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Payroll Processing

Payroll Processing

Story of the Moment: Taxation or Rather Over-Taxation of Workforce Returning to Employement after Receiving the PUP

BPPM's Payroll Bureau Outsource Services

Boyle Practical Project Management was formed in 2012 for the purpose of processing payroll as an outsource payroll provider. BPPM's founder has many years experience in payroll having worked in payroll processing, payroll auditing, payroll report wring and payroll systems integration and implementation.

For the present BPPM is focused primarily on small to medium size businesses with less than 50 employees. For these businesses, the general benefits for outsourcing payroll lie with the elimination for the need of separate payroll software, licenses, support, and on-going training. For those businesses thinking of outsourcing their payroll to other providers BPPM has some pointers on choosing an outsourced payroll provider.

PAYE Modernisation

PAYE Modernisation involved reform of the PAYE system and was effective from 1st January 2019.  For the 1st time employers were required to report their employees’ pay and deductions to Revenue in real time. Employers must ensure that correct business processes are in place to meet the requirements and ensure Income Tax, Pay Related Social Insurance, Universal Social Charge and Local Property Tax are deducted and paid over correctly. 

Outsource Payroll Provider

BPPM's processes are practical and suited to meet our client’s requirements to provide for the payment of wages in compliance with regulatory and legislative requirements. To give one example, which is related to BPPM's continuous improvement is that when a client outsources their payroll processing function to BPPM, we will make the employer aware of the need to inform their employees that they are sharing their personal information with a third party. It is also an employer’s responsibility to ensure that BPPM as their data processor is taking action to protect their employees' payroll information under General Data Protection Regulation (GDPR). As a result of these changes many small businesses chose to go down the route of outsourcing their payroll. It is for this very reason that BPPM wrote the Article on  "Choosing A Payroll Provider".

What makes BPPM unique lies in its adoption of the project management concept of Kaizen and it's unwavering service to our clients and to their employees in terms of added value. Kaizen refers to BPPM's business activities that continuously improve through the involvement of all its stakeholders. Kaizen has enabled BPPM to transform its service in the face of this year’s and previous years' disruptions. For example BPPM's Payroll Calculator is a useful tool for employees who wish to check their net pay or to check what it would mean to them into their hand if they worked overtime or took a promotion.

Get a Quote for Processing Payroll

To get a quote simply send details to BPPM address of the number of employees in your company and the frequency of payment e.g. Weekly, Fortnightly or Monthly or a Combination of these.

The price we will quote includes all of the following services and there are NO extra or hidden charges.

Data Migration to Payroll Provider

This step in the process involves developing a time schedule for linking with Revenue via ROS and the transfer of client employer and employee masterfile data to BPPM's payroll bureau. 

1. BPPM will register with Revenue as an agency on your behalf.

2. Agree timeframes for transfer of employees and 1st payments.

3. Notification to employees.

4. Agree processes for returning hours and sending pay slips.

5. Agree and sign off on reporting requirements.

6. Agree and sign off service level agreement.

Process Client Payroll

1.  Input Time and Attendance Data

2. Making employee statutory deductions for PAYE, PRSI, USC and other deductions.

Creation of Employee Bank Payment File

Creating a sepa credit transfer file (SCT) to enable payment of wages to nominated staff bank accounts.

Revenue Real Time Reporting

Processing of payroll submission to ROS on or before each paydate.

Issuing Payslips to Employees

Password protected e-payslips provided to all employees prior to each paydate.

Payroll Output Reports Production

BPPM produces a full set of standard payroll reports to meet customer requirements. Additional customised reports are available on request.

Payroll Control Summary Report

Contains a) Employee Statistics, b) payments and deductions summary, c) gross pay and YTD balances.

Payroll Cost Analysis Report

Includes breakdown of all company related costs by department/cost centre.

Employee Audit Report

Reports on Master Changes made to employee details in the period.

Pay Elements Report

Lists pay period element totals for employees.

Gross Pay to Net Pay Report

Gross pay to net pay listing by department and by employee.

Bank Transfer Report

By employee showing BIC and IBAN and amount transferred to the bank on the SEPA File.

Payments & Deductions Reports

Breakdown of all payments & deductions by element made in the period.

Payslips Report

A copy of all payslips issued for each pay period.

Client Support Services

I am not going to waste your time and mine by going on at length about how providing outstanding customer service is at the core of everything we do at BPPM. Our team of payroll specialists are committed to providing our clients with a unique one to one service to solve customer queries efficiently and speedily. We take pride in our ability to deliver innovative payroll solutions and our payroll specialists possess the expertise, experience, and knowledge of payroll to respond to changes in the payroll landscape. We have proven this in the last twelve months with our innovative solutions and responsiveness to issues surrounding the operation of the Covid-19 Temporary Wage Subsidy Scheme and the Employment Wage Subsidy Scheme. Payroll at BPPM looks after Payroll and only Payroll while you can look after your business.

