Implementation Form Guidance

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Implementation Portfolio 

Implementation Portfolio 

  1. Company Overview
  2. Employer Set Up Information
  3. Calculation Methods
  4. Statutory and Parental Leave
  5. Company Sickness
  6. Auto Enrolment
  7. Pension Scheme
  8. Employee Hub
  9. Reporting
  10. Accounting Requirements
  11. Expenses & Benefits 
  12. Third Party Liability Payments 

Additional Tabs

  1. Payment Headings
  2. Deduction Headings
  3. Policies
  4. Education Pro-ration Defaults


Company Overview 

In an implementation portfolio, these details assist in providing a comprehensive understanding of the employer's operational details, thus offering context and clarity to any implementations or projects showcased in the portfolio.

Name Description

Employer Name

The employer name refers to the official name of the company or organization for which an individual works or provides services.

Employer main email address

The employer's main email address is the primary electronic mail contact point for the company or organization. For instance, it could be something like "" or "". This is crucial for communication and updates pertaining to the portfolio.

How many payrolls in total

This refers to e.g., a monthly and a weekly payroll, so this would be two payrolls. OR another scenario would be if a monthly payroll paid out twice a month, then it would need to be split to two payrolls.

Standard Annual Weeks


The term "Standard Annual Weeks" refers to the number of working weeks considered standard in a year for a specific company or organization. While there are 52 weeks in a year, not all are considered 'working weeks' due to holidays, company-specific shutdowns, or other reasons. For instance, if an organization operates 50 weeks a year and takes 2 weeks off for year-end holidays, then the standard annual weeks would be 50. This provides a context for understanding work cycles and time allocations in an organization.

Standard Full Time Hours


There can be more than one full time equivalent hours, e.g., you could have 40 and 37.5, so if you had a part time employee you could have the FT factor being calculated on either the 40 or 37.5.


Employer Set Up Information

This section provides foundational data about an employer, especially when setting up payroll or HR systems. It ensures that the company's details are accurately recorded, and can be essential for regulatory, tax, and administrative purposes.


Name Description
Payroll Name

(needs to match wording on DTO):

The payroll name is the title used to identify the company's payroll system or process. It's essential that this name matches the wording on the DTO (Data Take On) to ensure consistency and correct data interchange between systems or processes.

Companies house registered name (including post code) 

This is the official name under which a company is registered with the Companies House (in the UK). It's the legally recognized name of the company and might differ from the company's trading or brand name.

Full Address of registered office (including postcode)

This is the official address where the company's registration details are held and where official documents can be served. It's essential for legal and official communications.

Main telephone number

The primary phone number through which the company can be contacted. It's typically the number for the company's headquarters or main office.

HMRC Paye Reference Number – Expected format 123/AA12345

The PAYE (Pay As You Earn) reference number is a unique set of characters given to every employer by the HMRC (Her Majesty's Revenue and Customs) in the UK. It's used to identify the employer's payroll for tax purposes. The format provided (123/AA12345) helps ensure that the number entered conforms to the expected structure.

HMRC Accounts Office Reference Number – 123AA12345676

This is another unique identifier issued by HMRC. It's specific to each employer's 'Accounts Office' and is used for making PAYE payments. Again, the provided format ensures data consistency.

Is this a new scheme?


This question seeks to determine if the employer is setting up a completely new PAYE scheme or utilizing an existing one. 

Is this a split scheme?

Some companies run multiple PAYE schemes, possibly due to various departments, locations, or subsidiaries. If it's a split scheme, it indicates the employer divides their payroll across more than one PAYE scheme.

If a split scheme, it is assumed that the customer will be sending the EPS for all, is this correct?:


EPS (Employer Payment Summary) is a submission made to HMRC that provides updates on any amendments to the payroll data previously submitted. This question checks to ensure that, in the case of a split scheme, the employer will be sending an EPS for each individual scheme.

These details, as part of the "Employer Set Up Information," are crucial for setting up and managing payroll systems, ensuring compliance with tax regulations, and providing clarity on the employer's specific arrangements with HMRC.

Even if Cintra is not sending the BACS, we still need the Bank details and the BACS user ID



These are required to produce a bank file and often are needed for a custom BACS file.

Even if the employer handles their payment transfers independently, Cintra still requires this information.

Company bank details for payroll

  1. Sort Code
  2. Account Number
  3. Bank Account Reference
  4. BACS User ID


Company bank details for HMRC

  1. Sort Code
  2. Account Number
  3. Bank Account Reference
  4. BACS User ID


Please note that HMRC payments will be made in the following month, on the 20th

Is Cintra sending bacs on your behalf?
If yes you will require our Bureau User Number of B60242 to link to your bank account
This question is asking if Cintra is the entity responsible for transmitting BACS payments for you. If the answer is "yes", then there's a specific "Bureau User Number" (B60242) you need to associate/link with your bank account. The "Bureau User Number" is likely a unique identifier for entities that are authorized to make BACS transactions on behalf of others.
Penny test required This is a common practice in banking and financial services where a very small amount (like a penny) is transferred to ensure that the bank details provided are correct and that the transfer process works smoothly. Once the test is successful, larger transactions can be made with confidence.
If Cintra is not sending your bacs, what software is used at present
We will need copies of the specification
If Cintra isn't handling your BACS payments, another software or service provider might be doing so. Common alternatives to in-house software like Cintra include other payroll software or dedicated BACS service providers. Examples might include Sage, Xero, QuickBooks, ADP, or others.
If more than one payroll, do all of the payrolls use the same bacs software
i.e. will the bacs file need to be in the same format.  We will need copies of the specification

If an organization runs multiple payrolls (e.g., different departments or subsidiaries), the question asks whether all of these payrolls use the same BACS software to produce the payment files.

If different software solutions are used, the BACS file format may differ. It's important for the processing bank or entity to know this because they might require a specific format.

Regarding the specification, you'd need to contact the BACS software provider or consult the software's documentation for a copy of the specifications.

Estimated number of employees on payroll This question is asking for a figure — how many employees are being paid through this payroll.
Payroll frequency  This is relating to how often the employees are paid e.g. weekly, monthly, fortnightly etc.

