Speaker A

Foreign.

Speaker B

And welcome to the Pat Accounting Podcast with me, your host, Vicki Clark.

Speaker B

I'm going to help you get to grips with your finances, save you lots of money, and take the stress out of doing your tax return.

Speaker B

So let's get going.

Speaker B

Hi, everyone.

Speaker B

As you can see, although Jodie might look similar to Lee because she is a sister, unfortunately for her, this is not Lee me.

Speaker B

Now, this is not Lee.

Speaker B

This is our lovely Jody, our payroll manager.

Speaker B

So a lot of people who are payroll with us can now put a face to the name, because this is our lovely Jode, the payroll manager.

Speaker B

And today we are going to be talking about, funnily enough, payroll, because I think it's an important topic and things can go very wrong if you don't do it properly, as we find out with some clients that come to us and a bit of a pickle.

Speaker B

And it's one of those things that I've never really got to grips with.

Speaker B

I don't really do payroll.

Speaker B

And even when I started, I didn't do payroll because it's so bloody complex and you can get it wrong.

Speaker B

So this is the only thing I would always ever say, like, please get an accountant and get someone to do it for you, because if you mess it up, you're messing up someone's pay.

Speaker B

And if there's one thing you don't want to mess up is your employees pay, because obviously that's their most important thing.

Speaker B

So this is why we're going to do an episode on payroll.

Speaker B

I think we might have done one probably like last year or something, but I think it's important because things change and things update, which is why you have us from this lovely podcast to make sure that you're aware of all of these updates.

Speaker B

But what we did decide to do first, before Lee asks Jordan any technical questions, is basically just let you guys know what we use and how it works.

Speaker B

Because again, I know a lot of people use HMRC Tools and use QuickBooks Stuff or Xero, and it's not as good.

Speaker B

So, Joe, do you want to just talk everyone through who isn't a client, what sort of systems we use, and how generally it works?

Speaker C

So we use a system called Brightpay.

Speaker C

It means the employer has their own portal in Brightpay, so all their payroll documents are securely stored on there.

Speaker C

They have their own login to it, they can access it at any point.

Speaker C

But more importantly, the employee that acts as well, they have their own employee portal, which is an check their holiday, they can do their pay slip.

Speaker C

Employers can upload Documents on this, we have like HR documents on there.

Speaker C

So again it means that everybody has access to that.

Speaker C

You can see when they've logged in.

Speaker C

It's a really good system.

Speaker C

We don't have.

Speaker C

They recently changed it through.

Speaker C

We didn't go into some changes ourselves, but it is updating.

Speaker C

It has got so much.

Speaker C

Yeah.

Speaker C

And more user friendly as well.

Speaker B

So basically use Brightpay.

Speaker B

Yeah, Fab.

Speaker B

So which is a better system in itself than all of the zeros and the HMRC tools.

Speaker B

Lee, why would you not use HMRC tools?

Speaker B

That's probably a good question actually before we go any further.

Speaker A

Okay, so HMRC tools are based on one location on one computer.

Speaker A

If you change computers or if the computer crashes and you haven't got any backups of that, then that's all of your pay records gone.

Speaker A

And so it's not a very robust system, it's not very easy to use and it's also not GDPR compliant when you're trying to give your employees pay slips.

Speaker A

So you're back to printing them out or sending them on emails, which is not great when it comes to the data protection side of things.

Speaker A

So the system that we adopt in our payroll is that an employer and an employee gets their own portals.

Speaker A

They can do key tasks in there, whether that be requesting holidays.

Speaker A

It could be recording sicknesses.

Speaker A

But it's also as down as basic as the employee logs in their pay slips are there, their letters from the pension providers is there.

Speaker A

Everything's contained within this one secure portal.

Speaker A

From the employer's perspective, they can run holiday reports.

Speaker A

They can, they can look at the last payroll report that was run, how much they owe hmrc.

Speaker A

So it is a. Whilst you're paying for it, you're paying for that usability, the friendly layout of it.

Speaker A

And just when you compare the two side by side, there's a clear winner.

Speaker A

Which one I would choose every day of the week.

