Civica UK Limited

Civica Payroll Bureau Services

Our BACS approved payroll services ensure your employees are paid accurately and on time and RTI data is sent to the HMRC. We provide a secure portal for authorised users to exchange information with Civica Payroll Bureau in a way that is simple, secure andauditable, promoting efficiency and accuracy.

Features

• Production of monthly e-payslips
• Payrolling of Benefits in Kind
• Pension extracts, including Teachers Pensions
• Yearly e-P60s & holiday pay calculations
• BACS processing
• Process variable pay instructions
• Nominal Ledger file extract
• Statutory/company sick pay calculations, holiday pay calculations
• Company/statutory maternity, paternity, adoption leave calculations and schedules
• Standard reports provided securely and electronically

Benefits

• Reduce risk from business interruption, inaccuracies or employee fraud
• Reduce overheads with less investment in software and ongoing training
• Increase flexibility – for peak periods or staff absences
• Improve accuracy–portal significantly reduces human error caused by manual amendment
• Improve SLA’s – check employee data in real-time
• Improve visibility–authorisation is quicker/easier, all changes/requests fully audited
• Reduce employee requests – payslip and P60 self-serve facilities

£0.95 to £480 a unit

• Education pricing available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

695463534395170

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Civica Payroll Services is part of our HR & Payroll suite which features fully integrated human resources and time management modules, which can be used in combination or standalone and includes the latest digital employee engagement technologies and managed payroll services.
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements: N/A

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Civica provides a telephone support service for the investigation of Customer queries, incidents and change requests.; Support Hours are 9.00 am to 5.00 pm Monday to Friday.; Target response and resolution times will be applied to all support calls and requests, based on a priority basis:; Priority; 1. Business Critical Impact ; 2. Major Operational Impact; 3. Minor Operational Impact; 4. Minor Operational Inconvenience; 5. System Operation is not impeded; Details of these will be agreed within the contract.; An online userbase with support documents, how to videos and user guides is also available 24hours a day.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Modern technology and dial in facilities are utilised by the support team to ensure a rapid response to client queries. Our support team is available to assist between the hours of 09:00 and 17:00 Monday to Friday, excluding statutory holidays in England and Wales. Out of hours support contracts are available upon request. Support is provided via the following mechanisms:; ; Telephone ; Email; Internet; Remote dial-in; On-site; Regular e-newsletters; ; Eighty-eight per cent of all support calls are cleared with 1 hour and our clearly defined escalation procedures ensure that we have never had a non-processed payroll.; ; Each Civica HR & Payroll client benefits from the services of a dedicated Account Manager. While our helpdesk team are on hand to deal with day-to-day enquiries, your Account Manager is your central point of contact here at Civica. Their role is to keep the lines of communication open and to work with you to ensure that you are getting the most out of your Civica HR & Payroll software.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Payroll onboarding and any third-party costs are not included in the minimum price shown, since these elements vary subject to the detailed requirements of the customer. Implementation services will be charged as per Civica’s Rate Card for professional services, a copy of which forms part of Civica’s G-Cloud listing.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Online Userbase videos
• End-of-contract data extraction: Data can be extracted in agreed formats. After contract termination all live client data will be deleted. All customer specific backups will be destroyed. There is an additional charge for providing individual backup services.
• End-of-contract process: Following completion of a service termination form an exit plan will be agreed including data extract arrangements. After data is extracted and the contract has been terminated, all live customer data will be deleted. All customer specific backups will be destroyed. There is an additional charge for providing individual backup services.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Android and IOS app provides functionality optimised for mobile use cases. The website interface is also optimised for mobile access.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: The Civica People Hub Web API allows developers to communicate with Civica HR & Payroll software products quickly and efficiently and manipulate the data help, regardless of platform. It provides an easy way to implement RESTful web services using the .NET framework. It is especially helpful in web application development, enabling HTTP services to reach out to a broad range of clients including browsers, devices and tablets.; ; The API has over 200 methods that can be invoked to hook into the database. Comprehensive details are provided in the developer guide provided at point of sale.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Agreed payment dates, pensions and benefits configuration will be agreed during the onboarding process. Via the portal users can add new employees, edit existing details and record leaver details. Facilities are provided for entering period variations, such as new fixed or one-off inputs and deductions including variable and countdown options.

