1) Marie / Meriel to confirm changes to the underlying payroll information on a monthly basis. Provide all information that is required by Accountancy Solutions to process the month’s payroll. When sending email, request confirmation from Accountancy Solutions that there is no information missing.
Where no changes to the prior month, this will be confirmed to Accountancy Solutions to avoid any confusion
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
2) Accountancy Solutions provide a draft version of the reporting to be provided for review. This will include gross payroll to net payroll reconciliation, pension contributions to be made and PAYE payment to be made for previous month.
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
3) Confirm back to Accountancy Solutions that the draft information is correct and the payroll can be finalised.
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
4) Accountancy Solutions provide the final payroll run information. This reflects what will ultimately be paid to employees and HMRC.
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
5) Accountancy Solutions circulate pension letters. To confirm with Accountancy Solutions that this has been completed.
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
6) Accountancy Solutions to post the payroll Journals to Xero. We need to check that this has been actioned. Circulate an email to the Tern team to confirm this has been actioned when the check has been completed
Deadline: Refer to Payroll timetable - Accountancy Solutions Notion page
7) Ccube only: Marie to submit the pensions file to Scottish Widows. If this is easier to be submitted by Accountancy Solutions, then that is fine, but responsibility to ensure it is submitted sits with Marie.
Deadline: Same day as stage 4 above
8) Marie / Meriel to set up BACS payment for processing the payroll.
Deadline: Set up in bankline the same day as step 4. Set up the payment date to be future dated in line with the agreed payment date.
9) Check the 'pension creditor' account on a monthly basis on the Balance Sheet to ensure that the payment made is reflected in a reduced creditor balance.
Deadline: Same day that the pension payment is issued to HMRC
MetaBroadcast notes
- Jamie / Meriel log into youmanage. This is where all the pay letters, contracts are stored. Jamie also has a folder on google docs that is in a team folder in google docs.
- GD location for all contracts etc -