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  • Changes to employment law that will affect payroll in 2019 Jan 31, 2019

    Blimey! What a year 2018 was eh? If you’re like me, you’ve barely made it out alive and are hanging on to your sanity by the skin of your teeth. HOLA 2019! I actually have a good feeling about this year. I’m going to reinvent myself, start volunteering at the local puppy shelter and finally call out Dave from Accounts about farting in the lift every morning. I imagine all this with a big hopeful smile on my face and then BAM, I remember all the changes that 2019 will bring to employers, accountants and payroll providers and it all comes crashing down. If you fall into any of these categories then here are the 3 biggest things that 2019 has in store for you.


    1 - Increase in NLW and NMW


    The biggest payroll change to come into effect in 2019 is the increase in the National Living Wage (NLW) and National Minimum Wage (NMW) as outlined in the 2018 Budget with a capital B. This will take effect from April 2019. Under the new NLW the minimum hourly rate workers aged 25 and over are entitled to will increase from £7.38 to £7.70 and 18-20 year olds from £5.90 - £6.15 and workers who are over compulsory school age but not yet 18 will see their hourly rate increase from £4.20 - £4.35. Apprentices will also see their minimum rate increase from £3.70 - £3.90 providing the apprentice is under 19. Phew! Got all that? There’ll be a pop quiz once we’re done!


    2 - Auto-enrolment contributions increase


    I talked in a previous post about the increase in minimum contributions from April 2019. Basically the workers’ automatic enrolment contributions increase from 2% to 3% and the employees’ contributions increase from 3% to 5%. If you do not meet these contributions then you do not qualify for the auto-enrolment scheme and can be sentenced to death. Just kidding, but it is in in both you and (especially) your employees’ best interest to have all your ducks in a row before the cut-off date to avoid any nasty surprises or slaps on the wrist. Your payroll software should automatically do the calculations for your employees.


    3 - Payslips


    The last Big (with another capital B) change is to how employers issue payslips. From the 6th of April 2019, the legal right to a payslip will be extended to include those who are recognised as “workers” including those on zero hour contracts. Employers are also obligated to include hours worked on their payslips for all employees whose wages vary depending on hours worked. This is a huge undertaking for a huge proportion of businesses. Gone is the gig economy and in its place are revolutionaries who stood up and demanded to be counted! Well, their hours at least. Good for them - a pain in the butt for payroll departments!


    So how can you avoid a mental breakdown as an employer in 2019? Well, besides volunteering with me at the puppy shelter on weekends, it’s simple - you can save yourself the stress by using a dedicated payroll software that does all the hard work for you. If you haven't already invested in one then it’s time to move to the museum with the other fossils because the future is here, Barbara! With all these big changes happening in 2019 there is no time like the present. Head on over to www.brightpay.co.uk to start the New Year off right.



    Written by Aoibheann Byrne | BrightPay Payroll Software


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    Viva la revolution - client payroll entry is here
  • What do we want? The perfect payroll solution. When do we want it? Now! Jan 28, 2019

    Here are some really easy questions to answer:
    • 2+2? 4
    • Should I give the nice young man on the phone my banking details? No
    • Should I use payroll software to automate my payroll, saving me both time and money? Absolutely.
    See? Easy! So you’ve decided to join the smart kids club, congratulations! Now come the difficult questions:
    • Who do I hate more, Kanye West or Donald Trump?
    • Were Ross and Rachel really on a break?
    • Which software provider should I choose to do my payroll?
    Like browsing through online dating sites, there are 7 factors that you should take into account whilst selecting the ‘perfect payroll partner’:

    Cost - Ease of use….Free tria….woah ooooooook let’s end that analogy right there and start again.

    *ahem* There are 7 factors that you should, take into account while picking the right payroll software for ‘your needs’:

    Cost - Ease of Use - Free Trial - Security - Online Support and - Features. Let’s discuss:
    • Cost - As a business owner you need to be careful with costs. As a small business owner, you need to be even more careful with payroll costs. You need to look out for what features are offered as standard and what may be charged as extra in future. You will most likely be tied into a contract and a lot of companies will charge you for software support which is essential with all the upcoming changes coming your way.

