the middle of the tax year it will be necessary to transfer all employees’ year to date

figures for tax, National Insurance, SSP and SMP on to the computer. Form ‘Deductions Working Sheet

P11’ supplied by the Inland Revenue contains all the information required. This form should be

photocopied and returned for each employee, with the first month’s input. Once your employees are on

the computer you will no longer have to complete form P11 on a monthly/weekly basis, as all year to date

figures will be held on the system. If the original is sent please make a note of the figures, as letters do get

lost in the post. If you have not been completing form P11 because your employees’ do not pay tax or

National Insurance please send ‘gross pay to date’ information.

If you have any queries about this or any input please do not hesitate to contact the payroll officer, Nicci

Hooper. The service will not just be about processing the payroll for your group, but aims to offer help and

advice on all payroll, tax, National Insurance, SSP and SMP problems you may have.

PAYROLL GUIDE FOR NEW PAYROLL CONTACT

1. You will have completed an authorisation form and have been sent a password and salary sheet,

your email address that correspondence is sent to must be secure and confidential.

2. The password will be needed to obtain information about your payroll.

3. The salary sheet should be saved to your computer and sent by email to:

devon.payroll@eyalliance.org.uk monthly, at least seven days before you want to pay your staff

and at least by the end of the month, you should protect it with your password.

4. Staff should not be paid until the payroll information has been returned. We guarantee a seven day

turn around.

5. You will get an auto reply when you send the payroll, if you do not then you should ring 01392

438977 to check we have received it.

6. On the basic package, you work out the pay and holiday pay and we calculate based on your

figures, on the inclusive package once we have your annual figures you will only need to send

adjustments,. There is a separate salary sheet for this.

7. Once you have received your payslips you should pay the staff.

8. The P32 included with the payroll tells you how much to pay to HMRC, you should do this before

the 22nd of the following month.

9. New starters must complete a new starter form supplied by email before they can be paid and if

they have a P45 you should send this to us.

10. Leavers must complete a leaver form sent to you by email, we will then send you a P45 to give to

your leaver.

11. If any details change for an employee, then ask for a details change form.

12. If an employee is off sick, tell us the days they were sick and we will calculate if they are due any

statutory sick pay, put any deductions to their pay on the salary sheet, and send a copy of the sick

note.

13. Inform us if a member of staff becomes pregnant and we will tell you what to do.

14. All forms can be returned as electronic versions except the authorisation form.

15. When a new contact takes over ask for a new authorisation form.

16. Pension payments must be made to your pension provider if, you have not authorised the payroll

service to do this for you.

Pension auto-enrolment and on-going assessments

Auto-enrolment administration is an integral part of running your payroll. We will assess all the staff each pay period so you can meet your requirements to comply with legislation.

We will do the following

Assess your staff for eligibility, calculate and deduct contributions from every month’s payroll.

Supply you with monthly automatic enrolment reports and tell you how much to pay your pensions provider each month or if authorised we can do this for you.

Produce Correspondence for your staff and keep records.

Apply postponement if you have chosen this option.

Give help and advice

You will need to tell us the following Pension provider ___________________________ Pension account number__________________________ Who is in the scheme and when they joined?

Percentage contribution, Employee ___________ Employer ____________

If you use NEST pension we upload your contribution each month and authorise payment, you will need to make us a delegate on the NEST home page, to do this go to

NEST home

Manage delegates

Add organisation

Devon Pre-school Learning Alliance

TPA010435955