The Work and Families Act 2006 provides legislation on paternity, maternity and adoption leave. Payroll checks that any employees applying for maternity pay meet the required criteria before any payments are processed. Disqualified employees are issued with SMP1 and MATB1 forms within 7 days. If an employee qualifies for maternity pay, then payroll ensures employee receives 39 weeks of SMP. The employee is entitled to work 10 KIT days during leave if agreed with the College.
2.7 Data Protection Act 1998
The Data Protection Act (DPA) 1998 regulates the use of personal data and includes information which is highly applicable to payroll and HR. Payroll conforms to the DPA 1998 by ensuring:
1. Records are locked away in secure cabinets and on password-protected computers.
2. Only authorised staff have access to employment records.
3. Employee information is not shared with third-parties.
4. Sensitive and confidential information sent out electronically is secured and password protected, with the password being sent in a separate email.
5. Payslips are sealed and securely distributed to employees.
6. Processes exist to deal with any security breaches.
7. The identity of the individual is established before any information is shared.
3 Employment Processes
3.1 New Starters
College policy mandates that the HR recruitment checklist is completed before an employee can be set up on the HR/Payroll integrated system. HR carries out DBS checks, which confirms if the applicant is barred for working with children and has a criminal record, before completing any appointments. Payroll ensures that the employee pay-scale is set up correctly and, due to the legal constraints that are placed upon payroll, all paym...
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...e last day of employment while taking into account any outstanding loans, absence, overtime and holiday pay. Payroll notifies external authorities of the leaver once the P45 is issued and FPS submitted to HMRC via RTI.
Redundancies and termination involves the legal team and the execution of grievance procedures. The negotiation between the College and the employee are carried out before instruction is given to payroll to perform the required calculation and payment. Termination and redundancy payments, pay-in-lieu of notice and lump sums depend on the contractual position. Any tax-free payments are made in line with the figures prescribed by HMRC.
For death-in-service or terminally-ill employees, payroll acts promptly with the NI rate changed to rate X and no NI deductions taken from any payments made after the date of death. HMRC are subsequently notified via FPS.
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