New to Outsourced Payroll?

 

When it comes to your company payroll – the only thing more stressful than “keeping the books” is messing them up. In fact, the two typically go hand-in-hand, as the Inland Revenue often penalises business owners for payroll errors that should never have happened. Choosing the best payroll service for your needs is not only an essential part of your business growth, it can also help you to reduce bookkeeping and other errors.

 
Even if mistakes weren’t so commonplace, doing your own payroll can still cost you. The valuable time and energy you spend figuring out how much money you have to pay staff could be spent actually making more money to improve productivity or expand the business. That’s why so many businesses are turning to outsourced payroll services.

Finding a reliable Payroll provider can be a daunting task, especially if you are new to outsourced payroll. At eSlip Payroll we make it our focus to ensure the process is as smooth as possible. We are a leading UK payroll provider providing a range of services to dedicated market sectors. We tailor our services around each, and every, customer to provide a bespoke solution every time.

We pay particular attention to new customers who are also new to outsourced payroll. We pride ourselves on the level of customer service and hold your hand through the initial stages to ensure you become as confident as we are. We are also on hand to offer help and advice whenever and wherever it is needed.

As a small independent payroll provider, we can offer a much more personal service. Our customers receive the same level of expertise and knowledge as the large multinationals yet gain the added benefit of a more local service with communications on a one-to-one basis.

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Startup Stock Photos

When we describe simplicity of service, we really do mean just that. Put simply, you pass us your data, and we process your payroll, ensuring employees are paid accurately and on time, every time, while keeping you legislatively compliant.

Our website has an abundance of information to get you up to speed and help you decide, but nothing beats a personal telephone call or face to face meeting. Get in touch with us and arrange an initial meeting so you can experience the difference for yourself.

 

Switching Payroll Providers?

 

Not happy with your payroll provider? Are you thinking of switching but wondering if it’s worth the hassle? Maybe it’s time to make the switch.

 

Why make the switch?

There are several reasons why a business would be frustrated with their current payroll provider including:

 
  • Increased yearly fees and costs
  • Poor customer support
  • Additional costs for payslips, auto enrolment or additional clients
  • Additional costs for customer support
  • Fixed term contracts
  • Lack of basic payroll functionality
  • Lack of basic automated automatic enrolment functionality
 
No matter what reasons led to the switch, we focus on the benefits and new opportunities available to you once you make that switch. eSlip Payroll pride themselves on providing both fantastic cost effective solutions with a service delivery that is second to none. We know the decision to switch is a hard one and the decision of whom to switch to even harder. Rest assured that with eSlip Payroll it will be plain sailing from here on in.

The physical process of switching payroll providers can be extremely complex. At eSlip Payroll we understand the complexities involved and go out of our way to make the switch as smooth as possible. When faced with ongoing multiple payrolls, coupled with varying payment frequencies, the switch to a new provider can seem an impossible task to pull off without hiccups.

At eSlip Payroll we fully understand the level of security and control required to ensure a smooth transition. It is crucial that payments are made accurately and on time to maintain staff moral and keep the workforce fully motivated. It is equally important to comply with all current and future government legislation. Not only do we work directly with you to have everything set up in advance, but we also pay particular attention to the areas that led to you wanting to make the switch in the first place.

 

When is the best time to switch?

The best time to switch is NOW. Many people make the common mistake of thinking the most convenient time to make the switch is at the start of the new tax year. This is wrong for many reasons. Quite often your current contract with your existing payroll provider will expire before then and require you to renew or terminate the contract. Equally, the start of the new tax year can be a hectic time for both you and us and it would be better to allow yourself more time to get everything perfect for a smooth transition.

 

How to make the switch?

In order to get to know you, your business and your requirements, we always advise setting up an initial meeting to discuss face to face the issues of the past and how eSlip Payroll can fix them moving forward. We can put together figures for you in the form of an official quotation to make sure you are happy with the price and then focus more on the service delivery with a solution tailored to meet and exceed your needs.

If you have any questions please get it touch with one of our and team and we will be happy to talk you through the process and offer any help.

