CLIENT   Headcount Payroll Services process payrolls for a wide range of clients ranging from one employee payrolls to large blue chip organisations with up to 1000 employees. Most of the payrolls are monthly but many are weekly, two weekly and four weekly paid. We have experience of expatriate payrolls, pensions payrolls and run many start up payrolls for clients based in other countries.

COMPANY SET-UP   Use the documents below to set-up your company/employees for our bureau service.  Company Startup form Word 43kb  Bulk Employee Set-Up spreadsheet [at initial startup] XLS 18kb  Example Payroll Input spreadsheet XLS 15kb

INPUT   The transmission of data to Headcount in a timely and organised format is crucial for an accurate payroll. We have detailed below the latest receipt times for weekly and monthly payrolls  Payroll Input Deadlines PDF 10kb Word 33kb Over the years we have been able to develop and adapt our input procedures in conjunction with available technology and user requirements and we now accept data via fax, post and email.

STARTER   We try to keep our forms to a minimum however we do request that everyone uses and completes our standard starter form. This can be downloaded in word format and is designed for easy completion using word. Detailed instructions are attached to the form.  Starter Form PDF 16kb Word 50kb

VARIABLE PAYROLL INPUT   Variable payroll run input can be provided in several ways: · Using the Headcount front end software · Manually completing an input form which is sent with your Payroll Reports · Completing an agreed format excel spreadsheet. · Sending a letter detailing changes. All input must clearly state the company name and group number and Employee Code and Surname. Clients who send Headcount spreadsheets must follow our naming convention of [Companyname or Headcount Group] + [month/week] For example  HEADCOUNTJUNEPAY.XLS

LEAVERS AND AMENDMENTS TO STATIC DATA   For leavers and amendments to static data such as an employees bank details we ask that an employee leaver / amend form is completed. This can be downloaded in word format and is designed for easy completion using word. Detailed instructions are attached to the form.  Amend Form PDF 20kb Word 56kb

DATA ENTERED & VALIDATED   On receipt of the monthly or weekly payroll data Headcount scheduled the input on a first in first out basis, one of our experienced payroll technicians will then load the data into our systems. Basic validation of tax codes, National insurance codes and dates etc take place at this stage.

CHECK FOR ERRORS   An error report is produced at the end of the input and a payroll technician corrects these before moving to the next stage.

CALCULATE PAYROLL   Headcount use the TeamSpirit payroll software the first to achieve the Inland Revenue payroll standard, to calculate pay ensuring accuracy in calculation of Tax, National Insurance and other statutory deductions.

EMAIL PAYSLIP TO CLIENT FOR CHECKING   Headcount use a laser printed and pressure sealed payslip for a professional look and secure delivery to the employee. If requested Headcount will provide an adobe acrobat version of the payslips after each payroll run for digital archiving. These files can be used for later analysis or in an emergency to reproduce employee payslips, for example to satisfy a mortgage application. In some cases the copy payslips are used to check and verify a payroll run. sample of emailed payslip  PDF 51kb

PRODUCE REPORT & PAYSLIPS   After each payroll run Headcount will produce a set of standard reports. These are sent to the client by first class post along with payslips and any other relevant documents. Additional reporting is available subject to separate quotation. Examples of additional reports are formatted accounts journal data and costing reports. If any additional reports are required please contact Headcount sales.

PREPARE BACS, CHEQUES, AUTOPAY, ETC.   Before processing BACS payments on behalf of our client, the client needs to apply for a BACS user number. Forms are available from Headcount Payroll Services Ltd. Please allow four weeks for your bank to process your application. sample BACS User Application Form PDF 545kb

BACS PROCESSING   As a BACS approved bureau Headcount actively encourage the payment of salaries via BACS (Bankers Automated Clearing System). The process has proved over time to be an easier, more efficient and more secure way of paying staff. Before Headcount can make electronic BACS payments a bureau client has to have a valid UK bank account from which to make payments. The client then applies for a BACS user number by completing a BACS User Application Form (Bureau User). This 4 part form will be sent to you on request with section 1 completed by Headcount. The bureau client should complete sections 2 and 3, then all copies should be sent to the bureau clients' account holding bank for processing. This process can take up to four weeks - the timing is down to the speed with which your bank works and is independent of Headcount. Headcount are able to make other payments via BACS on your behalf. These include Revenue payments on the 19th of the month following the payroll run, payment to pension funds and health company's as well as a purchase / bought ledger payments service. For more information visit  www.bacs.co.uk

SEND PAYROLL TO CLIENT   The payroll is sent to you (the client) via email in PDF format for easy digital archiving and hardcopy payslips and reports by conventional post.

INLAND REVENUE   Any company or entrepreneur employing someone in the UK will have to operate a Pay as You Earn (PAYE) scheme. Headcount can administer the set-up of such a scheme on behalf of a bureau client and provide an ongoing dialogue with the revenue. Headcount will if required register with a Tax Office and obtain a PAYE tax reference number, which must be used in any correspondence with the Inland Revenue. As part of our Managed Service Headcount will make payment of PAYE income tax and National Insurance Contribution (NIC) to the Inland Revenue, effectively managing the employers (Yellow Book) or P30BC and ensuring that payments are made on time. It is worthwhile noting that if payments are made late the revenue has the right to impose large penalties on the employer. For more information visit the Inland Revenue website

DEPARTMENT FOR WORK & PENSIONS   For more information visit the Department For Work & Pensions website

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