SALC Payroll Service Terms and Conditions (2025/26)

Introduction

These terms and conditions outline the nature, standards, and costs of the payroll service provided by the Suffolk Association of Local Councils (SALC). By continuing to use this service, you are agreeing to the terms set out below.

Contents

  1. About SALC

  2. Payroll Service and Charge Rate

  3. Billing Arrangements

  4. How to Contact SALC

  5. Level of Service

  6. Data Protection

  7. Complaints Procedure

  8. Termination of Agreement

1. About SALC

Established in 1950, SALC is a not-for-profit organisation that supports the first tier of local government. We offer specialist knowledge and experience to protect, advise, and support the corporate interests of Suffolk’s local councils. Our trusted reputation and practical support make us the first point of contact for many councils across the region.

2. Payroll Service and Charge Rate

To access the SALC payroll service, councils must be members of their local county association.

Charges for 2025/26:

  • £7.50 + VAT per month for a single employee where the council has no staff eligible for a pension.
    Additional employees: £4.00 + VAT per month

  • £8.00 + VAT per month for a single employee where the council does have staff eligible for a pension.
    Additional employees: £5.00 + VAT per month

  • Annual-only, half-yearly, or quarterly service: £38 + VAT

  • Application fee: Equivalent to one month’s usual charge to cover administration

  • Mid-year joins: An additional charge of 25% of the standard monthly fee for each month from the start of the financial year to the date of joining will be applied for system updates and recalculations

Out-of-County Councils:

We can accept councils from outside Suffolk, provided they are active members of their own local county association. SALC will obtain permission from the relevant association before proceeding.

3. Billing Arrangements

Invoices are issued in arrears on a half-yearly basis:

  • September

  • March

4. How to Contact SALC

5. Level of Service

The SALC payroll service includes:

Payroll Processing

  • Starters and leavers (including P45s)

  • Monthly pay calculation including overtime, backpay, and statutory deductions

  • Tax and National Insurance (NI) calculations

  • Pension contribution calculations and submissions (where applicable)

  • Processing other statutory payments and deductions (SSP, SMP, student loans, etc.)

  • Issuing password-protected PDF payslips to employees

HMRC & Pension Submissions

  • Monthly Full Payment Submission (FPS) and Employer Payment Summary (EPS), including for councils with no active employees

  • Year-end submissions and employee P60s

  • Providing payment details and deadlines for HMRC and pension providers

  • Submission of pension information or assistance in setting up Direct Debit instructions

  • Issuing pension communications to eligible employees in compliance with regulations

  • Implementing HMRC changes (e.g. tax codes, minimum wage increases)

Data Storage

  • Payroll records are securely stored for six years

Employer Responsibilities

To ensure accurate processing, employers must:

  • Complete an 'Application of Service' form

  • Register as an employer with HMRC and provide PAYE reference details

  • Submit new employee forms and HMRC Starter Checklists

  • Provide P45s or year-to-date information where relevant

  • Notify SALC of employee departures and contact updates

  • Provide employee hours (if applicable) by the monthly deadline

  • Notify of changes to employee pay, hours, contact details, or pension status

  • Ensure timely payments to HMRC to avoid penalties

  • Ensure a workplace pension is in place and inform SALC of all relevant updates

Helpful pension guidance is available at: www.thepensionsregulator.gov.uk

Employee Responsibilities

Employees are encouraged to:

  • Inform SALC of any changes to their tax code

  • Contact HMRC directly if they believe their tax code or deductions are incorrect

  • Access their tax account via: www.gov.uk/personal-tax-account

Note: All payroll reports will be sent to one nominated email address, which can be changed upon request. Please also ensure we have up-to-date contact details for your Chair.

6. Data Protection

SALC processes personal data in accordance with our Privacy Policy. In relation to this service, we act as a Data Processor on behalf of the council and process the following information:

  • Name, address, and email of employees

  • National Insurance number

  • HMRC details (e.g. tax codes)

  • Date of birth

  • Pension information (where applicable)

We use BrightPay payroll software. BrightPay does not have access to client payroll files.

7. Complaints Procedure

If you are dissatisfied with any part of the service:

  • Contact the relevant member of the SALC team in the first instance — most issues are resolved within 5 working days

  • If unresolved, escalate in writing to the Chief Executive Officer at: ceo@suffolk-alc.gov.uk — a response will be provided within 20 working days

We also welcome positive feedback and suggestions to improve our service.

8. Termination of Agreement

Either party may terminate this agreement by giving one month’s notice in writing.

Upon termination, SALC will delete all personal data, except where retention is required by law (in which case data will be archived securely and protected from further processing). All confidentiality and data protection obligations remain in force after termination.