SALC Payroll Service Terms and Conditions (2026-27)
Introduction
These terms and conditions outline the nature, standards, and costs of the payroll service provided by the Suffolk Association of Local Councils (SALC), which is facilitated by the Oxfordshire Association of Local Councils (OALC). By continuing to use this service, you are agreeing to the terms set out below.
Contents
About SALC
Payroll Service and Charge Rate
Billing Arrangements
How to Contact SALC
Level of Service
Data Protection
Complaints Procedure
Termination of Agreement
1. About SALC
Established in 1950, SALC is a not-for-profit organisation that supports the first tier of local government. We offer specialist knowledge and experience to protect, advise, and support the corporate interests of Suffolk’s local councils. Our trusted reputation and practical support make us the first point of contact for many councils across the region.
2. Payroll Service and Charge Rate
To access the SALC payroll service, councils must be members of their local county association or a partner county association.
Charges for 2026/27:
£8.50 + VAT per month for a single employee where the council has no staff eligible for a pension.
Additional employees: £5.00 + VAT per month
£9.00 + VAT per month for a single employee where the council does have staff eligible for a pension.
Additional employees: £5.50 + VAT per month
Annual-only, half-yearly, or quarterly service: £45.00 + VAT per year
Application fee: Equivalent to one month’s usual charge to cover administration
Mid-year joins: An additional charge of 25% of the standard monthly fee for each month from the start of the financial year to the date of joining will be applied for system updates and recalculations
Out-of-County Councils:
We can accept councils from outside Suffolk, provided they are active members of their own local county association. SALC will obtain permission from the relevant association before proceeding.
3. Billing Arrangements
Invoices are currently issued in arrears on a half-yearly basis:
September
March
In September 2026, members will be billed for 6 months in arrears and 6 months in advance. From 1st April 2027, members will be billed yearly in advance.
4. How to Contact SALC
Via the SALC portal
Email: payroll@suffolk-alc.gov.uk
Phone: 01473 833713
5. Level of Service
The SALC payroll service includes:
Payroll Processing
Starters and leavers (including P45s)
Monthly pay calculation including overtime, backpay, and statutory deductions
Tax and National Insurance (NI) calculations
Pension contribution calculations and submissions (where applicable)
Processing other statutory payments and deductions (SSP, SMP, student loans, etc.)
Issuing password-protected PDF payslips to employees
Brightpay Connect
Calculate the leave entitlement for each employee
Input each employees leave balances on to the Brightpay system
Share functionality with council to view payroll records, payslips and manage annual leave for employees
Oversee leave balances and leave dates for employees on behalf of the council
Share instructions with employees and councils on how to manage leave, creating super users who can approve leave of employees which they manage
HMRC & Pension Submissions
Monthly Full Payment Submission (FPS) and Employer Payment Summary (EPS), including for councils with no active employees
Year-end submissions and employee P60s
Providing payment details and deadlines for HMRC and pension providers
Submission of pension information or assistance in setting up Direct Debit instructions
Issuing pension communications to eligible employees in compliance with regulations
Implementing HMRC changes (e.g. tax codes, minimum wage increases)
Data Storage
Payroll records are securely stored for six years
Employer Responsibilities
To ensure accurate processing, employers must:
Complete an 'Application of Service' form
Register as an employer with HMRC and provide PAYE reference details
Submit new employee forms and HMRC Starter Checklists
Provide P45s or year-to-date information where relevant
Notify SALC of employee departures and contact updates
Provide employee hours (if applicable) by the monthly deadline
Notify of changes to employee pay, hours, contact details, or pension status
Ensure timely payments to HMRC to avoid penalties
Ensure a workplace pension is in place and inform SALC of all relevant updates
Helpful pension guidance is available at: www.thepensionsregulator.gov.uk
Employee Responsibilities
Employees are encouraged to:
Inform SALC of any changes to their tax code
Contact HMRC directly if they believe their tax code or deductions are incorrect
Access their tax account via: www.gov.uk/personal-tax-account
Note: All payroll reports will be sent to one nominated email address, which can be changed upon request. Please also ensure we have up-to-date contact details for your Chair.
6. Data Protection
SALC processes personal data in accordance with our Privacy Policy. In relation to this service, we act as a Data Processor on behalf of the council and process the following information:
Name, address, and email of employees
National Insurance number
HMRC details (e.g. tax codes)
Date of birth
Pension information (where applicable)
SALC uses BrightPay payroll software. BrightPay does not have access to client payroll files.
7. Complaints Procedure
If you are dissatisfied with any part of the service:
Contact the relevant member of the SALC team in the first instance — most issues are resolved within 5 working days
If unresolved, escalate in writing to the Chief Executive Officer at: ceo@suffolk-alc.gov.uk — a response will be provided within 20 working days
We also welcome positive feedback and suggestions to improve our service.
8. Termination of Agreement
Either party may terminate this agreement by giving one month’s notice in writing.
Upon termination, SALC will delete all personal data, except where retention is required by law (in which case data will be archived securely and protected from further processing). All confidentiality and data protection obligations remain in force after termination.
