Welcome to RollPay!

What happens now...
 

Thanks for completing our registration form.

 

You'll soon receive an email requesting you complete our direct debit mandate or you can follow this link to complete the form now.

 

Once we have received the completed direct debit form the following process begins...

The complete setup process usually takes around 2 weeks but your account manager will discuss this with you.

next steps

Setup Process

1

WELCOME

Your account  manger is now being selected. They'll be in contact with you soon.

They'll confirm your services, discuss the checklist, your go live date and answer any questions you may have.

2

SETUP

Your data is collected ready for migration into our system.  

You should return the checklist to your account manager.

You'll receive an invitation email to register for our support portal. 

VIRTUAL SERVICE 

Any virtual numbers are ordered now and will be live with 7 working days.

3

 SUPPORT

Your account manager will provide any training required. Training is done remotely or on site if agreed prior.

You can  login to our support site to find user guides and 'how to' lessons below;

support.rollpay.co.uk

Any parallel runs are completed. 

4

LIVE!

Your system is live!

Invitation emails are sent to you and any employees for live access to the payroll portal.

 

Our managed payroll service is now running.

VIRTUAL SERVICE

Any virtual numbers are now live to call in on and emails are being monitored by our team. 

WELCOME...

Data Migration, Payroll Portal, Support… This guide will help get you setup in no time!

Setup...

We're here to help!

Payslip Style

We offer a standard payslip style. We can offer several different styles for you to choose from or match an existing style. To view your options please click here. Once you've decided please let your account manager know which you'd like to use as soon as possible.

 

Data format

Payroll Data Template (attached to the welcome email) - This is the format we need to receive the data from you/your clients in order to process your payrolls quickly and accurately. It can be rebranded to your business but please don’t change the layout.

 

Salary and Hours Tab - It's pretty self explanatory and needs to be completed for each pay run (the only exception being static runs then it only needs to be completed for the first run stating 'static' in the notes)  It’s for PAYE staff only. Please request our CIS data template if required.

 

Employee Data Tab -  Please add any employee details on this tab. For example new employee data should be input here.

 

Employer Data Template (attached to the welcome email) - This is our accepted format and should be completed by you/your clients with all new employer details on. The entire template can be rebranded to your business but please do not delete/move any of the columns as it's going to be imported to our system.

 

Turnaround time

Some payrolls can be turned around in as little as one hour but we cannot guarantee this. Month end is always busy so we would ask clients to keep this in mind. Common causes of delay include not submitting the data in the required format and submitting incomplete data. 

All support requests start on the site by raising a ticket. You can also call up and we'll raise one for you.

Support...

We're here to help!

You'll soon receive a welcome email to our support site or you can request access by creating an account, we have guides and instant chat help there to help with any questions you may have.

All support requests start on the site by raising a ticket. You can also call up and we'll raise one for you.

Live...

Your account is set live 

Your system is live!

Invitation emails are sent to you and any employees for live access to the payroll portal.

 

Our managed payroll service is now running.

VIRTUAL SERVICE

Any virtual numbers are now live to call in on and emails are being monitored by our team. 

Take a look at our standard payroll process below... 

 

Variable Payroll Process

  • 1

    TRIGGER

    Pay data/timesheet information received from the client.

    Data format is checked for acceptance.

     

    Data may be rejected if not in the correct format or charged extra to correct.

  • 2

    ALLOCATE

    Payroll is allocated to a team member for processing.

     

    Sensibility checks are completed and data input/import begins.

  • 3

     PROCESS

     Payroll is processed as per client notes. 

     

    HMRC tax code changes are downloaded, Pension Opt in and Opt outs are downloaded and applied accordingly.

  • 4

    APPROVE

     Payroll is sent to the client for approval.

     

    Amendments – Any  requested are processed, then sent back to Approval stage.

    Additional charges may apply if  amendments are not included within your contract as standard.

  • 5

    FINALISE

    Payroll reports and payslips are sent as per the contracted agreement.

     P45’s produced and dispatched as appropriate,  Real Time information is sent, pension contribution files are sent.

Non Variable Payroll Process

  • 1

    TRIGGER

    Pay processing date of the month.

    This is pre agreed with the client during onboarding.

     

     

     

     

  • 2

    ALLOCATE

    Payroll is allocated to a team member for processing.

     

    Sensibility checks are completed and data input/import begins.

  • 3

     PROCESS

     Payroll is processed as per client notes. 

     

    HMRC tax code changes are downloaded, Pension Opt in and Opt outs are downloaded and applied accordingly.

  • 4

    PRE-FINALISE

     Payroll reports and payslips are sent as per the contracted agreement.

    Amendments – Any  requested are processed, then sent back to Variable payroll process Approval stage.

    Additional charges may apply if  amendments are not included within your contract as standard.

  • 5

    FINALISE

    RTI submission and Pension contribution files are sent a few days after pre-finalisation.

     

    This is to allow for any requested changes to be received and applied.

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contact

RollPay Bureau Limited  & RPCIS Limited Melbourne Court, Millennium Way, Pride Park, Derby, DE24 8LZ

Tel 0800 131 0 131 Email sales@rollpay.co.uk

All prices are plus VAT

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