Table of Contents
CIS PAYROLL TEAM
THE PAYROLL TEAM
There are six of us within the team, all of whom are equipped to help you with generic payroll questions, below is a snapshot listing the area of expertise for each team member.
Availability times are also stated below, there will always be someone available to assist Monday to Friday, 08:30 to 17:00.
All colleagues are requested to raise their individual queries though the Timegate portal.
CIS TIMEGATE PORTAL
TIMEGATE PORTAL
Timegate portal features that are relevant to your pay are as follows:
Timegate diary – your diary is where your monthly shifts and holidays will be scheduled.
Pay Details Report (for hourly colleagues) – To ensure your wages are paid accurately on payday, you are required to run a pay details report regularly throughout the month to highlight any discrepancies. Any issues must be highlighted by the last day of each month through the Timegate ‘Pay Query’ section.
Within your Timegate portal, there is a section called ‘Reports’.
If you click on the middle report, (Pay Details), you will be prompted with a date range selection:
Once you add the date range and click create, it will show you a breakdown of every shift and holiday (including rates, hours, times, etc.) that you have scheduled within the date range.
Things to be aware of:
This report will only benefit the hourly colleagues, as the salaried are not paid via Timegate.
When running the report, it will only show shifts completed—for example, if I ran it today for a full month, it would only show shifts worked between the 1st and yesterday’s date.
It is advisable that it be run at least twice a month—maybe on the 25th to capture shifts worked between the 1st and 24th and again on the last day of the month to capture the remaining shifts.
Any queries that are highlighted should be raised by the end of the month, via the Timegate pay query section.
PAYSLIPS
Every payday payslips are uploaded to your Timegate document library, under payroll documents.
Whilst we aim to upload payslips 1 or 2 days before payday, legislation permits that they must be uploaded on payday.
Please ensure you review your payslip monthly and save a copy for your own record.
‘PAY QUERY’ SECTION
Within Timegate, there is a section called ‘Pay Query’ where you will need to mention any questions, concerns, or discrepancies for the payroll team to investigate. This is the correct process and is the platform we review first.
If you need to change your bank details, please use the ‘Pay Query’ section and within the comments state that you need to change your bank details.
One of the team will provide you with a form to complete and return. Only if the whole process is correctly completed, by the last day of the month, (query raised in Timegate and payroll in receipt of a correctly filled out change of bank details form), can payroll amend your bank details for that month’s wages.
HOLIDAY
All holiday requests are to be requested via Timegate, within the ‘Holiday’ section; the requests will automatically be raised to your holiday manager for review and appropriate approval or nonapproval.
All colleagues have a responsibility to ensure that they are requesting leave within their contractual entitlement.
Colleagues must ensure holiday request are in-line with their shift pattern/contractual days per week.
Example 1 – if you work Monday to Friday and are going on leave for 2 weeks, you must put through two separate requests – one for the first Monday to Friday and a second request for the last Monday to Friday. Requests should not span over rest days and may be declined accordingly.
Example 2 – if you work a 4 on 4 off shift pattern and are going away for 16 days, which starts from your 1st day on, you would book: 4 days holiday, do not request the 4 you would not normally be working, book the next 4 days you would have been on and again leave the last 4 you would normally be off for. This is again two separate applications and requests should not be inclusive of rest days.
COLLEAGUE BENEFITS
COLLEAGUE BENEFITS
CIS Security offers a wide range of benefits for colleagues, as per the below list.
f HSF plans
f HSF Assist
f Cycle to Work
f Tastecard
f Early Pay
f Baby Box
f Recruitment Bonus
f Colleague Of the Month Bonus
f Long Term Service Award
f Wedding bonus
f Birthday Bonus
f Retirement Bonus
f Help me Angela
Please see he link for the company benefits brochure here
PENSION SCHEME
PENSION SCHEME
Our pension provider is Standard Life.
All eligible employees will be assessed and enrolled into a workplace pension, as per UK regulations.
All new colleagues will be under a 3-month postponement period.
Contributions from both colleagues and employer will start from the first month you are eligible, after the 3-month postponement period. Percentages of contributions can be found on your Contract of Employment.
If you are a TUPE colleague, your current pension contribution level will be honoured as protected in line with TUPE Regulations, unless stated otherwise within your measures letters.
You can opt-in earlier than the 3-month postponement period; this is done by emailing payroll, who will provide you with an opt-in form.
Standard Life will send you a ‘Welcome Pack’ via email or to your home address. This is generally received within two weeks of your first deduction.
Following the instructions on your ‘Welcome Pack’, please register for your online portal to see your monthly contributions.
Once you have registered, please ensure you set up any necessary beneficiaries, who will be allocated your pension fund, in case of your death.
If you want to opt-out of the scheme, you will need to do this directly with Standard Life and within 30 days from your first contribution.
As per The Pension Regulator’s advice, all TUPE colleagues will need to be assessed and enrolled before deciding to opt-out. Upon the 3-month postponement period, the same process of opting-out will apply to all colleagues, both TUPE and non-TUPE.
OVERTIME
OVERTIME
If you are doing additional hours, please check your Timegate diaries to ensure the duties have been scheduled correctly.
If you are hourly paid, this will automatically be picked up for payment within the relevant month’s wages.
If you are salaried, please ensure that the shift is scheduled within Timegate. You must also complete and submit an overtime spreadsheet to your line manager for authorisation and to payroll for payment. Overtime spreadsheets must be submitted and authorised by the last day of each month.
Please email payroll@cis-security.co.uk if you are salaried and require an overtime form for completion.
PAYDAY & PAY PERIOD
CIS Security’s payday is the 10th of every month.
Should the 10th fall on a weekend of a bank holiday, you will be paid the working day before.
Pay periods are as per calendar month, from the 1st to the last of each month.
If you work a night shift which falls on the 1st of the following month, you are paid the full shift within the month that the duty started.
For hourly paid colleagues, bank holidays worked are paid at doubble time or in line with specific contractural agreement’s.