1st parallel start of pay period 

1st parallel end of pay Period

These questions are about parallel runs, which are typically done when transitioning to a new payroll system. The organization runs both the old and the new systems side by side for at least one pay period to ensure that they produce the same results. These questions ask for the start and end dates of this parallel run.
Pay Date - cannot be 29th or 30th. 
If Regular Monthly** provide details in Notes Field - example 3rd Monday of every month
The date employees receive their payment. 
Normal pay date in December? The date employees receive their payment. 
If payroll falls on a weekend do you pay working day before or after If the usual pay date falls on a weekend, does the organization pay on the working day before or after the weekend?
Have you reviewed your Payroll Schedule? and can adhere to the Payroll submission dates?
(Source customers only)
The final question is about reviewing the payroll schedule. For "Source customers only" (possibly referring to a specific platform or service), the organization is asked if they've checked their payroll dates and can stick to the submission deadlines.


Additional Information

Name Description
Who is your current Payroll provider This question seeks to identify the company or software currently responsible for handling payroll operations. Examples could include companies or software like ADP, Sage, Paychex, Cintra, etc.
Are the same Employment ID's used across all Payrolls.   
If yes, our system cannot account for this - and a re-numbering process will be required.
Also, if yes - please confirm if the employment ID is a unique field on your pension provider file

If an organization uses the same Employment ID for an employee in multiple departments or subsidiaries, it will cause a problem for this system. In such cases, a "re-numbering process" will be needed to assign unique Employment IDs.

The last part of this question checks if these Employment IDs are also unique in the pension provider's records. This could be critical if the payroll system is integrated with a pension system, as unique identifiers are essential for correct data mapping and record-keeping.

What is the current format of the Employment IDS. (Length, Leading Zeroes etc)
This must match employee ID's on the FPS

This question asks about the specific format used for Employment IDs in the current system. It seeks details on:

    • Length: How many characters are in each ID? For example, is it always 6 digits like 001234, or can it vary?
    • Leading Zeroes: Are there any zeros before the first non-zero digit? For instance, is employee number 123 formatted as 00123 or just 123?


Ensure that employee IDs are consistent with those on the Full Payment Submission (FPS) when submitting payroll data. Inconsistencies can lead to errors or mismatches within the UK's HMRC PAYE system. Proper alignment is crucial for accurate tax reporting.


Apprentice Levy 

Name Description
Allowance Amount Not to be confused with apprenticeship funding, the apprenticeship allowance (currently £15,000) is an offset that is placed against the levy, to ensure that the costs incurred by the apprenticeship levy scale evenly. This figure could be between 0-15000
Paybill Take on amount £ This is the niable pay to date at the point of take on.
Levy Take on amount £ This is levy paid to date (at the point of take on) which you can usually obtain from P32.



Employment Allowance

Name Description
Entitled to Claim Allowance

You can claim Employment Allowance if you’re a business or charity (including community amateur sports clubs) and your employers’ Class 1 National Insurance liabilities were less than £100,000 in the previous tax year.

Employment Allowance: What you'll get - GOV.UK (

Allowance Claimed Amount to date £ This represents the cumulative amount of the allowance that has been claimed up to the current date. It helps track how much of the allowed deduction or benefit has been utilized in a given fiscal year.
Sector This refers to the industry or segment of the economy in which a company operates. Examples include finance, healthcare, manufacturing, etc. Identifying the sector is important for various reasons, such as regulatory compliance, specialized tax rules, or industry-specific benefits.
Small Employer  This designates whether a company qualifies as a "small employer" based on certain criteria, typically the number of employees or turnover. Being classified as a small employer can come with specific benefits, regulations, or obligations, especially in the context of tax and employment laws.
CIS Client (Construction Industry Scheme)  The Construction Industry Scheme (CIS) is specific to the UK and pertains to tax and payments in the construction industry. Being a "CIS Client" means that the company or individual is registered under this scheme, either as a contractor or subcontractor. Under CIS, contractors deduct money from a subcontractor’s payments and pass it to HM Revenue and Customs (HMRC). This term is used to indicate if a company is part of this scheme and hence subject to its specific tax rules.


Calculation Methods

Education Specific Questions

Name Description
1. Do you follow/operate to the Burgundy (Teachers only) Book policies? 
  • The "Burgundy Book" refers to the "Conditions of Service for School Teachers in England and Wales." It provides guidelines on matters like working hours, sick pay, and other employment conditions specifically for teachers.
  • The question is asking if the institution or school follows or operates according to these guidelines.
2. Do you follow/operate to the Green (Support Staff)  Book policies? 
  • The "Green Book" refers to the "National Agreement on Pay and Conditions of Service," which covers local government employees, including many non-teaching staff in schools.
  • The question is inquiring if the institution or school follows or operates according to the policies laid out in this book, especially for support staff.
3. Do you follow/operate STPC (School Teachers Pay & Conditions? 
  • The School Teachers' Pay and Conditions Document (STPCD) sets out the pay and conditions for teachers in England and Wales. It's regularly updated, and schools are required to abide by it unless they've opted out and have set their own pay and conditions.
  • This question asks if the school or institution follows the guidelines presented in the STPCD.

4. Do you have a pay policy that differs to any of the 3 points above? 



If you respond No to any of first 3 points, and Yes to point 4, you must provide us a copy of your pay policy and provide an update annually or confirm annually there are no changes to the pay policy. 


This question inquires if the school or institution has a different pay policy or set of conditions that deviate from the previously mentioned documents.


If an institution or school answers "No" to any of the first three points (indicating they don't follow one or more of these standard guidelines) and "Yes" to the fourth (indicating they have their own pay policy), they must submit their specific pay policy for review. Furthermore, they are required to provide updates annually or, at the very least, confirm each year that there have been no changes to this policy.

This process ensures that relevant parties (e.g., governing bodies, oversight committees) are aware of and can review the pay conditions being used by the institution.


Salary Pro Rata

Name Description
Will these pro rata settings be applicable to all payrolls?

We can only have one Pro Rata per payroll, and this will Pro Rata starters, leavers and mid-month salary changes. Multiple payrolls can be setup if the Pro Rata is different.   

Do you use a different pro rata calculation for starters, leavers, mid month This asks if the company uses specialized pro rata calculations based on certain employment events. For example, when an employee starts or leaves in the middle of a pay period or if there are changes to their employment terms in the middle of the month.
Pro Rata

Pro Rata is asking you to choose between whether you calculate salary changes on an annual method or a period method. 

Salary By This is asking whether you Pro Rata based on the actual days they work, or whether it looks at the 365 calendar days, or whether its weekdays which you would specify at a high level. 
Change Salary by using This refers to mid-month salary changes.
Week Days in a Year

This is only to be specified if you selected Weekdays in Salary By. 

