Payroll Data. REQUIREMENTS New engagements will only be input on the payroll system upon receipt of written notification from the appropriate authorising officer *. The following information must be provided as a minimum before any payment is issued: This information must be provided on the notification forms shown in the appendices and documents requested from individual employees. Employee name Full address Date of Birth National Insurance Number Rate of Pay Standard hours Commencement date Bank details P45 if relevant or P46 Pension - joining or opting out Cost code Email address Where a genuine reason exists for the non-submission of this information (e.g. a P45 is expected, but has not been issued by the previous employer) and a decision to make payment for work actually undertaken is made, this reason must be recorded. Payment must only be made on the condition that the outstanding information is provided within an agreed time scale and the academy’s nominated officer must ensure that the information is provided in accordance with the time scale agreed. If the information is not forthcoming from the employee within the agreed time scale then they should be informed of the outcome, i.e. that future payments will be held. Additional information includes that required under statute. The Academy must ensure that it has in place sound systems, procedures, process and controls to ensure that the correct information is provided for processing and that payment is made to the Council promptly, accurately and correctly authorized ahead of the relevant pay date. * It is for the academy to identify which officers are authorised to approve payments, overtime claims, sessional claim forms, time sheets, travel and subsistence claims and/or payroll adjustments for the area of service. Care should be taken by the academy, HR / Payroll Officers and Council Officers to ensure that signatures on the time sheets and all other documents received are original versions and not photocopies, etc., and any query regarding the authenticity of the signature received should be referred directly to the Authorising Officer.
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