New Payroll Software
At PKF Francis Clark Payroll, we are continually looking to improve our service to our clients and from 2022, we are upgrading our payroll software to a new automated cloud-based provider – Paycircle.
What does this mean for our Payroll Clients?
Paycircle is accessed via the web; employers and employees will have their own unique online portal to access the information they need, when and where they need it.
Our Clients will upload their data monthly onto the Paycircle portal. We will then collect and process the data from the Paycircle portal, sending them a report to review and approve, after which, we’ll send their employees their payslips on an agreed date.
Why are we Updating our Payroll Software?
Paycircle is modern, simple and secure.
Payroll in the cloud empowers teams, streamlines payroll processes, improves and speeds up communications and removes unnecessary admin.
Paycircle has a great user experience with an easy-to-use portal that’s accessible via your phone, tablet, laptop or desktop.
There are lots of advantages to managing payroll in the cloud:
The Benefits of Cloud Payroll
- Easy Access
- Security you can Trust
Paycircle is fully encrypted and secure because everything is managed online via secure portals.
Working collaboratively on a cloud-based platform has many data security benefits as modern cloud platforms come with in-built security. With everything managed online via secure portals, companies are no longer exposed to the risks that are inherent with uploading and downloading data.
- User Friendly
- Step-by-step Process
- Email Reminders
- Online access to reports
- Payroll Data Archive
- Employee Portal
Every employee gets their own portal, which is unique to them and goes with them wherever they go, even if they leave your company. Employees can access their portal from any device, 24/7 x 365 days a year and it stores all of their payslip documents and other payroll and pension related documents. There’s also an online payslip and handy stats to provide top level pay information at a glance.
“I love how easy it is to view my payslip on my mobile and how much more information it gives me”
- Employee FAQs
The New Payroll Process
Your new cloud portal is your company’s own unique place to send and receive all of your sensitive payroll data. The steps in the below link show you four simplified steps of the payroll process and how you can use your portal during each step.
The Payroll Process is explained here.
Frequently Asked Questions
The changes to the new Paycircle software will start from July 2022. We’ll ask our clients to migrate in phases and we’ll let them know in advance via email when they will be migrated. We’ll send clients a guide on what they need to do before they migrate, how to navigate the migration process and how to log on.
There are many benefits of using the Paycircle platform, some of which include:
- Accessibility – Paycircle is a cloud application, which means that it is easily accessible over wi-fi or 4G
- Security of data – everything can be managed online via secure portals
- User-friendly interface – the platform is easy to navigate and can be accessed via phone, tablet, laptop or desktop
- Messaging area – the platform has a messaging centre which allows you to leave messages and instructions for your bureau. You can also upload files and images
- Online access to reports which can also be downloaded in a variety of formats
- Email reminders
- Payroll data archive – each action is recorded and stored with the relevant payroll so you get an audit trail of all activity
- Employee portal – the employees can access it 24/7, 365 days a year, and they get to keep access to it forever, even if they leave your employment
- Employee FAQs – there are lots of FAQs in the portal with hints and tips of what to do when contacting HMRC or how to understand one’s pay information, which hopefully can help decrease the amount of queries you have from your employees
Here’s a guided tour of your new payroll portal, with explanations and videos, so that you can start to get acquainted with your new environment. You can familiarise yourself with your portal’s features and also with your employee’s portal experience too
For a complete guide to using PayCircle, please click here.
With the move to Paycircle software, your employees now have their own secure pay portal that is unique to them and it stays active even if they leave your company – it’s theirs forever.
They can access their payslips and all other pay related documents such as P60s and P45s online and if they have an active workplace pension, they can access their pension information online too. Their new pay portal is easy to use and has been designed to help them understand their pay and answer any questions that they may have about their pay and tax.
Benefits of the new pay portal:
- View your payslips online in the cloud, any time and from any device.
- Download your payslips In a format accepted for mortgage applications and loan agreements.
- Store all of your pay documents securely – for as long as you want.
- Get email notifications when you have new documents to view.
- Get more clarity around your pay and tax calculations with online tips and tools.
Help and support at the touch of a button
Intuitive and interactive help and support guides are available directly inside the app. The pay portal has a packed library of articles, videos and tutorials always just one click away. Look out for the support icon on every page.
Employees can take a look at the following videos to get to know their portals:
A tour of your pay portal
Guide to employee registration
Resetting forgotten passwords
Users select their own passwords. This is done when they register with the portal for the first time.