    • Ease of use - exactly what it says on the tin! You don’t want to need a computer science degree to use the bloomin’ software. Make sure even the least-tech savvy person in the office can still use the payroll software system (not naming any names, Barbara). And if you’re still having trouble then what do we need? SUPPORT! When do you we need it? Actually it’s been a pretty rough week I could wouldn’t say no to a hug right about now...

    • Free trial - Yes yes, a thousand times yes! This is the best way to get feel for how it works and manages your payroll over the course of the trail. Free trials, free demo, free money; look out for great offers!

    • Security - If you’re dealing with finance then security is paramount. And since the introduction of GDPR your employee and client data is now just as important to keep under lock and key. Check that the payroll software can backup and restore data if it becomes corrupted and that there is end to end encryption. This way you can breathe easy and know that your data is in safe hands and you won’t be given the death sentence for breaching data protection laws.

    • Online Support - I’ve said it before and I’ll say it again. Good customer support is as important as a daily skincare routine! A lot of places will charge extra for this so make sure to check before you buy.

    • Features - It’s a veritable quagmire out there when it comes to businesses trying to sell you stuff and be heard amidst the chaos. Payroll is no different and you will be bombarded with different features that companies will try and use to entice you into bed. So here are some of the things that you should be looking out for:
      • Automated payslips
      • RTI Compliant
      • Auto enrolment functionality
      • Data analysis
      • Time & Attendance
      • GDPR Compliant
      • Reliable Customer Support
      • Employee Portal
      • Pay Period selection
    So there you have it. All the information you need to make an informed consumer decision. Or you could just save yourself a lot of time and effort and head straight over to BrightPay who have actually been voted Payroll Software of the Year 2018 at the Accounting Excellence Awards.

    BrightPay’s snazzy interface is easy to use and they offer free (yes, FREE) support via email and phone. BrightPay offers a plethora of payroll features that make it, literally, the best out there.

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    Written by Aoibheann Byrne for BrightPay Payroll Software
  • Payslips, Employee Consent & a Self Service Portal Jan 16, 2019

    GDPR came and went one year ago but has anything changed? The short answer is no. All businesses must continue to protect and securely manage the payroll data they manage on behalf of their employees. Payroll bureaus must also continue to protect their clients payroll data.

    Businesses must provide their employees with information on what happens to their data, for example sharing employee’s personal data with a third party (payroll bureau) who processes the payroll. Employee personal data can be stored and managed by a payroll bureau, bookkeeper or accountant for the sole benefit of correctly paying their wages, paying the correct tax and providing a payslip. All of this legitimately falls under the remit of the GDPR legislation.

    By law, you must provide employees with payslips which include personal data such as proof of earnings, tax paid and any pension contributions. It is advisable that bureaus take steps to protect and securely send this payslip information.

    Employee Consent

    Many bureaus have expressed concern and confusion in relation to getting consent from client’s employees and securely distributing payslips. Payroll bureaus do not need to seek consent from individual employees that the payroll is processed for. However, the employer will need to inform their employees that they are sharing their personal information with a third party. It is also an employers responsibility to ensure that their payroll bureau or accountant is taking action to protect their employees’ payroll information under GDPR.

    An employee cannot withdraw their consent for their personal data to be used as part of the payroll processing. It should be noted that bureaus should keep only the personal data that is strictly required for the purpose of the payroll. This is referred to as data minimisation or privacy by default.

    Posting Payslips

    There is nothing in the GDPR legislation that states it is no longer permissible to post payslips. Payroll bureaus who post payslips will need to ensure that all appropriate security measures are in place to protect the payslip. This may include using security payslip envelopes, marking the envelope as ‘Private and Confidential’ and ensuring that it is addressed to a specific person. In some cases, you may decide to use registered post.

