dataplan payroll services

Posts By Richard Rowell

dataplan payroll services
Tuesday, 05 March 2013 14:58

ePayslips - Online Payslips

Technology has revolutionised the way we conduct our lives and access information.

The internet and smart phone technology mean that for many people, being able to access and manage their epayslips online is now the preferred route.

STOP PRESS - See our new dedicated ePayslips website at 

Payroll is no different and that is why we introduced ePayslips, our online payslips solution, through our payroll portal ePaysafe, so your employees no longer need to receive a paper payslip every month.

But we haven’t stopped there. We looked at what would be beneficial for employees and developed our ePayslips online service to not only allow the access to their online payslips information and history 24/7, we have also brought together a raft of features we know your employees will love including –

  • Access to all their online payslips – so no need to be rummaging around to find old payslip information
  • Access to P11D and P60’s
  • Employees are notified by email, SMS message or even twitter direct message when a new payslip is available
  • Secure communication between you and your employee
  • Additional information and documentation regarding tax codes or company documentation such as holiday forms or staff handbooks
  • Their own 50Mb document storage space where they can upload useful documents to access at any time
  • ePayslip iPhone app (view in iTunes) and Android app (download from Google Play)

    ePayslips iPhone app available on the App Store ePayslips Android app available on Google Play

ePayslip benefits for employers

As employers, ePayslips cuts down on the amount of paper being produced, it also provides a better service to your staff it also allows for the easier handling of pay queries and changes to employee information.

  • Reduce the amount of paper you produce
  • Reduce costs of posting payslips to employees
  • Cut down on the requests for duplicate payslips
  • Reduce payslip queries from staff
  • Allows secure communication with staff (which is especially useful for larger organisations with replete staff)
  • Easy sharing of company information such as staff handbooks, quality manuals, policies and procedures
Tuesday, 05 March 2013 14:52

Online Pay Services

As a specialist payroll business we aim to provide leading edge payroll services and are constantly looking to embrace the possibilities that new technologies can offer.

The internet and mobile phone technology offers a fantastic opportunity to streamline and enhance the outsourced payroll experience.


At Dataplan, we are very proud of our award-winning internet based online payroll portal ePaysafe, which allows you to login to your payroll account from any internet access and uses the power of the internet to deliver an elegant solution to many payroll problems -

  • It’s fast - no more waiting for the post to send us your payroll information or receive payrolls to approve by ‘snail mail’.
  • It’s secure – it may be accessed via the internet but it doesn’t use insecure email but rather everything is in a safe 256 bit encrypted environment
  • It gives you an audit trail – because it is an online system, it produces a clear audit trail of who approved what and when, all correspondence with us and where you payrolls are in the process
  • It keeps everything in one place – this may seem a minor point, but our clients tell us that the ability to have all their payroll information in one place that is easily accessed and viewed is a real bonus.
  • It reduces paperwork – we may not yet be in a paperless office environment, but with information held in pdf format, we certainly aren’t contributing to the paper mountain.
  • It’s ever changing – we are always adding new features to our ePaysafe and VERA systems,  depending on customer needs or our development road map we like to keep up to date
  • It has dual approval – We have the option for the payroll to be reviewed and approved by one or more permitted users. For example, the payroll team could approve the payroll in the first instance, with the final approval being needed by your HR or Finance team or even a director.

Other features include:

  • Online self-service payroll journals
  • Full view of your payroll and progress
  • Approval SMS message confirmation
  • Unlimited users with no hidden licence fees
  • Online BACS reports for review
  • Payroll resources and online updates
  • Employee information including online payslips

5 steps to streamlining your payroll

The technology behind our bespoke online payroll service may be cutting edge, but for the user, the process couldn’t be simpler:

  1. We process your payroll and upload the data onto our secure site.
  2. You will receive an email or SMS message from our ePaysafe service which will advise you that your payroll is ready for collection.
  3. You logon and download the payroll when best suits you!
  4. You check the payroll and confirm it is correct by following the payroll approval process 
  5. We send out your payslips direct to you or your employees home address or ePayslips

So no delays, no paperwork to file and no worries about the security of this very sensitive data!

To discuss ePaysafe and our other payroll services, call on 03331 123456 or contact us today.

Tuesday, 05 March 2013 14:48

PAYE Health Check and Consultancy

How confident are you in the accuracy of your PAYE? PAYE compliance is exceptionally complex and the price of getting it wrong can be very high.

With HMRC reviewing the records of around 50,000 small businesses each year, your compliance is essential.

Just some of the most common errors noted by HMRC include -

  • failure to operate the right tax code upon start of your employment
  • using a tax code without HMRC authority
  • failure to use the same tax code for a new tax year, where no new code has been issued
  • failing to operate tax codes sent electronically by continuing with out of date tax codes
  • incorrect use of the PAYE Taxable pay tables
  • mistakes in setting up software for use in the new tax year
  • failure to follow guidance issued in Employers Help books or Bulletins
  • addition or mistype of pay figures

At Dataplan we can offer our clients a full PAYE Health Check which is completed by a former Inspector of Taxes who we have rescued from HMRC. This review will look at all the major area that the HMRC consider when undertaking compliance visits.

