Payroll Service Terms

We provide only the services expressly listed in the client’s service schedule. The schedule will define the service start date, payroll frequencies, deliverables, contacts, data cut-offs, approval method, fees, service assumptions and any excluded work.

The client must:

• Provide complete, accurate, lawful and timely payroll instructions and supporting data
• Nominate authorised contacts and keep their authority details up to date
• Meet agreed data cut-offs and approval deadlines
• Review payroll summaries, reports and outputs carefully before confirming approval
• Ensure the accuracy of employment, pay, bank, tax, pension, deduction and worker-status information supplied
• Maintain appropriate authority over its bank accounts and pension schemes
• Pay employees, HMRC, pension providers and other recipients when due, unless an express written agreement states otherwise
• Retain responsibility for all employer, tax, employment-law and pension duties
• Notify us promptly if it identifies an error, discrepancy, change in circumstances or security concern

We will perform the agreed services with reasonable skill and care, using suitably trained personnel and reasonable technical and organisational measures. We may rely on information, instructions and approvals supplied by the client unless we have reason to believe they are incomplete, inaccurate or unauthorised.

Payroll depends on receiving information and approval at the agreed times. Late, incomplete or inaccurate inputs may result in a delayed pay run, an off-cycle run, extra charges, an inability to meet a requested deadline or processing in a later cycle. We will take reasonable steps to help where possible, but we do not guarantee that late changes can be accommodated.

Our services may depend on HMRC systems, pension-provider systems, banks, BACS bureaux, software suppliers, networks and other third parties. We are not responsible for outages, errors, delays, changes or acts/omissions outside our reasonable control.

We provide payroll and administrative support only. We do not select pension schemes, provide regulated pension or investment advice, act as a trustee, make employer decisions, complete declarations in our own name or assume the client’s workplace-pension duties.

Fees, VAT, invoicing arrangements, payment due dates, implementation charges, minimum commitments, indexation/review rights and out-of-scope charges will be stated in the service schedule. We may charge reasonable additional fees for work arising from late data, changes outside scope, rework caused by inaccurate information, off-cycle payrolls, urgent requests or client-requested additional reports.

Each party must keep the other’s confidential information confidential and use it only for the service relationship, except where disclosure is required by law, a regulator, professional adviser, insurer or subcontractor bound by appropriate confidentiality obligations.

The parties will comply with applicable data-protection law. Where Axiom processes personal data for the client, the DPA applies. The client remains responsible for its controller obligations, including ensuring a lawful basis, supplying privacy information to workers and issuing lawful instructions.

The signed service agreement will state notice periods and termination rights. We may suspend or limit services where necessary to protect systems, comply with law, address non-payment, investigate suspected unauthorised instructions or manage a material client breach. On exit, the parties will cooperate on an orderly handover subject to fees, security requirements and applicable record-retention obligations.

Liability limitations and exclusions must be set out in the signed service agreement and reviewed by Axiom’s solicitor and insurer. This page does not publish a financial cap.

Unless the signed agreement states otherwise, the governing law is England and Wales and the courts of England and Wales have exclusive jurisdiction, subject to mandatory law.