Payroll Outsourcing:

Frequently Asked Questions

How exactly does the transition to outsourced payroll work, and how long does it typically take?

The transition process typically takes a few days depending on your company size and complexity. We begin with a comprehensive audit of your current payroll processes, documentation of existing policies, and data migration. We run parallel payroll cycles alongside your existing system for 1-2 pay periods to ensure accuracy before full transition. Throughout this process, we maintain continuous communication and provide progress updates. For companies with more complex requirements or multiple entities, we can implement a phased approach to minimise disruption.

What makes outsourced payroll more secure than in-house processing?

Outsourced payroll typically offers enhanced security through specialised infrastructure not feasible for most businesses to maintain internally. Our systems feature 256-bit encryption, multi-factor authentication, segregated server environments, and regular penetration testing. We maintain dedicated teams focused solely on security compliance and threat monitoring. Additionally, by removing payroll processing from your premises, you reduce internal access to sensitive compensation data, decreasing the risk of internal data breaches or confidentiality issues that commonly occur in shared office environments.

How do you handle unique pay structures or industry-specific compensation models?

We specialise in adapting to complex and unique compensation structures including commission-based payments, piece-rate systems, maritime payroll with sea-day calculations, healthcare with on-call payments, construction with certified and non-certified subcontractors, education with term-time arrangements, and hospitality with tronc systems and service charge distribution. Our platform is configured to accommodate your specific business rules, and our payroll specialists receive specialised training in industry-specific regulations and practices to ensure compliance.

Can your payroll system integrate with our existing HR, time tracking, and accounting software?

Our payroll system features over 200 pre-built API connections with popular HR platforms, time and attendance systems, and accounting software. For systems without direct integration, we've developed secure data transfer protocols using SFTP and encrypted file sharing. We can also create custom integration solutions for proprietary or legacy systems. During implementation, we configure these integrations to automate data flows and reduce manual entry. We regularly test these connections and maintain them through software updates to ensure continuous compatibility and data integrity between systems.

How do you handle mid-year transitions when we've already processed several months of payroll?

Mid-year transitions require careful handling of year-to-date figures and historical data. We implement a comprehensive data migration process that captures all year-to-date values including earnings, deductions, taxes, and benefits. We reconcile this data against previous submissions to ensure consistency and perform detailed validation checks to identify any discrepancies. Our system maintains the continuity of employee tax codes, National Insurance calculations, and any salary sacrifice arrangements. We also review previous RTI submissions to ensure alignment with HMRC records before continuing with future submissions under our management.

What flexibility do you offer for scaling services up or down as our business needs change?

Our service model adapts to changing business requirements without the rigid structure typical of many providers. We offer flexible scaling for seasonal businesses with fluctuating employee counts, adjusting processing capacity without penalty fees. For companies experiencing growth, we provide graduated service tiers that add appropriate support resources without requiring renegotiation of your entire agreement. During downsizing, we offer proportional service adjustments rather than enforcing original contract terms. For mergers or acquisitions, we provide specialised integration services to consolidate payroll operations. This flexibility ensures the service continues to align with your business reality without unnecessary costs during periods of change.