1. Payroll Evaluation, Setup & Timeline
Direct Payroll will liaise with the client to establish a payroll timeline that satisfies both the company and the regulatory requirements. This timeline will not only act as a guide but also dictate suitable time limits to guarantee an effective, sustainable and efficient payroll process.
2. Parallel Payroll
In the setup stage, Direct Payroll will perform several cross checking activities to ensure correct transition to an outsourced model. A ‘trial’, is the primary process to identify and record minor difficulties of your present payroll intricacies.
ONCE ‘LIVE’, THE PAYROLL PROCESS:
1. Data Collection
Clients can use their current data collection technique however, Direct Payroll can guide and assist with any modifications that the client may demand.
2. Payroll Masterfile Modifications & Timesheet Delivery
Clients will have to forward their personal payroll Masterfile including employees’ hours, additions and deductions as well as their applicable master file modifications, new employee forms, holiday forms to Direct Payroll for processing. Additionally, Direct Payroll will liaise with appropriate location managers to ensure the accurate and timely delivery of the payroll data.
3. Masterfile Evaluation & Signature Approval
Upon receipt of Masterfile Modifications, New Employee Forms and Timesheets, the Payroll Manager will review for accuracy. In case of any inconsistency or if further clarification is required, the Payroll Manager will notify the client or location manager before proceeding with processing.
4. Payroll Processing
Direct Payroll data will enter every information from the spreadsheet. The payroll manager will use the powerful payroll interpreting ‘set and forget’ software, enabling precise computations of all additions and deductions to develop a unique payslip for every employee.
5. Report Generation
Once the payroll calculations are completed, the payroll manager will generate the appropriate and approved payroll reports to be delivered to the client. These include, but are not restricted to:
- Payments Overview
- Payment Overview by Department
- Additions and deductions
6. Client Approval
Upon receipt, the main contact(s) within the organisation will review the payroll data/reports. Where appropriate, Direct Payroll will communicate directly with the location managers and have them verify their own data thereby, minimizing the burden on ‘head office based’ workers. A quick reply through email is all that is required for the payroll data to be released.
7. Payroll Release
Once the payroll has been approved, the Direct Payroll manager will forward the finalising files to the appropriate personnel. Including:
- BACS files, FAX Autopay filled forms so that it can then be uploaded into the client’s banking system.
- The electronic distribution of pay slips to employee’s designated email addresses.
- Filing RTI reports to HMRC
- Generation and forwarding of Payroll reports.
- All reports and payslips can be easily downloaded from our Client Area for quick reference