Speaker B

And it is a better system, it's an expensive system, they're not cheap.

Speaker B

But we would rather pay a little bit extra and then give you guys that peace of mind and ease of using it and make sure that everything's secure.

Speaker B

Why would you not use.

Speaker B

And this can be for Georgie or Lee and I'm asking these questions as someone that doesn't get involved in the payroll guys, I don't in any way shape or form so I'm just as clueless as you.

Speaker B

Why would you not use like QuickBooks version or Xero's version of doing payroll?

Speaker B

I mean wouldn't you ship Books anyway for any of its services, never mind the payroll.

Speaker B

But why not use like software's version?

Speaker C

I gonna ask answer it but I only really have experience of Brightpay.

Speaker C

But it's mainly because Brightpay is full payroll.

Speaker C

Xero is a bookkeeping software that does everything.

Speaker C

It's an accounting software, it's not a specific payroll software.

Speaker C

So it's just, just what's good is the honest answer from what I'll, I'll.

Speaker A

Add to that as well.

Speaker A

Just because these softwares are generally designed for other markets as well, not specifically the UK market.

Speaker A

We have different taxation systems, we have different HR systems, holiday entitlement, the way that it's accrued is all done differently than abroad.

Speaker A

When they bolt these modules on into the bookkeeping systems, they don't necessarily look at the legalities of how these things should be accrued like holiday pay for argument's sake for or you know, zero hour members of staff.

Speaker A

So they don't have the flexibility and the customizability that a dedicated payroll system does.

Speaker A

And so we are able to provide much more detailed reports and accrue holidays and display in certain ways, whereas the likes of QuickBooks and Xero just simply can't.

Speaker A

And we did go through a spell where one of them, of the unnamed two that books did display holidays on the 12.07% accrual basis when it was actually illegal to do so.

Speaker A

So a lot of companies were still relying on this.

Speaker A

They were looking at that what their employees had accrued for holiday basis.

Speaker A

And not everybody accrues holiday based on hours that they work.

Speaker A

If they're salaried, it could be a set number of days, you know, so there's, there's, you know, some employers offer their employees more holidays per year.

Speaker A

Like, you know, if you come and work for us, we give you more holidays per year than the standard 28.

Speaker A

These systems aren't necessarily able to cope with that out of the box.

Speaker A

So you're relying on a system to provide you with important legal information where you've got to meet certain obligations and that information might not be right.

Speaker A

Which is why having a payroll system that is capable of doing those things is very, very important.

Speaker B

Yeah, cool.

Speaker B

Thanks guys.

Speaker B

And if I was a client and I'm coming to George for this one, I feel like a panelist.

Speaker B

So George, if I was a client, said, right, I've got two monthly members of staff and paid monthly, like what is the process of, like if imagine I've been doing it myself in HMRC tools or whatever And I'm coming to you, what's the process of switching over and then what would I do moving forward?

Speaker C

So if you were doing it yourself and didn't have another accountant, it's a similar procedure, really.

Speaker C

I would need year to date figures and then I can just take it all from you and look, after all, I'd have to ask basic questions.

Speaker C

So sort of pick periods.

Speaker C

Excuse me, which is the period in time which we're paying the employee for their work.

Speaker C

Most people have the first or the 31st.

Speaker C

I need to know.

Speaker C

The pay date is also really important again, so that my system matches what you've been running.

Speaker C

We do have some people that run it and then when they come across, as we say to them, that's not the correct way to run it, we need to change that because HMRC aren't going to accept the way that you've been doing it.

Speaker C

And like you said, same as the tax and things, why nobody's told you it's wrong until they tell you it's wrong.

Speaker C

So sometimes that can be a bit difficult to explain to clients why the reason is what they're doing isn't correct.

Speaker C

But moving forward will now make that correct for you to cover you basically and make sure employment rights and effort are all covered.

Speaker C

But yeah, you come across to me, you tell me all your year to date figures, I can get your employees added on yourself added on.

Speaker C

It's a really quick process, to be honest.

Speaker C

As long as the information's given to me clearly, I can tell you where to find it on most softwares as well.

