Thinking about payroll, particularly when you may be juggling caring for others, or dealing with your own caring needs, can feel like another admin chore. Here are some ‘top tips’ to help you keep on top of it all and to keep your payroll process running smoothly.
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Keep a record of the hours worked each day/week for your PA(s)
This can be in any format that works best for you: a written diary, wall calendar, spreadsheet, phone notes or email yourself. Update these as often as possible because it is very easy to forget details after a few days. This means that when you need to tell us of a change (for static hours), or you need to submit a timesheet you will have all the information easily to hand.
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Keep a record of holiday
Employees are entitled to 5.6 weeks of paid annual leave (inclusive of bank holidays). For most, the holiday year will run April – March to be in line with the funding allocated for holiday cover. As the weather warms up and the long summer school holiday approaches it is really important to keep records of when your PA takes holiday, and to make sure they are taking time off. We have a free holiday calculator spreadsheet available, just get in touch and we’ll email it over to you.
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Deadline reminders
Time goes so quickly (we’re already almost halfway through the year!), and it’s easy to forget to submit a change or timesheet to us by the deadline. If you send us timesheets and haven’t already signed up for our free text message service, then please get in touch with us and we will send you reminders of the date to submit each month. You could also set-up reminders on your phone, put a note on your calendar or even set up reminders on your smart speaker.
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Make sure forms are fully completed
To avoid any delays in processing payrolls, please double check that all information that is asked for on starter forms is completed before you send it over to us. If you’re unsure on how to fill in any section, feel free to contact us.
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Keep payroll information secure
As an employer, you have a responsibility to ensure that you are keeping personal information about your PA(s) in a safe and secure way. Keep all paper copies of contracts, starter information, right to work checks and payroll information in a safe place, ideally somewhere that only you have access to. When using our online portal, remember never to share your login details or password.
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