FAQ

What is included in the charge

We aim for our charge to be an all-inclusive charge for a managed service.  Please click here for further details.

How do I inform you of changes to our payroll

Please inform us of any changes to your payroll by email to helpdesk@payrolloptions.com or by fax 01908 630 888.  Please ensure you quote your payroll number (this can be found on the front page of your reports) when sending in information.

You may wish to scan tax documents and e-mail them to us.  Please keep scan resolutions to no more than 300dpi x 300dpi as this is sufficient for legibility and minimizes attachment sizes.

When to send in my payroll

Your monthly payroll information should to be received no later than 10.00am 4 working days prior to your pay date.  For example, if your pay day falls on a Friday, please submit the information to us by end of the previous Friday and by the very latest 10.00am on the following Monday.

Weekly payroll information should be received by us no later than 5.00pm 3 working days prior to your pay date.

Can I pay by Direct Debit?

Yes, and all new accounts will be set up with this payment method. You can download a form here

What are your office opening hours

Our office opening hours are Mon – Fri 9.00am – 5.30pm.  You can email us at helpdesk@payrolloptions.com at any time and we will respond within normal working hours.

I have a new employee

If you have a new employee joining your company please supply us with your new employee’s details.  You can find our Employee Details Form here or you may already have a form which contains all  this information which we will be happy to accept.   Please send the completed form to  helpdesk@payrolloptions.com or  fax  it to 01908 630 888

My new employee does not have a P45

All new employees should complete a starter declaration even if they have a P45 from a previous employer.  The starter declaration replaced the P46 form in April 2014.

The starter declaration statements can be found on our employee details form please complete and email to us along with a copy of their P45, if available.

My new employee does not have a NI Number

If, for whatever reason, your employee does not have a National Insurance (NI) number, it is possible to apply for one from here.

One of my employees is leaving

If you have an employee leaving please confirm their leaving date and any exceptional payments or deductions you wish to make.  You will receive their P45 with the payroll.  Part 1 of their P45 will be transmitted electronically to HMRC informing them that your employee has left your employment.

My employee is about to go on maternity/paternity

Statutory Maternity Pay (SMP) is paid to employees that fulfil certain criteria. In most cases SMP is paid at a rate of 90% of their normal pay for 6 weeks followed by a lower fixed amount for up to 33 weeks (for SMP rates click here).  To enable us to pay SMP on your behalf please confirm the date that the baby is due, along with the first day of absence, confirm if your company is going to pay additional payments over and above SMP and whether other fixed payment or deductions are to continue.

Statutory Paternity Pay (SPP) is similar to SMP but is paid at a fixed rate, and for either 1 or 2 weeks (for SPP rates click here). To enable us to pay SPP on your behalf please confirm the baby due date, the actual date of birth and the dates of absence.

There are 2 other forms of Parental type leave called Statutory Adoption Pay (SAP) and Statutory Paternity Pay Adoption (SPPA), in the event that you wish to pay either of these items please contact us.

Payments made by your company in respect of SMP, SPP, SAP and SPPA are either partially or fully funded by HMRC and will show on your Collector of Taxes Report as a deduction from the amount National Insurance due for that payroll.

If your employee does not qualify for SMP you can download an SMP1 Form to complete and give to your employee

Is my employee entitled to Statutory Sick Pay

Statutory Sick Pay (SSP) is a fairly complex subject but in brief to be eligible for Statutory Sick Pay  your employee has to fulfil certain criteria concerning their previous earnings and the length of their sickness. The employee must have earned an average of at least the Lower Earning Limit for the previous eight weeks (see statutory payments ) and be off sick for 4 days or more. SSP is paid at a weekly rate and for up to 28 weeks. More details of SSP can be found here.

If your employee does not qualify for SSP you can complete an SSP1 form here.

My employee has been called up for jury service

Jury Service normally lasts for 2 weeks, but can last for significantly longer. Your employee will be notified when they begin their Jury Service how long it is likely to last.

You are not obliged to pay your employee whilst they are on Jury Service and if you opt to not pay your employee they can claim Loss of Earnings from HM Court Service, which is paid at a maximum amount per half or full day. In order for your employee to claim Loss of Earning you will need to complete a “Certificate of Loss of Earnings” for your employee to submit to HM Court Service.

Your employee will be paid for either half of full days by HM Court Service as and when they are required. When not required for Jury Service your employee can return for work.

For further details regarding Jury Service please visit the HM Court Service website here.

How much will it cost for Payroll Options to process my payroll

Our payroll services cost from as little as £13.50 per payroll.  For our typical charges please use the calculator or to get a detailed quote pleased contact us here.

I think my tax code is wrong

If you have any queries regarding your tax code, or you consider that you are paying too much tax please contact your tax office.  The details you need will be on your payslip.