    Emailing Payslips

    There is nothing in the GDPR legislation that states it is no longer permissible to email payslips. However, payroll bureaus should take steps to securely protect each employee’s payslip. When emailing payslips, bureaus should ensure that all payslips are password protected with a password that is uniquely chosen by the employee. The payslip should be sent directly to the employee’s chosen email address.

    Where a generic and identical password is used for all employees, this could be considered a breach of GDPR. In this scenario, the bureau could be seen as not taking sufficient steps to offer the most secure environment to protect employee’s personal pay information.

    Furthermore, your payroll provider should provide secure encryption on all payslips and automatically delete payslips that are being sent from their server. Check with your provider to be certain that they are offering this level of protection. If not, you should look for another payroll provider who does. For maximum security, it is recommended (but not mandatory) to offer a secure self-service portal to securely send and store payslips and other sensitive payroll documents.

    Recommended Self-Service Option

    The GDPR legislation includes a best practice recommendation for businesses to provide individuals with a secure self-service platform offering remote access to information held. On a self-service system, employees would be able to remotely access payroll information including payslips, contact details, and employee documents such as employee contracts and handbooks. Employees may also be able to request leave and view their annual leave entitlements including leave taken and leave remaining, which are also considered as personal data.

    According to the Information Commissioner's Office (ICO)

    The GDPR includes a best practice recommendation that, where possible, organisations should be able to provide remote access to a secure self-service system which would provide the individual with direct access to his or her information (Recital 63).

    The employee self-service portal should be password protected for every employee. Again, identical or a generic password must not be used for all employees. Each employee's password should be unique, chosen by the employee and confidential, offering maximum protection. Accessing payslips and personal contact details through a remote access secure system will provide flexibility and full transparency for employees to retrieve their information at any time.

    A self-service portal offers significant benefits for payroll bureaus to comply with the GDPR legislation. Remote access will provide clients and their employees with direct access to their payroll information anywhere, anytime. Clients can login 24/7 to view their employees' payslips, HR documents, amounts due to HMRC and other payroll reports.

    Payroll bureaus also benefit as they can now automate the distribution of payslips and payroll reports. With some systems, payslips and payroll reports will be automatically available on the self-service portal as soon as the payroll has been finalised. This offers additional security against cyber attacks and eliminates email hacks that could occur when sending payslips or payroll reports by email. Additionally, a self-service option allows payroll bureaus to keep their data updated and accurate as employees can edit their contact information.

    Written by Karen Bennett | BrightPayPayroll Software

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  • BrightPay wins Payroll Software of the Year 2018! Nov 13, 2018

    The Accounting Excellence Software Awards celebrate the achievements of ambitious and growth-oriented firms and technology providers. The awards are based on the biggest independent business software survey conducted in the UK, with around 12,000 customer ratings making up the overall results each year. So to win the Payroll Software of the Year would be a big deal, right? Duh. It would, in fact, be a HUGE deal. And why is that?

    To quote AccountingWeb’s website:

    “using customer feedback to determine the winners is what makes these awards so important and the ongoing survey presents a unique opportunity to assess what is happening on the profession’s front line”.

    (Can we just take a second to appreciate the image of the “front line” of payroll?
    *frantically screaming while bombs whistle in the background* “I’m going to need a P45 over here STAT or this guy’s going to be charged emergency tax next month and godDAMNit I can’t let that happen to one of my own again”.

    Ok I’m done).

    I’m a modern day woman, a child of the technological revolution, born and raised in a microchip. And those of us who have embraced technology (i.e. your whole client base if you are a software provider) rely heavily on other people’s opinions in order to make an informed purchase about their payroll software. This is not even being a sheep following the herd, as is so typical of many technological communities. It’s more of a way of everyone looking out for each other. We all know how easy it is to be told by a company how amazing they are only to be disappointed. (Like a business Tinder - the profile picture never looks anything like them). The point is we’re inherently wary about what a company has written about their own product.