Rate Decimal Place This refers to the number of decimal places to which a rate (like hourly rate, overtime rate, etc.) is rounded. For example, a company might decide to round to two decimal places for precision in payroll calculations.
Will you be providing full time equivalent salaries, or actual salaries? This question distinguishes between "full-time equivalent" (FTE) salaries and "actual" salaries. FTE is a way to standardize salaries based on a full-time schedule. For example, two half-time employees might be considered one FTE. "Actual salaries" would refer to the precise amounts paid to employees based on their specific work schedules. This distinction is vital for budgeting, staffing analysis, and other HR functions.


Daily Rate Calculation for Unpaid Leave, Holidays etc 

Name Description
Cintra to calculate Daily rate

This asks whether the company uses Cintra's system or services to calculate the daily rate for employees. For example, KIT Days, Daily Unpaid Leave etc. 

If Yes, which calculation method is used 

If the company does use Cintra to calculate the daily rate, this section is where they specify which method or formula is used. There can be various ways to calculate a daily rate, such as:

  • Fixed Rate: A standard amount for everyone regardless of their salary.
  • Pro-rata based on annual salary: For example: Annual / Weeks in the Year / Contract Days per Week 

Any other variation, please specify the formula. 


Hourly Rate Calculation

Name Description
Cintra to calculate hourly rate This is a question inquiring if the user wants Cintra to automatically determine the hourly rate for them. For example, overtime, hourly unpaid leave etc.
If yes, which calculation method is used

If the company does use Cintra to calculate the hourly rate, this section is where they specify which method or formula is used. There can be various ways to calculate a hourly rate, such as:

  • Fixed Rate: A standard amount for everyone regardless of their salary.
  • Pro-rata based on annual salary: For example: Annual / Weeks in the Year / Contract Hours per Week 

Any other variation, please specify the formula. 


Average Holiday Pay Calculation

Name Description
Do you require an average holiday pay calculation? 

Some employment contracts and local labor laws mandate that when employees take their holiday or paid leave, they should be compensated based on an average of their recent earnings rather than just their basic pay. This is particularly relevant for employees whose earnings vary, such as those who work overtime, receive commission, or have variable working hours.

The question is asking whether there is a need for such a calculation.

If Yes:

If the answer to the question is affirmative, the person or organization is directed to another section, the "Average Holiday Pay tab". Here, more specific details about the average holiday pay calculation will be filled out as part of the "client specification.


To calculate the average holiday pay, historical data of employee earnings for the previous 24 months must be provided. This is because the average might be computed based on a long duration to ensure fairness and accuracy. Having 24 months of data allows for a comprehensive view of the employee's earnings, accounting for any fluctuations or seasonal variations.


Statutory and Parental Leave

Name Description
How is Statutory Parental Leave paid

Pro-Rata to end of the period - Do you pay statutory payments up to the last day of the month? 

Full Weeks - Last whole week prior to the end of the period - This method only pays out in full weeks, which means that the remaining days for that month fall into the next period. 

Do you operate an Occupational Pay scheme for any of the following?Maternity

  • Paternity
  • Adoption Leave
  • Shared Parental Leave/ Bereavement Leave (Managed outside of the payroll - paid by instruction)
Occupational Pay Schemes often go above and beyond statutory requirements. The question asks whether the organization provides enhanced (or occupational) pay for:
  • Maternity: Enhanced benefits during maternity leave.
  • Paternity: Enhanced benefits during paternity leave.
  • Adoption Leave: Benefits for those who are adopting a child.
  • Shared Parental Leave/Bereavement Leave: This refers to a system where parents can share the leave after the birth or adoption of their child. Bereavement Leave is a period of leave given after the loss of a loved one. The note suggests that payments for these are managed outside the regular payroll and are processed based on specific instructions.
Would you like to use Cintra’s Occupational Parental Pay Module?
If yes please complete the setup table in the 'Policies' tab below
The organization is asked if they wish to utilize this particular module of Cintra for their occupational parental pay needs.
Statutory Payments
1. Are these to be offset? (when additional earnings are paid in the period)
2. if Yes do you still want them to show on payslip?
Questions about statutory payments:
  1. Are these to be offset?: Refers to whether or not that statutory payments should be offset against any additional payments made in a period e.g. if a bonus was paid, would this be paid additional to the statutory payment, or would you like the statutory payment to be offset against it? 
  2. Show on Payslip?: If the payments are offset, should they still be displayed on the employee's payslip?
SAP - Statutory Adoption Pay 

Statutory Adoption Pay for those adopting a child. Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 

SMP - Statutory Maternity Pay  Statutory Maternity Pay for those on maternity leave.

Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 

SPP - Statutory Paternity Pay  Statutory Paternity Pay for those on paternity leave.

Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 

SSP - Statutory Sick Pay  Statutory Sick Pay for employees who are off work because of illness.

Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 

Shpp - Shared Parental Leave and Pay Shared Parental Leave and Pay allows eligible mothers, fathers, partners, and adopters to choose how to share time off work after their child is born or placed.

Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 

SBP - Statutory Bereavement Pay  Statutory Bereavement Pay, a payment for eligible parents who have lost a child.

Pick from the dropdown based on the three options below: 

Yes-Yes - Yes I want it to be offset, and yes I want it to be shown on the payslip. 

Yes-No - Yes I want it to be offset, no I don't want it displayed on the payslip. 

No - No - I don't want it offset, or shown on the payslip. 


Company Sickness

Name Description
Would you like to use Cintra’s Company Sick Pay module?  This question asks the company whether they are interested in using a specific module or feature provided by Cintra that handles the calculations, administration, and management of company sick pay. Company sick pay refers to the wages paid by employers to employees who are absent from work due to illness, and it's typically above and beyond the statutory sick pay mandated by the government.
If so, how many sickness schemes do you have. If the company is interested in using Cintra’s module for company sick pay, this question delves into the specifics of their system. A "sickness scheme" refers to a structured policy or program that dictates how employees are compensated during their sick days. Different schemes might have varied criteria for eligibility, payment rates, and durations. The question seeks to understand how many different such schemes or policies the company operates with.


Sickness Scheme Setup

Name Description
Scheme Name This would be the title or designation for a particular sickness pay scheme. An organization might have multiple schemes tailored to different employee groups or levels.
What working pattern should be used for Company Sick Pay (CSP) and Statutory Sick Pay (SSP)

The question seeks to determine which working pattern should be referenced when calculating both Company Sick Pay (CSP) and Statutory Sick Pay (SSP). This could refer to how many days a week an employee typically works or specific shifts.