Speaker C

And then as soon as we're on, we can get ready to go.

Speaker C

Within a week, we can have you up on system.

Speaker C

The employees get their invites straight away.

Speaker C

We always try to make sure the employees have got access as well before the first pay run.

Speaker C

So it means when the first pay run is done, there's no sort of, oh, sn, we can't get on, or difficulties.

Speaker C

But yeah, it is necessary.

Speaker B

Fabulous.

Speaker B

And then how do they communicate the hours after it's all been set up?

Speaker B

How does it work?

Speaker C

To be honest, I try to keep that quite flexible because everybody works differently.

Speaker C

Some people, if they're salaried, I will just email them and say any change, meaning sickness.

Speaker C

Obviously, holidays are included with salary, but I like to make sure the calendars update.

Speaker C

If we look after the employer's holiday for them, some people will say hours, they'll say, Vicky's worked 100 hours this month and 40 hours of holiday, please.

Speaker A

Maybe would never do A hundred hours, maybe in a.

Speaker B

Maybe in a like.

Speaker C

Email and go, are you sure?

Speaker C

It seems quite higher than normal.

Speaker C

We have a system that we use, also allows you to enter the hours if you prefer.

Speaker C

So I could send the link to you and say, please enter the employees hours.

Speaker C

You send it back to me so I can just double check it and then we can process it that way.

Speaker C

The other system is also, you give me the hours and you say, Lise works 20 hours this month, I can put it in, I can send it back to you for check so you can go, oh, actually I made a mistake, it's not 20, it's 21.

Speaker C

And then if they send it back to me again, then I can process it for you.

Speaker C

But when someone new comes on, just give them the options and say we can.

Speaker C

This way next month you might decide, oh, actually just send me the link, I can do it myself.

Speaker C

It's quicker than having to work it all out, write it down.

Speaker C

But mainly with email, it's quick.

Speaker C

As with email, you can email it to me, I can read it when I come to come to your email, get it processed, send it back to you.

Speaker B

So it's straightforward swapping over and pretty straightforward process doing it.

Speaker C

Yeah.

Speaker B

And this million dollar question that everyone's going to be thinking if they are listening to is how much does it cost?

Speaker C

So for monthly employees, 10 pound cost, VAT for the pay run itself and then 6 pound 50 plus VHB for the employee per employee.

Speaker C

So obviously the more employees you have, the more there is to process.

Speaker C

Sometimes clients lose their employees and they're sort of in the middle of waiting for a new one to start.

Speaker C

So in that case it's 10 pound because obviously we still go do the payroll.

Speaker C

Still got our HMRC that there's this payroll scheme we haven't paid in staff and so it's just the 10 pound plus the 80 for that month, but it's £6.50.

Speaker B

Then for per employee again, 6 pound 50 plus baht a month, guys, just for ease, if someone else doing it.

Speaker B

And also Jodi has to keep up with all the changes that happen throughout the year, make sure that everything's legal and correct.

Speaker B

So at least you wouldn't have that worry if you are doing it yourself, that you're having to keep up with all of these changes.

Speaker B

You can just know the fact that we've got it and we would implement anything and let you guys know if anything does change.

Speaker B

So that is a massive perk.

Speaker B

And for six pound fifty, like even if you've got like a couple of employees, it's we're not talking mega bucks for that peace of mind.

Speaker B

I don't going to answer this question.

Speaker A

You'Ve touched on before we move on.

Speaker A

I was just going to say you've touched on a really good point there about staying on top of things.

Speaker A

Payroll is one of those areas where things change so, so rapidly and so regularly that if you're not on top of those changes, you could be out of date in processing something incorrectly and illegally.

Speaker A

You know a lot of questions that we get asked around like tax code notices.

Speaker A

For Osman's sake, if you receive a tax code code notice from hmrc, you've got a requirement by law for you to action that and make that change on that employees pay slip.

Speaker A

Now if you say fragment's sake, they've got a tax refund because of the tax code notice that they've just been given.

Speaker A

As an employer, you've got to pay them that money even though if it pushes it up past what they would normally receive in the period.

