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Payroll Information Flow

  • Associate
  • Practice Licence
  • 114 posts
  • # 115226

I would welcome members observations and comments on a situation currently facing my practice.

We run monthly payroll for a client. They have 5 salaried staff.

Previously we ran the payroll based on a set monthly/annual figure that the client advised to us, but after doing so the client came back and said some of the figures were wrong because someone had left and there were childcare vouchers.

We then introduced a monthly payroll order (which is what we should have done from the outset), for the client to approve and send back to us each month, to provide an opportunity for any variations to the regular monthly amounts to be captured and correctly applied.

However, the client has come back and said they don't want to be bothered with a monthly payroll order and are going to approach another payroll provider.

Has anyone else had this kind of problem? 

Surely it is the client's responsibility to at least review the gross amounts for each pay-run before they are processed and advise and amendements?



Edited at 22 Jun 2017 02:05 PM GMT

  • Member PM.Dip
  • Practice Licence
  • 40 posts
  • # 115233

I haven't had this kind of problem (yet!) but agree it is their responsiblity to review and confirm payroll amounts with you.  And would think that any other payroll provider will also want confirmation before payroll is processed. One client of mine told me about a pay rise for his employees but hadn't told the accountant who provides the payroll service before they have ran payroll! I'm trying to educate him about the need to pass this information on in a timely manner.

Not sure if it would help to quote RTI rules and potential penalties which you are helping them avoid? Also that you're trying to keep their costs down by not having to process amendments? 

Hope that helps a little

Jackie

  • Associate
  • Practice Licence
  • 114 posts
  • # 115234

Thanks Jackie. That's re-assuring at least.

Sometimes one questions one's own sanity when dealing with situations like this, as a client's request can sometimes appear reasonable at first sight/on the surface, but practically impossible.

The moment has passed with making any representations to the client about why we do things the way we do. They had already given us a month's notice that they would be instructing someone else. The truth is I know they hate having to have anything to do with the payroll, but practically will find that impossible.

They are 'new to the gig' so will have have to learn the hard way . . .

  • Member PM.Dip
  • Practice Licence
  • 40 posts
  • # 115236

Clients! Can't live work with them, can't live work without 'em!  

You never know they may be back after climbing that steep learning curve - but would you have them? Smile

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