1. Why should I outsource my payroll? 

Outsourcing saves time, reduces compliance risk, and provides access to expert knowledge. It’s especially useful for small to medium businesses that don’t have in-house payroll expertise or want to avoid HMRC penalties for PAYE, RTI or pension errors. 

2. Is outsourced payroll secure? 

Yes, but only when it’s done properly. EPS uses UK-based, GDPR-compliant systems with encrypted portals, secure access controls, and audit trails. All personal and financial data is handled in line with ICO guidance and payroll industry standards. 

3. What’s the difference between cloud payroll and desktop software? 

Cloud payroll allows employers and employees to access payslips, reports, and payroll data securely from anywhere, without installing software. It also ensures automatic updates for new legislation and seamless integration with pensions and HMRC. 

4. How does AI affect payroll processing? 

AI helps reduce errors by automating repetitive tasks such as NI calculations, student loan deductions, and holiday pay.  

5. What is salary sacrifice and how does it work? 

Salary sacrifice is when an employee agrees to give up part of their gross salary in return for a non-cash benefit  such as increased pension contributions. This reduces National Insurance for both the employee and employer, making it tax-efficient. EPS ensures it is correctly implemented and reported to HMRC. 

6. What are the costs of outsourcing payroll? 

Costs vary depending on the number of employees and services required. However, most clients find outsourcing is more cost-effective than hiring internal staff, paying for software licences, or dealing with payroll errors and penalties. 

7. Can employees access their own payslips and payroll data? 

Yes. EPS provides secure cloud access and mobile apps where employees can download payslips, view tax and pension deductions, and access P60s  all in line with GDPR. 

8. How do I switch from my current payroll provider to EPS? 

Switching is straightforward. We handle onboarding, data migration, and setup. Ideally, it’s done at the start of a new tax year or pay period, but we can accept new clients at any point  with minimal disruption. 

9. What is Real Time Information (RTI)? 

RTI is HMRC’s system for reporting payroll data every time you pay employees. EPS submits Full Payment Submissions (FPS) and Employer Payment Summaries (EPS) on your behalf, ensuring full compliance. 

10. What are my pension duties as an employer? 

Under auto-enrolment, you must assess staff eligibility, enrol them in a qualifying scheme, contribute at least 3% of qualifying earnings, and re-enrol every three years. EPS handles this process in full, including compliance letters and payroll integration. 

11. How do I deal with starters and leavers? 

You must collect key data for new employees (P45 or starter checklist), and issue a P45 when someone leaves. EPS ensures accurate tax code setup, RTI submissions, and year-to-date figures are correctly processed. 

12. What records do I need to keep? 

You must retain payroll records  including payslips, PAYE calculations, and pension reports  for at least 3 years, although to comply with other business regulations we would recommend a minimum period of 6 years after the end of the tax year. EPS stores this information securely and makes it available in downloadable formats when needed. 

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