Speaker A

So you've got to fund that money and give them, give them that money back because that's what's in their payroll.

Speaker A

The mechanism for you reclaiming that money will depend on the value of that, that, that rebate that you're giving them and whether or not you have other employees and if it can be taken off your payroll bill.

Speaker A

But these are the type of questions and the things that we are there for to be able to help and guide you through that process, let you know what your options are and let you know what legally you are obliged to do.

Speaker A

It's not a choice.

Speaker C

So we get quite a lot of clients that I question quite a lot.

Speaker C

But it's not in a bad way.

Speaker C

It's just to make sure they are compliant because unless somebody's informed them that they're not allowed to do that, they won't know because they've got their contracts.

Speaker C

But like I said, payroll, holiday hours change, how it crews changes.

Speaker C

So it's making sure they're compliant and just by sending an email back in and I just check how that's accruing to make sure that that is right.

Speaker C

And then we always give guidance on ACAs and things to say this is right, what so you can have that discussion with the employees if you've got to change something so that they know.

Speaker A

Like one of the things for me is if somebody said to me, right, my member staff is pregnant, if you run your own payroll, would you know the process that you needed to start and when the calculations need to begin, when you need to do the calculations and what effect those calculations will have and when they become payable to the employee for when maternity starts.

Speaker A

And the maternity side is such a complex calculation, it's done over a period of months.

Speaker A

You have to use very specific dates, you know, so there's lots of things around just maternity alone that can add in complexities to running a payroll.

Speaker A

Now you might think, well, my payroll is nice and easy.

Speaker A

I've got a weekly employee, member of staff, they're on the same amount every week.

Speaker A

They do 20 hours and nothing will ever change.

Speaker A

I guarantee you something will change.

Speaker A

And you need to be aware of what those changes mean.

Speaker A

Did they not work the right day?

Speaker A

Did they work extra hours?

Speaker A

Did they go on sick?

Speaker A

Is that sick a linked period of absence?

Speaker A

You know, so how far back do you need to look at it to make sure it is a linked period of absence?

Speaker A

And if it is a linked period absence, what does that mean for their pay?

Speaker A

So there is lots of things that can happen outside of, of your.

Speaker A

I'm pushing a button.

Speaker A

I'm going to report that they've done 20 hours this week.

Speaker A

When things do change, you need to know legally what you need to do to process that person's money.

Speaker A

Because that money has to be correct.

Speaker A

Because if it, if, if you're underpaying, if you didn't pay statutory sick pay, if they're on maternity and you calculated their maternity wrong, you have broken employment law and you're liable.

Speaker A

That's the simple fact Podcast.

Speaker A

Every time, every time you go in jail, get in there, don't pass.

Speaker A

Go.

Speaker B

Don't pass through the doors, go to jail.

Speaker B

Every single one.

Speaker B

And also just to point out that we do work closely with Megan Snow as well, who's HR specialist and she's always, always good to have on hand.

Speaker B

If you do have employees to make sure that you're doing all of that, sign of it correct as well.

Speaker B

And she is one of our trusted partners on the website.

Speaker B

So if you've never heard of her before and you think that you might need an HR person, then please go and check her out, because she is worth a million dollars.

Speaker B

If you've got a problem employee or you just want to make sure that you're doing things correct or you want to have employee contracts or anything like that, then please give her a shout, because we speak to her a lot and pass people her way.

Speaker B

What would be, and this is the ease of you guys like a common Mistake, you see, that people make in the payroll.

Speaker B

I always put you on spot.

Speaker B

I know.

Speaker C

I think they're quite glitchy as well.

Speaker C

I think that's not great.

Speaker C

I don't know if you can hear me.

Speaker B

I can't hear you, but your face is a bit distorted.

Speaker C

Usually sick pay, where people think that they're not entitled to.

Speaker C

And they, they, they do say, or they're not entitled to it.

Speaker C

They're, they're zero hours, they're not entitled to sick pay, all that.

Speaker C

Their zero hours are not entitled to any holiday.

Speaker C

Again, not true.

