Civica Payroll Services

What's involved in changing your payroll provider? 

Once you have decided you would like to change your payroll provider there are some steps you will need to take.

Civica HR & Payroll will provide you with a Project Manager to oversee your successful on boarding. Your PM will discuss timescales with you and agree a target go live date before developing a project plan specific to your business.

Here are some of the key steps in the process:

  1. Give notice to your current provider (some may require up to 6 months)
  2. Obtain your BACS service user number (currently used by your existing provider)
  3. Inform your Bank that the Payroll Bureau will be changed and provide details – particularly their Bureau number
  4. Set up the BACS payment limit with your bank
  5. Make any necessary changes to your Finance Regulations

Information you will need to provide

Employee information

You will be asked to complete an Excel document that will us provide us with details of all the employees paid in the current Tax Year, their year-to-date earnings and statutory deductions.

Company information

You will also be required to complete a questionnaire that provides with key information on your company, including:

  • Payment and Deduction Types
  • Pension Schemes
  • Sick Pay Schemes
  • Maternity Pay Schemes
  • Pay Dates
  • Tax Reference
  • How to calculate a day’s pay

Bank Information

You will also be asked to complete a document containing your company bank details so we can pay your employees.

Set-up and Parallel Running

We aim to complete two parallel runs to ensure the payroll has been set up correctly – that is we will be running your payroll at the same time as your existing provider. This means that you will need to provide us with the same information you are sending to your current provider each pay period. (We will review the data and advise if we need it in a different format.) We will require copies of reports/payslips from the current provider to ensure Civica produces the same results. As part of this process we will produce the standard Civica reports for you to review.

Go Live

Once the parallel runs have been completed you will be ready to go live. We will create a deadline calendar specifically for you that takes into account both your pay date/dates and the combination of services that you have purchased.
We hope you have found this useful. If you would like any further information then please don't hesitate to contact us.

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