When an Employee goes on unpaid sick, do you still reduce their entitlement for the days they have off at the highest possible rate? If an employee is on unpaid sick leave, the organization wants to know if the employee's entitlement (like annual leave) should still be deducted for the days they're off. This question deals with how unpaid sick days affect other benefits.
If paying less than full pay, is SSP paid in addition to CSP or offset SSP (Statutory Sick Pay) is a minimum amount employers in the UK must pay employees who are off sick. CSP (Company Sick Pay) is what the company offers on top of this. The question is if the employee receives less than full pay while sick, should they get SSP in addition to CSP or should the SSP be offset (deducted from) the CSP.
Does the scheme have protected periods. 
For example sickness isn’t deducted on bank holidays or teachers scheme holiday periods.  If Yes, we will require a list of the protected periods for all of the take on period and as far forward as possible.  This will also need to be maintained going forward in Cintra iQ
Some sickness schemes might have "protected periods" during which an employee's sickness doesn't lead to a deduction in pay or benefits. Common examples include bank holidays or specific holiday periods for teachers. If such protected periods exist, the company needs a detailed list of these for the current period and as far ahead as foreseeable. Furthermore, these periods should be regularly updated in the software system they're using, which in this case seems to be "Cintra iQ".


Company Sick Pay Calculation

Name Description
Payroll Pro-Rata or Working Days  (Work Pattern of Employee)

This question is trying to determine the basis on which the company sick pay should be calculated.

  • Payroll Pro-Rata: This suggests calculating the sick pay based on a proportional or prorated amount relative to the full salary. For instance, if an employee works half the month and then is sick for the other half, they might receive a prorated half-month's salary as sick pay.
  • Working Days: This method calculates sick pay based only on the standard working days the employee would have worked if not sick, excluding weekends or any off days.
If Cintra is to operate the company sickness schemes, please supply the names of the addition headings used in the calculation of sickness e.g. Salary, Car Allowance etc This question asks for the specific components or elements of an employee's compensation package that should be considered when calculating their sick pay.
  • Salary: This is the regular compensation an employee receives, typically on a monthly basis.
  • Car Allowance: This is an example of an additional benefit that some employees might receive, which is an allowance to cover the costs associated with using their own car for work-related activities.


Auto Enrolment

Name Description
IQ Functionality to manage your AE Assessment This refers to the specific tools or features within the "IQ" system that help employers assess employees' eligibility for automatic pension enrollment. "Auto Enrolment" (AE) is a UK initiative to help more people save for later life through a pension scheme at work.
If AE Assessment Functionality used in Cintra, do you require AE letters and who is responsible for producing letters?  (If Cintra, a copy of the letters will be required unless you are going to use our generic ones)
* incurs charges per letter
This asks if the employer uses the AE assessment features within the Cintra software. If so, it further asks:
  • If AE letters (notifications to employees about their AE status) are required.
  • Who is in charge of creating and sending these letters. If the responsibility lies with Cintra, the employer needs to provide a copy of the letters they want to use or decide to use the generic letters Cintra offers.
  • There's an indication that there's a fee for each letter sent.
If AE Assessment Functionality used in Cintra, do you require a Pension Provider file and who is responsible for producing the file & uploading.  (A copy of the pension files and Specification required) If the employer uses the AE assessment features in Cintra, this section asks:
  • If they need a file that communicates data to the pension provider (often needed for record-keeping and regulatory compliance).
  • Who will produce this file and upload it to the relevant party. The employer is asked to provide a copy of the file and its specifications for Cintra to understand and potentially handle.

Pension Administrator


  1. Address 1
  2. Address 2
  3. Address 3
  4. Post Code
  5. Email Address
This series of fields gathers information about the pension administrator, who may be an internal resource or an external partner. This is likely to help with communications or coordination regarding pension matters. The details collected include:
  • Name: The name of the pension administrator or administrative body.
  • Addresses 1-4: Multi-line fields to capture the full address of the pension administrator. This can be particularly useful if the address is long or involves multiple departments/units.
  • Post Code: The postal code of the pension administrator's location.
  • Email Address: Contact email for the pension administrator, likely used for direct communications.


Key Dates


Name Description
Staging Date (must have)  The staging date is the date set by the UK's Pensions Regulator by which an employer must start fulfilling their auto enrolment duties. It's a pivotal date as it marks the beginning of the employer's obligations to automatically enroll eligible employees into a pension scheme.
All past and current Re-Enrolment Dates  Every three years, employers must re-enroll eligible employees back into the pension scheme if they've previously opted out. This section likely asks for a record of all past re-enrolment dates and any upcoming ones, ensuring continuity and compliance.


Key Settings


Name Description
1st Day of Employment Postponement (number of periods) Employers have the option to postpone the auto enrolment of a new employee for up to three months from their start date. This section seems to be inquiring about how long (in terms of pay periods) an employer wishes to delay the enrolment of new employees.
Eligible Job Holder Postponement (number of periods) Similar to the above, this asks how long the employer wants to delay the enrolment of existing employees once they become eligible. It helps companies manage their enrolment in alignment with their payroll cycles or other administrative reasons.
Exclude Leavers from AE Assessment When employees leave a job, there might be an administrative decision on whether or not to continue assessing them for auto enrolment purposes. This setting likely allows employers to indicate if they want to exclude those who've left the company from the regular AE assessment.


