CT2969 - Option 1 Payroll Support Services Framework Agreement

The service provider will offer three types of support to supported people Payroll Support, Financial Management Service with payroll support, or Financial Management Service without Payroll Support.

The payroll support service will contribute to helping people to maintain maximum independence, choice, control, inclusion and quality of life.

The key objectives of the Payroll Support Service shall be to provide the following by a fully trained, highly committed payroll team. The following is not an exhaustive list but does reflect the minimum core service which is required to be delivered to the supported person who is employing Personal Assistants.

• Set up the Payroll service for the supported person
• Provide people with timesheets to record the hours their employees works
• Register the supported person as the employer with HMRC and deal with all correspondence from them;
• Deal with all correspondence from HMRC including end of year submissions
• Process 4 weekly / monthly salaries;
• Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc)
• Provide payslips (up to 2 per supported person per month/4 weeks)
• Calculate HMRC payment submissions;
• Retain annual leave records for employees
• Assist with pension auto-enrolment and ongoing support;

The Financial Management Service is for those who require this for a variety of reasons and where either authorisation in his/her support plan has been given by The City of Edinburgh Council, or the supported person is self-funding. This service will incorporate all of the following:

• The provider will manage the finances on behalf of the supported person, whilst they remain in charge of the services they receive and the way in which their services are delivered.
• Following discussion with The City of Edinburgh Council, all agreed outgoings will be paid by the provider on behalf of the supported person. This may include invoices for agencies, wage payments to employees, payments for Employers Liability Insurance, HMRC payments etc.
• The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets.
• The provider will maintain an auditable accounting system that enables them to produce a statement of Receipts and Payments for each individual. A statement of account will also be provided to supported people and the City of Edinburgh Council as required.

The Provider will employ such staff as it believes appropriate to carry out the tasks and duties laid down in the Service Specification. Such staff will have the necessary skills, training and experience to undertake the professional role on behalf of the Council for the Service.

The Service Provider will ensure that the taking up of references for all staff involved will be undertaken. It will be a mandatory requirement of this contract that the provider complete a PVG for all relevant staff. Additional information: In 2022/23 the total number of individuals accessing a Payroll Support Service authorised by the City of Edinburgh Council funding was over 311 payroll packages and 109 Financial Management Packages.

This requirement is considered to be covered under Chapter 3 PARTICULAR PROCUREMENT REGIMES section 7 Social and Other Specific Services of The Public Contracts (Scotland) Regulation 2015.