This document defines the responsibilities for both Aspire Digitel Group and the Customer in the provision of the services provided.
Services and deliverables may vary based on the specific product used. Dependant upon your busniess type you will have a payroll team or dedicated payroll executive to work with ensuring all services are delivered in a timely manner.
A single central customer representative must collate data into one single format and upload to the relevant portal where not in an integrated HR system. That contact will be the central person to deal with all queries and communications going forward on behalf of the customer.
| KEY |
|---|
| ✓ = Standard Service |
| C = Chargeable Option |
| N/A = not applicable |
| * Fully managed will require standard templates to be used by the customer |
| Task | Fully Managed Payroll (No HR) | Managed Payroll | Processing Only | ||||
|---|---|---|---|---|---|---|---|
| Access | Customer | Access | Customer | Access | Customer | Comment | |
| Statutory Compliance | |||||||
| Maintenance of statutory payroll tables | ✓ | ✓ | ✓ | ||||
| Maintenance of other payroll background tables | ✓ | ✓ | ✓ | ||||
| Agree Annual Processing Timetable | ✓ | ✓ | ✓ | ✓ | ✓ | ||
| System Administration | |||||||
| New Pay / Deduction / Flex / Pension elements | C | C | C | Scoped via change control | |||
| Data Input | |||||||
| Input of starters and leavers | ✓ | ✓ | ✓ | ||||
| Input permanent data changes | ✓ | ✓ | ✓ | ||||
| Input temporary data | ✓ | ✓ | ✓ | ||||
| Import all data changes | ✓ | ✓ | ✓ | ||||
| Input annual pay review data | ✓ | ✓ | ✓ | ||||
| Pay Review - Back pay calculations (bulk and individual) (within current tax year or as payslip history allows) | C | ✓ | C | ✓ | C | ✓ | Chargeable if not driven by system |
| Split Costing (employee costings across multi cost centres) | C | ✓ | C | ✓ | C | ✓ | |
| Input absences | ✓ | ✓ | ✓ | ||||
| Calculate statutory payments | ✓ | ✓ | ✓ | Based on statutory rules and absence history in the system | |||
| Calculate occupational payments | ✓ | ✓ | ✓ | Based on Occupational rules being applied and absence history in the system | |||
| Calculate Alabaste | ✓ | ✓ | ✓ | ||||
| Produce Parental leave schedules | C | C | C | ||||
| Calculate redundancy payments | ✓ | ✓ | ✓ | ||||
| Process redundancy payments | ✓ | ✓ | ✓ | Authorised amounts instructed by customer | |||
| After leaving payments – additional via supplementary run | C | C | ✓ | ||||
| Processing | |||||||
| Process in month HMRC / IRS /Country specific files | ✓ | ✓ | ✓ | ||||
| Processing Attachments and other documents | ✓ | ✓ | ✓ | Information provided by customer/HMRC | |||
| Carry out standard exception checks | ✓ | ✓ | ✓ | ||||
| Produce payroll check reports | ✓ | ✓ | ✓ | Standard suite only | |||
| Process late data | C | C | ✓ | Following second run of payroll reports | |||
| Gross To Net Process | ✓ | ✓ | ✓ | ||||
| Supplementary run | C | C | C | May include additional tasks such as payslip generation and BACS/SEPA | |||
| Authorise payroll | ✓ | ✓ | ✓ | Customer authorisation of BACS/SEPA payments are required | |||
| Create & Submit authorised BACs/SEPA for Employees, HMRC / IRS / Country specific files | ✓ | ✓ | ✓ | ||||
| Upload BACS/SEPA confirmation to Workspace | ✓ | ✓ | ✓ | ||||
| Check BACS/SEPA confirmation for name, date, value | ✓ | ✓ | ✓ | ||||
| Create & Submit other 3rd party BACs/SEPA | C | ✓ | C | ✓ | C | ✓ | |
| Net Pay calculations | C | C | C | ||||
| Reconcile statutory month end figures | ✓ | ✓ | ✓ | ||||
| Terminate period and roll payroll forward | ✓ | ✓ | ✓ | ||||
| Produce standard payslips | ✓ | ✓ | ✓ | Online or email payslips only | |||
| Produce P45s / Country specific documents | ✓ | ✓ | ✓ | In PDF format for customer to distribute | |||
