IRIS Proposal:
Payroll and Automatic Enrolment
for XXXXXXXXXXXXXXX
Prepared by:
Date:
xx
28 July 2017
IRIS Payroll and Automatic Enrolment Proposal
Contents
Page 3
Executive Summary
Page 4
Proposed Solution
Page 5
Implementation
Page 6
Investment Required
Page 7
Why IRIS?
Page 8
Why Earnie?
Page 9
Client Testimonials
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Executive Summary
The John Martin Group operates nine car dealerships across three locations in Scotland. There are currently 200
employees paid via a single monthly payroll.
Following recent discussions with Emma Paton, we understand that payroll is currently provided by ADP which was a
bolt-on to the DMS. This system was not designed to handle the complexities of a modern payroll environment and is
being managed by a number of “workarounds”. The Group are moving to a new DMS in September, and access to
ADP will cease. Currently, all pension assessments and communications are provided by Scottish Widows via their
online ‘AssistMe’ tool, with any documents being printed in-house and sent out manually. This is run outside of the
Payroll.
IRIS is delighted to offer a proposal for Earnie IQ and our Automatic Enrolment Suite. This will deliver a robust payroll
platform for up to 200 employees, 5 companies and 1 concurrent user. We are proposing a single system which will:
run payroll, assess employees, distribute employee communications and digital payslips, whilst providing the interface
to your pension provider- Scottish Widows.
We believe that Earnie IQ is an excellent fit for your requirements and will deliver tangible benefits in four main areas:
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Provide you with a single platform for all your payroll needs
Support your compliance and legislative requirements
Increase efficiency in your operation
Offer secure cloud options for your Payslip and AE communications
Our proposal is focused on the following components:
1. Earnie IQ payroll software
2. IRIS AE Suite™ (comprising Assessment, Communications and Payslips)
3. Earnie Timesheet Central
4. Full Service package including on-site consultancy and training
The following commentary will outline our proposal, implementation approach, the investment involved and why IRIS
is the right choice as your payroll partner.
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Proposed Solution
Payroll Software
Earnie IQ
A best of breed payroll solution to meet your ever changing business needs, Earnie IQ includes a comprehensive list
of features to ensure you have everything you need to run, maintain and manage your payroll. The flexibility of Earnie
IQ means it can handle all payroll requirements from simple to very complex.
Key Benefits:
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Includes over 250 standard reports (including multi-period reporting),
Allows up to 10 definable analysis levels
Integrates with a range of other business software (Accounts, HR, Time & Attendance and many more).
HMRC recognised and RTI compliant
A costing facility (included as standard) allows employee tax and NI to be split between multiple cost centres. This
can be done as either a fixed split if an employee is permanently assigned to multiple centres or as an ad-hoc split at
the point the payroll run is being done (if an employee worked at another site as a one-off, for example).
Automatic Enrolment Software
IRIS AE Suite™
The IRIS AE Suite™ is a complete automatic enrolment solution allowing you to:
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Assess employees automatically within your payroll run
Generate compliant pensions letters, payslips and P60s at the touch of button
Publish the letters, payslips and P60s to a secure online portal
Generate automatic enrolment interface files for leading pension providers*
The IRIS AE Suite™ will streamline automatic enrolment and reduce your administrative burden, estimated at 3.5 days
every month. Employees can view their pension letters, payslips and P60s from a smartphone, tablet or PC. The
estimated saving by moving from paper to online payslips is £1.75 per payslip.
*The IRIS AE Suite™ includes standard interface files for NEST, NOW, Scottish Widows, Peoples Pension, Aviva and
Friends Life. Other AE interfaces for the majority of pension providers are available and are charged separately. These
AE interface file formats encompass contributions, new starters and AE information.
Additional Modules
Timesheet Central
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Any information that is held in spreadsheets such as hours worked and commission
payments can be easily imported into Timesheet Central. You have full control of your
data as you can review or amend all information before transferring it to Earnie
IQ. Timesheet Central is ideal for data verification as you can easily view data within one
screen. Available as single or multi-user, operator access can be restricted to particular
companies or even selected pay elements.