    It’s like getting a CV from Tommy who describes himself as being “punctual, able to multitask, and a team-player” when in reality, he’s late every day, has a slight whiff of BO and chews with his mouth open. If I want the real story I need to hear it from the people who worked with him. Hence, if I am buying something, then I want to hear from people who actually used it and are offering their opinion based on real life experience. So, the fact that BrightPay has won the Payroll Software of the Year Award and the fact that this award based on THOUSANDS of customer reviews should tell you that it is a pretty awesome piece of kit.

    Here are a selection of actual customer testimonials from the BrightPay website:

    upload_2018-11-13_9-36-14.png
    *not an actual review - but it could be..

    Not only that but BrightPay have a 99% customer satisfaction rate. 99%!! That is the stuff that corporate dreams are made of.

    As a company, BrightPay are going from strength to strength and this award was (in my opinion) well overdue and deserved. I may be biased, but the thousands who voted for them and raved about the payroll functionality are not. Book your free demo today to see just what all the fuss is about at https://www.brightpay.co.uk/book-demo/.


    Written by | Aoibheann Byrne | BrightPay Payroll Software


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  • Ireland gets ready for Auto Enrolment Nov 8, 2018

    It was previously announced that an Automatic Enrolment pension system is being introduced in Ireland. It is expected to come into effect in the year 2021.

    Automatic enrolment (AE) places a lot of responsibility and new duties on employers. It will be the employer’s responsibility to ensure that they have assessed all of their staff correctly and enrolled eligible staff into a qualifying AE pension scheme. Employers will then have to make contributions on behalf of their employees.

    BrightPay payroll software will be ready for auto enrolment in 2021. Our team of experienced developers have already successfully programmed this feature in our UK version of BrightPay.

    Auto enrolment is an integral part of our payroll software in the UK. BrightPay UK doesn’t just include an auto enrolment functionality; it automates the entire process, alleviating a lot of the administrative burden for payroll processors. We have also worked directly with main pension providers, offering integration to ensure the process is as seamless as possible for our users.

    We like to make both payroll and auto enrolment easy for our users. For example: within BrightPay UK, flags appear alerting users that there are auto enrolment duties that need to be performed. Pension file submissions can be sent easily to pension providers either by CSV upload or directly through BrightPay’s API integration tools.

    Here are just some examples of what our UK customers have to say about the auto enrolment functionality in BrightPay:

    “I believe BrightPay is one of those rare gems you occasionally discover. It offers great functionality for the payroll overall, but is exceptional at its intuitive handling of Auto Enrolment. And all this at a very cost effective pricing structure. Thoroughly recommended... to anyone!!” - Jonathan Coe, ACE Accountants

    Used HMRC Basic PAYE Tools for 6 years, downloaded various other software providers in response to auto enrolment. Was not really happy with any of their layouts. Downloaded BrightPay, which I immediately was able to navigate and easily set up auto enrolment. Even my accountant asked what payroll I used and I was happy to recommend BrightPay. - Martin, Healy on Homes Ltd.

    We switched to BrightPay from Sage Payroll when auto enrolment came in. The product is intuitive, easy to use, flexible and great value. I often recommend BrightPay to other finance professionals. - Paul Harrington, Sheffield and Rotherham Wildlife Trust

    BrightPay will be ready for auto enrolment and we will be committed to making the process a seamless one for our customers. Take your first step to auto enrolment readiness today by downloading our free 60-day trial.


    Written by Cailín Reilly | BrightPayPayroll Software

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  • One month to Deadline. Ireland introduces RTI Jan 2019 Nov 7, 2018

    Real Time Information (RTI) was the most significant change ever made to PAYE. The change welcomed a new and improved way of reporting PAYE information, in real time directly to HMRC. The biggest hurdle was of course, that the payroll submission had to be made to HMRC every time an employer paid an employee, be that monthly or weekly.