| Produce statement of earnings | C | C | C | ||||
| BACS Payments | |||||||
| Scheduled employee payments & period HMRC / IRS / Country specific payment | ✓ | ✓ | ✓ | ||||
| Collect and verify BACS input, ARUCS, AWACS reports | ✓ | ✓ | ✓ | ||||
| Monitor of file and transaction account limits | ✓ | ✓ | ✓ | ||||
| Check confirmations for correct name, pay date once uploaded and feedback any queries or changes | ✓ | ✓ | ✓ | ||||
| Scheduled 3rd party payments | C | ✓ | C | ✓ | C | ✓ | |
| Reporting | |||||||
| Produce standard monthly payroll reports | ✓ | ✓ | ✓ | ||||
| Produce report for standard 3rd party payments | ✓ | ✓ | ✓ | Standard system reports only | |||
| Year End | |||||||
| Balance Year End figures to HMRC / IRS / Country specific payments made | ✓ | ✓ | ✓ | ||||
| Process Year End and P60s / Country specific documents | ✓ | ✓ | C | ✓ | |||
| Distribute P60s / Country specific documents | ✓ | ✓ | ✓ | Online or email only | |||
| Tax Year End clear down and roll forward | ✓ | ✓ | C | ✓ | |||
| Enquiries (within scheduled timescales) | |||||||
| Queries from agreed customer representative via email or telephone | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Process other third party enquiries | ✓ | ✓ | ✓ | ||||
| HMRC / IRS / DWP / Other country specific bodies | ✓ | ✓ | ✓ | ✓ | ✓ | ||
| Completion of Surveys i.e., Earnings, Office of National Statistics | ✓ | ✓ | ✓ | ||||
| Service Review | |||||||
| Monthly telephone Service Review with payroll exec | ✓ | ✓ | ✓ | ✓ | Dependant upon the service offering (MM&MLB only) | ||
| Task | Access | Customer | Comment |
|---|---|---|---|
| Data Input | |||
| Provide timeline of process to customer | ✓ | ||
| Provide the standard P11d Template to complete | ✓ | ||
| Provide guidelines on how to complete the spreadsheet | ✓ | ||
| Complete the P11d template and return by deadline | ✓ | ||
| Produce draft P11d’s for review and send to customer | ✓ | ||
| Send draft Class 1 NICs Summary for review | ✓ | ||
| Send P11d check spreadsheet | ✓ | ||
| Review P11d’s and make necessary amendments | ✓ | ||
| Re produce P11d’s and resend to customer | ✓ | ||
| Approve final P11d’s | ✓ | ||
| Send Final version of P11d to customer (if changed) | ✓ | ||
| Complete P11d(b) form and send to customer | ✓ | ||
| Submit approved P11d’s to HMRC | ✓ | Prior to deadline | |
| Make Class 1 NICS payment to HMRC | ✓ | ||
| Distribute P11d’s to employees | N/A | ✓ |
| KEY |
|---|
| ✓ = Standard Service |
| C = Chargeable Option |
| N/A = not applicable |
| Task | Essential | Premier (chargeable) | Comment | ||
|---|---|---|---|---|---|
| Access | Customer | Access | Customer | ||
| Ensure staging date is provided and input into system | ✓ | ✓ | ✓ | ✓ | |
| Add employee to relevant pension scheme/provide relevant scheme details per employee | ✓ | ✓ | |||
| Allocate employees to scheme advised | ✓ | ✓ | |||
| Produce 3rd party export | ✓ | ✓ | standard output only | ||
| Reconcile to Payroll | ✓ | ✓ | |||
| Create BACS authorisation | ✓ | ✓ | |||
| Upload BACS authorisation | ✓ | ✓ | |||
| Check BACS confirmation for name, date, value | ✓ | ✓ | |||
| Submit BACS payment | C | ✓ | ✓ | ||
| Produce & load contribution file to pension provider | C | ✓ | ✓ | ||
| Complete annual / monthly return (where applicable) | ✓ | ✓ | |||
| Deal with exception queries | ✓ | ✓ | From customer representative | ||
| Education Specific additional tasks | Access | Customer | Access | Customer | ||
|---|---|---|---|---|---|---|
| Task | Essential | Premier (chargeable) | Comments | |||
| Teachers Pension Scheme | Access | Customer | Access | Customer | ||
| Production and Submission of Monthly Data Collection (MDC) | ✓ | ✓ | Includes New Starters and Leaver Details | |||
