Terms and Conditions

Defined Words

You – Client – Member – Employer – Subscriber

We – Us – Way2paye – Way2paye Limited – Agent – Payroll Agent – Our Service

Key Events

We send you our information and joining pack upon request

You complete and return the information and joining pack

We send you our joining letter detailing key dates

We send you payslips for you to give to your employee

You check the net or gross amount is correct and give the payslip to your employee with their net pay

You must let us know of changes that may need making to a payslip by the 15th or date specified of the month

We send you details how to pay HM Revenue & Customs

You pay HM Revenue & Customs as advised

You let us know if your employee leaves and date and final pay if different from usual

We send you a P45 for you to give to your employee

You must let us know if any benefits in kind are given to your employee

We complete your tax year end return

We send you a P60 which you must give to your employee

You renew your Account annually as required

We help you with any queries that may arise

Terms & Conditions of using Way2paye

Way2paye is a trading name of Way2paye Limited (company registration number 6765155). Way2paye acts in the capacity of “payroll agent” on behalf of members to its service. As “payroll agent” Way2paye is not a party to any employment arrangement entered into between its members and that of its member’s employees and is therefore not responsible for fulfilling any statutory obligation or making any payment required by statute that may arise as a consequence of the relationship between employer and employee.
Way2paye provide an annual membership or specified membership agreed which covers from one employee, or any number of single employees employed consecutively over the period. Where a member with retrospective employment liability to be calculated and declared, the membership period will be backdated to the start of the period in question. Where the backdated period is more than twelve months duration, an additional annual joining fee (or fees, if more than twenty four months) will be requested.
Way2paye will administer members PAYE account with HM Revenue and Customs based on the information provided by its members. If HM Revenue and Customs send members any paperwork directly it must be forwarded to Way2paye. If you are a new member and first time employer Way2paye will use the information that you provide to us on our joining forms to register you for PAYE with HM Revenue & Customs.
Way2paye provide monthly, fortnightly or weekly payslips based on information given on our joining forms. If you wish to make amendments to payslips you must advise Way2paye by the 15th of the month prior to the payroll run. Failure to advise Way2paye of any changes in time may result in unnecessary administration and the rerun of payroll. Way2paye reserve the right at its discretion to charge an administration fee for such changes.
Way2paye fees are payable annually by members in advance, or for the specified period agreed. Its fees (including VAT) will be payable immediately in full. Our service may not commence until such payment has been received. These fees will be payable upon the renewal of the contract for a further twelve month period or for such period as may be agreed with Way2paye. Failure to pay by the date of renewal of the contract will result in the suspension of any services being provided by Way2paye at that time.
Payroll is administered each month between the 15th and 28th of the month. Way2paye will not be responsible for late receipts of hours which are provided by members wishing to pay their employees the exact amounts if received after the cut off period. Way2paye will issue payslips to the best of their ability in such cases usually within 24 working hours.
Where Statutory Sick Pay or Statutory Maternity Pay calculations are carried out on behalf of a member in parallel with additional payroll calculations for a second or replacement employee during the same payroll period, Way2paye reserves the right, at its discretion, either to reduce a members subscription period commensurately to cover the cost of additional work involved or to charge an additional fee in respect of such additional services.
Where a members particular circumstances result in a significantly increased amount of work for Way2paye, Way2paye reserves the right, subject to notification to the member, either to reduce the period of a member's subscription or to charge an additional fee, to cover such additional work.
Where a member ceases to require the Way2paye’s service before the relevant membership period has expired, they may be entitled to a refund, upon request. Refunds will be down to Way2paye’s discretion depending on Way2paye’s current fee tariff for short subscriptions. The refund takes into account work undertaken and work remaining for filing statutory tax year-end returns (P35 and P14) on behalf of its member and to correspond with the HM Revenue & Customs to close down the member’s PAYE scheme.
A full refund of a new Way2paye subscription is available within 14 days of joining if a member decides not to use the service. Way2paye reserve the right to charge an administration fee of up to £50 if the members account has been set up and also been registered with HM Revenue & Customs within this period. Way2paye will then cancel the members account and contact HM Revenue and Customs on behalf of the member and close the account.