Our eSlip payroll service includes everything you need and more

 
  • Setting up the payroll service to include the payments and deductions that fit your business
  • Sending you, by email, a spreadsheet template containing all your employees
  • You would simply add into the spreadsheet any exceptions – i.e. who was ill, had overtime/bonuses etc. everyone else would receive their usual salary
  • We offer totally flexibility to cover employees on monthly salary, 4 weekly pay periods, weekly pay periods or a complete mix across the business.
  • If your employees are paid hourly then you just send us the hours to pay each pay period via a spreadsheet
  • We will run the payroll, and optionally send a file through to BACS to transfer the funds into your staff’s bank account
  • We will laser print your payslips and then pressure seal them into a security envelope, which we will post to your office(s)
  • We will send you via email reports containing a full elemental analysis of that payroll run to assist you with management information, which also show the amount of Tax and NIC payable.
  • We will complete your RTI submission and ensure compliance.
 

How eSlip Works

 

Monthly Process

Each month you will send us a spreadsheet (in an agreed format) containing any changes to the employee permanent data i.e. address, tax code, bank details etc. In addition, a separate spreadsheet containing all the variable pay data i.e. hours worked, rates etc, will be supplied.

eSlip Payroll will then return electronic copy payslips and an agreed reporting pack for you to check. You simply advise eSlip Payroll of any corrections, changes or last minute additions and these will be added to the payroll and the same report pack will be resent.

Once we are both happy the payroll is correct and complete, hardcopy payslips (if required) will be despatched to the agreed location(s). If employees are to be paid by BACS transfer you simply complete the BACS authorisation form and eSlip Payroll will issue BACS instructions to transfer the monies to individual employees’ accounts.

 

Personalised Schedule for Pay Cycle

eSlip Payroll will during initial set-up and at the beginning of each tax year, agree a personalised schedule for your payroll.

It is one of eSlip Payroll’s strengths that this is an automated process which is also key to eSlip’s Payroll’s resource planning on a day to day basis.

The schedule also incorporates the RTI authorisation and transmission process so that HMRC penalties for lack of compliance will not be imposed.

 

Reducing Employee Queries

eSlip Payroll have personalised their payslip layout to provide more information to your employees, so that they will spend less time raising queries. Some clients have their own project codes next to additional hours worked.  Below are some of the more generic improvements.

  • Each payslip contains, the year to date figures for gross pay, tax paid, and pension contributions.
  • Where a deduction is from a reducing balance, the amount outstanding is shown.
  • The employee contact telephone number for the tax office is shown beneath your tax reference number, to make it easy for your employees to contact the HMRC.

 

Payment Authorisation Process

An optional facility is for eSlip Payroll to manage the payment of your employees, through the BACS system. The way this works is that following your authorisation, by fax or email, eSlip Payroll send an encoded file to BACS.  BACS process this information the following day and move your money into each of your employees accounts. eSlip do not have your money at any time.

eSlip Payroll will supply you with a BACS report, prior to you agreeing the payroll to ensure you have all the information to check before authorising the BACS transmission. eSlip also support clients who wish to make the payments themselves, with reports and files for them to upload as necessary.

 

New Starters/Leavers

You would enter the permanent information including all HMRC required new starter information into the permanent spreadsheet and email it to eSlip Payroll. You advise eSlip of the actual leave date (via spreadsheet) and eSlip Payroll will automatically pro-rata the pay, produce a P45 and transmit the data to the HMRC as part of the next RTI transmission.

 

Despatch of Reports and Payslips

All reports and copy payslips will be emailed to you. The hardcopy payslips will be sent to addresses as agreed with you from the outset. This can be either delivery in bulk to a company address(es) for internal distribution or to individual employees or directly to home addresses.

 

Typical Reports

A report pack will be agreed. This will include:

  • P32 report.
  • A payroll summary year to date.
  • An analysis of payments and deductions in a single report per pay period.
  • A full elemental analysis of the month’s payroll in spreadsheet form.
  • Individual reports (in CSV format) may be specified. These will typically be included at no additional cost.

 

Year End Process

P60s will be laser printed onto HMRC approved forms and sent to head office for distribution. As standard eSlip Payroll also supplies electronic copies of P60s to its clients.

 

Switching to eSlip Payroll

eSlip Payroll offers a super easy setup. Whether switching to outsourced payroll or simply switching your provider, getting on-board with eSlip Payroll is as easy as 1, 2, 3. Be amazed by how quickly you get up and running!

