HR Compliance Form - Payroll Records - Horizon Accounting County Meath

Completion of this form will provide Horizon HR with an overview of the payroll management and records your organisation currently has in place. This will assist our office when preparing a HR Payroll Compliance Review for your organisation.

Employer Name

Enter Employer Name

Payroll Processing

What method is currently being used to calculate and manage the payroll?

None

Payroll software

Spreadsheet calculation

Manual calculation

When were employees first hired? (approximately)

Please confirm the name of the ‘Payroll Software being used.

Please confirm the spreadsheet format being used.

Please confirm who currently manages the manual payroll calculations.

Who currently signs off on the payroll records?

Employer

Payroll Processor

Please confirm the payrun / payment periods currently being managed.

Weekly

Fortnightly

Monthly

Are payslips issued to employees each payrun?

Yes

No

Are the payslips password protected?

Yes

No

Are payroll records available for the previous 12 months?

Yes

No

Please confirm why there is a lack of payroll records available for the previous 12 months.

Employee Records

The following personal details are required for each employee to complete the payroll records.

Employee Name
Employee Address
Date of Birth
PPS Number
Telephone Number
Email Address
Job title / Description
Nationality
Start Date
Finish Date

Are the employee personal details (listed above), on file for ALL staff employed during the previous 12 months?

Yes

No

Not Sure

Please outline the potential gaps in employee personal details.

National Minimum Wage

Most employees are entitled to a minimum wage under the National Minimum Wage Act 2000, except for those:

Employed by a close relative (for example, a spouse, civil partner or parent).
In a statutory apprenticeship.
Aged under 20.

Have any employees been paid the National Minimum Wage during the previous 12 months?

Yes

No

Not Sure

Non-EEA National Records

Under the Employment Permits Acts, in order to work in the State, all non-EEA nationals require a valid employment permit or relevant immigration permission from the Minister for Justice which allows them to reside and work in the State without the requirement for an employment permit.

The EEA comprises the Member States of the European Union together with Iceland, Norway and Liechtenstein.

Have any Non-EEA Nationals been employed during the previous 12 months?

Yes

No

Not Sure

Employers are required to retain the following records for each Non-EEA National employee.

Copies of Work Permits (where applicable)
Copies of Passport/Immigration Stamp
Copies of Garda National Immigration Bureau (GNIB) Card

Are the required documents (listed above) on file for each Non-EEA National employee?

Yes

No

Not Sure

Please outline the potential gaps in Non-EEA employee immigration / work permit records (if known).

Register of Employees Under 18

Have any Under 18 year olds been employed during the previous 12 months?

Yes

No

Not Sure

Employers are required to provide a ‘Summary of Protection of Young Persons (Employment) Act’ to each employee Under 18 years of age, within 1 month of starting employment.

Has a ‘Summary of Protection of Young Persons (Employment) Act’ been issued to all employees Under-18 within one month of starting employment?

Yes

No

Not Sure

Employers are required to maintain a Register of Employees Under 18 (recording employee name, date of birth, start and finish times, rates of pay and total pay per person)

Has a Register of Employees Under 18 been maintained?

Yes

No

Not Sure

Employee Pay or Benefits

Please tick to confirm if any employee(s) receive the following pay and benefits in addition to their wages & salary.

Employee Pay

Employee Benefits

Employee Expense Payments

Expense Reimbursement

Travel and Subsistence Payments

E-Working Allowances

Pensions

Occupational Pension Scheme

Personal Retirement Savings Account (P.R.S.A.)

Payroll Reports

Please tick if the following payroll reports are NOT available for the previous 12 months

Employee Personal Details

Payroll Summary

Payroll Additions (Taxable & Non-Taxable)

Payroll Deductions (Taxable & Non-Taxable)

Notional Pay

Department of Social Welfare Benefits

Annual Leave Entitlements

Public Leave Entitlements

Absence and Sick Leave

Revenue Reporting & Payments

Employers are required to communicate with, and notify Revenue before each payrun and submit details to Revenue before each batch of payroll and expenses has been paid.

Has Revenue been correctly notified before and after each batch of payroll and expenses were processed and paid during the previous 12 months?

Yes

No

Not Sure

Outline potential gaps in Revenue payroll notifications and submissions during the previous 12 months.

Submitter Details

First Name

Surname

Job Title / Position

Contact Phone Number

Email Address

I confirm that the payroll record details provided above are correct.

I confirm