| Production and Submission of Monthly Contribution Report (MCR) | ✓ | ✓ | ||||
| New Starters - Submission of Ad-Hoc Changes | ✓ | ✓ | Certificate of re-employment, informing of non-starters etc | |||
| Leavers - Submission of Ad-Hoc Changes | ✓ | ✓ | Ill Health, Early Retirement etc | |||
| TP Portal - Aminstration of Task Manager, Data Centre Mailbox & Employer Mailbox | ✓ | ✓ | Customer to add any required payroll actions to HR or monthly changes submission as applicable | |||
| TP Portal - Aminstration of MCR Data Centre Mailbox | ✓ | ✓ | APS to make required changes and send to customer for information | |||
| TP Portal Reports - Error File, Scheme Arrangement & Joiners | ✓ | ✓ | Access to make required changes and send to customer for information | |||
| TP Portal Reports - Other Reports | ✓ | |||||
| Annual Statements & Member Prints | ✓ | ✓ | ||||
| TP Employer Contact - Contributions & EOYC | ✓ | ✓ | ||||
| TP Employer Contact - Others | ✓ | ✓ | Customer to complete actions as required | |||
| Member Record Retention | ✓ | ✓ | ||||
| Completion of Annual Service Return and Certificate | ✓ | ✓ | ||||
| Task | Essential | Premier (chargeable) | Comment | ||
|---|---|---|---|---|---|
| LGPS Pension Scheme | Access | Customer | Access | Customer | |
| Production and Submission of Monthly Data Report | ✓ | ✓ | Must be on i-Connect or Pension Portal | ||
| Production and Submission of Monthly Data Report | ✓ | ✓ | Must be on i-Connect or Pension Portal | ||
| New Starters Forms | ✓ | ✓ | ✓ | Chargeable if not able to be submitted via system generated reports | |
| Leaver Forms | ✓ | ✓ | ✓ | Chargeable if not able to be submitted via system generated reports | |
| Review of Error Reports | ✓ | ✓ | Customer to add any required payroll actions to HR or monthly changes submission as applicable | ||
| Annual Statements | ✓ | ✓ | |||
| Member Record Retention | ✓ | ✓ | |||
| Completion of Annual Service Return and Certificate | ✓ | ✓ | |||
| Task | Access | Customer | Comment |
|---|---|---|---|
| Agree period timetable | ✓ | ✓ | |
| Production of BACS file in designated format | ✓ | ||
| Submit BACS file on agreed date | ✓ | ||
| Collect and verify BACS input, ARUCS, AWACS reports | ✓ | ||
| Monitor of file and transaction account limits | ✓ | ||
| Upload confirmations to Collaborate | ✓ | ||
| Check confirmations for correct name, pay date once uploaded and feedback any queries or changes | ✓ |
| Task | Access | Customer | Comment |
|---|---|---|---|
| Produce Payroll Processing Manual | ✓ | ✓ | |
| Agree period timetable | ✓ | ✓ | |
| Set up secure site for document sharing | ✓ | ||
| Set up banking link and complete list of trusted sources | ✓ | ✓ | |
| Complete a bacs test | ✓ | ✓ | |
| Customer to add APS as superuser in their system | ✓ | ||
| Customer to provide five working day notice of service requirement to their Account Manager & Operations Manager in APS | ✓ | ||
| Set up call to discuss requirements and timelines | ✓ | ✓ | |
| Process in line with agreed calendar | ✓ | ✓ |
| BACS Payments (if required) | |||
|---|---|---|---|
| Scheduled employee payments & period HMRC / IRS / Country specific payment | ✓ | ||
| Collect and verify BACS input, ARUCS, AWACS reports | ✓ | ||
| Monitor of file and transaction account limits | ✓ | ||
| Check confirmations for correct name, pay date once uploaded and feedback any queries or changes | ✓ | ||
| Scheduled 3rd party payments | C | ✓ |
| Task | Access | Customer | Comment |
|---|---|---|---|
| Answer emails from employees and/or line managers | ✓ | ||
| Employee to quote company name and employee ID | ✓ | ||
| Provide resolution in line with KPI's for payroll related queries | ✓ | ||
| Handover HR queries to customer contact | ✓ | ✓ | |
| Hours of operation (excluding bank holidays) | 10:00-16:00 | ||