    This change was introduced in April 2013 which was 5 years ago this year. The confusion and mayhem that surrounded the PAYE changes have now likely been forgotten by most employers. Looking back on how things used to be with the many improvements RTI has brought to PAYE, many can’t imagine doing things any other way.

    Today, employers simply open their payroll software and once they’ve finalised their employees’ payslips they then click a button to submit their FPS to HMRC. All in a matter of seconds. The whole process is effortless, and with good payroll software, RTI adds no extra time to the payroll processing.

    In Ireland, real time reporting is lingering on the horizon and the deadline is ever nearing. It is called ‘PAYE Modernisation’ in Ireland and it will be introduced into law for Irish employers on the 1st of January 2019.

    For those processing payroll in Ireland and wondering how this is going to affect them, employers in the UK can certainly empathise with them.

    RTI was a success story for the UK, achieving its main aims: to make PAYE submissions more efficient and to ensure the accuracy of payroll and tax information for employers and employees.


    Written by Cailín Reilly | BrightPay Payroll Software.
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  • Never miss an update on the things that matter most to your payroll. Oct 4, 2018


    Do you fear you're missing out on import
    payroll updates?


    Maybe you want to hear about upcoming free webinars with a variety of expert guest speakers?

    Have you missed out on special offers before and don’t want to risk missing out again?

    Perhaps you're looking for
    payroll advice?



    Whatever your reason, we’ve got a newsletter that can help!

    The BrightPay team are committed to providing our customers and prospective customers with the most relevant, up-to-date payroll related news.

    We pride ourselves on offering our subscribers detailed guides and white papers focused around the most topical payroll updates.

    We hold a variety of specially designed free payroll webinars for employers and payroll bureaus with a sole purpose of educating our audience about what’s new in the payroll world and how BrightPay can help. We often have expert guest speakers joining us.

    Also, for those that are subscribed to our newsletter, they can be assured that they will be the first ones to hear about any upcoming special offers we have.

    Don’t miss out any longer! Signing up is easy - Click here, enter your details and begin to reap the rewards! Unsubscribing is just as easy and can be done as soon as you no longer want to hear from us!


    Written by Cailín Reilly | BrightPay Payroll Software


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  • BrightPay wins ‘Payroll Software Product of the Year’ Sep 21, 2018

    BrightPay was announced the winner of ‘Payroll Software Product of the Year’ at this year’s AccountingWEB’s Software Excellence Awards. The winner was decided by a public vote held by AccountingWEB, whereby members were asked to rate the software systems that they use to determine the best products on the market.


    It’s a great achievement for BrightPay to win this prestigious award, especially since it is a relatively new payroll system which was introduced just six years ago. BrightPay also has a 99% customer satisfaction rate, and is used to process payroll for over 120,000 businesses across the UK and Ireland.


    Marketing Manager at BrightPay, Karen Bennett says: “We’re delighted to win this award, especially after coming so close last year. It’s fantastic for BrightPay and our team to be recognised by our customers and the AccountingWEB members, and a massive thank you to everyone who voted for us.”


    Paul Byrne, Managing Director, says: “It’s a real pleasure and honour to receive this award. It’s great to see such recognition for all the hard work we have put in. We work hard each year to improve the BrightPay experience for all of our customers, both in terms of the payroll software itself and the customer support that we offer.”


    Over the last year, our team of developers have been working hard to make BrightPay better than ever. This year, the primary focus has been on BrightPay Connect, our optional add-on product to BrightPay payroll software.


    BrightPay Connect offers our customers online functionality to improve the payroll and HR process even further. The payroll is still processed on our desktop BrightPay payroll application, but the payroll information is automatically and securely backed up and stored in the cloud.


    Book a payroll demo today to see for yourself why BrightPay won ‘Payroll Software Product of the Year’.

