AVCO SYSTEMS LIMITED

Payroll Transfer Bureau

A simple file exchange based system allowing companies to exchange the mandated Real Time Information (RTI) with the HMRC. Simply deliver files through a supported web browser or SFTP/FTPS client for transmission to the HMRC. The service is capable of supporting Construction Industry Scheme returns (CIS) as well.

Features

• Secure file distribution using AES 256 bit encryption and TLS
• Seamless integration with existing Payroll software
• Real-time reporting
• Assistance with reporting errors
• File audit history
• File encryption at rest
• Customisable file retention period
• HMRC X509 proof of delivery certificate
• IRmark calculation using the correct canonicalization
• Automatic HMRC employee compression when over 20,000 employees

Benefits

• All data is transmitted securely using high-grade encryption techniques
• Designed to effortlessly compliment existing payroll software
• Prove your data is with the HMRC
• First-class support from our UK-based domain experts
• Identification of payroll ID(s) with error(s)
• Automatic compression support for high employee numbers
• Report Real Time Information (RTI) easily, quickly and securely
• Validation and exception management provide fast error resolution

• Education pricing available
• Free trial available

Service documents

• Pricing document

  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 gcloud@avcosystems.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

779084113766017

Contact

Peter Lambert
01753 213 700
gcloud@avcosystems.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Payroll management

  Financial

  • Financial and Accounting Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: The service is subject to maintenance periods, notified in advance.
• System requirements:
  • A supported web browser OR
  • FTPS/SFTP client OR
  • Email client

User support

• Email or online ticketing support: Yes
• Support response times: Support staff aim to respond to enquiries within an hour of receipt Monday to Friday 08:30 –18:00 (excluding public and bank holidays).
• 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: There is a single support level that is provided directly to the buyer.; This support provided is included in the price.; Direct support to the buyers customers (end users) is not available.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: We can provide an online walkthrough or you can use the provided service documentation to get started. Our friendly support staff can assist in customising your service if required and can coordinate any required data imports. Onsite training is available on request at an additional cost.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: When the agreement comes to an end we can provide the customer with an extract of their data from the system database, in the formats described below.
• End-of-contract process: At the end of the agreement, the buyer’s service is decommissioned. Any data requested by the buyer is identified and sent using a secure method of transfer. Once the transfer process is complete, we will securely delete all data relating to the buyer. This is all included in the price of the agreement.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Provided via a PDF

Using the service

• Web browser interface: No
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Upload and download files to/from the service
• API documentation: Yes
• API documentation formats: ODF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Notification email addresses can be set, forms requiring delivery from the HMRC.; This is achieved via the users account.

Scaling

• Independence of resources: QOS and resource limitations ensure that demands of other users do not cause a negative impact on others.

Analytics

• Service usage metrics: Yes
• Metrics types: Audit information, usage and metrics are available through the administration dashboard.; Further, customisable reports are available on request.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: 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 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Automated extraction of the HMRC's notifications (P6, P9, etc) .; ; The user can request their data by raising a ticket with our support team who will handle the extraction and supply of previous notices still available at the HMRC.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML
  • GFF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XML
  • GFF

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Customers upload their payroll files to Avco Systems' FTPS/SFTP server or through Avco Systems' secure file transfer website.
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: The service has an Availability Target of 99.9% annually.; This excludes scheduled maintenance activities, notified in advance.
• Approach to resilience: The service is designed to use a number of modern techniques to maintain service availability.; Further details can be provided on request.
• Outage reporting: Email alerts are available.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
• Other user authentication: Customers upload their payroll files to Avco Systems' FTPS/SFTP server or through Avco Systems' secure file transfer website.
• Access restrictions in management interfaces and support channels: Access restrictions are enforced by physical, procedural and technical constraints that are all audited as part of our ISO 27001 certification.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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 contact the support team to get 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

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: Avco Systems are ISO27001:2013 and ISO9001:2015 certified. Critical to the quality of the company’s services is information security. The company is dedicated to safeguarding its information and that of its interested parties, to fulfil both its contractual obligations and the requirements of ISO 27001:2013.; Quality is central to Avco’s philosophy and permeates all areas of the company’s business, including its internal and external aspects and its dealings with interested parties. The company endeavours to satisfy or exceed expectations and is committed to a policy of continual improvement of its systems and working practices. It aims to ensure that service quality satisfies the specific contractual obligations of its customers, together with the standards of quality in ISO 9001:2015, including the adherence to statutory and regulatory requirements.; The company has combined its quality and information security management systems in an Integrated Management System (IMS), which is subject to internal and external audits. The framework for setting objectives and establishing an overall sense of direction and principles of action regarding the IMS is provided by Management Review meetings at planned intervals. In addition, there is an ISMS Forum, which meets to initiate and co-ordinate the implementation of information security within the organisation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: All changes are conducted in accordance to our ISO27001 Change Management policy which describes the process for raising, prioritising, planning and actioning change for both software change requests as well as infrastructure configuration and maintenance. Requests for software changes are tracked through to resolution using our issue management system. All code is developed using secure coding techniques and tested against common security vulnerabilities based on OWASP guidelines. To maintain high quality code, all software modifications must successfully pass peer review and employ a high degree of unit and integration tests.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Avco Systems subscribes to server, network, operating system, application and antivirus vendor alerts to ensure notification of the latest vulnerabilities as soon as they are made public. All servers, network components, operating systems and applications are continuously monitored to ensure the latest security and vulnerability patches are applied within 30 days of release from a vendor. All security patches of ‘Critical’ importance are evaluated and deployed as a matter of urgency. All servers are scanned monthly to ensure they are running the latest antivirus engines and pattern files.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Avco Systems delivers services using fully certified and secure ISO27001 accredited data centres. The company has combined its quality and information security management systems in an Integrated Management System, which is subject to internal and external audits. Information Security Management System Forums are held bimonthly to review a variety of information security concerns including identification and prevention of risks and threats, physical and logical access rights, security training and awareness. Our Information Security Incident Management policy sets out formal reporting and escalation procedures to ensure a quick, effective and orderly response in the unlikely event of an information security incident.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Avco Systems ISO27001 certified Information Security Incident Management policy and Incident Response Plan defines responsibilities and procedures for discovery, escalation, investigation, notification and documentation of incidents. Users can report incidents to the dedicated support staff. Avco will work with the customer to ensure that: Vulnerabilities leading to the incident have been identified as far as possible and any agreed countermeasures are in place; Confirm that issues have been addressed and all customer services are restored; Hold an Incident Review meeting to assess the effectiveness of people, processes and tools during the incident; Provide findings on the Information Security Event/Weakness Report.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A free trial of the service is available on request.
• Link to free trial: https://www.avcosystems.com/a/products/payroll#free-trial

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 7%
• Between £1,000,001 and £2,500,000: 8%
• Between £2,500,001 and £5,000,000: 9%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: SOCOTEC Certification UK Ltd
• ISO/IEC 27001 accreditation date: Tuesday 29 October 2024
• What the ISO/IEC 27001 doesn’t cover: All services are covered by our ISO 27001 certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: SOCOTEC Certification UK Ltd
• ISO 9001 accreditation date: Tuesday 29 October 2024
• What the ISO 9001 doesn’t cover: All services are covered by our ISO 27001 certification.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 7936cbb3-2e24-4772-90bd-949d57b6f9d1
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: F2bb5cd3-514a-498d-b2e7-2d6403fe11f7
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  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 gcloud@avcosystems.com. Tell them what format you need. It will help if you say what assistive technology you use.