providing a quality payroll service for nettleham parish ... · payslip delivery is to: main...

Providing a quality payroll service forNettleham Parish Council

Stewart Waddell 28 June 2016

First of all ... thank you

Dear Julia,

Many thanks for your enquiry regarding your payroll and for giving Dataplan Education the opportunityto quote. We really appreciate it.

What we know about your your requirementsOur service is based on delivering a bespoke payroll solution to match your specific requirements and,following on from the information you have provided to us, we have based our quotation on thefollowing -

Current payroll provision: Outsourced with Kier

Your pay date is: 23rd of the month

Your pay frequency is: Monthly

Your payroll includes: Salaries, hourly paid, overtime & allowances

Number of PAYE schemes: One

Your payroll has the following deductions: Pension, salary sacrifice & childcare

Pension Scheme: LGPS

Payroll payment method: BACS

Is Dataplan to send PAYE by BACS? Yes

Payslip delivery is to: Main address

ePayslips tbc

Your payroll data will be sent across: Online portal ePaysafe

Your proposed start date: tbc

PRIVATE & CONFIDENTIAL www.dataplaneducation.co.uk

PRIVATE & CONFIDENTIAL

So what will it cost?

Based on the information supplied I am delighted to provide the following quotation for managing yourpayroll service.

www.dataplaneducation.co.uk

Your Quote

Number of employees 4

Price per employee per month £3

Fixed processing charge per month £25

Which is a monthly charge of £37

Payroll Parallel run (if required) £37

Plus a one-off set up fee of £75

All quotes are subject to VAT at 20% and are valid for 60 days

The Education Payroll SpecialistsWe are the education payroll specialists and already work with over 500 schools and academies acrossthe UK, processing over £85 million of school wages every month.

We understand the complexities of education payrolls and have structured our service to provide ahighly personal and hassle-free solution for our education clients.

Our transfer process from Local Authority or other payroll provider is quick and painless and we arehappy to liaise directly to ensure we have all the information we need.


No hidden surprisesWe don't strip out services to headline a cheap price, only to add back charges when we come toprocess payrolls. Our pricing structure is transparent and the price we have quoted is the price you willpay.

There may be times when we would have to charge for additional services, if you restructured intoMulti Academy Trust for example, but we will discuss these with you prior too implementation.

Extras if you would like themWe have quoted for the services you requested but we do offer a range of additional payroll, pensionand HR services which are detailed in the following section.

If you would like to find out more about any of these options, please don't hesitate tocontact me on 03331 128000.

Stewart Waddell

Operations Director

[email protected]

PAYROLL SERVICESGetting employees paid accurately and on time is essential. Our flexible and friendlypayroll service, delivered by education payroll experts, ensures you have all theinformation you need to carry out your employer duties.

Our fixed price payroll service includes:

• Dedicated processing team

• PAYE / Pension / Other deductions

• Providing reports and management information for approval before pay day

• Payment of salaries by BACS once approved

• Payment of all other deductions by BACS

• Production of month end reports / journals for your finance systems

• Completion of monthly HMRC filing requirements under RTI

• Completion of year end work required by HMRC

• Providing End of Year Certificates P60s for staff (printed and electronic)


Summary of Dataplan Education Services

PENSION SERVICESWhen processing your payroll we of course ensure that contributions are processedfor your employees, but we can also undertake additional pension administrationtasks on your behalf

Pension Essentials Service• Payment to appropriate provider

• Completion of monthly returns for Teachers abd Local Government Pensions

• Completion of annual service and contribution returns for each scheme

Additionally

Auto Enrolment adds additional requirements for employers that we include in our Pensions EssentialsService

• Assess and, where necessary, auto enrol employees each period

• Process employees opting in and out f pension and ceasing contributions

• Provide you with an employee status report each period

Pension Management ServiceOur Pension Management Service provides the interface between you and the pension scheme / localauthority (non Academies) ensuring all necessary changes are processed.

