A1. We are aware that we deal with employee’s personal information such as name, address, contact details, banking details, ID numbers, salary information, etc. This means we will not disclose this information to any 3rd party, company, person or institution that is not relevant to the payroll. This information will only be released on both the company and the employee’s request.
We pride ourselves in having a strong sense of responsibility towards our clients and an excellent work ethic. It is our aim to build good working relationships with our clients that earns trust.
A2. You have the option of receiving all your reports and payslips electronically or printed. The printed version will be delivered to your office. Employees’ payslips can either be printed on confidential stationary or emailed to the employee with a password.
A3. We need a liaison at your office, such as a secretary or admin clerk to pass this information on to us via email or fax. For executive payrolls, a more senior person or manager is recommended (it is entirely up to the client who the liaison will be). Communication with this person is of utmost importance, and we need to keep these communication channels flowing. We try and foresee problems ahead of time so that we can iron them out before a live payrun. We will also provide a payroll calendar each year with cut-off and pay dates.
A4. The Service Level Agreement will cover the designated person/s and signature/s of who may disclose changes to the payroll.
A5. It would be preferable if the designated liaison communicates the query with us before we answer the employee, but we have no problem handling employees’ queries directly.
A6. It is advisable to keep employee’s files at the client’s premises. When taking on a new employee, all we need is a standard take-on form to be completed which we will keep on our records. My Pay can store employee’s files at an additional rate that will be quoted for on application.
A7. We have the full support from our service provider of the system we use. They also make full back-ups of our data on a daily basis. We also have many experienced contacts in the Payroll & Humans Resources industry that we use to bounce off knowledge as and when the need arises.
A8. In a nutshell, taking on a payroll initially requires the client to provide My Pay with all the relevant information exported from it’s current database / payroll system into a file layout (excel spreadsheet) that will be provided by My Pay. My Pay then imports the information into our payroll system, does a test payrun and provides the test results to the client. If the client is satisfied, we go ahead live!
Alternatively, if the client did not have a system to begin with, the client can provide an excel spreadsheet to My Pay with all the information they do have and we work from there.
If the initial take-on is in the middle of the tax year, we will also take-on your current “year to date” payroll and tax totals. The accuracy if this information is extremely important in order for your EMP501 return to balance.
A9. You contact us and we will set up a meeting with you to discuss your needs and the nature of your payroll and any further questions you might have. My Pay will provide you with a free, no-obligation quote, and you may decide at your own time and convenience whether this is feasible for your company or not.