Scaling

• Independence of resources: As a cloud solution, our services and databases are horizontally and vertically scaled based on the demands of our combined customer workloads. ; Scaling is designed to ensure that we can accommodate peaks in demand. Our operations team use performance monitoring and alerting to ensure that sufficient headroom is maintained at all times.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics can be customised in a number of ways including reporting and dashboards in a number of areas of the system. There is also an additional API that users can purchase to provide another way to provide this data in alternative solutions and integrations.
• Reporting types:
  • API access
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data can be extracted in agreed formats via the inbuilt reporting capabilities in the software. A number of standard reports are available, and users can also customise their reports to include calculations to export.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel xlsx
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel xlsx

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Civica’s standard core hours are 9am-5pm, Monday to Friday (excluding UK Bank holidays). Access to the service (remote access to data centre, domain names, network connections, IP addresses, hosted software and equipment) during core hours will have an uptime availability of 99.9%.
• Approach to resilience: Available on request.
• Outage reporting: Infrastructure related scheduled maintenance will not occur between 07:00 and 19:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days’ notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated.; Unplanned outages will be notified via the Civica Service Desk.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: • Communication with the database is using standard Microsoft ADO over TCP/IP, for Windows.; • For Self Service, this can be installed as a secure website (HTTPS) which automatically encrypts the data.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: 07/11/2023
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials
  • ISO22301

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Cyber Essentials ; ISO22301

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: All hosted assets metadata is stored in a Configuration Management Data Base. This data base is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of client critical services.; Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.; For external vulnerability scanning, Civica employs the services of an external ‘CHECK’ approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. For high value financial hosted system, Civica also maintains a PCI-DSS v3.1 certification. In scope systems are subject to month internal and external vulnerability scans as well as a full penetration test twice a year.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Civica take a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly. ; Civica has a network monitoring solution in place ‘OpsView’ as well as a full antivirus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes. ; The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by e-mail, telephone and web portal. ; Monthly customer reports will detail incident information.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks:
  • SIMS
  • ISAMS
  • Arbor Integration

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact.; ; Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target.; ; We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy.; ; • We develop innovative software-based services that reduce power requirements.; • We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, all underpinned by cloud-based services employing energy efficient technology.; • We support carbon neutrality with workforces/facilities to reduce carbon consumption over the next 10-years.; • We prioritise the use of green energy in Civica owned facilities within the next 10 years.; • We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes.; ; Our commitment to continue to promote with employees and customers a greater responsibility and leadership in eliminating unnecessary single-use plastics; we continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes/learnings.; ; We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero. ; ; Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

  Tackling economic inequality

  Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company. ; ; We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions:; ; • We are a Living Wage accredited employer.; • We recruit locally to where services are delivered.; • We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience. ; • Our staff act as mentors for Youth Enterprise schemes in schools/universities.; • We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace. ; • Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025.; • We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace.; ; Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

  Equal opportunity

  Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work. ; ; We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020.; ; We are committed to building and maintaining an inclusive and supportive culture where diversity thrives:; ; • To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms. ; • We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing.; • We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts.; • We have made training on diversity and inclusion mandatory.; • We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years.; • We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k.; • We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others.; ; Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

  Wellbeing

  Civica actively promote a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management.; ; Through our Health and Wellbeing Policy (HWP) and 40+ Mental Health Champions (MHC) we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through ; ; • Employee Assistance Programme and online Wellbeing Hub, providing 24/7 access to websites, e-mail, phone and face-to-face counselling; • Aviva DigiCare+ Workplace App providing external mental health consultancy.; • Mental Health Champions who support colleagues’ wellbeing in the workplace.; • RedArc Personal nurse service.; • Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.; • Health assessments/advice aimed at improving physical health.; • Cycle to Work scheme aiding physical and mental health.; • Weekly fruit for offices, encouraging a healthier diet.; • Provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.; ; We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employee’s can use this individually, join up as a team or take part in coordinated events. ; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies.; ; Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for Wellbeing opportunity under PPN 06/20.

Pricing

• Price: £0.95 to £480 a unit
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.