Terms of Service

Important information about our charges and service lengths

Payment terms

Our payment / credit terms are one calendar month from the invoice date and accounts are invoiced monthly for amounts greater than £20.00 or quarterly for lesser amounts. Our charges are based on a minimum twelve month service period and payment must be made by direct debit. Other charge structures apply for periods of continuous service less than twelve months.

Cancellation of service / Non payment

Should you decide not to continue with our payroll service prior to us processing your first payments we will charge for the time we have spent preparing your payroll system which will include our software suppliers licence fee charged for each new company. Our payroll service is provided on the understanding that it will continue for a minimum period of 12 months or a lesser period that has been previously agreed, we will refer to this as the minimum service period.

Employer payroll and Accountant outsource only

Providing the reason for cancellation is not due to matters on our part and the minimum service period has not been completed we will charge up to 50% of the expected income from the date of cancellation to the end of the minimum service period.

If payment is not made within the credit terms interest may be charged and you will be liable for the greater of either our costs in recovering any outstanding amounts or £12.50. We will terminate our agreement with you if your account remains unpaid and charge 50% of the expected income from the date of termination to the end of the minimum service period if the minimum service period has not been completed to cover our costs in setting up your payroll.

Once the minimum service period has been completed we require one month's notice of cancellation of service.

Nanny payroll only

Providing the reason for cancellation is not due to matters on our part no refund of any fees paid will be made, however, if requested to do so we will continue with our obligations regarding submission of year end forms etc.

If payment is not made within the credit terms interest may be charged and you will be liable for our costs in recovering any outstanding amounts. We will terminate our agreement with you if your account remains unpaid and charge 100% of the expected income from the date of termination to the end of the tax year if we have done work on your behalf during the tax year that the unpaid amount refers to.

We require one month's notice of cancellation of service to be received a minimum of one month prior to the end of the tax year.

Charging basis for service periods of twelve months or more

Employer payroll and Accountant outsource only

The online charge calculator estimates the number of payslip calculations (payslips) that would be performed over the year and calculates an average monthly number based on a four week payment month. For five or less payslip calculations a fixed minimum charge is made, for numbers greater than five a series of charging bands is used. The charge band into which the estimated number falls is multiplied by the average number of payslip calculations within a calendar month to arrive at the final estimated charge.

When we issue invoices we use the same method as our online calculator except we use the actual number of payslip calculations we perform instead of an estimated average. Therefore the actual cost of our service will rise and fall inline with the work we do for you. If we are asked not to process or no details for a payment period are submitted we may make a charge equal to the normal processing charge for the missed payment period. Our charges are based on a employee retention rate of 75% or greater, if your retention rate is less than 75% higher charges may be incurred in line with the extra work involved in terminating and starting employees. If an originally agreed minimum service period is not reached our terms regarding cancellation, detailed above, will be used.

Our charging structure is based on us processing a pay period once from a single submission of pay information. If we are required to perform any re-calculations due to changed pay details or similar on a pay period that has already been finalised it will be charged at 75% extra of the normal rate. If we are asked to calculate the same pay period more than once without completing the pay period the second and subsequent runs will be charged at between 75% and 100% extra of the normal rate. The minimum charge for a recalculation run is £7.50. Recalculation charges for Accountants outsourced payrolls will be charged at 100% extra of the normal Accountants rate. The minimum charge per recalculation run for Accountants outsourced payrolls is £5.00. Any work performed not detailed elsewhere in these T & C's or in our charges rates schedule will be charged by the hour at the current rate as set out in our charge rates schedule.

If we process more than one payroll for a single customer we will reduce our minimum charge fee by 25% for each additional payroll processed in the same pay period subject to them having different PAYE scheme references.

Nanny payroll only

Our charging structure is based on the number of employees over the year. An initial flat rate charge is made for the first employee and a further, smaller, charge is made for every employee over one throughout the tax year. The actual charges made depend on the pay frequency of the employees. If we are required to perform any re-calculations due to changed pay details or similar on a pay period that has already been finalised it will be charged at the greater of a flat rate of £2.50 per payslip calculation or a minimum charge of £7.50. Any work performed not detailed elsewhere in these T & C's or in our charges rates schedule will be charged by the hour at the current rate as set out in our charge rates schedule.

Charging basis for short term service periods

Employer payroll and Accountant outsource only

The base charge from which the percentages are calculated is the estimated charge for a twelve month period providing the service you require. For a service period of less than twelve months we will charge an initial fee equivalent to 25% of the base charge, if the service period covers two tax years or ceases within six weeks of the tax year end a further 25% of the base charge will be added. We will then charge 50% of the equivalent single payslip base charge per payslip or payslip calculation.

The exact cost for the service provided will be calculated at the end of the service period and will be based on the actual number of payslip calculations performed, the period of months the service covered and the number of tax years covered. Accounts will be invoiced monthly and the charges made will be a proportion of the estimated final charges for the service period. Any over or under estimation of the charges will be corrected at the end of the service period. If we determine that the information we based the estimate of charges on did not truly represent the service that we have provided then we will re-estimate based on the actual service provided and issue an invoice or credit to correct the amount due to date. Future invoices will be based on the re-estimated charges.

 

These Terms of Service are the conditions under which we provide our services to our customers. We reserve the right to change these Terms of Service without notice. Copies of the current Terms of Service are available from our offices. The current charge rates schedule, available from our offices, form part of the Terms of Service. Written requests should be made to 60 Maes Gweryl, Conwy. LL32 8RU.