Annual HR, Payroll and Pensions Compliance

Proposal Sponsor:

Terry Fox

Overview

This is an annual compliance projects that must be progressed each year to ensure the University meets its statutory HMRC requirements. The Project includes;

Data refresh (clone) of the database and application
Outstanding pre-requisite patches needed for the Tax Year End patches
Outstanding mandatory security patches
All Mandatory Tax Year End patches and any agreed optional patches
Any updates for the University to meet its P60 obligations.

It may be prudent to point out that potential changes relating to the Scottish Rate of Income Tax and other devolved powers may result in payroll changes which have not traditionally formed part of the annual maintenance programme, but would be expected to be covered in this initiative.

Other contributors:

Pam Baillie, Ann Fraser, Susan McLaren, Anne Finnan, Mike McMonagle, Nikki Stuart

What would happen if the project did not take place?:

The University would be in breach of its statutory HMRC obligations.

Any changes to tax codes or NI updates included in the Tax Year End patches would not be implemented and would lead to staff paying the incorrect tax or NI.

Additional information:

Each year the project should plan to include the requirement to refresh (clone) the CONFIG, DEV and TEST environments twice – approx. Sept/Oct and May/June. The updates may not be needed if another project has recently undertaken these but the default assumption for planning and estimation is that the annual maintenance project will include this work.

Additional compliance work may be required to be included in these annual projects. A decision will be made in the previous year’s planning as to whether the expected changes require a separate project or if the annual maintenance project can subsume this effort. The following HMRC compliance changes are expected for the years 16/17 to 18/19;

Salary sacrifice (16/17) – minor change anticipated, to be inc in Annual Maintenance project.
Tax Relief on Pensions Contributions (17/18) – moderate change anticipated, covered by a separate proposal.
Pensions Re-Enrolment (18/19) – moderate to major change anticipated, covered by a separate proposal.

Who does it affect?:

Payroll, Pensions and HR

All Staff

Why is it needed/What are the benefits?:

Ensures Legislative compliance with application of any HMRC or other legislative patches.

Increased security for the Oracle HR & Payroll system through application of security patches.

Compliance justification (if relevant):

HMRC regulations

Planning Status:

Proposal

Overall Priority:

Portfolio:

CSG

Planned Start:

17/18

Multi-Year:

Project Owner:

CSG

Funding Source:

Core Grant

IS Admin Tab

Estimation Type:

3rd Party IT Solution Implementation

Estimation Confidence:

Highly Confident (done this before)

Estimated IS Apps Days:

Large

Estimated Business Partner Days:

Small

Impact on other service area:

UHRS- Small

Annual HR, Payroll and Pensions Compliance - 17/18

Overview