In the event of a disagreement arising between a member and that member’s employee, Way2paye will act on the member’s advice. However, factual payroll information will not be unreasonably withheld from an employee who has, in any case, a statutory right to access to their PAYE records. Way2paye also reserves the right to advise its member’s where that member’s proposed course of action in a dispute is in breach of his or her statutory obligations as an employer, and to refuse to carry out any such advice from its member’s if this is the case.
Way2paye will not accept any responsibility for HM Revenue & Customs penalties or interest charges that may arise as a result of failure on a member’s part to make Income Tax or National Insurance liability payments due by dates notified to that member either by Way2paye or by the HM Revenue & Customs, or as a result of the member’s failure to make information available to Way2paye which would affect or delay the submission to the HM Revenue & Customs of statutory returns by the relevant due dates.
If Way2paye receive on behalf of a member a HM Revenue & Customs Warning Red notice of Non payment of Income Tax and/or National Insurance contributions Way2paye reserve the right to shorten the member’s subscription to cover the administration costs in dealing with the notice, or charge an administration fee.
Way2paye will not accept any responsibility for additional tax and national insurance liabilities which may arise as a consequence of a member agreeing to pay a net wage to his or her employee where variations in that employee's personal tax code from the standard single person's tax allowance in any given tax year result in the client incurring additional liability to that which would have been incurred had a gross wage been agreed.
Way2paye will not accept liability for overpayment or underpayment of wages incurred as result of an error in processing a member’s specified wage for any period in excess of one month from the date on which the first payslip for a full period of a week or month at the newly instructed rate is sent to the member. It is each member’s responsibility to check payslips received from Way2paye to ensure that the specific net pay or gross pay sum they have stipulated is shown on the first full week or full month payslip provided.
Way2paye will not accept any responsibility for HM Revenue & Customs penalties or interest charges which may arise as a result of employment arrangements existing prior its member’s appointing Way2paye or for retrospective liability due or the consequences of late-filing a declaration of retrospective liability where the member appointed Way2paye after the due date.
While Way2paye will make all reasonable efforts to make its member’s aware of the tax and national insurance implications of their proposed or actual employment arrangements under the PAYE system, Way2paye will not accept any responsibility for liabilities that may arise out of its member’s unfamiliarity with or lack of understanding of how the PAYE system works in terms of their own particular employment arrangements. Way2paye will not be held responsible for any additional tax or national insurance liability incurred as a consequence of its member’s failure to follow advice given by Way2paye.
Way2paye will not accept liability for any consequences arising from the failure of Way2paye to receive information from a member or of a member to receive information from Way2paye. Where such failure is due to a failure of the postal system or any other circumstances over which Way2paye has no direct control. Members are requested to contact Way2paye if information they are expecting from Way2paye has not been received within seven working days of it being due, unless they have already been advised by Way2paye of the delay.
If postage is undelivered to Way2paye and sent to the Royal Mail sorting offices due to shortage paid in postage Way2paye reserve the right to charge the member for any excess costs that are incurred.
If a cheque bounces and bank charges are applied Way2paye reserve the right to charge the member banking fees and extra administration costs that are incurred.
Way2paye will not accept liability for any loss or damage, direct or indirect, arising as a result of any legal advice or the services of any other organisation introduced by, but not within the control of Way2paye. Way2paye will, when introducing any third party provider of services to its member’s, bring it to the member’s attention that such organisation is not controlled by Way2paye. Way2paye provides free advice which is given by ACAS.
Way2paye is committed to protecting your privacy, in accordance with the Data Protection Act 1998. Way2paye database of its member’s information is securely protected against unauthorised entry. Way2paye observes a strict duty of confidentiality and will not disclose information held by it to any person without its member’s consent unless compelled to do so by law.
Way2paye reserves the right to alter, amend and reissue the terms and conditions under which it provides its service as a result of changes in UK or European Union tax or employment law or as a result of issues that arise in the course of providing a service to its members. Such changes will be made available on our latest news section of our website.
These terms and conditions shall be governed by and construed in accordance with English law.
By using Way2paye you as a member are agreeing to our terms and conditions as detailed above.