Pension Scheme

Name Description
Pension Scheme Name The official name of the pension plan being offered to employees.
Pension Provider The financial institution or organization responsible for managing and maintaining the pension fund.
Pension Scheme Tax Reference Number
(Where multiple payrolls, check if the pension scheme reference number is the same.  If it isn’t they will need to have multiple pension schemes set up)
A unique identifier for tax purposes. If a company has multiple payrolls, they should check if this reference number remains consistent across all of them.
Pension Employer Reference Another unique identifier, specifically for the employer within the context of the pension scheme.
Pension Payment Source Where the funds for pension contributions come from, which could be the main payroll or another source.
Pension Pay group for AE file Grouping or classification used specifically for auto-enrolment (AE) file submissions.
Payslip Element Name How the pension contributions or deductions are labeled or represented on employee payslips.
Employees Default Pension Percentage The standard percentage of an employee's wage that is contributed to the pension fund.
Employers Default Pension Percentage The standard percentage contribution that the employer makes on behalf of the employee.
Banded Scheme  (Teachers Pension, LGPS, NHS etc) Some pension schemes, like those for teachers, local government employees, or NHS staff, fall into specific 'bands' or categories, each with its own rules and benefits.
Is the Banded scheme refreshed each Period or Annually  Determines how often the bands are reassessed – either every pay period or annually.
If Teachers Pension or LGPS, are any of the following required? MCR/ MDC/ iConnect? (Please specify) Some schemes like the Teachers Pension or the Local Government Pension Scheme (LGPS) might have specific submission or processing requirements, denoted here as MCR, MDC, or iConnect.
Are Pension contributions calculated per Post - should Pension scheme part be assigned per Post/Contract? Determines if pension contributions are calculated per job role or position and if different roles or contracts have different pension rules.
Is a Qualifying Scheme (for Auto Enrolment assessment) Indicates if the scheme qualifies for auto-enrolment assessment as mandated by regulations.
Supports AE (Employees are auto enrolled into this scheme when eligible) Specifies whether employees are automatically enrolled into this pension scheme when they meet certain criteria.
Pension scheme type This refers to the structure of the pension plan. There are different types, like Defined Benefit (DB) where the pension payout is determined by a formula, often based on salary and service years, or Defined Contribution (DC) where both the employer and employee contribute to a fund and the final pension amount depends on the fund's performance.
Does Age or Length of service affect the contribution rate? This refers to the structure of the pension plan. There are different types, like Defined Benefit (DB) where the pension payout is determined by a formula, often based on salary and service years, or Defined Contribution (DC) where both the employer and employee contribute to a fund and the final pension amount depends on the fund's performance.
Does Pensionable pay differ for part time members This is to determine if there are different calculations or rules for those who work part-time compared to full-time employees.
Is the scheme closed to new members Some pension schemes no longer allow new members to join, often due to financial constraints. This field determines the current status of the scheme.
Pension rules when on Statutory Leave/Payment, Unpaid Leave etc
For example when an employee is on unpaid leave, what do you do with the EE contributions? E.g Employer pays Employee 'Standard' amounts per period on their behalf, Employer pays the ER contribution on 'normal' pay only
***With a Salary Sacrifice scheme - you would be required to honour both EEs and ERs
This section seeks clarity on how the pension contributions are handled when an employee takes different types of leaves. For instance, if someone is on unpaid leave, do they still have to make their standard pension contributions? Or does the employer cover it?A Salary Sacrifice scheme allows employees to give up part of their salary in exchange for certain benefits, like pension contributions. If this is in place, the employer may need to contribute more to the pension to compensate for the reduced salary. This line is specifying that if such a scheme exists, the employer would need to cover both the employee's (EE's) and the employer's (ER's) pension contributions.
Pensionable Earnings calculation This might refer to the process or formula used to determine the amount of an employee's earnings that is considered for pension contributions.
Type of Pensionable earnings Threshold to Use (AE or NI) AE stands for Automatic Enrollment, a UK policy where employers must automatically enroll eligible workers into a pension scheme. NI refers to National Insurance, a system in the UK where employees and employers pay contributions to fund certain state benefits. This line seems to be asking which threshold or benchmark (AE or NI) should be used to determine the pensionable earnings.


Employee Hub

Name Description

Are any customised fields required on the payslip?

This question is asking if the employer wants any specific or unique fields to be added to the online payslip that might not be present in a standard payslip. For example, some companies might want to include custom fields like "Employee of the Month Bonus," "Special Deductions," or any other company-specific categories.

If Yes, please detail. 

If the answer to the above question is "yes," this section provides a space for the employer to detail or list out the specific custom fields they want on the payslip. It's crucial for the employer to be clear and specific here to ensure the payslip meets their requirements.

Do you require a logo on your payslip/Employee hub

This question asks if the employer wants their company logo to appear on the online payslip or within an "Employee hub" (a portal where employees can access various resources, including payslips). Incorporating a logo can make the payslip look more official and can help reinforce company branding.




Name Description
Please confirm if there are any extra Reporting requirements we should be aware of?


Reports required above and beyond the 'Standard report pack' outlined at point of sale, will need a full breakdown provided to Cintra at the point of Take-On, that would be quoted for.


Gender Pay Gap Reporting (GPGR)

Name Description
Please confirm if there are any extra Reporting requirements we should be aware of?

This is an open-ended question asking the company to identify any special or unique reporting needs they have beyond what's typically offered.


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If the company requests additional reports outside of what was initially agreed upon or what's in the 'Standard report pack', they will need to provide a detailed specification of these reports to Cintra. There might also be an additional cost associated with these bespoke reports.

Gender Pay Gap Reporting (GPGR) - If GPGR is required, we will need to know:
• The total amount of bonus paid from last snapshot period to the take on month – Snapshot periods are 31st March for Public Sector and 5th April for private sector and charities
• The classification of headings into Ordinary Pay, Bonus Pay and whether it counts towards normal weekly hours
• If you have zero hour contracts, or casuals, do they get paid under the same addition headings as salaries staff.  If so, we will need to make sure that we create two separate headings – as one will be an indicator for weekly hours and the other won’t.

This section addresses the specific reporting requirements for Gender Pay Gap Reporting, which is a measure used in various countries to highlight the difference in average earnings between men and women.


This asks the company to provide data on bonus payments made during a specific period leading up to when they start using Cintra's services. The mentioned "snapshot periods" are specific dates that are typically used as reference points for GPGR data collection.


This is inquiring how the company categorizes different types of pay. It also asks about the nuances of pay classifications, especially for those on variable-hour contracts or casual roles, as this can impact GPGR calculations.


A note from Cintra indicating that they will create distinct classifications in their system to capture the nuances in pay types.

Are you required to produce a GPGR. A straightforward question asking if the company is legally obligated to produce a Gender Pay Gap Report.
If No, Are you wanting to produce a GPGR A straightforward question asking if the company is legally obligated to produce a Gender Pay Gap Report.


General Data Protection Regulations (GDPR)

Name Description
Do you require any automatic deletion of data, to satisfy company GDPR Requirements? If Yes, a call with our Support team will be arranged after the build is complete - to fully discuss. Do you require any automatic deletion of data, to satisfy company GDPR Requirements? If Yes, a call with our Support team will be arranged after the build is complete - to fully discuss.


FE Workforce Data Submission

Name Description
Do you require any automatic deletion of data, to satisfy company GDPR Requirements?  The Further Education (FE) Workforce Data Submission typically refers to a collection and reporting process of data about staff working in the Further Education sector. This can include data on teachers, trainers, assessors, and other support roles within Further Education institutions, such as colleges.