Speaker C

They're the main ones really, that happen quite, quite often.

Speaker C

They go, but it's fine because it's in the contract.

Speaker C

But it's irrelevant because like I said, it's employment law.

Speaker B

It's really.

Speaker C

I got to my faith breath when I'm talking.

Speaker B

Your face is going.

Speaker A

Yeah.

Speaker A

An employer's contract does not overwrite the law.

Speaker A

So if, if, if you, if you say something in your contract and it breaches the employees rights, their legal rights, then your contract is wrong and it does not negate the fact that they are required, they are entitled to the legal minimum and, and rules and regulations change and your contract could be 12 years out of date.

Speaker A

So you have to make sure that whilst a new a contract is very, very important and it lays the foundations for the start of the employment, you have to ensure that everything and the way that you process things are to the current regulations and the employee gets what they are legally entitled to, irrespective of what's written in that contract.

Speaker B

Fab.

Speaker B

Any more pitfalls that you've got?

Speaker A

No, I think for me, the one thing about payroll that I hate is dealing with hmrc.

Speaker A

I think that is.

Speaker A

And, and Jody's laughing because Jody teams us this week saying as HMRC hung up on any other members of staff and it's because you're trying to ring them and if the member staff doesn't want to deal with you, doesn't understand what you're asking, you're asking a complex question that you need resolved rather than helping, they just hang up.

Speaker A

So you've got to ring back and you could be on hold for hours.

Speaker A

So it's frustrating.

Speaker A

But if you don't do it, the clients can look like they owe money or they need to reallocate something because they've paid something to the wrong reference and that's a big one.

Speaker C

Adding that in, that.

Speaker C

I want to add that one in, actually.

Speaker C

I take it back.

Speaker C

One of the big downfalls is when Clients have to pay HML the money that you owe for their payroll liability.

Speaker C

And the incorrect reference is used that for some clients, hmlc, they'll have it in the parks, it'll reach them, but they won't allocate it to the correct month.

Speaker C

So it'll be an unallocated credit.

Speaker C

We have had HMRC Chase clients or debt that they hold in the payroll account, but because it's not got the right reference, they won't automatically allocate it.

Speaker C

So we.

Speaker C

I'd had to spend an hour and a half on the phone to HMRC to say to them, you have money that they've paid, can you please allocate it?

Speaker C

And they will still say to me, what month would you like to allocate it to?

Speaker C

The one with the debt, please.

Speaker B

Just, just the exact amount.

Speaker B

And that's the amount that you're missing.

Speaker B

I wonder which month.

Speaker A

Yeah, but the HMRC are charging you interest on this debt that you owe, even though there's money sat there waiting to be allocated.

Speaker A

And that's because you got the reference wrong when you made the payment.

Speaker A

So, and I say you as in the client and the person that's making the payments.

Speaker A

So we get people ring up and go, you're running my payroll and now HMRC says that I owe all of this money.

Speaker A

And when we dig into it, it's because they made the payment with the wrong reference on it.

Speaker A

They didn't follow the instructions that we provided and they've just gone, oh, you know what, I'm just going to use last month's reference because it's saved in my phone.

Speaker A

So that's what I'm going to use.

Speaker A

And that's where problems start.

Speaker A

So if anybody's going to take anything away from this live is ensure you use the right reference because it changes every single month.

Speaker A

Use the right reference when you make a bank transfer to hmrc.

Speaker A

Now, you can set up a direct debit with HMRC and they will take the direct debit.

Speaker A

You could be on a quarterly payment, but that means that they're going to take all three months all at once.

Speaker A

The way that we like to do payroll is we tell you what your liability is every month so that you can break it down into manageable chunks and pay HMRC using the reference that we give you for that specific month.

Speaker A

And then you don't have to worry about finding this large pot of money every quarter to pay your PAYE bill.

Speaker A

Now, that PAYE bill isn't necessarily the employer's Nash insurance.

Speaker A

It will be a combination of the tax that you take off the employee, the employee national insurance that you take off them, your national insurance as an employer.

