Access Payroll Services for Hospitality – a Q&A
We recently caught up with Vicky Smith, Head of Operations at Access Payroll Services (APS) to grill her on all things APS and the questions you might have when selecting a payroll solution for your hospitality business.
Watch the video recording below to see what she had to say…
Hospitality payroll FAQs
What are the benefits of a hospitality payroll system?
A hospitality payroll system helps businesses in the hospitality sector meet the specific needs of their staff with consideration for differing shift patterns, hourly and overtime rates and tronc payments as well as the usual payroll functions.
Hospitality payroll software helps businesses:
- work out payroll calculations and deductions quicker
- generate accurate payslips
- employees can access payslips
- automate tasks
- manage complex payrolls
- reduce errors and administration time
What makes APS different from other payroll managed services?
What sets us apart is our extensive range of clients whom we cater to. Our organisation is divided into three distinct sectors: the SMB bureau, the mid-market bureau, and the Enterprise Bureau. Hospitality services can span across all these various business sizes, but it's the level of service that differs slightly.
While some software solutions may vary among these three sectors, our primary focus remains on aligning our services with each customer's unique needs and objectives.
Which certifications/accreditations do you have?
Our bureau holds official recognition from HMRC, signifying that our software adheres to Real-Time Information (RTI) compliance standards. Annually, we undergo a rigorous testing phase to ensure our capability to submit RTI for our clients using all the software at our disposal.
Moreover, we have earned approval from BACS, a testament to our commitment to quality. This necessitates periodic audits to verify that we maintain stringent controls to ensure that those handling BACS transactions possess the requisite knowledge, understanding, and procedures, which ultimately guarantees our customers' data integrity.
Furthermore, we have achieved accreditation from the Chartered Institute of Payroll Professionals (CIP), specifically in their payroll assurance scheme. In fact, we proudly hold the distinction of being the first Managed Service Bureau to receive a perfect score of 100% in their comprehensive audit. During this audit, CIP evaluates every facet of our operations, from onboarding processes and training protocols to team engagement, customer satisfaction, and overall process effectiveness. Remarkably, they found no areas needing improvement, a remarkable achievement we hold in high esteem.
In addition to these accolades, we are accredited for service and software compliance with ISO 27001 standards, which entails undergoing additional audits to ensure ISO compliance. Furthermore, for select customers, particularly those with American affiliations or ownership, we offer SOC 1 certification to meet their specific requirements.
How does hospitality payroll differ to other industries, and how do you cater for these differences?
The hospitality industry presents its own unique set of challenges. With operations running seven days a week and multiple shifts each day, it's a complex environment. In addition, there's a diverse workforce comprising salaried employees, hourly workers, casual staff, and even agency personnel. Many people mistakenly believe that managing payroll in hospitality is as simple as pressing a button, but the reality is a bit more intricate.
Behind the scenes, there's a touch of magic, but it's crucial to understand that hospitality payroll can involve multiple positions, each potentially having different pay rates. This means that two different roles performed in a single day may not yield the same earnings. Ensuring that the data capturing these hours is accurate and seamlessly integrates with our payroll systems is vital.
Our systems allow for the inclusion of as many positions as needed. Consequently, an individual could be associated with five, ten, or even more positions, yet all of this information converges into a single, consolidated payslip. This approach streamlines the employee review process and simplifies reporting to HMRC.
Furthermore, there are unique aspects to consider, such as tronc, which must be meticulously handled. Given the goodwill extended by employees in the hospitality sector, where compensation isn't always among the highest, it's imperative to remunerate them accurately for the work they've performed. These factors represent some of the significant distinctions that set hospitality payroll apart from other industries.
How long does it take to move from an existing payroll provider to APS?
A project’s duration typically falls within the range of 3 to 6 months, with data quality being the linchpin of success.
Ultimately, the pivotal factor driving the project's success is the quality and accessibility of data. If you possess robust data and a deep understanding of it, the project is likely to proceed smoothly. Conversely, a lack of familiarity with your data or difficulties in obtaining and managing it can make the project more challenging.
Either way, we work closely with clients to import, customise, and balance data, ensuring precision and compliance throughout the process.
What will I pay for APS?
Our Payroll Managed Services are charged on a per payslip basis and, depending on pay frequency, number of employees and specific requirements; this ranges from £1.25 to £5.50 per payslip.
We also offer a fused price that includes all the implementation, and this would be based on a minimum 36 month contract.
Related resources
Manage the complexities of hospitality payroll with our HMRC-recognised payroll software