Accounting Requirements

General Accounting Questions

Name Description
If multiple payrolls/employers - do you have the same accounting group/year This question is directed at entities or individuals that might be managing or overseeing multiple payrolls or employers. It seeks to determine if all these distinct payrolls or employers adhere to a consistent or unified accounting period or group. The accounting year is the span during which financial statements are calculated, and an accounting group might refer to a set of standardized accounting practices or conventions used across the board.
What are your accounting years to and from Here, the question wants to ascertain the specific start and end dates of the respondent's accounting year. For many entities, an accounting year aligns with the calendar year, but for others, it might differ. For instance, some companies might have their financial year run from July 1 to June 30, and this question seeks those exact dates.
Do all costs and liabilities use the same coding or does this differ per payroll In the context of accounting and payroll management, "coding" usually refers to the system of categorizing or classifying financial transactions using specific codes. This helps in tracking, reporting, and auditing purposes. The question seeks to understand if there's a uniform coding system applied to all costs and liabilities across all payrolls, or if each payroll has its unique coding methodology.


Basic Accounting Questions

Name Description
What is your accounts structure. How many parts? Length of each part? Does this differ per payroll?  This question seeks to understand the format and segmentation of an entity's accounting system. It asks:
  • How the accounting structure is organized and the nature of that organization.
  • The total number of segments or sections in the structure.
  • The size or extent of each of these segments.
  • Whether this structure varies for different payroll sets or remains consistent throughout.
Do you split employee defaults to codings (e.g 50/50 split) or is this done at a job/post level.  This is inquiring about how financial allocations or categorizations (often termed "defaults") related to employees are managed.
  • It wants to know if such categorizations are evenly distributed among different accounting codes (like splitting a cost evenly between two categories).
  • Alternatively, it's asking if these allocations are determined based on an employee's specific role or position.
Do all costs go to employee defaults or do different elements go to different codes? This question is trying to ascertain if all financial elements related to employees are assigned to a standard set of accounting codes (defaults), or if there are unique codes for distinct cost elements.
If different, where do the associated on costs go  If there's a variation in how costs are coded (as established in the prior question), this follow-up seeks to identify where additional or "on costs" (additional expenses associated with employing someone, such as benefits or taxes) are allocated in the accounting system.
Please outline the default cost code for New Employees  Here, the query seeks to know the standard or default accounting code used for expenses associated with onboarding new employees.
Do overheads go to the employee default or do they go to a separate code  Overheads refer to the regular and necessary costs of running a business, but which aren't directly associated with producing a product or service. This question seeks to determine if such overhead costs related to employees are classified under the standard employee-related codes or if they have their distinct accounting code.


Additional Information

Name Description
Please use this space to detail any other information which may be relevant to your journal set up. 
  • This prompt is providing the respondent with an open-ended opportunity to provide additional details, notes, or specific requirements that may not have been addressed by previous questions on the form.

  • When referencing "journal set up," it's discussing the configuration or structure of the financial journal entries related to accounting processes. Journals are records of financial transactions, and different organizations might have specific nuances or needs when it comes to how these are structured or recorded.


Expenses & Benefits


Name Description
Do you require a P11D to be produced from Cintra iQ This question is asking if the employer needs the Cintra iQ system to generate the P11D form. Cintra iQ has the capability to collect the relevant benefits data throughout the year and compile it into the P11D format.
If yes, which tax year would you like to start to send this form?  This follow-up question seeks to determine the specific tax year from which the respondent would like to begin sending out the P11D form. The tax year refers to the annual accounting period for tax purposes; in the UK, it runs from 6th April of one year to 5th April of the next year.


P11D Requirements

Name Description
Do employees have company cars? This question seeks to determine if the company provides vehicles (company cars) to its employees as a part of their employment package or for business-related tasks.
Do employees use their own car for business use? Here, the inquiry is about whether employees utilize their personal vehicles for tasks or duties related to their job. This can have implications for expense reimbursements and tax considerations.

If yes, how is mileage paid to the employee?

(Please provide details of mileage schemes used. Include rates per mile for each band of car (based on cc's) and any lump sums which are paid to the user)

If employees use their own cars for business purposes, this question seeks information on the method or rate at which the company compensates employees for the miles driven. This could be a flat rate per mile or some other method of calculation.
Are there any None car based P11D requirements? A P11D form in the UK is used to report benefits in kind – items or services that employees receive from their company in addition to their salary. This question asks if there are any benefits (excluding car-related ones) that need to be reported on a P11D form.
If Yes, Please provide those details: If there are non-car related P11D requirements, this prompt asks for specifics about those benefits. This could include things like health insurance premiums, company-provided housing, or other benefits in kind.
Does the Employee contribute to any of the benefits, and if so - please outline them: Some benefits provided by employers might require a contribution from the employee. This question seeks to determine if employees pay a portion or share of any benefits they receive, and if so, details of those contributions are requested. For example, an employee might pay a portion of their health insurance premium even though it's offered as a company benefit.


Payrolled Benefits

Name Description
Do you have any cars or benefits? This question asks whether the company or individual provides employees with cars or any other forms of benefits (like health insurance, retirement contributions, etc.) as part of their compensation package.
If yes, please provide those details

If the answer to the above question is affirmative, this prompts the respondent to offer specific information about the cars or other benefits provided. This could include details like the make and model of cars, the value of benefits, terms of provision, etc.

If cars are pay rolled benefits, do you hold the cash value?

"Payrolled benefits" refer to non-salary benefits that are processed through payroll for tax purposes. The question aims to ascertain whether the company or individual maintains a record of the monetary value (or cash value) of the cars provided as benefits. This value is essential for tax calculations.

Would you expect Cintra iQ to calculate the above automatically? 

Cintra iQ, presumably a software or service provider, might have capabilities to automate certain payroll calculations. This question seeks to understand if the respondent anticipates or wants Cintra iQ to auto-compute the value or tax implications of the car benefits without manual intervention.



Please Note we will require a YTD value of any benefits that are payrolled, including leavers. "YTD" stands for "Year To Date," which means the cumulative total from the beginning of the year to the present. This statement informs the respondent that the inquirer (possibly a service provider or regulatory body) will need a cumulative value of all payrolled benefits given out from the start of the fiscal year up to the present moment. This includes benefits given to employees who have since left the company ("leavers").



