FAQs regarding the change from 4-weekly to monthly payments
Can my PA continue to be paid every 4 weeks?
No. We have agreed this change with Essex County Council as the benefits for both Direct Payment holders and PAs outweigh any disadvantages. In addition, Purple has had many requests from Direct Payment holders and PAs to move to monthly for the reasons set out in the letter. We are therefore ceasing the 4-weekly payroll option after the next payment cycle.
Why are you changing to monthly payroll?
Moving to monthly payroll is better for the Direct Payment holder and the PA for the reasons set out in the letter.
The 4 weekly payroll means 13 pay days a year, but HMRC payments are made monthly. There is one month each year when two payrolls are paid – when HMRC receive this monthly payment it shows the sum of two payrolls and HMRC systems assume there has been a pay increase which potentially adversely affects tax codes and universal credits. This will not happen with a monthly payroll.
Why is there a 5-week pay period for October?
To get to a monthly payroll as quickly as possible, there are 3 days in September following the next 4 weekly payroll that have been added to the October payroll – that makes a total of 5 weeks and enables monthly payroll to start properly in November. We have attached a specific timesheet template for this period.
When do timesheets need to be submitted?
The deadlines for timesheets are set out in the letter. From 1 November they must be submitted by the 1st day of every month using the new monthly timesheet template – attached.
What timesheet do I use for the next payroll deadline?
Please use the existing 4 weekly timesheet for the payroll period 5 September – 28 September 2020. The deadline for sending to Purple is midday on 26 September 2020.
Why is payday on 14th of the month?
Setting payday on the 14th of the month ensures that payments are made on a set date every month. It also enables Purple staff to address any issues arising from the receipt of the timesheet in advance of payday.
Some of my staff are paid weekly, will they be affected?
There are no changes to staff who are paid weekly at this stage. We will be reviewing this in the new year. However if your PA would like to move from weekly to monthly payment then please contact us by email at firstname.lastname@example.org
Will I still be getting a statement?
Yes. Statements are sent during the third week of every month. Email is the quickest and most efficient way to receive statements. If you currently receive a posted statement and would like to receive it by email in future please send your email address to email@example.com.
What other changes are being planned?
We are exploring the use of technology that enables PAs to submit their timesheets online and we will send more information about this in due course.
In the new year we will also be implementing a website that enables to you to confidentially log into your account to see your statement.
Will this affect my PA’s tax code
Your PA’s tax code may change but not necessarily because of these changes that have been made. It may appear you are paying more tax, this is because you usually receive 13 payments in a year for the 4 weekly cycle, whereas now there will be 12 payments.
Where can I get more timesheets?
The schedule and timesheet template, together with other useful forms for setting up new PAs, can be found in the Essex Toolbox