Speaker A

But remember, if you've got an accountant or you're doing payroll yourself, there is something called employer's allowance that gives you up, I think it's £10,300, £10,500 a year that you can offset.

Speaker A

Employer, employee, Earth National Insurance, as long as the employees that you have on the payroll meet the criteria.

Speaker A

So if you're a director only limited company and you try to claim this employment allowance, you're doing it wrong.

Speaker A

So we go to jail.

Speaker A

And you'll go to jail.

Speaker A

Well, you might go to jail on that one, but you may have to pay that money back and that's an awful lot of money to pay back.

Speaker A

And then you'll have the fines and interest as well.

Speaker A

So this is why it's not just about how we process the payroll, it's about the knowledge that we have behind the allowances as well.

Speaker A

Because like in the maternity case, if your members of staff go on maternity, there is a mechanism where you can actually claim 3% compensation on top of the money that you have to pay the employee, but you can also claim the money that you pay the employee back from HMRC to cover the maternity pay.

Speaker A

So it is all about knowing about these things, which is where we come into play.

Speaker A

It is why we are good at what we do.

Speaker B

And that's that.

Speaker B

And that's why I don't do payroll.

Speaker A

Neither do I, nor is Jodie.

Speaker B

Well, I've never will because it's too really complex.

Speaker B

It changes all the time we're doing heading, so that's why we have the lovely Jody as our payroll model jet.

Speaker B

So if you guys are listening to this unit or payroll, whether you've got one member of staff or 500 members of staff and you want to have a chat, then please drop Georgian email, which I'm sure is going to ping up on the bottom of the screen at some point, as Lee usually types it, as I'm speaking, he's like, oh, no, I'm.

Speaker A

I'm not logged into my usual portal, so I haven't been controller.

Speaker A

No.

Speaker A

Oh, God.

Speaker B

Oh, no, I've got the wrong one.

Speaker B

Let me edit says Thomas and Clark, which we used to be called, but we changed our name.

Speaker B

That just sounded awful.

Speaker A

And there's.

Speaker A

There's no minimum number of employees either you can come to us with.

Speaker A

So we will happily take one employee and we will provide you with exactly the Same services if you come to us with 10 employees.

Speaker A

So there's, there's, there's no preference with minimum or maximum numbers.

Speaker A

Everybody gets the same access to the same system with the same benefits.

Speaker A

We don't tier it, so it's, it's affordable and it's, it's not only about what you get access to, but it's the knowledge that you're accessing behind that as well from the numbers of staff that's running your payroll for you.

Speaker B

And for only six pound fifty plus.

Speaker A

For a month, it's 16.50 because you've got the ten pound monthly processing.

Speaker A

But, but it's, if you want to add another member of staff on, it's just going to be six pound fifty plus that from that point forward.

Speaker B

So pennies for peace of mind, guys.

Speaker B

But yeah, we just wanted to come on for this one, just to give you an idea, because we don't shout about payroll as much as all the other bits and bobs and it is equally as important.

Speaker B

So.

Speaker B

And you know, people are taking staff on.

Speaker B

So do we still do that thing where you.

Speaker B

We compare them or do we not do.

Speaker A

Yes, we do.

Speaker A

I love that feature, I'm not gonna lie.

Speaker A

We use it for our, for our own payroll.

Speaker A

So I, you know, if you've got one member staff, then necessarily you don't need this system.

Speaker A

It's just as quick to go into your own online banking and make transfer that we tell you to on the payroll report.

Speaker A

If you've got a couple of members of staff, this is where this system comes into its own.

Speaker A

So basically, Jody would run your payroll for you, she'd send you the payroll report so that you could see it and approve it.

Speaker A

Once you've approved it, we ask you to make one bank transfer to our modular account and then from that account on the payday, we will distribute the exact amount on the payroll reports with no manual entry.

Speaker A

So we can't get it wrong.

Speaker A

If it's right on the payroll report, that is the money that will land in that person's bank account for you.

Speaker A

So we automate the payment process.

Speaker A

You make the one bank transfer.

Speaker A

When it hits midnight on that day, out goes the money and it pays your employees exactly on that payroll port.

