Core Packages

Payroll and HR Transactions Management Core Package

Our package includes the following features and services:

Access and Support

• 24/7 access to comprehensive guidance, advice, and automated forms (e-forms) via the Schools Web 
• Provision of a Service Desk Portal to easily raise requests and incidents 
• Access to the Human Resources Service Desk by phone or email to address first-line payroll queries during office hours  
• Access to a small team of coordinators exclusively specialising in school payroll for more in-depth queries  
• Regular updates on national and local issues impacting schools via our Schools Bulletin and Schools Web 
• Regular updates on our services and key topics in person/online at Support Services forums 
• Advice on best practice and payroll legislation 
• Publication of an annual Payroll Processing Timetable  

Joining

• Validation of salary details for new starters and set up on the payroll system
• Advice on Safeguarding and right to work checks
• Application of forms P45 and HMRC New Starter Checklist for tax purposes

Working

• Administration of New Starters, Variations, and Leavers 
• Administration of pay claims for supply teachers and other casual workers 
• Processing of overtime and expense claims 
• Calculation and written advice to the school on employee Family Leave entitlements such as Statutory and Occupational Maternity, Paternity and Adoption Pay 
• Calculation and written advice to employees regarding long-term absence and sick pay 
• Calculation of under and overpayments  

Reward

• Application of pay scale updates, pay increments, and updated travel rates as appropriate
• Adjustment of salaries to take account of national and local pay awards as required
• Processing of staff benefits such as Childcare Vouchers and Cycle to Work schemes

  (Please note the Academy/MAT must set up the scheme directly with the provider and will be responsible for the payment of invoices and the administration of the scheme).

Reporting and compliance

• Monthly Real Time Information (RTI) Reporting to HMRC by required deadlines  
• Deduction and payment over of employee and employer pension contributions to relevant schemes 
• Deduction and payment over of employee and employer HMRC liabilities by statutory deadlines 
• Deduction and payment over of voluntary payroll deductions, e.g. GAYE, Unison etc. 
• Production and distribution of statutory payroll forms including P45, P60 and P11D 
• Monthly LGPS and Teacher’s pension administration including PAE assessment 
• Application of HMRC tax code and student loan changes as advised by HMRC, and administration of court orders 
• Reporting of any Benefits in Kind to HMRC 

Leaving

• Administration of leaver action on payroll and necessary notification to HMRC/Pensions
• Calculation of termination payments due
• Production of final payslip and P45

E-Payslips/ EP60s

• Provision of an electronic payslip to each employee on or before payday. The academy logo can be added to the payslip if requested subject to a small set up charge.
• Provision of an electronic P60 to each employee at the end of the tax year in line with statutory deadlines

BACS Payment Facility

All BACS payments are taken direct from the Academy/MATs own bank account, this includes:

• Employee salary payments
• 3^rd party payments
• Any interim payments (as agreed)

Overpayments

• Overpayments raised by the school or identified by HR will be calculated by the payroll team subject to an administration fee.
• Repayment plans will be set up as advised by the Academy for active employees. Recovery of amounts owed by staff who are no longer on the payroll must be arranged between the Academy and employee.

Financial Reporting

We offer a comprehensive suite of monthly reports to help you conduct payroll checking and provide all the information you need about your staff costs and payroll setup. 

Details of the reports issued mid and end of the month are shown below. All reports are sent using secure methods to protect their confidential contents. 

Mid-month Payroll Reports

Mid-month payroll reports are provided in line with the published payroll deadlines once payroll input for the month has been completed. These reports are to be used to complete payroll checking in order that any errors can be corrected ahead of payroll finalisation and creation of BACS (payment) files.  

• HR Changes Report

This report details all contractual changes actioned on payroll in the month, for example, starters, leavers and change to hours.  

This is a clear and simple report, allowing you to quickly and easily check that all the payroll changes you submitted have been actioned.  

• Employee Master Data Spreadsheet (Preview)

This report is a snapshot of your employee master data, allowing you to quickly and easily check high level payroll set up for your staff members.

Items included - Surname, Initials, Personnel Number, Contract type, Grade, ISN Point, FTE %, Weeks Worked, Annual Leave Weeks, Annual Salary and Cost Centre.

• Gross Cost Listing Spreadsheet (Preview)

This report is a preview of your full staffing costs for the month i.e. a breakdown of all payments and on-costs. This report is sent securely in excel format, making it easy for you to download and use as you wish for further checking.

Should you identify an error on your reports, please contact the HR Service Desk as soon as possible so the required corrections can be made on payroll. 

Month-End Payroll Reports

Month-end reports are provided once payroll has been finalised for the month and BACS files submitted. These reports represent your full and final payroll data for posting into your relevant financial databases.  

• Employee Gross Cost Analysis (Final)

This is made up of two spreadsheets providing you with detail and summary level information of the total gross cost of your employees i.e. a breakdown of all payments and on-costs.

• Employee Master Data Spreadsheet (Final)

This report is a snapshot of your employee master data, allowing you to quickly and easily check high level payroll set up for your staff members.

• Payroll Journal Spreadsheet. 

This spreadsheet details the Revenue posting totals (P&L) as well as some Balance Sheet items like VAT, Salary Overpayments and Multiple Employee postings.

• Statement of Outgoings Spreadsheet.

This details all the deductions that are going to be made from your bank account and the dates of these BACS payments:

• HMRC (Inland Revenue) – Tax, National Insurance, Student Loans, Apprentice Levy and SMP (recovery)
• LGPS
• Teachers’ Pension
• Unison
• Court orders
• LG/TP AVC (Additional Voluntary Contributions)
• Other 3rd Party deductions as appropriate.

• Employee Gross to Net Analysis. 

This includes two spreadsheets offering detail and summary level analysis of the Gross to Net calculations for your employees.

• Wage Type Summary Spreadsheet

This report shows a simple list of Wage Types and Amount. This can be used to quickly view the payments and deductions being made against your employees.

The service provided by the Payroll Team does not include alterations to terms & conditions including absences, new payments or deductions unless statutory.

Customer Type:
Single Academy Trust
Package Type:
Annual
Product Dependencies:
Access to Schools Web needed.
To utilise the SIMS to SAP export facility the BC SIMS Support Services must be purchased.
Price:
£5.55 per payslip +VAT
Equates to £72.25 plus VAT per employee.
This includes a year-end earnings P60 payslip.
Casual workers will be billed retrospectively each quarter*
Contracts run for 12 months from 1 April 2023 to 31 March 2024

Customer Type:
Multi-Academy Trust
Package Type:
Annual
Product Dependencies:
Access to Schools Web needed.
To utilise the SIMS to SAP export facility the BC SIMS Support Services must be purchased.
To be classed as a Multi-Academy Trust (MAT), there must be more than 1 academy under the Trust.
Price:
£4.68 per payslip +VAT
Equates to £60.95 plus VAT per employee. This includes a year-end earnings P60 payslip.
Casual workers will be billed retrospectively each quarter*
Contracts run for 12 months from 1 April 2023 to 31 March 2024

*Casual workers, please note that employers have a statutory duty to provide a payslip and there are occasions such as a tax code change or adjustment to pay which may necessitate a payslip being produced and this will be chargeable.