This includes:

• New starter and leaver notifications

• Change of employee details including contracts / names / addresses

• Service history calculation / queries

• Maternity / Paternity reporting and adjustments


Additionally

If your school is already within an Auto Enrolment regime you will need to raise communications fornew employees, employees who change pension category and employees who have opted out ofpensions on a triennial basis.

Our Pension Management solution is designed to produce written communications for your staff thatincludes:

• A custom solution for you based on approved templates for employee communications

• Communications created for employees at each stage including staging date / postponement /enrolment / re-enrolmentFor ePayslips users written communications are delivered electronically via our secure ePayslipportal.


EPAYSLIP SERVICES

Technology is revolutionising the way we conduct our business and personal lives.Payroll is no different, yet many employees are still receiving bits of paper everymonth with their payroll information, even though many transactions such as bankingare carried out online.

ePayslips have been around for a while, but rather than just follow and emaildistribution model we opted for a web-based solution by creating the ePayslip portal.

Electronic Payslips (ePayslips) ServiceOur ePayslip service provides an employee self-service portal to securely deliver pay and otherinformation and allow a secure two-way communication with employees. The service includes:

• Employee portal branded to your school / Academy

• Free access to branded smartphone app (iPhone / Android)

• Delivery of ePayslips / eP60s / P11Ds

• Secure staff messaging system

• Intranet capabilities for delivering information

This service is free where all employees use ePayslips. if you need a mix of ePayslips and printedpayslips the service remains free on the understanding that the school / Academy prints payslips foremployees not signed up for the service.


HR SERVICESMany schools are now outsourcing their payroll and finding that they need someform of additional HR support. The level of this support depends on the resourcesand expertise available within the school and that is why we have developed a rangeof HR services especially for schools and academies.

For our payroll clients, our online dashboard, Vera, provides powerful HR informationand employee data. For those schools who need additional help with HR processes,systems or specific advice and support, we have a number of flexible options.

OPTION 1

We can work in support of your in-house HR people and systems.

OPTION 2

If you use an external provider we can liaise nd work alongside them.

OPTION 3

We have a network of trusted strategic HR partners across the UK who we can recommend andwork alongside.

OPTION 4

If you are local to us we can provide experienced HR consultants who can provide services frombasic contract management through to ad hoc projects and tailored consultancy.


Working in Partnership with MultiAcademy Trusts

Dataplan Education have a number of years' experience working with Multi AcademyTrusts which has shaped the service we provide to them.

As a client you will be given a dedicated MAT team who understand the needs,requirements and opportunities open to Multi Academy Trusts and specifically toyour group. We have found that is the best way to ensure consistency and maximisethe benefits of our payroll service to our MAT clients.

• Standardised Input- all schools in the Trust can utilise the same best practice method forsubmitting data.

• SmartForms - this standardised data entry can be converted to electronic SmartForms forsecure, speedy and consistent data entry.

• HR interface- through our payroll portal VERA, you gain an employee-centred view of all datasubmitted across payroll, pensions and HR.

• Central Review and Approval- the use of SmartForms allows the central function toautomatically receive content for review and approval.

• Group Access - With appropriate authority, centralised services can access all the informationthat the individual school receives.

• External Audit Process - Dataplan has invested in ISAE3402 (Service Organisation ControlReporting framework) which is acceptable for the Audit Commission in any pension returnrequirement and the MAT's own auditors.


• Standardised Reporting - standard reports can be designed across all schools ensuring aconsistency of data and analysis.

• MAT specific reporting - with this consistency of data comes the ability to produce group levelreports.

• Absence Management Tracking - through our VERA system absence data can be used tocreate triggers for HR monitoring, intervention and payroll changes.

• HR Interrogation - ad hoc reporting can be generated across the entire MAT which can beuseful in scenarios such as equal pay claims

• Payslip View - it sounds simple, but many payroll systems struggle to easily access anindividual's payslip history. With our system it is a click of a button.

• Branded ePayslips - we can provide branded ePayslips using either the MAT branding or thebranding of the individual schools.

• Self-service- ePayslips also provide self-service elements for employees such as changes toname, address and bank details which reduce the school's admin.