 

The eSlip process

 

 eSlip Payroll’s inhouse customer service team are on hand to help five days a week.
We believe good customer service is speaking to someone who can understand and help you. You will NOT have to press lots of buttons, you will NOT reach an oversees call centre, and you will NOT get through to an inexperienced receptionist. At eSlip Payroll you’ll get put directly through to someone that can answer your questions and take care of any tasks you need assistance with.

 

Step 1 – Setup

  • Allocate your payroll contact(s)
  • Complete your simple eSlip Payroll planner
  • Check all email addresses with test email

Step 2 – Implementation

  • One-to-one help with unlimited ongoing support
  • Test dummy runs with variable information
  • Handy support guides in PDF

Step 3 – Handover

  • Hand holding throughout first live payroll run
  • Confirmation check with all employees
  • We manage your payroll for you

The devil is in the detail – Understanding your payslip

 

As a payroll service supplier we believe that the payslip is at the heart of everything we do. We have designed and developed our payslip to include more information than an ordinary payslip with clear and concise detasils to reduce the time that our clients spend handling pay queries from their employees.

 

By providing such detailed information on each payslip we help resolve employee’s questions before they pick up the telephone or walk into the pay office. In addition to payroll information the payslip becomes a very effective means of communicating with all employees on a variety of different topics.

 

As a service supplier we have also incorporated features in our payslip design to help manage our quality and distribution process.

 

On the front of the payslip the company name, is followed by a department code (on which the payslips can be sorted if required for the client). We then have a delivery code which is the primary sort field that tells the despatch department where to send the payslip and by what distribution method. For example to head office by Royal Mail or by special delivery or to a Home Address by standard 2nd class mail.

 

We also have a sequence number and pay period number which allows the payslip bundle to be checked for completeness, and also makes it easy to reprint any payslips that fail quality control.

 

On the address panel, there are two chevrons at the corners of the box. These enable the finishing team to check the alignment of the payslip without affecting the security seal. Alignment is adjustable easily at run time by the payslip program, to cope with variations in alignment between payslip batches.

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1

Your personal information

Your name and sometimes your home address will be shown.

 

2

Your payroll number

Some companies use payroll numbers to identify individuals on the payroll.

 

3

Date

The date your pay should be credited to your bank account is usually shown.

 

4

Tax period

The number here represents the tax period for that payslip, for example if you’re paid monthly, 01 = April and 12 = March.

 

5

Your tax code

Your tax code will be sent to you by HM Revenue & Customs (HMRC). The code tells your employer how much tax-free pay you should get before deducting tax from the rest.

According to our clients the most common query they had to deal with was “why has my tax code changed?” Only the employee can query this with their tax office. Initially we included the individual’s tax office contact number on the payslip; but with the HMRC change to a single contact point, we now include this contact number on the payslip together with the employer’s tax reference number. The employee thus has the information to make the enquiry without contacting his payroll department.

 

6

Your National Insurance (NI) number

You must have a NI number to work in the UK. You have the same NI number throughout your whole life – even if you change your name. It’s your personal number for the whole of the social security system. It’s used to make sure all your contributions are recorded properly, and helps to build up your entitlement to state benefits – like a pension.

 

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Payments, wages, bonuses, overtime, commission

This will show how much you have earned in wages before any deductions are made. It might also show how your pay was calculated, for example your hourly rate and the number of hours worked. It could also show any extra payments you have earned on top of your basic pay like bonuses, commission or overtime (which can be shown at the rate applied)

Within the main ‘Payments to Gross’ box on the payslip, data can be displayed in a number of ways to provide a detailed breakdown of the gross pay for the period. Two examples are as follows:

For clients with project based staff we list the name of the project or projects using the clients own project codes together with the appropriate day rate and the number of days worked for each project. This has been very successful in reassuring the employees that all the different projects they have worked on are included in their pay, that the correct rate has been applied for each project, and any expenses incurred have been reimbursed.

For clients where monthly paid staff were previously paid weekly many of the employees continue to keep track of the payment due by week. For these we breakdown the monthly gross by week, thus enabling the employee to check that they have been paid for their correct hours, the correct overtime, at the appropriate rate, for call outs etc. When this detail exceeds the number of lines available on the payslip, we automatically put a subtotal of the remaining pay items as the last line of the breakdown, and then print an additional payslip(s) which breaks down the subtotal into the same itemised details.

