Welcome to RollPay!
What happens now...
Thanks for completing our registration form.
You'll soon receive an email requesting you complete our direct debit mandate or you can follow this link to complete the form now.
Once we have received the completed direct debit form the following process begins...
The complete setup process usually takes around 2 weeks but your account manager will discuss this with you.
next steps
Variable Payroll Process
1
TRIGGER
Pay data/timesheet information received from the client.
Data format is checked for acceptance.
Data may be rejected if not in the correct format or charged extra to correct.
2
ALLOCATE
Payroll is allocated to a team member for processing.
Sensibility checks are completed and data input/import begins.
3
PROCESS
Payroll is processed as per client notes.
HMRC tax code changes are downloaded, Pension Opt in and Opt outs are downloaded and applied accordingly.
4
APPROVE
Payroll is sent to the client for approval.
Amendments – Any requested are processed, then sent back to Approval stage.
Additional charges may apply if amendments are not included within your contract as standard.
5
FINALISE
Payroll reports and payslips are sent as per the contracted agreement.
P45’s produced and dispatched as appropriate, Real Time information is sent, pension contribution files are sent.
Non Variable Payroll Process
1
TRIGGER
Pay processing date of the month.
This is pre agreed with the client during onboarding.
2
ALLOCATE
Payroll is allocated to a team member for processing.
Sensibility checks are completed and data input/import begins.
3
PROCESS
Payroll is processed as per client notes.
HMRC tax code changes are downloaded, Pension Opt in and Opt outs are downloaded and applied accordingly.
4
PRE-FINALISE
Payroll reports and payslips are sent as per the contracted agreement.
Amendments – Any requested are processed, then sent back to Variable payroll process Approval stage.
Additional charges may apply if amendments are not included within your contract as standard.
5
FINALISE
RTI submission and Pension contribution files are sent a few days after pre-finalisation.
This is to allow for any requested changes to be received and applied.
WELCOME...
Data Migration, Payroll Portal, Support… This guide will help get you setup in no time!
Setup...
We're here to help!
Payslip Style
We offer a standard payslip style.
can offer several different styles for you to choose from or match an existing style. To view your options please click here. Once you've decided please let your account manager know which you'd like to use as soon as possible.
Data format
Payroll Data Template (attached to the welcome email) - This is the format we need to receive the data from you/your clients in order to process your payrolls quickly and accurately. It can be rebranded to your business but please don’t change the layout.
Salary and Hours Tab - It's pretty self explanatory and needs to be completed for each pay run (the only exception being static runs then it only needs to be completed for the first run stating 'static' in the notes) It’s for PAYE staff only. Please request our CIS data template if required.
Employee Data Tab - Please add any employee details on this tab. For example new employee data should be input here.
Employer Data Template (attached to the welcome email) - This is our accepted format and should be completed by you/your clients with all new employer details on. The entire template can be rebranded to your business but please do not delete/move any of the columns as it's going to be imported to our system.
Turnaround time
Some payrolls can be turned around in as little as one hour but we cannot guarantee this. Month end is always busy so we would ask clients to keep this in mind. Common causes of delay include not submitting the data in the required format and submitting incomplete data. The 'cut off' for same day processing is 3pm.
All support requests start on the site by raising a ticket. You can also call up and we'll raise one for you.
Support...
We're here to help!
You'll soon receive a welcome email to our support site or you can request access by creating an account, we have guides and instant chat help there to help with any questions you may have.
All support requests start on the site by raising a ticket. You can also call up and we'll raise one for you.
A full suite of Features to add
You can add any of the features below at any time, just ask your account manager for further details.
email monitoring
We monitor your email address and manage all payroll incoming an outgoing queries.
Holiday/sick leave
Always know where your workforce are... Employees can submit leave requests for approval.
scale up
The are no limitations on the number of employees, companies documents or transactions.
paye & cis
The system is both CIS and PAYE enabled offering the same features to both.
expenses
Expenses submission with approval on permission based access.
multi level access
Employee, Employer and Partner access all with permission based login restrictions as required.
self service portal
Input data, timesheets and approve changes. We can collaborate with your existing team on our platform
bacs payments
We can process and make BACS and faster payments transactions.
reporting
Realtime interactive reporting on your terms on all data within the system.
departments
Break down, manage and record employees data into departments/groups
GDPR
The highest of GDPR compliance. No more email chains and lost documents or payroll data.
documents
Full payroll and HR document storage. Send documents securely in any direction - employee to employer or vice versa.
Telephone answering
We answer all your payroll calls as if part of your payroll team.
timesheets
Full timesheet submission and authorisation. Multiple shifts/sites per day. Employee or employer submission.
notifications
Important notifications alert you to new reports, payslips, requests where required.