The employee’s account allows them access to the employee portal and it is theirs to keep, even if they leave your employment. There is no need to deactivate any accounts.
Yes, it is. Paycircle is registered with the Information Commissioner’s Office under the Data Protection Act. Any personal data added on the system falls within the scope of GDPR and is governed by the Data Protection Act. More information can be found on Paycircle’s website under the FAQs section: FAQs – Paycircle
All data is stored within the European Economic Area. Paycircle’s application servers are located in South UK and the Netherlands. It’s a similar story with respect to the storage of backups which is additionally geo-replicated to Ireland.
Paycircle is an investment on our part to maintain our current competitive pricing. We are facing cost pressures and clients could be facing price increases if we weren’t making this investment.
If you raised a query regarding the payroll/reports, this will assign the payroll back to the bureau and you will not be able to see anything until the bureau has finished their processing and sends the payroll back to you to approve. You will be notified when the payroll has been assigned back to you.
Paycircle offers a wide range of reports which can be viewed inside the platform, or exported in the following formats: CSV, PDF or XML. You can check which reports are available to you in draft (pre-approval of the payroll) by going to the payroll area, and scrolling down to the reports section at the bottom – please see this 30 second video if you’re not sure how to do this: Accessing, viewing and downloading draft reports.
You can access your final reports once you receive an email confirmation from your bureau that the payroll has been run and they are ready – the confirmation email will have a link for quick access. Alternatively, you can just log into the Paycircle platform and go to the relevant payroll to view the final reports. Here is a link to a short video how to do this: Accessing, viewing and downloading final reports.
If you don’t know how to find the reports you need, please contact your payroll administrator for help.
They simply need to click on the ‘Let’s go’ button in the email they will have received from Paycircle, confirm their date of birth to authenticate it is them, and choose a password to register. They can then log in and start using the portal.
The employee portal is an easy-to-use platform, which employees can keep access to forever, even if they change their employment. It allows them to access a variety of information: there is a dashboard with a quick overview of pay and pensions information, ability to view, download and print payslips, ability to view payments, tax code changes and pension contributions.
There is also a lot of information on payroll, such as what is a tax code, why tax codes change and what to do if you think your tax code is incorrect, what is a P45, how to opt out of pension and much more.
You can find out more in this Employee Education Pack.
What do our clients say?
“The Payroll Team at Francis Clark have offered unwavering support for our business throughout lockdown and beyond. They have remained on hand, to answer queries, process payroll and maintain business as usual whilst they have had to rapidly learn new and constantly changing regulations for the Covid-19 government schemes.”
“I was recommended to FC Payroll Solutions by our Independent Financial Advisor at a time when I was struggling to assimilate yet another change introduced by HMRC. After an initial interview I was confident that FC Payroll Solutions would provide a payroll service for us in a professional and courteous way, and that has proved to be the case. I would unhesitatingly recommend them to others.”
“Your payroll staff are always available at the end of a phone or by email; nothing is too much trouble and the accuracy and professionalism is superb. In the time you have been looking after us we have built an excellent relationship between ourselves and your payroll department. We truly do not know how we managed before asking you to take on our seven payrolls and wish we had done it years ago.”
“The Charity has outsourced its payroll to FC Payroll Solutions for a number of years now. We have always found FC Payroll Solutions to be responsive to our needs and undertake our monthly payroll promptly and efficiently. We would gladly recommend FC Payroll Solutions to others who wish to outsource their payroll.”
“We have been relieved of the burden of ever-increasing compliance with HMRC’s requirements for a very modest cost.”
“The team consistently deliver good customer service by answering both simple and complex queries in a timely manner, being clear and concise to non-payroll people! We would recommend their services as they provide the reassurance that our employees will have their pay processed correctly, compliantly and meeting all the necessary HMRC regulations. FC Payroll ultimately deliver on what they promise, making it a pleasure to work with them.”
“FC Payroll Solutions have provided an excellent and seamless end-to-end service for Ben Ainslie Racing Limited since we started the company. Outsourcing this critical function is always done with a certain amount of trepidation but their professionalism and capability, including answering queries and managing last minute change requests, has been exemplary.”
“I would recommend FC Payroll Solutions to any new or existing business, as they provide a very high and professional quality service, and are always available if you require assistance and advice. FC Payroll Solutions have been very helpful by answering my numerous questions. Fast service, really easy to work with, providing excellent management of payroll, tax and any NI issues.”