 

8

Expenses

Your employer might pay any expenses owed to you via the payroll. Some employers will list each expense payment separately on the payslip. Others combine them to show a taxable or non-taxable amount.

 

9

Deductions – tax and National Insurance

Your payslip must show the amount of variable deductions, such as tax and National Insurance.

 

10

Pensions

If you’re paying towards a workplace pension that your company has set up or arranged access to, the amount you’re contributing will be shown. If your employer is contributing too, that amount might also be shown.

 

11

Student loan

If you’re making repayments on a student loan, this will be shown on your payslip. If you’re an employee, you’ll normally start making student loan repayments from the April following the date you graduate or leave your course. HMRC will tell your employer how to work out and deduct the right amount. Once a year, HMRC tells the Student Loans Company what has been repaid. So it is sensible to keep your payslips and P60 as a record of the repayments in case of any problems. Some employers put running totals of tax and deductions on your payslip. These are particularly useful for keeping track of your total student loan repayments.

 

12

Court orders and child maintenance

A court can order deductions directly from your pay, for example for unpaid fines or for debt repayments to be handed to your creditors. The Child Support Agency (CSA) or Child Maintenance Service can also ask for a Deduction from Earnings Order (DEOs) for the maintenance of a child. If these orders are made for deductions, the employer can, if they choose to, take an additional £1 as an administration fee. This fee can only be charged if a deduction or partial deduction has actually been made. Employers often waive the fee but if they deduct it, it must be shown separately on the payslip with a description.

 

13

Sick pay

What is shown on your payslip will depend on how long you have been ill and your company’s sick pay policy. Your employer is liable to pay you Statutory Sick Pay (SSP) if you’re off work sick for four days or more in a row, and you meet certain conditions. SSP is treated like the wages or salary it replaces, so your employer will make deductions for tax, National Insurance and student loans, etc. Under your contract you might also be entitled to occupational sick pay. This will usually be shown as a separate figure – any SSP is likely to be deducted from occupational sick pay.

 

14

Maternity, paternity and adoption pay

If you are a mother who isn’t at work because you’ve just had a baby and you’re getting Statutory Maternity Pay (SMP), this will be shown on your payslip. You might also receive maternity pay, which will usually be shown separately. If parents choose to share time off, and take Shared Parental Leave (ShPL), they might be paid Shared Parental Pay (ShPP). If a child is adopted, Statutory Adoption Pay (SAP) will be paid to the new parent staying at home for a period after the adoption. If a couple jointly adopt, the other partner can be eligible for ASPP. Again, you must meet certain conditions to be able to qualify for these payments. They’re all treated in the same way as ordinary earnings for tax and National Insurance.

 

15

Workplace benefits

If you get health insurance through your workplace or have a company car, these will be listed on your payslip and can affect your tax code. Repayment of season-ticket loans, cycle-to-work scheme loans and also charitable donations (using the give-as-you-earn scheme) might also be shown. If you have signed up for one of these, then it should show up on your payslip.

 

16

Other deductions

Any other deductions, like trade union subscriptions for example, should be shown.

 

17

Summary of the year to date

Your payslip might show how much you have been paid so far in this financial year (from 6 April to 5 April). It might also show totals for how much you have paid in tax, National Insurance, student loans and pensions.

 

18

Net pay – what’s left

For many people, the most important figure on their payslip is net pay. So, what is net pay? It’s the amount you get once all the deductions have been made. You should check this against your bank statement to make sure it matches what is paid in.

 

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Important messages

At the bottom area of the payslip we have a Memoranda Box, which can be used for general communication with employees. Some clients use this to advise employees the due date for timesheets for the next period. Another interesting example is the client that advises all employees of the new Door Entry code for the next period. This area can also be used for general information aimed at reducing queries to the payroll department such as reminding employees at the beginning of a tax year that tax and NI rates may have changed and first contact for any queries arising should be directed to the Tax Office.

The Memoranda Box can also be used to detail salary at the end of the current period such that an employee knows that any mid period salary increase has been implemented. In the case of public sector workers end of period pay scale and point can be confirmed.

Employees paid by BACS can see the last four digits of the bank account number to which the payment has been made, and if the payment has been split across two bank accounts a breakdown of the total payment is detailed in the Memoranda Box.

 

No other payroll provider offers the same level of service. No other payslip offers the same level detail. Get in touch today and discover the benefits eSlip Payroll can bring you and your business.