How do I contact my tax office

For Tax Office contact details please click HERE FOR EMPLOYERS or HERE FOR EMPLOYEES.  You will require you company’s Tax District Reference (eg 591) which is shown on your Payroll Front Sheet of your reports and also on most letters from HMRC to you.  Employees will need their National Insurance number.

Employees will have the contact telephone number and tax district reference on their payslip, as well as their National Insurance number.

National Minimum Wage
From April 2017
£7.50 National Living Wage for workers aged 25 and over
£7.05 for workers 21 to 24 years of age
£5.60 for 18 – 20 year olds
£4.05 for 16 – 17 year olds
£3.50 Apprentice Rate

Statutory Redundancy Rate

The statutory redundancy rate is capped at £489.00 per week from 6th April 2017.  See here for further information

What is Real Time Information (RTI) and how will affect my payroll

What is RTI?

Real Time Information (RTI) was the biggest change to PAYE since its inception in 1944 and affects all employers who operate a UK payroll. RTI was introduced to provide HMRC with more accurate and up to date information on employees, so they can improve the tax system and help manage benefit payments more effectively.

How will RTI affect your payroll?

With RTI employers are required to submit data to HMRC for every payment they make to their employees.  The list of information required from HMRC is extensive, and includes details of employees’ addresses, dates of birth, pay, Tax, National Insurance …. the list goes on.  In total there are over 100 values which may need to be submitted per employee.

What you need to do

Your company must ensure that not only your payroll software and BACS software comply, but also that the information you hold regarding your employees is accurate and complete.

For more information please visit http://www.hmrc.gov.uk/rti/employerfaqs.htm

How we can help

As a payroll bureau we submit data to HMRC on behalf of our clients and RTI will be part of our service, you can ensure that your company complies fully with the new HMRC Real Time Information regulations by engaging Payroll Options to process your payroll for you.  For more information on how we can help please contact us .

What are Qualifying Earnings?

Qualifying Earnings are important as they are are commonly used for auto-enrolment pension schemes as that part of the pay that is pensionable.  They are currently the earnings between the lower earnings limit (LEL) and the upper earnings limit (UEL).

For 2017/18

Monthly Annual
LEL £490 £5 876
UEL £3 750 £45 000
So Qualifying Earnings for 2017/18 = £490 to £3 750 per month

I am a Director of a company and my National Insurance seems to vary each month

National Insurance for Directors is classed differently from that of employees.   There are two methods which can be used for Directors National Insurance namely Cumulative and Table Method.

Cumulative Directors National Insurance applies Annual Thresholds for calculating the amount due and as such no National Insurance is due until the earnings for the tax year exceed the Annual Earnings Threshold.  National Insurance is then paid on all earnings until the Annual Upper Earnings Threshold is reached at which point all remaining earnings until the end of the tax year have a rate of 2% Employee National Insurance applied.

The effect of Cumulative Directors National Insurance which is most often noticed is that the Employees National Insurance deducted can fluctuate considerably with each payroll even if the payment is the same.

Table Method Directors National Insurance applies the appropriate thresholds for the payroll frequency, ie if paid monthly the monthly Thresholds are used.  The amount of National Insurance deducted by Table Method Directors National Insurance is identical to that by standard Employee National Insurance, other than in the final payment of the tax year the total amount of National Insurance is recalculated for the complete tax year.

In total for a complete tax year the amount of Employees National Insurance deducted by either method of Cumulative or Table Method Directors is the same, the main difference is that with Cumulative Directors National Insurance the deduction fluctuate with each payroll whereas the Table Method are constant so long as the payment is the same.

The correct calculation of Directors National Insurance is included within the service that Payroll Options offer.  To have an idea of what the cost would be for Payroll Options to process your payroll, please use the Payroll Cost Calculator on our home page.

How will I be invoiced for your charges

You will receive a monthly invoice by e-mail.   Payment will be collected by Direct Debit approximately one month later.

My company is about to join Payroll Options what information do you require

In order for you to establish your payroll with us you will need to provide us with some company and employee details and if your payroll has already been process in the current tax year you will also need to  provide us with year to date figures for all employees, including any leavers, this information can be found on the employees P11 for tax and NI.

To discuss whats required in more detail then please contact the sales team on 01908 377 448 or email sales@payrolloptions.com

What are the current Tax & National Insurance Rates?

You can find a summary of the current rates and thresholds here


Use our Payroll Calculator

Use our intuitive Payroll Cost Calculator to get a Payroll cost for your company. Simply fill in a short form about your company for a quick and easy quote.

What Payroll Options Offer

Our payroll service guarantees compliance with payroll legislation and statutory requirements. We put time into training our staff, so that they will be up to date with the latest legislation. We are able to provide support if required, and are happy to work with finance and human resource teams.