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  • Ireland will look to the UK for Auto Enrolment guidance. Jul 12, 2018

    In the UK, Workplace pension savers increased by 9 million with the introduction of auto enrolment. Ireland now plans to shadow the success that the UK has had and will introduce an auto enrolment pension system. Prime Minister for Ireland, Leo Varadkar, has set out a roadmap for pension reform in Ireland and hopes to have the same victories as the UK, ultimately helping Irish workers increase their savings for retirement.


    The Irish Minister for Employment Affairs and Social Protection, Regina Doherty has launched a consultation on the future of workplace pensions and provision for retirement. The aim of the consultation is to highlight the design of a new approach to the State contributory pension from 2020. At the end of the consultation, a detailed report will be compiled on all of the proposals and observations made by those who involved in the consultation.


    The new ‘Total Contribution Approach’ (TCA) will see a person’s contributory pension be proportionate to the contributions they make. The approach will be fair for periods of child-rearing, full-time caring and periods in receipt of social protection payments.


    “The Government will establish an automatic enrolment system to enable employees who do not currently set aside personal retirement savings to do so. There will be a separate consultation later this year on auto-enrolment, and I look forward to hearing from you on that issue in due course.” - Minister for Employment Affairs and Social Protection Regina Doherty.



    Written By Cailín Reilly | BrightPay Payroll Software



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    GDPR is changing how we communicate with you. From May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at anytime. Don’t miss out - sign up to our newsletter today!



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  • How TPR have used their powers in the last three months Jun 5, 2018

    Six pension schemes whose trustees were fined as they produced non-compliant documents that didn’t meet the standards required by law. The Pensions Regulator (TPR) announced their investigation into a number of pension schemes suspected of being linked to cold-calling. A number of pension holders had been contacted over the phone and were persuaded to transfer their retirement funds into poorly-run schemes as they were being offered cash incentives and promised high returns. Although many requested for their funds to be transferred into low-risk UK based investments, they were instead transferred into high-risk investments overseas.

    Mike Birch, TPR’s Director of Case Management, said:

    “Cold-calling pension holders isn’t illegal yet, but no reputable business does it. We would urge anyone to contact Action Fraud if they are phoned and offered the chance to transfer their pension”.

    TPR says that their message is simple:

    “A cold-call about your pension is an attempt to steal your savings”.

    Pension schemes that have produced non-compliant chair’s statements have been named for the first time by TPR. Nicola Parish, TPR’s Executive Director of Frontline Regulation said:

    “What some trustees put together as a chair’s statement is disappointing. These statements are important documents and should demonstrate to scheme members that the trustees are doing a good job and savers’ money is being well looked after”.

    TPR offer a guide for trustees about how to complete a chair’s statement to guide them through the process, so there is really no excuse. Workplace pension schemes that don’t meet the requirements will not only get a fine, but will now be named on TPR’s website too.


    BrightPay Newsletter - Are you missing out?

    GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at any time. Don’t miss out - sign up to our newsletter today!

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    Written by Holly McHugh | BrightPay Payroll Software


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  • Auto Enrolment Penalty: Two years imprisonment and/ or an unlimited fine May 16, 2018

    The Pensions Regulator (TPR) is to prosecute a company, it’s directors and some senior members of staff on suspicion of illegally opting their employees out of theirworkplace pension scheme.

    The accused company has apparently logged in to their employees’ auto enrolment pension scheme portal, using their employee’s personal details and terminated their employee’s membership of their pension scheme. By doing this, the accused breached the terms of use, which clearly states, employees must opt out themselves if they wish to do so.

    The accused will now have to appear in court where a conviction for computer misuse can carry a maximum six months imprisonment and/ or an unlimited fine in a magistrates’ court, or two years’ imprisonment and/or an unlimited fine if committed to the Crown Court.

    BrightPay Newsletter - Are you missing out?

    GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at any time. Don’t miss out - sign up to our newsletter today!

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    Written by Cailìn Reilly | BrightPay Payroll Software
  • Are you an employer who has to provide a pension? May 2, 2018

    If you’re an employer and have employed staff before the 1st October 2017 then you should have enrolled them into a pension scheme from their employment start date. Your staging date is the date that the auto enrolment law applies to you.