• Smartphone Apps- we have made access to our ePayslips as easy as possible throughsmartphone apps (Apple and Android).


Trust in our guarantees to you

We have already mentioned our transparent approach to pricing, but thiscommitment to openness goes further.

It starts will our staff and their commitment to providing a personal service to ourclients. We believe that to provide a good service you need people talking to people.Not call centres and certainly not software or a server in the corner of your office.

Our payroll team work directly with our clients, building relationships and in-depthknowledge of your payrolls. That's why our client retention and satisfaction rate is sohigh and our clients are happy to refer us to their colleagues and peers.

Customer CharterWe are confident in our service which is why it is backed up by our 7-Point Customer Charter.

Total Satisfaction Guarantee

If you are for any reason dissatisfied with our service, let us know. We will not charge you for whatyou are not delighted with.

New Customer Guarantee

We offer a three month no-risk trial. If at the end of three months you are not happy with ourservice we will refund all of your fees and provide you with full copies of all your payroll data.

Deadline Guarantee

We guarantee that we will meet all of your pay dates when you provide information in the agreedtimescale

Compliance Guarantee

We will guarantee that your end of year returns are filed on time

Confidentially Guarantee

As a subsidiary of Forrester Boyd Chartered Accountants theconfidentiality of your payroll data is assured.


No surprises Guarantee

Our pricing structure is simple with few occasions where additional charges are made. Weguarantee to agree with you in advance before incurring any additional fees.

Price Guarantee

Our contracts are fixed annually. There are no further increases unless the nature of your payrollchanges or you require additional services within the contract period.


Customer Care TeamAlthough we don't envisage there will be any problems (whodoes) we want to make sure that we have things in place to dealwith them quickly and efficiently.

Our Customer Care Team is a dedicated team (separate fromyour processing team) who are there to be contacted if youhave any queries, problems or complaints.

a bit more about ...Our implementation processSome people are detail people and like to know more about what is actually involved should youdecide to move your payroll to Dataplan. The move can seem daunting, especially if you have hadsome bad experiences with a previous supplier.

So to ease any concerns about what will actually happen if you move your payroll to Dataplan, here is abit more information about our approach, which we call our 5D APPROACH.


DISCOVERThe discovery phase is one of in-depth exploration. We gain a fundamental understanding of

your business and workforce including any current and future issues that need to be

overcome.

DEFINEThis is the stage where we will complete the practical processes before data capture

commences. We will map out all the points of interaction with the organisation, your

employees and the Dataplan team.

DATAPayroll is complex and requires a lot of data. The data capture phase includes previous

providers, pension providers and the school or academy. This is an essential stage to ensure

all data is correct before commencing with the payroll.

DUMMY RUNBefore we go live we will carry out parallel runs to ensure inputs, outputs and net pay

calculations are expected. We would agree at the outset the requirements and number of

parallel runs that we need to produce here.

DEPLOYThe delivery phase runs from the 'go live' date and continues to the point where all sides are

happy to progress through to our processing teams. Within this initial period we will be

reviewing and making changes if required to make sure all your outputs are met.

NEXT STEPS

1. Please read the proposal on the previous page to make sure you understand all the detailsinvolved with us working together. It’s really important to us that everything is transparent andunderstood from the beginning so that we lay a solid foundation for a great working relationship.

2. If you have any questions at all, please let us know. We’re happy to clarify any points and theremay be some items that we can sort out together. We’re committed to finding the best way towork together.

3. Once you feel confident about everything and are ready to move forward, please click the 'signhere' button below.

4. Sign in the box that pops up to make the acceptance official.

5. If you would like to save or print this proposal you can download it as a pdf.

6. Once we receive notification of your acceptance, we’ll contact you shortly to sort out next stepsand get the project rolling.

7. We’ll email you a separate copy of the signed contract for your records.

8. If you’d like to speak to us by phone, don’t hesitate to call on 03331 128000


Stewart WaddellOperations Director

Julia FinnNettleham Parish Council

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