Third Party Liability Payments

Name Description
Liability: In a financial context, a liability refers to an amount owed by an entity, usually a company, to another party. In relation to payroll, it indicates the total amount owed to employees for a particular period.
Receiving Sort Code: A sort code is a six-digit number, formatted in three pairs (e.g., 12-34-56), used in the UK and Ireland to identify the branch of a bank where an account is held. The "Receiving Sort Code" would be the sort code of the bank branch where money is being sent.
Receiving Account Number: This is the specific number of the bank account to which funds are being transferred. Together with the sort code, it provides a unique identifier for any account within a bank.
Reference: This is a unique identifier or description accompanying a transaction to provide additional details. For BACS payments, a reference might specify the purpose of the transfer (e.g., "Payroll October 2023").
Do you require Cintra to send BACS: This question asks if the entity requires Cintra, presumably a service provider or software, to process and send payments on its behalf using the BACS system.
If Yes, Who is responsible for uploading BACS: If Cintra is indeed processing BACS payments for the entity, this question seeks to identify who within the organization or outside of it (e.g., a third-party agency) is responsible for uploading or inputting the necessary payment information into the BACS system to initiate the transfers.


Additional Tabs


Payment Headings 

This table categorises and provide details on different types of payments that an employee might receive as part of their compensation. When onboarding a new client to a payroll software system, it's essential to understand the various payment types they offer to their employees, so the software can be correctly configured to calculate and report these payments. Let's break down the columns:


Header Description


This is the name of the payment type. Examples include Overtime, Bonus, Salary, Car Allowance.

This provides a more detailed description or variation of the payment type.

Input Class

Describes the nature of the payment. It might be an "Ad Hoc" payment that's made irregularly or a "Standard" payment that's regular and predictable.

Heading Class

This gives a classification or category to the payment type, helping in organizing or grouping similar payments.

Is Units * Rate

Indicates whether the payment is calculated based on units multiplied by a rate (e.g., hours of overtime * hourly rate).

Employee NIC, Employer NIC

Indicates whether the payment type is subject to employee or employer National Insurance Contributions (assuming this relates to UK payroll).

Taxable, Paid, Printed, Pro Rata, Subject to FTE

These columns indicate various characteristics of the payment. Is it taxable? Is it included in the pay? Is it printed on a payslip? Is it prorated based on some factor? Is it subject to Full-Time Equivalency calculations?

Qualifying Earning for Auto Enrolment

Indicates if this earning type is considered for auto-enrolment purposes in pension schemes (another UK-specific feature).

Ordinary Pay (For GPGR Purposes), Bonus Pay (For GPGR Purposes)

Specifies if the payment counts as ordinary or bonus pay for Gender Pay Gap Reporting (GPGR) purposes.

Attachable Earnings for AOE

States if this earning can be considered for Attachment of Earnings orders.

Calculated within iQ (function)

It might indicate if this payment is automatically calculated within the software or if some external input is needed.

Included for Holiday Rate Average

Specifies if this earning is included when calculating the average rate for holiday payments.

Is Overtime

Specifies if this particular payment is considered as overtime.


Space for any additional notes or comments about the payment type.

Relevant Pensionable Pay - (Pension Scheme 1, 2, 3 RENAME)

These columns would indicate if the payment type is considered pensionable income under different pension schemes.

Include in Pension Salary Banding? TP, LGPS, NHS:

Specifies if the earning is included in the pension salary banding for specific schemes like Teachers' Pensions (TP), Local Government Pension Scheme (LGPS), or National Health Service (NHS) pensions.


Deduction Headings 

Deduction Headings focuses on how payroll software should handle various types of deductions from an employee's pay. When setting up payroll software for a new client, it's crucial to know how different deductions are treated to ensure accurate payroll processing.

Header Description
Name This column lists the name or title of the deduction type. Examples given are "Advance," "Car Parking," "Net Deduction," and "PMI."
Description Provides a more detailed explanation or a slightly different phrasing for the deduction. For instance, the "Advance" deduction is described as "Advance Recovery."
Input Class Describes the nature of the deduction. "Ad Hoc" deductions are likely made as needed or irregularly, while "Standard" deductions occur regularly and predictably.
Heading Class Classifies or categorizes the deduction. Both "Ad Hoc Deduction" and "Employment Standard Deduction" are provided in the data. This differentiation may help in organizing or grouping similar deductions.
Paid Indicates whether this deduction type is paid or not. All provided examples have "Y" (likely "Yes").

Specifies if the deduction is printed on a payslip. In the given examples, all are marked as "Y" (probably meaning "Yes").

Pro Rata Signifies if the deduction is prorated based on some criteria, such as working hours or days in a month. For instance, "PMI" or "Private Medical" is marked as "Yes" for this.
Deduction may be reduced This could indicate if there's a scenario where the deduction amount might be lessened under certain conditions.
Attracts Arrears Indicates whether the deduction can accumulate over time if not fully deducted in a given pay period.
Deduct before Tax Specifies if the deduction should be taken out of an employee's gross pay before calculating taxes.
Deduct before NI (National Insurance) For UK-based payroll, this indicates whether the deduction occurs before the calculation of National Insurance contributions.
Reduces Wage for NMW (National Minimum Wage) Indicates if the deduction affects calculations related to ensuring employees receive at least the National Minimum Wage.
Foreign Tax Adjustment If marked "Yes," it might mean the deduction has implications for international tax considerations, possibly relevant for employees working abroad or for international companies.
Calculated within iQ (function): This column might indicate if the deduction is automatically computed within the payroll software or if an external input or configuration is needed.
Notes: Space for additional comments or specifics about the deduction that may not fit in other columns.


Sickness Setup Setup

The "Sickness Setup" table from an Implementation Portfolio is a tool designed to help payroll software implementers or integrators configure a company's sickness benefits scheme accurately in the payroll system. When a company is onboarded to a new payroll software, it's vital to set up the system to mirror the company's existing policies and practices. Let's break down the table's elements:

Header Description
Naming the Scheme Before any configuration, it's crucial to name the scheme. This ensures differentiation, especially if the company has multiple sickness benefit schemes.
Length of Service and Entitlements This section determines how the company allocates sickness benefits based on an employee's duration of service. The longer an employee has been with the company, the more benefits they might be entitled to.
  • For instance, an employee with a service length of 0-6 months might receive 1 week of full pay and 1 week of half pay when sick.
  • As the length of service increases, the benefits can also increase, as illustrated by the provided examples in the table.
Fixed Year vs. Rolling Year: A company might have its sickness benefits operate on a fixed fiscal year basis or a rolling basis. The distinction is crucial for accurate calculation.
  • Fixed Year: Sickness benefits reset or are determined based on a specific month every year, regardless of when the sickness occurs.
  • Rolling Year: The calculation is always based on the past 12 months from the current day.
Waiting Days: These are the initial days during which an employee might not receive any sick pay. After the waiting days, the sick pay benefits kick in. The company could have different waiting day policies for the first sickness instance in a rolling year compared to subsequent ones.
Sickness Entitlement Type: This pertains to how the company calculates the amount of sick pay when looking at past sickness records:
  • Ragged: Takes into account the start of a sickness period even if it began more than a year ago, as long as it continued into the past year.
  • Absolute: Strictly looks at sickness within the past year and ignores any days before this.
Notes: This section allows for additional information, exceptions, or specifics about the sickness policy that might not fit into the predefined categories but are essential for accurate setup and calculation.