We can advise on:

  • All benefits in Kind and Class 1A NIC implications including
  • Expenses payments, what can be paid tax free and what can and should be included within a dispensation thereby reducing paperwork and the need to report expenses on P11D.
  • Foreign travel and the best methods, for paperwork and tax, of paying expenses without deduction of tax and NIC and without the need of a Dispensation.
  • Termination/Redundancy payments - somewhat of a minefield so it is imperative, at a time when employees are being laid off and money is tight, the correct tax treatment is applied. The common thought that £30000 can be paid tax free is a fallacy.
  • Non taxable payments and Benefits in Kind. It is equally important to establish what can be paid tax free as what must be taxed through payroll or as a Benefit in Kind.

Added pressure for companies working in the construction industry

If you operate in the Construction Industry, it is also imperative that the status of your self employed workers is also correctly assessed. HMRC are very keen to reclassify workers engaged as self employed as employees and thereby increase the money into the Exchequer’s coffers.

The implications are severe if HMRC come calling and challenge status because there is the added threat that your Gross payment Status will be rescinded.

If you are interested in a PAYE Health Check or have any specific PAYE matters you would like to discuss, please contact us.

Tuesday, 05 March 2013 14:43

Payroll Bureau services

Payroll bureaus and payroll bureau services are somewhat of an old idea - it is a form of cut down, no-frills service payroll outsourcing service.

So what is our definition of Payroll Bureau Services?

Unlike other providers who may cut out elements from their bureau service such as

  • Payment by BACS
  • P45’s and P60’s
  • Year end returns
  • Management reports

We don’t believe there is any worth in this type of service.  After all what is the point in providing a cheap service with half the essential elements  missing (or available at an extra cost)?

So our ‘bureaus service’ doesn’t exist. We have one service tailored to customer needs, with nothing cut out to enable us to headline a cheap price.

So if you are looking for a payroll bureau service assuming it is the cheapest option, we are probably not the company for you. But if you would like a value for money, tailored payroll service, then we should be talking.

For details of our service see our fully managed payroll page.

Tuesday, 05 March 2013 14:05

Why Outsource?

Payroll isn’t easy, and is becoming ever-more complex, with constantly changing legislation and compliance to deal with.

Making sure your payroll is accurate, up to date with the latest regulations and that data is secure can be a strain on an in-house team. This is why so many organisations choose to outsource to a fully managed payroll service.

Payroll Outsourcing

Tuesday, 05 March 2013 14:04

Our Services

Whether you are already outsourcing your payroll, or looking to outsource for the first time, Dataplan offers a flexible, fully managed service tailored to fit the needs of your business.

Working across all business and public sectors our team of payroll heroes deliver a professional, yet friendly service; safe hands for your valuable payroll and auto enrolment.

Fully Managed Payroll

Wednesday, 27 February 2013 16:33

Online Cost Calculator

For a quick indication of the costs associated with running your payroll in-house, complete the table below and click ‘calculate’.

If you would like a cost comparison, please request a quote or call us on 03331 123456.

Wednesday, 27 February 2013 15:50

Fully Managed Payroll Services

As a provider of fully managed payroll services, we take over responsibility for all the technical aspects of your payroll allowing you to focus your resources on other areas of your business.

The service is flexible and personal; this is not a budget, no frills service. We provide transparent and honest pricing based on the numbers of employees paid each month.

We can provide  fully managed payroll services for UK payrolls (including Northern Ireland).

The price we quote will include all the services outlined in our quote so you can be sure of no hidden extra charges.

What you get with Fully Managed Payroll Services

Our fully managed payroll services take care of everything and typically consist of:

  • Tailored payroll set up
  • Your own project manager to get you set up
  • A dedicated team responsible for processing your payroll
  • Named payroll contact to manage your account
  • Pre 'going live' set up and audit
  • Payrolls processed within 72 hours
  • Secure online approval system and audit trail through ePaysafe
  • Access to full payroll archive through ePaysafe
  • Comprehensive payroll management report pack
  • Fully bespoke reports for your business including –
    • Departmental reporting
    • Nominal and financial analysis including payroll journals
    • Pension reporting, year to date information
    • Detailed payslips with breakdown for each pay element
  • SSP, SMP and company sick pay schemes managed
  • Pressure sealed security payslips, with your logo if required
  • Payslips posted directly to employees if required
  • Optional ePayslips fully branded with your company logo
  • Smartphone apps to access payslip information for your employees
  • Processing of all starters and leavers
  • Production of leavers P45s
  • Payment of employees wages by BACS
  • Payment of other deductions such as PAYE / NI, Pensions & AOE's by BACS
  • Completion of forms including student loans, P45's P38's
  • Filing of all in-year returns required by HMRC
  • RTI (Real time information) filing of FPS and EPS information with HMRC
  • Advising of monthly PAYE / NIC payments
  • All year end filing including employees P60's
  • Liaison with the tax office on your behalf
  • General payroll advice and support 
  • UK based staff with direct telephone support

To find out how our fully managed payroll service can help your business please contact us or request a payroll quote.

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dataplan payroll services