Payroll terms of engagement

These are to be read in conjunction with our general Terms and Conditions.

1. Service provided

This is a Payroll Bureau Service design to help your organisation comply with salary, national insurance, tax and pensions and other legislative responsibilities.

Standard service includes:           

  • The production of all payslips throughout the year (whatever your pay period)

  • Monthly HMRC liability details

  • Payment schedules (for your accounting records)

  • Administration of additional voluntary or statutory deductions and payments, such as; Attachment of Earnings, Statutory Sick Pay, and Statutory Parental Leave and Pay

  • RTI submissions each pay period in accordance with HMRC regulations

  • Completion of forms P60 for each employee whose details we have processed throughout the tax year

  • Unlimited access to our help line for any basic PAYE tax, NIC or general payroll matters

  • Initial set up for the service if a compatible software backup is provided

Additional charges may apply for the following: 

  • Re-running of payroll due to employer making changes after processing

  • SMP advanced funding claims

  • Declaration/Re-Declaration of Compliance

  • Any remedial work required to fix issues prior to joining service

  • Employment Allowance claims for previous tax years

  • In-depth investigation of PAYE over/under payments

  • Furlough claim calculations

  • Auto Enrolment service level fee

  • Initial set up for the service if no compatible software backup is provided

  • Postage

For anything else, additional charges may apply. Please contact payroll@caplus.org.uk for details.

CA Plus will operate the payroll approximately five days before the pay date and provide you, by email, with payslips for each employee and details of payments due to HM Revenue and Customs.  The actual payments will be made by the group. CA Plus will not handle any cash belonging to the group.

To comply with GDPR regulations all payslips and payroll reports will be emailed to the authorised payroll contact at your organisation via our secure email service, Deliveryslip. In the first instance you will be sent an invitation from Deliveryslip to create your account and log in details. Once the account has been created you will be able to access your payroll information via your account each month, thereby keeping all of the payroll data secure.

CA Plus will make RTI submissions for employees in accordance with HMRC regulations. You will bear responsibility for ensuring that the information we submit to HMRC is complete and correct.

2. Information required

We will provide you with a list of all necessary information and forms to be completed and returned to CA Plus to set up the system. This will be on standard forms provided by CA Plus. The Return Form will be sent in to CA Plus at least ten days before the pay date of any month only if there are any alterations. 

All forms must be signed by the Authorised Signatories. CA Plus will not act on information provided verbally or by unauthorised signatories.

Any information, request for changes or enquiry should be sent direct to the payroll service in writing at payroll@caplus.org.uk. The payroll service cannot accept any liability for any information that is not sent in directly to them at the above email address.

3. Responsibility

This Agreement does not affect the legal responsibility to operate PAYE which remains with you.  It is your responsibility to check the accuracy of pay details before making payments to your employees, HMRC and pension providers. CA Plus will not be liable for loss or delay caused directly or indirectly by industrial action or any circumstances beyond its control or for penalties incurred by you for failure to comply with RTI legislation and Auto Enrolment legislation.

4. Auto Enrolment

CA Plus is able to provide advice regarding Auto Enrolment to you in your capacity as an employer but not to individuals as CA Plus is not licensed to provide investment advice. CA Plus can provide letters for employees, assess the employees’ eligibility on a monthly basis, submit contribution information to the pension provider electronically and send contribution information to the client depending on the level of service chosen.

You will be responsible for complying with Auto Enrolment legislation. You are responsible for notifying CA Plus of your AE duties date and re-enrolment date, setting up a qualifying pension scheme for your employees, making the payment to your pension provider and completing the Declaration of Compliance.

5. Standing Order payment of fees

Our preferred method of payment for payroll fees is via Standing Order. Once your first payroll run has been completed we will calculate the monthly fee for your payroll and we will provide a Standing Order form for you to submit to your bank or to set up online. The Standing Order amount will be reviewed on a regular basis. The amount is calculated to cover the monthly cost of the service. At each quarter end, we will send you an invoice for your information only. This will also show if any arrears have arisen, for example, from a change in your staffing levels. We may request a one off payment to cover these arrears and/or request an amendment to your standing order amount. Your standing order will also be reviewed if any significant overpayment has arisen.

6. Termination

CA Plus require 3 months’ notice to terminate the payroll service. This should be provided in writing to support@caplus.org.uk.