Personnel and payroll services

Tender description

The provision of a Payroll Giving Scheme to deliver a dependable, accurate and risk free service for Ministry of Defence Armed Forces Personnel to make charitable payments to Service Charities from pay. The Contractor must provide an agency service for a payroll giving scheme under the terms of, and in accordance with, the Finance Act 1986 as amended by subsequent Finance Acts and the Charitable Deductions (Approved Schemes) Regulation 1986 (Statutory Instrument 1986 nº 2211) for Armed Forces Personnel paid through Joint Personnel Administration (JPA) system. The Contractor must assist the Authority in acceptance testing of electronic data transfer systems prior to delivery of the Contract requirements. On assuming responsibility the Contractor must be able to accept information on all existing members, in an electronic format. This information is to form the basis of a dedicated database of MOD contributors to charities with a military association. The Contractor must be able to receive details of all new joiners, leavers or contribution amendments in paper or electronic format, direct from the contributor’s charity concerned. The Contractor must then notify those details, including the amount to be donated, to the Authority, on a regular basis (at least monthly). This information is to be passed to the Authority using the USB originally received by the Contractor from the Authority with the monthly transaction details electronic format. a) The Contractor’s system must be able to translate or convert electronic donor information provided by the Authority into a format that is acceptable for processing by the Contractor. b) The Contractor must develop, maintain and follow a documented operational procedure for ensuring that Authority’s requirements are fully met. The Contractor must be able to receive from the Authority the monthly transaction notification, containing details of all payments collected for the respective month, in a notepad format using a Pointsec encrypted USB along with the appropriate BACs payment. The format of data provided to the Contractor shall consist of the following: Employee Number, Surname, Initials, Charity Name, Pay Value, Employment Category. The Contractor must pay beneficiaries within 14 days of receipt of the transaction notification. The Contractor must maintain a full payment record facilitating the reconciliation of payments issued against payments received. The Contractor must provide resolution of any queries raised by the Authority, individual donors or beneficiaries within 72 hours. Where this is not possible, updates must be provided to the Authority and if necessary the individual, every 48 hours, which will detail progress and the likely time-scale for resolving the query. For clarification the Authority’s specific needs for the delivery of the requirements will be included in the Invitation to Tender documents.