    If you’re employing staff for the first time from 1st October 2017 it’s important to understand what to do and when, so you can meet your automatic enrolment duties on time.Your legal duties begin on the day your first member of staff starts work.This is known as your duties start date. Even if you think you won’t need to put staff into a scheme, you’ll still have duties.

    After you choose your pension scheme and worked out which staff must be put in, you’ll need to pay your pension scheme every time you run your payroll. You need to monitor your staff’s circumstances incase their age or earnings have changed which may cause them to be an eligible employee where they would need to be enrolled.


    What you need to do and when

    Confirm who to contact
    Inform The Pensions Regulator who they should send letters and emails containing help and guidance to.
    You should do this straight away.


    Choose a pension scheme

    Ensure that you have a pension scheme that can be used for automatic enrolment.
    Start this now, as it could take some time.

    Work out who to put into a pension scheme
    Work out who you need to put into a pension scheme on your staging date.
    Do this on your staging date or duties start date.

    Write to your staff
    Write to each member of staff individually to tell them how automatic enrolment applies to them.
    Do this within 6 weeks of your staging date or duties start date.

    Declare your compliance
    Inform The Pensions Regulator how you’ve met your legal duties by completing your declaration of compliance.
    Do this within 5 months of your staging date.

    BrightPay Newsletter - Are you missing out?

    GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at any time. Don’t miss out - sign up to our newsletter today!

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    Written by Holly McHugh | BrightPay Payroll Software
  • Payroll Data and GDPR: What you need to know Apr 25, 2018

    An Introduction
    The General Data Protection Regulation (GDPR) is the latest regulation to rock the business world. Getting compliance right will be a cause for concern both for employers who manage and process their payroll in-house and those who outsource the payroll processing to a third party. The concept of GDPR will involve an update to the current regulation which will replace the Data Protection Act 1998. It will require businesses to protect the personal data and privacy of EU citizens for transactions that occur within the EU. The new regulation will apply to every company including sole traders who process the personal data of individuals operating in the EU.


    The GDPR Deadline
    The GDPR deadline is the 25th May 2018 and will protect individuals data in an increasingly data-driven world. The 25th May is not a start date but rather a deadline for companies to prepare and become compliant by. Whilst the UK is set to leave the EU, the deadline for GDPR will come into effect before the UK exits the EU. It has been confirmed in the Queen’s Speech that post Brexit, GDPR and data protection rules will be incorporated into UK law. Therefore, every UK business that collects and manages data on citizens in the EU will need to comply with the new rules by the 25th May deadline.

    In this guide, we will specifically look at the impact of GDPR on your payroll processing and highlight the biggest areas of concern. We will walk you through some important steps to achieve GDPR compliance by examining the following topics

    • What does GDPR mean for your payroll processing?
    • How GDPR affects your payroll processing
    • GDPR preparation
    • Outsourcing your payroll
    • Proof of compliance
    • Protecting payroll data
    • Payslips & GDPR Compliance
    • Employee consent
    • Emailing payslips
    • Recommended self-service access
    • Breaching GDPR
    • Data breach plan of action
    • Non-compliance and penalties
    • How is BrightPay Preparing?
    • Enhanced security measures
    • BrightPay Connect - remote access self-service
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    BrightPay Newsletter - Are you missing out?

    GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at any time. Don’t miss out - sign up to our newsletter today!

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    Written by Karen Bennett | BrightPay Payroll Software

    Related Articles:
  • What does GDPR mean for your payroll processing? Apr 18, 2018

    Businesses process large amounts of personal data, not least in relation to their customers, their customers’ employees and their own employees. Consequently, the GDPR will affect most if not all areas of the business and the impact cannot be overstated. All businesses make sure that their payroll data will be processed securely and responsibly under GDPR.