Speaker A

One of the issues that we have as accountants and bookkeepers is when you are paying your employees, you might go, oh, I'm just going to round it down because it's like a couple of pence on their wages or I'll round it up because they've done really well this week.

Speaker A

So I'm going to give them a bit of extra money.

Speaker A

You can't be doing that.

Speaker A

You've got to pay them the exact amount on that payroll report down to the penny.

Speaker A

This is coming into legislation again.

Speaker A

You've got to tell HMRC exactly how much you've paid them.

Speaker A

Deduct the right amount of taxes and national insurance and you have to tell HMRC on or before the pay date of how much you've paid up that member of staff.

Speaker A

So if what you're communicating to HMRC is different to what you're paying, one, you're losing the expense in the accounts because you can't just randomly pay these people without having the payroll report to pay them.

Speaker A

Two, if there is a discrepancy and we can't find who you've paid the employees to, you may have to go back and pay them.

Speaker A

You may have to go to them and ask for that money back.

Speaker A

You may have to rerun payrolls to correct what you've done.

Speaker A

But if it's substantial, you as the business owner might be liable for that extra tax.

Speaker A

Because.

Speaker A

Because you've just given this money away and it needs to be taxed.

Speaker A

So you, as a business owner could be taxed on money that you've given to an employee.

Speaker B

So how much is that payment service?

Speaker A

I can't remember.

Speaker C

I can't remember either.

Speaker A

It's not expensive at all.

Speaker B

No.

Speaker B

We'll come back to you guys when we figured out how much that is.

Speaker B

I'm sure it was like a couple of quid or something, wasn't it?

Speaker A

I'm literally just trying to get for three.

Speaker B

Whilst least finding that whilst we're not all scratching our heads going, how much do we charge for that?

Speaker B

Yeah, so just a quick one this week on payroll.

Speaker B

I want to keep it short and sweet because we're not going too in depth with it.

Speaker B

But like I said, if you are doing it yourself and you want that peace of mind, then please give us a shout out.

Speaker B

£1 20 per person.

Speaker B

Yeah, per payment.

Speaker B

So there you go.

Speaker B

£1 20 per payment.

Speaker A

But there is a minimum charge of £5.

Speaker A

If you don't have enough employees to meet that, to meet the five, it's just because there's extra fees that we get charged to process the payment out.

Speaker A

So.

Speaker A

So if you've got like one or two, you know, three members of staff, it's going to be at fiverr.

Speaker A

But if you've got five, four or five members of staff, then it's just going to be the £1 20 plus the buyer.

Speaker A

So it's, it's, it's pennies.

Speaker A

But for the peace of mind that, that creates, an extra £1 20 per payroll run is, you know, per like 20 odd staff.

Speaker A

Yeah.

Speaker B

Because, you know, you would take ages having to, like, go in the bank and pay that and check you've got it right and then go to the next one check we've got it right.

Speaker A

The what?

Speaker A

The way that I look at that is your employees could be great, but if you accidentally add an extra digit in that payment that you've made to them, how likely and how easy are you able to get that money back off them?

Speaker A

I have known employees where they've been overpaid and they've disappeared, they've not turned back up to work the next day.

Speaker B

How much was this paid by?

Speaker A

I don't know the exact details of it, but I know they were overpaid and then they disliked.

Speaker A

So, you know, but it, how easy is it for you, you know, if, if all the numbers look the same and you put a thousand pound in, what, or 100 pounds, but you accidentally hit four zeros and.

Speaker A

And then all of a sudden you've paid them a thousand rather than a hundred, or you've got a transposition error where you got two digits the wrong way around and maybe you've paid them, you know, 900 quid extra that you shouldn't have.

Speaker A

This system prevents that from happening.

Speaker A

So then if that happened and that employee said, well, you know, tough luck, you gave it to me, I ain't going to give it you back.

Speaker A

First of all, you've got to check that contract of the employment to see what rights you have to reclaim the money and how you can do it.

Speaker A

Most contracts with employment will say, if I made an overpayment to you, I'm able to deduct it from your salary next time, or stop it from paying you in your last money, your last salary when you leave.