IRIS OpenPayslips
IRIS OpenPayslips is a secure web-based solution that enables your employees to access and download their payslips
via an online portal. Once your employees have registered they are able to quickly view all of their current and historic
payslips in one easy to access, secure area. All payslip information is taken directly from the payroll software and
therefore the payslip will be dispatched exactly how your employees are used to seeing them and because they are in
the cloud they can be accessed wherever they have an Internet connection. In addition, IRIS is the only payroll
software provider that allows you to deliver your employees' payslips direct to their smartphone.
P11D Organiser
IRIS P11D Organiser allows you to easily record and calculate your employee’s taxable benefits. It integrates with
Earnie payroll so you don’t have to re-key the information and allows batch allocation of common benefits and
expenses. It’s multi-user, multi-company and ideal for organisations of all sizes (including bureau use). P11D Organiser
is approved by HMRC.
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Implementation
Migration and Timescales
The Earnie team will work closely with you to understand your individual requirements and ensure a smooth transition
from ADP with the minimum of disruption. This proposal includes full migration along with training, transition support
and full ongoing maintenance/support service.
We understand that your timeframe for the project, is for the payroll to be in place by April 2015. With this in mind,
the overall timeline for the project would be as follows:
12th January 2015
Sign-off & Order
Placed
12th February 2015
Scoping & Project
Plan
19th February 2015
Installation, Migration
& Training
1st March 2015
Parallel Run
6th April 2015
Go Live
The above is dependent on our ability to export the data from ADP as either a CSV or Excel file. In this case we will
be able to import the data. As long as we can export YTD figures from ADP, we can either do this at the beginning of
the year or mid-year. We would recommend a parallel payroll run as part of the transition. All data is automatically
transferred and can be verified in the parallel run.
Please note that the dates above are indicative only and are not confirmed until an order is received by IRIS.
Consultancy and Training
Scoping Exercise
An initial scoping exercise will be carried out to determine your individual requirements. During this phase the
consultant will work closely with all parties involved within the implementation to plan out when and how the work
will be done. The number of consultancy days required may be subject to change once scoping has been carried out.
Any bespoke work such as custom reports or payslips will be covered during the scoping day and are not included in
the proposal provided.
Consultancy Support
You will work closely with the same experienced consultant throughout the implementation process to ensure
continuity of work. The consultancy team will ensure that any on-site days are used to maximum benefit and dates
will be confirmed in advance.
Training
Training is an integral part of the project and will be delivered to suit your requirements. Multiple people are able to
attend training sessions to ensure that the relevant people are fully up-to-speed with your new payroll software.
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Investment Required
Why IRIS?
Company overview
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Payroll Experience
With over 34 years’ experience, IRIS is the UK’s leading provider of fully integrated payroll solutions. By focusing on
the UK payroll sector, we have an unrivalled understanding of the regulatory challenges and pressures that businesses
face. We use our deep domain expertise to deliver world-class software and services that give our customers tangible
business benefits.
Automatic Enrolment Credentials
IRIS launched its first automatic enrolment software solution in May 2013 and since then IRIS has successfully helped
over 2,000 employers stage and assess over 400,000 employees. Through this experience IRIS has built the knowledge
and expertise to help any business successfully stage. To fully automate automatic enrolment within our range of
payroll software has been a significant undertaking.
IRIS has expended over £1million to develop automatic enrolment functionality in our payroll software. Whilst the
initial work is now complete we will continue to update the functionality to ensure compliance. Over and above the
research and development expenditure, IRIS will also be investing in support personnel and expertise to assist
customers familiarise themselves with new automatic enrolment software. By FY17, the planned expenditure in
automatic enrolment development and support will approach £2million.
Customer Satisfaction
In December 2013, IRIS carried out a client survey to establish our Net Promoter Score (NPS). This is a globally
recognised tool which is used to measure customer satisfaction or loyalty. On a scale of -100 to +100, IRIS received
a score of +63. This is considered to be “world class”.
Why Earnie?