    Given technological advancements and recent cyber attacks, an updated security process is definitely required by businesses to protect the personal data that they manage. GDPR is not a new concept, it is simply a data protection process that is being upgraded to protect all individuals. GDPR will see an overhaul of the Data Protection Act and the way we currently process, manage and store individual data.

    Businesses are legally obliged to protect payroll information on behalf of your business and your employees where you must:
    • Only collect information you need for the specific purpose of completing the payroll.

    • Keep employee payroll information safe and secure.

    • Ensure employees data is relevant and up-to-date for the purpose of processing the payroll.

    • Only hold information you need and for as long as you need it to manage the payroll.

    • Allow your employees to view their personal information that is kept upon request.

    Download our GDPR guide where we will specifically look at the impact of GDPR on your payroll processing and highlight the biggest areas of concern. We will walk you through some important steps to achieve GDPR compliance.
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    Download here | Register for GDPR webinar


    Agenda
    • What is GDPR and why is it being implemented?
    • Why employers need to take it seriously
    • How it will impact payroll bureaus
    • How to prepare for GDPR
    • How we are working to help you
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    Written by Karen Bennett | BrightPay Payroll Software
  • Payroll Processing: Understanding GDPR & Data Management Apr 12, 2018

    Employers must provide employees and any job applicants with a privacy notice setting out certain details about how their information is managed. Employees will have greater rights to be informed about how long their information will be stored and how it will be used. Employees can request access to the personal information that is held on them where they can request to have it rectified and in some cases where there are no compelling reasons to retain the data they can request for it to be deleted. Employees now have the right to increased transparency to ensure their data is being managed correctly under the GDPR legislation.


    There is a lot of information to digest and understand around the topic of GDPR. To prepare, it would be beneficial to take advantage of the payroll software providers who are running free training sessions that are easily accessible online. Employers must fully understand the concept of GDPR and the impact it will have on both their business and their employees.

    There are three basic sets of rules relating to individual’s payroll and personal data:


    Data Management


    Payroll and personal data must be processed lawfully, fairly and in a transparent manner. Employee data must be collected for the legitimate purpose of completing the payroll. Your payroll data must be kept up-to-date and accurate and only be used for processing the payroll. Businesses must ensure that the employee payroll data is protected and adequately secured against loss, damage, unlawful access and cyber attacks.


    Data Processing

    Payroll bureaus or accountants may process the payroll on behalf of an employer. Processing data on behalf of payroll clients is lawful as long as there is a written contract between you and your accountant / payroll bureau. This contract represents a legal obligation for a payroll bureau, to process data in order to complete a client’s payroll and provide payslips as agreed each pay period. Payroll bureaus must only process data as per the written instruction of their client, hence it is of the utmost importance that a comprehensive contract is in place.


    Additionally, the GDPR legislation sets out further requirements regarding what must be included in the contract between a payroll bureau and their client. These include, but are not limited to, confirmation of security, confidentiality and details of any sub-processor used.


    Transferring Data Internationally

    Under GDPR, it is prohibited to send your payroll data outside the European Economic Area unless that country provides an adequate level of protection for the rights of individual's personal data. Transferring your data outside of the EU requires extra caution and must meet the specific criteria as set out in the GDPR regulations.


    Free GDPR Webinar for Employers - 9th May



    What does GDPR mean for your business?

    Employers process large amounts of personal data, not least in relation to their customers and their own employees. Consequently, the GDPR will impact most if not all areas of the business and the impact it will have cannot be overstated. In this webinar, we will peel back the legislation to outline clearly:


    Agenda

    • What is GDPR and why is it being implemented?

    • Why employers need to take it seriously

    • How to prepare for GDPR

    • How we are working to help you
    Register Here.PNG


    BrightPay Newsletter - Are you missing out?

    GDPR is changing how we communicate with you. After May 2018, we will not be able to email you about webinar events, special offers, legislation changes, other group products and payroll related news without you subscribing to our newsletter. You will be able to unsubscribe at anytime. Don’t miss out - sign up to our newsletter today!

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