Employee Support Services

Developments introduced by Revenue to deal with Covid-19 has put further pressure on traditional approaches to the processing of payroll. BPPM has addressed the issues facing employees in relation to the operation of the Covid-19 Wage Subsidy Scheme, One does not have to look any further than the tools BPPM offer to assist employees of our clients to:

a. How to calculate take-home pay.

b.
Calculate entitlement to TWSS Scheme (applies to 2020 only).

c.
Calculate how much extra you get into their hand for working 12 hours overtime or taking a promotion.

d. Calculate end of year liabilities for income tax and universal social charge.


e. Verify revenue statements with income received.


f. Taxation of Pandemic Unemployment Payments PUP.

The Practical in Boyle Practical Project Management (BPPM) is always to the fore in all its product and service offerings. When BPPM conducts an “as is” and “to be" analysis for a new client and creates a project plan for a payroll implementation it is doing so with the client's requirements to the fore. BPPM does not promote the practice of closing a deal at all costs. Experience reminds us all that you cannot fit a square peg in a round hole and you do not need a sledgehammer to crack a nut. Where BPPM considers its system, product or service to be incompatible with a potential client’s needs or expectations it will communicate its findings to the client and walk away.

 

The Basics to Process Payroll

Because of the increased exposure of BPPM's payroll expertise and capabilities, and the consequential increase in demand for payroll services, BPPM have decided to expand its payroll processing unit and take on more clients in 2021. Please email info at bppm for further details about this service. The 5 basic steps required to process payroll for employees are:

Masterfile Data

Master data is the information held on the system that supports the operation of payroll. Master data management involves the collection of employee data and the incorporation of rules to eliminate incorrect data from entering the system .Master files contains records of permanent data types. Master files are created during the migration stage at the time when you outsource payroll business. Please note that any data entered on this is fictional and for demonstration purposes only.

Register Business with Revenue

Form TR2 is used to register a resident limited company and other bodies who are not represented by an Agent, for Tax, PAYE / PRSI (as an employer). As an outsourced payroll bureau acting on behalf of companies which require registration for Tax, Employer’s PAYE /PRSI,  Boyle Practical Project Management will make this application through Revenue On-line Services (ROS).

Record Emplyee Masterfile Data from Legacy System.

BPPM has developed a range customised processes to support the migration of data suitable for the transfer of data from all legacy systems. Employee data required for Payroll and HR purposes is held as Employee Masterfile data on a range of formats including paper paper based as seen here. The quality of the master file data is the important piecce whether it is paper based or electronic.

Employee Set Up Form

Record employer masterfile data to payroll system.

The one item needed by newly appointed employees is the employers number. There are other required pieces of organisatioa masterfile data that are required to effect a successful migration. 

Employer Masterfile Data

Time and Attendance

Time and attendance is the process of tracking work hours. By record the rules underpinning Time and Attendance technology has provided BPPM the opportunities to develop customised time and attendance systems, which are equivalent of the paper-based roster time sheet. Daily tasks such as tracking work hours and calculating accrued benefits together with paid and unpaid breaks are automated, providing valuable information and making the payroll process more efficient.

Work Schedule Rules

A Work Schedule Rule is a precise specification of the rules associated with a work schedule.  A work schedule rule is assigned to a Daily Work Schedule. The reason for creating more than one work schedule rule for a Daily Work Schedule is that different payroll rules may apply to a person’s rostered hours on a weekend as opposed to a weekday.

Note:

1, Time + 1/5 is paid for hours worked on Saturday and Sunday in this sample company
.
2. Breaks for this sample company are outlined for each Work Schedule.
 

             

Work Schedule Rules

 

a. Assign Daily work schedules to employees to make up a weekly roster to display.

Roster

b. Determine hours to be paid for shifts worked as specified in sample Daily Work Schedules.
c. Associate Work Schedule Rules to the daily work schedules to conform to company rules and working time acts.
d. Automatically produce Time & Attendance Register by integarating the Roster and the Daily Work Schedules with the associated work schedule rules.

Time and Attendance is the one part of payroll that is generally maintained and operated in-house, while Payroll Master Data, Gross to Nett, Statutory Requirements and Reporting are often Outsourced to a Payroll Provider.  BPPM have come across businesses that get bogged down with time & attendance recording largely due to duplication of effort. When the process is integrated as in this sample, a basic hours control account can be produced automatically for comparison with the outputs from an outsource payroll provider.

Process Employee Payments Via EFT

Pay the net pay amounts to employees directly to their bank accounts using sepa credit transfer file (SCT). This is a sample BPPM electronic funds transfer (EFT) Single Euro Payments Area (SEPA) compliant debit and credit payments for bank upload.

SEPA EFT File

Statutory Payroll Requirements

On or before you make a payment to your employee, you must report the payroll information to Revenue. If you use payroll software, there are two methods of reporting payroll in real time:

1.Direct Payroll Reporting, allows payroll software to communicate seamlessly with Revenue Online System (ROS) and exchange the required information.
2.ROS Payroll Reporting, allows you to use files created by payroll software and upload these through ROS.

If you do not use payroll software, you can get Revenue Payroll Notifications (RPNs) and complete a form through ROS. You may be exempt from the obligation to pay and file electronically. If you are, then customised stationery will be provided to you to file submissions and make returns. Employers must Submit Income Tax, Pay Related Social Insurance, Universal Social Charge and Local Property Tax withheld to the Revenue Commisioners within:
 

●14 days after the end of each month

●23 days after the end of the month if you file the return and pay the tax on the Revenue Online Service (ROS).


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