Payroll involves information from the employer as well as calculations and reporting. Changes in hours, pay or employee details need to reach the person processing payroll in time. If you want support, EPOS Accountancy will first confirm whether the proposed work is suitable and what responsibilities the engagement would cover.
A written scope should identify the pay frequency, employees covered, input deadlines, approval process and outputs. It should also distinguish preparing payroll information from paying employees or making authorised submissions. Those tasks are not interchangeable.
What our payroll service can cover
Depending on your requirements, our payroll service can include processing approved pay information, preparing payslips, producing payroll summaries and undertaking specified submissions with authorisation. Pensions administration is an additional area to confirm, including exactly which activities are included.
| Work to confirm | Possible output | Employer input |
|---|---|---|
| Regular processing | Payroll calculation and summary | Approved pay, hours and changes |
| Employee information | Payslips and agreed records | Accurate starter, leaver and change details |
| Reporting | Specified submission or report | Authorisation and timely approval |
| Pensions administration | Agreed pension-related output | Scheme details and employer instructions |
The service description should state what happens when information arrives late or a correction is needed. Employment advice, deciding contractual pay, employee payments and resolving specialist payroll matters are separate responsibilities unless expressly accepted.
What you remain responsible for
You supply accurate employee information, approved hours and pay instructions through the agreed secure method. You notify relevant changes and identify the person authorised to approve payroll. You also retain responsibility for the employment decisions and payments allocated to you in the agreement.
Employee information should be handled through the agreed channel. Your initial enquiry only needs the approximate number of employees, pay frequency and the help you are seeking; it does not need personal employee records. At onboarding, we confirm how detailed information is exchanged and checked.
Agree the routine before the first pay period
We review your current arrangements and requirements, confirm the work involved, and propose scope and fees. Once the necessary information and permissions are available, we establish the input and approval timetable. Each cycle follows that agreed process, with queries resolved before finalisation where possible. Additional correction work needs a clear treatment in the engagement.
How this works in practice
Imagine a small shop with changing staff hours each week. A scoped arrangement could require the manager to approve a timesheet by an agreed point, followed by processing and a payroll summary for review. An unexplained change in hours would be queried before finalisation. The agreed timetable helps the manager spot errors before employees are paid.
Discuss your payroll needs
Tell us your pay frequency, approximate employee numbers and current arrangements. We can confirm whether the work is suitable and outline the information needed for a quote.