Payroll and Pensions Administration

Payroll and Pensions

Coronavirus (COVID-19) and your Payroll Service

Updated 29th April 2020

 

These are uncertain times for everyone and we want to bring you up to date and reassure you that our staff will do all they can to ensure your payroll, pension and BACS services continue uninterrupted over the coming months.

 

Below are links to the latest guidance regarding COVID-19 illness and self-isolating related SSP, as well as the Coronavirus job retention scheme.  We have also detailed the Lentells Business Continuity Plan for COVID-19

 

Lentells is currently in PHASE THREE of its Business Continuity Plan

 

Coronavirus job retention scheme

Further guidance and clarification can be found here Coronavirus job retention scheme

 

If your business needs short term cash flow support, you may be eligible for a Coronavirus Business Interruption Loan.

 

Further information regarding self isolating, SSP and other support is available on the links below

COVID-19: support for businesses

COVID-19: guidance for employees

 

ACAS has also provided guidance and this can be found hereACAS - Coronavirus advice

 

Lentells Ltd Business Continuity

 

Phase One: In the event of mandatory civic lockdown or advised to work from home

All Lentells payroll staff will work from home as appropriate.

 

  • Telephones will continue to be answered and where appropriate, messages taken for staff to respond ASAP.
  • Postal services will continue as long as possible.
  • Daily virtual staff meeting will take place at 9am weekdays (all staff to attend)
  • Business will continue as normal, however there may be a slight delay in response times.

 

Phase Two: In the event of a member of the payroll staff becoming ill

  • If a member of staff becomes ill, they must self-isolate for the recommended period.
  • All ‘fit’ staff will continue working from home. We will keep all clients informed of the situation and whether payroll services will be disrupted.
  • A decision will be made whether the business should move to Phase Three or Four.

 

Phase Three: Lentells Ltd experience significant increase in workloads/staff affected

  1. In the event that a significant outbreak takes place within Lentells
  2. Staff are affected by self-isolation/shielding or other COVID-19 related matters
  3. Workloads increase significantly or a combination of the above:-

 

We will endeavour to continue to operate business as usual. However, it will be necessary to reduce our core services.

  • Generally, your payroll will continue to be processed in-line with the payroll schedule. However, there may be a requirement to reduce workloads across the business if a significant proportion of staff are affected with COVID-19.
  • Core payroll services will continue as best as possible using these guidelines:
    • Clients must make a full and complete payroll submission on-time, in accordance with their payroll schedule
    • One payroll run per client will be permitted
    • Late submissions will not be included
    • Missing information will result in delay
    • Telephone support and email correspondence will be triaged
    • myePayWindow ePayslip delivery will continue as normal
    • Delays expected to affect:
      • Payroll re-runs
      • Ad-hoc questions and un-scheduled workloads
      • BACS processing
      • ePayslip helpdesk for client employees
      • A decision will be made whether Lentells Ltd should move directly to Phase Four.

 

Phase Four: Service continuity severely affected

  • Some of Lentells’ services are reliant on the functionality of third party providers and also the availability of its own staff and client employees. For example, payroll submissions from clients, BACS service providers, pension portals, banking institution portals, HMRC government portals etc.
  • In the event of severe depletion of key payroll staff (Lentells and/or client/others) and/or unavailable services please seriously consider your backup and emergency payroll plans.
  • We highly recommend that you put in place a mechanism and process that will allow you to make payments to staff outside of payroll. These payments will be treated as advance payments and processed by us when services have resumed.

 

What clients can do to reduce risk of service interruption?

 

It is advised that clients put in place payroll submission backup plans to cover themselves in the event of illness. For Example:

 

  • Who will submit payroll information to Lentells Ltd in the event of your absence?
  • What information will be submitted to payroll in the event of your inability to collate the submission?
  • Ensure you are able to access myePayWindow for document transfers when working from home.
  • Provide Lentells with emergency contact details of your manager/deputy(s)? If we do not have this.
  • Consider putting in place a ‘basic payroll submission/previous month submission’ that Lentells can activate in a code red scenario?
  • Do you have special instructions in place to ensure someone can authorise/approve your BACS instruction?
  • If we do not deal with your pensions for you, do you have special instructions in place in case you cannot upload your pension feed by the deadline?
  • Do you have special instructions in place in case you cannot pay HMRC liabilities by the deadline?
    • Can you provide Lentells an emergency plan for your payroll services?
    • Can you put in place a standing order to continue payment of payroll services?
    • If your employees receive printed payslips, consider moving to ePayslips to ease distribution.
    • Worst case scenario planning: If your payroll service stopped tomorrow, how will you pay your employees?

 

We greatly appreciate your patience during these unprecedented times and will continue to update you as the situation develops.

 

PAYROLL

As you will know, running your own payroll can be time consuming and burdensome.  The task is made all the more difficult by the increasing complexity of tax and employment legislation.  Added to this, nothing is more guaranteed to upset your employees than getting their pay wrong.

We can take responsibility for the running of your payroll system, giving you peace of mind.  We can administer your PAYE, National Insurance, Statutory Sick Pay, Statutory Maternity Pay and complete statutory forms and all electronic submissions to HM Revenue and Customs including your Real Time Information (RTI) and year end returns.

Even if you only have a small number of employees this service will still prove to be cost-effective.

For a competitive payroll quote please click here to complete our short form

Alternatively if you would like to discuss your requirements in more detail with our Payroll Manager please email payroll@lentells.co.uk or contact Tina Murray on 01460 68700.

 

 

Payroll Training

Our Payroll Manager can provide training on Sage, STAR and Iris payroll software. Additional support can be provided with a review of your payroll processes and procedures, customised payroll reports and where appropriate undertake an in depth review of your employee data. To find out more about this service please contact Tina Murray on 01460 68700 or email payroll@lentells.co.uk

 Auto Enrolment  

Whilst Lentells are not authorised to give specific advice on suitable pension schemes we are able to work with clients on the implementation and day to day administration of their chosen scheme, saving time and ensuring compliance.

Please click here for our comparison between NEST, NOW: Pensions and The People's Pension and for further information on how we can help our clients with Auto Enrolment.  

 

Payroll team Sept 2018

Payroll Team 

Talk to an expert