Pay and Contract Support Services
Academy school payroll provision
Introduction
Hampshire County Council is an experienced payroll
provider to over 500 schools, County Departments,
23 external customers, pensions providers and three
local authorities. We pay over 90,000 people each
month.
Our payroll service can be provided in a variety of
formats, including central input from submission of
forms and requests to the centre, or direct payroll
input at the school.
Hampshire will pay staff directly via BACs ensuring
accurate calculation of salary and payments, applying
statutory deductions for tax and NI contributions.
Benefits

Experienced in dealing with school customers

Knowledge of applying teachers’ pay and
conditions of service

Integrated payroll and HR system providing
data on pay, grade and other personnel
information that the school may require

Link to Pensions Services reducing the
administrative burden on LGPS in the school

Understanding of Teachers Pensions
deductions and payments

Delivery of maternity, paternity and adoption
casework for the individual and the school

Calculation and application of occupational
payments including sickness and family friendly
Summary of services

Production of monthly payroll for both
contracted and casual/supply staff

We use an international payroll system which is
supported by a dedicated team

Pressure sealed payslips delivered directly to
the school

Business continuity plans in place with daily
back ups

Creation of BACs payments directly to
employees’ accounts

Secure system and processes to protect
personal information

Calculation and reporting of all statutory
payments, including student loans

Access to the team who administer CRB checks

Integration with Education Personnel Services
for HR advice and consultancy

Access to the County’s contractual
documentation templates.

Calculation and reporting of all occupational
payments including sickness, maternity,
paternity and adoption leave

Application of step progression and pay awards
as instructed by the school

Monthly management reporting which can be
used to upload to the school’s finance system

Support with monthly LGPS pension
administration and Teachers Pensions returns

Year end reconciliation and online submission
to HMRC

Production of P45, P35, P14 and P60s

Dedicated team delivering telephone support

Access to a named account manager
Charges
The cost of the service is based on the number of staff
employed by the school and charged at a per payslip
cost. This will be quoted for 13 payslips per year (12
months plus P60 production). Invoices will be sent
monthly in arrears.
There is a nominal project charge to set up a new
payroll and the take on payroll data from the school.
We like to include at least two parallel runs which will
compare the current payroll provider payslips against
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Pay and Contract Support Services
Academy school payroll provision
our test system to eliminate system errors and ensure
correct first month pay for staff.
It is easier to start a new payroll from the new
financial year which simplifies the process as
cumulative data (tax and National Insurance) is not
required to be uploaded to the new payroll to provide
the HMRC year end returns and P60s to staff.
Creating your new payroll
Information required from the Academy
There is some key information required to create and
configure the new payroll area for the Academy to
use. This includes:
If you do not make any payments in months prior to
go live you will need to send a monthly “no payment”
slip to the HMRC until deductions are made.
http://www.hmrc.gov.uk/payinghmrc/paye-nil.htm
Payment of salaries and other statutory payments
via BACS
Staff are paid by credit transfer direct to their
account. To enable this you will need to have your
own bank account and provide us access to send
BACS payments, on your behalf, direct from the
school’s account. Your bank will be able to help you
set this up and provide you with a BACS user number
that can be used.
Finance postings
We will prepare a monthly spreadsheet of payroll
related journals for you using agreed coding. We will
work closely with you to provide this in a compatible
format, producing the finance information from the
payroll, that you can post to your finance system.

Confirmation of the Academy name

The HMRC PAYE reference and account office
reference number for the Academy

Bank account sort code and account number
Contact us

BACS user ID
Please call or e-mail

Staff in the Academy who will be authorised to
access the new payroll area on SAP

Cost centres required.

Christine Trotter (023 8038 3071)

Daniel Savickas (023 8038 3074)

e-mail the External Customer Group
pcssext@hants.gov.uk
How do I register with the HMRC?
There is guidance on the website for registering the
new academy with the HMRC.
http://www.hmrc.gov.uk/paye/intro/register.htm
You can register on-line up to four weeks in advance
of your first pay day. This may not leave enough time
for setting up a new payroll, so the HMRC can register
you earlier over the telephone as long as you provide
them with the school name, address details, a contact
phone number and first pay date.
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