Earnie Enterprise payroll is comprehensive and flexible, easily handling even the most sophisticated payroll needs,
while still remaining easy to use. One of our core strengths is the in-depth knowledge and experience of our dedicated
consultants who have a combined experience of nearly 100 years’ experience.
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Efficiency
From delivering payslips to employees through a smart app, to quickly getting payroll data into
Earnie from other systems and providing detailed journals for your accounts system, Earnie will
work seamlessly with your other key systems to help your business be more efficient .
Flexibility
Earnie is one of the most flexible payroll systems available and can be tailored to your own
individual requirements. Configure payments and deductions as needed with sophisticated
formulae, create user-defined fields to capture your unique information and write your own quick
reports as required.
Support
The UK help desk is 100% payroll focussed, providing advice and guidance whenever you need it
so you can be confident you are running your payroll accurately and compliantly. We have also
introduced the KnowledgeBase resource to provide quick and easy help online 24/7. We have a
dedicated team adding new articles every day to ensure that you have at your fingertips the most
up to date information within seconds, 24 hours a day, 7 days a week.
Account Management
Earnie enterprise payroll customers receive a dedicated account manager who is on hand to build
close working relationships with their customers. They take the time to fully understand your
business, with a consultative approach they will provide you with tailored solutions to best fit your
business needs. Your Account Manager will have access to all parts of our payroll organisation as
well as executive management to ensure you receive the best possible support.
Client Testimonials – Earnie Payroll
“Moving our payroll to Earnie was an extremely smooth
process. The implementation and training service provided
by IRIS was very good and we were up and running
immediately.”
Bidwells, Property Client
“The Import/Export facility is fabulous - importing
information from Microsoft Excel saves us hours of input time
and reduces typing errors. The Earnie helpdesk is very
patient with me and I have always found them to be an
enormous help.”
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
Bellway Homes, Construction Client
“Variable data including overtime doesn’t pose an
administrative nightmare for us because it’s so easy to
upload. We don’t spend wasted hours inputting data.””
Ryman The Stationers, Retail Client
“Getting the information into Earnie is very straightforward.
Managers of each park send me an Excel spreadsheet with
details of items such as hours worked and I simply upload
this into Timesheet Central which is then transferred directly
to Earnie.”
Hoburne Holiday Homes, Leisure & Hospitality Client
“There’s a clear reason why we have stayed with IRIS for so
many years. I can’t fault anything we have had, from the
software and training, to consultancy and support,
everything has been outstanding. We couldn’t be happier
and I couldn’t think of even considering moving to another
software provider. I would definitely recommend IRIS to
other people in my position.”
Sue Tazey, Portland College
Watch the video to see why customers recommend Earnie Payroll Software
Client Testimonials – IRIS AE Suite™
“In terms of the monthly saving, we definitely save around
two to three days per month running the payroll. Most of
our employees have now been automatically enrolled into
our pension scheme and now we wouldn’t even like to think
about the problems it would cause us monthly if we had to
do it manually.”
Taylor Bloxham, Printing Client
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]
IRIS Payroll and Automatic Enrolment Proposal
“I was terrified of auto enrolment to begin with but it’s been
easy. What changed your mind? It is actually the auto
enrolment system. It assesses it, produces all the
documentation and I can check who has logged in to see
their payslips or letters and who hasn’t so from an
administrator point of view I know what the employees
have done.”
Silverstone Circuits, Sports & Leisure Client
“It’s slick. It does everything it needs to do. We believe
the right place to do auto enrolment is in the payroll and
the IRIS AE Suite™ actually does the assessment and
communications for you.”
First Actuarial, Financial Services Client
“We’ve been using the IRIS AE Suite™ to produce and
distribute our payslips for a number of months now and are
pleased with the results. It saves us a lot of time and helps
reduce waste. Automatic enrolment is very complex and we
have complete confidence that the IRIS AE Suite™ will
ensure our clients are compliant.”
Haines Watts, Leading Accountancy Practice
Watch the video to see how IRIS is helping customers comply with auto enrolment
Need help? Call the Earnie sales team on 0844 815 5677 or email [email protected]