Speaker A

There's a mechanism in there for you reclaiming any mistakes that you've made.

Speaker A

Even if it's a mistake in the payroll and they reportedly got paid too much, that is the method in which we would be able to reclaim that money.

Speaker A

If you take something from somebody's payroll and you don't have a written agreement in place, it's an unlawful deduction of earnings, so you've broken the law by taking it out of their earnings.

Speaker A

So it's really important that these written mechanisms are in place.

Speaker A

You've got an agreement there with them, they've signed the employee and you've signed it to say how you can go about removing that money or reclaiming that money back.

Speaker A

Now, let's say that employee says, dad, you know, sod you, I ain't going to pay it back.

Speaker A

You've then got to try and go down a legal route.

Speaker A

We're talking small claims, you know, you could be talking debt collectors.

Speaker A

There's depending on how much money that you've paid over because you've accidentally made a simple mistake when paying an employee directly from your bank account.

Speaker A

So this system at 1 pound, 20 plus VAT per employee removes all of that complication and all of that headache.

Speaker A

So for me, if I've got more than two employees, I'd absolutely be looking at a system like this.

Speaker A

Yeah.

Speaker B

There we go, guys.

Speaker B

Fabulous.

Speaker B

Like I said, please get in touch if you do want to do your payroll.

Speaker B

I said, it's not expensive, you can speak to lovely George and get the ball rolling with that.

Speaker B

And I say use the services there to make your life easier.

Speaker B

We will be back next week, I think.

Speaker B

Yeah, but we'll be that next week on Wednesday.

Speaker B

We have got a few apprentices joining us next week, so there'll be some new faces dotting around.

Speaker B

We might not want to be on social media yet, but you never know.

Speaker B

Not just yet.

Speaker B

We don't want to scare them off just yet.

Speaker B

But we've got a couple of new faces joining us next week and we will be back with another exciting tax topic.

Speaker B

Maybe we'll do a poll in the group and see what you guys want us to talk about.

Speaker B

Or if you don't want us to talk about tax, we can talk about something else.

Speaker B

I don't know.

Speaker B

Yeah, I don't know.

Speaker B

We can talk about planes.

Speaker A

Don't know.

Speaker A

I haven't been flying a little while actually.

Speaker C

Football, Vic.

Speaker B

Yes.

Speaker B

We could do all things Newcastle United.

Speaker B

It's a sore subject, guys.

Speaker B

Maybe I'll explain it the next one why.

Speaker B

But yeah, we'll be back next week mainly or might have a guest on next week actually.

Speaker B

I tell a lie.

Speaker B

Let me have a quick look on me.

Speaker B

Yes.

Speaker B

No, we'll be back next Friday because I've got a special guest on.

Speaker B

So myself and Helen Shaw will be on talking about websites next Friday.

Speaker B

So there we go.

Speaker B

You'll see Lee in a couple of weeks.

Speaker B

Have fun.

Speaker B

Make sure you get yourself session paperwork into us.

Speaker B

If you are a client you haven't already because that January deadline will creep up on you and get your ticket for the Expo because the doors will be shutting fairly soon.

Speaker B

So if you haven't grabbed a ticket yet, please grab one because we will announce soon when the doors are going to be closing because we've got a lot of organizing things to buy so I need to know numbers.

Speaker B

So they will be shutting soon.

Speaker B

So if you're procrastinating about it, please grab a ticket now so that you don't miss out.

Speaker B

Other than that, have a great week and weekend and we will see you next week.

Speaker A

Fantastic.

Speaker A

Thanks very much.

Speaker B

Bye.

Speaker A

Take care.

Speaker B

Bye.

Speaker A

Bye.

Speaker B

Thanks for listening.

Speaker B

If you've enjoyed my podcast, don't forget to subscribe for me.

Speaker B

And if you want to speak to me, please visit my website@www.petaccountant.co.uk.

Speaker B

and if you'd like to join my Facebook group, which is full of like minded pet professionals, then search accounting for pet professionals in Facebook and I will see you there.