Payroll
Payroll and HR administration outsourced: monthly payroll runs, returns, data reporting and representation before the authorities, with strict protection of personal data.
Overview
Outsourcing payroll is a predictable solution
Outsourcing payroll and the administration around workforce management is now standard practice: the task goes to a specialist and internal capacity is freed up for the business.
The most important benefit is compliance with the applicable legislation, since we keep up to date with changes affecting social security, personal income tax and other liabilities to be accounted for. The process also becomes more predictable, and cover during absences is no longer the client’s problem.
Our colleagues have experience in every area of settlement connected with employment. Personal data learned during the payroll work is handled under the strictest confidentiality rules, which we also set out in a separate declaration.
What we do
Payroll and HR tasks
We always compile the reports in the breakdown and format requested by the client.
- Monthly payroll run. Calculation of wages, wage supplements and other benefits, and preparation of payroll documents.
- Returns and reports. Compiling and submitting the monthly returns and reports.
- Registration and deregistration. Reporting joiners and leavers to the authorities.
- Records. Keeping records of employee data and incentive schemes.
- Contributions and transfers. Preparing the list of contributions and taxes payable and compiling the payment run.
- Annual tasks. Tasks connected with the personal income tax return, and preparing and issuing annual certificates.
- Data reporting. Electronic data reporting of income and contributions, and voluntary pension fund returns.
- Statistics. Preparing HR and wage statistics and reports by organisational unit.
- Representation. Assistance and representation during official inspections.
- Payroll postings. Preparing payroll postings for the bookkeeping in the requested breakdown and format.
Why companies outsource it
Process security, deadlines, data protection
Payday is the one deadline that cannot slip, and wage data is the one piece of information that cannot be taken back. At most companies both rest in the hands of a single colleague. Outsourced, both are backed by a fixed payroll calendar, reviewed calculations and closed data handling — during holidays and sickness too.
- A fixed payroll calendar. Deadlines issued in advance for every month: submission of the data, the payroll run, the payslip register handed over for approval, the payment list and the return — so payday is never at risk.
- Cover between colleagues. The engagement is not carried by one person: the process is documented, so payroll does not stop for holidays, sickness or a departure.
- Reviewed calculations. We review the payroll run before it goes out: we compare each month with the previous period and clarify any outlying differences before approval.
- Restricted access. Only the colleague who needs it for their work has access to wage data; executive pay is handled separately.
- Confidentiality in writing. Data that comes to our knowledge is treated with strict confidentiality, which we also confirm in writing in the engagement contract, in line with GDPR requirements.
- Payslips handled confidentially. Individual payslips are handed over so that only the employee concerned and the contact person named by the client can access them.
- Integration with the bookkeeping. Payroll postings are prepared in the requested breakdown and format, reconciled with the general ledger accounts — including where we do not keep the books.
- An auditable trail. The payroll and return figures are traceable, so in an official inspection or an audit the supporting evidence is available immediately.
A switch during the year is also possible. Taking over payroll requires the opening figures, the year-to-date cumulative income and any pending matters to be carried over — we do this with a handover list and checked reconciliation, so that the annual certificates and the personal income tax return figures are correct.
Frequently asked questions
Payroll — what is worth knowing
At what headcount is it worth outsourcing payroll?
There is no sharp threshold. At a small headcount the benefit is typically the expertise and the cover between colleagues; at a larger one it is the workload of the process and the risk of non-compliance. To decide, it is worth weighing up the current internal effort and also what an incorrect payroll run or a missed registration would cost.
How do you handle employees’ personal data?
We process personal data only to the extent necessary for payroll, restrict access to the colleagues working on the engagement, and undertake confidentiality in a separate declaration. The method, channel and format of data transfer are agreed together with the engagement.
Can you handle payroll and bookkeeping together?
Yes, and the two services are most efficient in one place: the payroll postings are prepared directly in the breakdown the bookkeeping needs, so reconciliation is faster and there is less scope for error. We also take on payroll on its own, alongside another bookkeeper.
By when must the monthly payroll data be submitted?
We agree the exact deadline together, typically the last days of the month or the first working days of the following month. Once attendance data, absences and variable pay elements have arrived, we prepare the payroll postings, the payslips and the returns, so that payment and the tax liabilities are in order on time.
Who has access to wage data?
Confidential handling of wage data is a basic requirement. Only designated colleagues take part in the processing, the data is handled in a closed system under a duty of confidentiality, and we share it only with the people you name.
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Request a quote
Ask for a payroll quote
Tell us the number of people you employ, the types of employment relationship and your current payroll routine, and we will put together our quote.