Maternity Scheme Setup

The "Maternity Scheme Setup" table in the Implementation Portfolio is a tool designed to capture and represent a company's maternity benefits policy for integration into a new payroll software system. By detailing how Statutory Maternity Pay (SMP) and potential top-ups are distributed based on an employee's service length, the table ensures that maternity pay calculations in the software align with the company's policies. Here's what each column indicates:

Header Description
Length of Service:
  • This indicates the duration an employee has been with the company.
  • It's used to determine eligibility and the extent of maternity benefits. Generally, longer service might lead to better benefits.
Full Pay Weeks Paid (SMP Top up): This column shows the number of weeks during which an employee on maternity leave receives their full pay. It might be topped up by the company over the SMP amount to ensure that the employee gets their full regular pay.
Half Pay Weeks Paid (SMP Top up): Here, the number of weeks the employee receives half of their regular pay during maternity leave is indicated. Like the full pay, the company might top up the SMP to ensure the employee gets half their regular pay.
SMP Only Weeks Paid: This indicates the number of weeks during which an employee receives only the standard Statutory Maternity Pay with no additional top-ups from the company.
Total Payable Weeks: The cumulative weeks during which the employee receives any kind of maternity benefits (full pay, half pay, or SMP only). In the provided table, this always totals to 39 weeks, aligning with the note that SMP can be paid for a maximum of 39 weeks.
Note: A crucial clarification that Statutory Maternity Pay can be paid for a maximum duration of 39 weeks, ensuring that users and implementers are aware of this legal or policy-based limitation.


Paternity Scheme Setup

The table pertains to the rules for a specific paternity scheme. Users are encouraged to give the scheme a name for clearer identification.


Header Description
Length of Service This represents the time duration (in this case, specific weeks) during which the paternity benefits apply. In the provided example, benefits are calculated weekly: "Week 1" and "Week 2".
Full pay weeks paid (SPP Top up) SPP stands for Statutory Paternity Pay. The column indicates how many weeks will be paid at a full rate as a top-up to the statutory minimum. It's like a bonus or an added benefit some employers provide in addition to the mandatory statutory pay.
Statutory Only This column specifies how many weeks are paid at only the statutory rate, without any top-up or additional company-provided benefits.
Total Payable Weeks A summation of the previous two columns. It gives the total number of weeks the employee will be paid for paternity leave, combining both full pay (SPP Top up) and statutory-only weeks.

Education Pro-ration Defaults


System Defaults

The table is the default configuration for pro-rating salaries of employees in the educational sector, specifically for teaching staff and support staff. Pro-ration means adjusting full-time salaries for employees who might not work full-time hours or who might take unpaid leaves, ensuring they receive an appropriate portion of their expected salary.

Teaching Staff 

Header Description
Extra Days Pay
  • Teaching Staff: The formula FTE salary / 195 indicates that the full-time equivalent (FTE) salary of a teacher is divided by 195 days, which is the number of teaching days in an academic year. This provides a daily rate for extra days worked.
  • Support Staff: The formula FTE salary / 260 indicates that the FTE salary for support staff is spread over 260 days, which represents the total working days in a year for them, excluding weekends and holidays.
Unpaid Leave - Daily Rate
  • Teaching Staff: The FTE salary / 365 calculation indicates the daily salary rate based on an entire year, useful for calculating deductions for unpaid leaves.
  • Support Staff: Similarly, FTE salary / 260 provides the daily rate for support staff based on their working days.
Unpaid Leave - Hourly Rate
  • Teaching Staff: Here, the FTE salary is divided by the total days in a year and then further divided by 6.5, possibly indicating a 6.5-hour working day.
  • Support Staff: Their FTE salary is divided by 52.14 weeks and then by their full-time working hours to get an hourly rate.
Hourly Rate
  • Teaching Staff: This calculation determines the hourly wage for teaching staff.
  • Support Staff: Similarly, this provides the hourly wage for support staff.
Pro-ration/mid-month calculations This formula is used to adjust salaries for those who start or leave mid-month or have other mid-month changes.
Work Pattern This row indicates a Monday to Friday work schedule for both teaching and support staff.
FT Hours and Weeks Specifies the standard full-time hours and weeks expected per year for both categories of staff.


Support Staff

Header Description
Extra Days Pay: The formula 'FTE salary / 260' suggests the way in which the Full-Time Equivalent (FTE) salary is prorated to calculate the additional pay for extra days worked. The denominator '260' likely represents the standard working days in a year, excluding weekends.
Unpaid Leave - Daily Rate 'FTE salary / 260' again is the formula used to determine the daily salary rate, which will be deducted in case an employee takes unpaid leave.
Unpaid Leave - Hourly Rate This shows how to calculate the hourly rate for unpaid leave. It's based on a prorated yearly FTE salary divided by the weeks in a year (52.14), and further divided by the Full-Time hours worked in a week.
Hourly Rate This determines the typical hourly wage for the support staff, by prorating the FTE salary over the number of working hours in a year.
Pro-ration/mid-month calculations: It defines the formula to adjust an employee's pay if there are changes in the middle of a payment period. The formula suggests that the period's salary is divided by the working days in that period and then multiplied by the effective days the employee worked or will work.
Work Pattern This specifies the standard working days for the support staff, which is Monday to Friday, excluding weekends.
FT Hours and Weeks This indicates the standard full-time hours and weeks for support staff, with 37 hours a week and 52.14 weeks in a year.
LGPS Bands Update Frequency LGPS stands for Local Government Pension Scheme. This row indicates that the bands or tiers of this pension scheme are updated on an annual basis.




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