As a specialist payroll provider we get many queries from prospects about the actual payroll process that we implement. Some of the most common questions are:
what is payroll outsourcing? How does payroll outsourcing work? What are the benefits of outsourcing payroll? Of course the benefits such as cost savings and efficiency have already been highlighted but what is the actual procedure to get it started?
In order to answer any queries and shed light on the process, we’ve broken down the activity into 4 key steps: 1) Input of the relevant data received from the client, 2) Set up and processing the data, 3) Output in the form of invoices, reports or payslips and 4) Providing necessary support related to the processes. Here’s the details on what each step includes:
a. Starter’s information: The below information needs to be shared by the client with QX payroll team through email.
b. Leaver’s information: The last working date and any outstanding payment to be made to the leaving permanent worker will need to be shared by the client with QX payroll team through email. For temporary workers (agency payroll workers), the recruitment consultant (client’s team) can email to make workers as a leaver and issue P45 to them.
c. Timesheets for temporary workers: Workers may directly scan and email the authorized timesheets and expense claim forms to the designated email ID [email protected] The documents should be in either JPEG or PDF format. The client can also have access to the email inbox of [email protected] to look at what is being received.
d. Hours/Days details for Permanent workers: Information about number of hours or working days to be paid to permanent workers need to be supplied by the client.
e. Worker’s additional pay/deduction related information: Information like holiday and statutory pay, workers’ deductions (like advances, overpayment recovery, CRB deduction etc.), third Party payments like HMRC, pension, attachment of earnings etc. is shared by the client with QX payroll team through email.
Information about new clients’ setup to be received by QX: Client form containing details like client name, address, contact number, email address, contact person name, other information like PO no. required, exceptional rules (i.e. break, rate) etc.
Placements Information: Information about placements setup/change up to be received by QX – placement form containing details like Worker name, client name, booking/assignment start date and end date, pay rate to worker, charge rate to client, consultant name etc.
Based on the above information the QX Payroll team will perform the below processes:
A summary of timesheets processed showing pay and charge information, which needs to be verified by supervisor before issuing final reports. The below reports are sent to the client for their approval. All the above reports are also saved on server in soft copy for future use under our well-structured folder management system.