t. 020 3137 4408 | e. info@quartzpayroll.co.uk

Terms & Conditions of Business




  1. ‘Quartz Payroll’ is a trading name of Enable Limited (company registration no: 4552449). Quartz Payroll acts in the capacity of "payroll agent" on behalf of subscribers to its service. As "payroll agent", Quartz Payroll is not a party to any employment arrangement entered into between a client and that client’s employee and is therefore not responsible for fulfilling any statutory obligation or making any statutory payment that may arise as a consequence of the relationship between employer and employee.

  2. All Quartz Payroll subscriptions will run for a minimum period of twelve months commencing from the first week or month of tax records maintained on behalf of a client. Where a client appoints Quartz Payroll with retrospective employment liability to be calculated and declared, Quartz Payroll will invoice separately for this work and will require the invoice to be paid prior to commencement of this work.

  3. Subscriptions shall be automatically renewed at the expiry of the initial twelve month period unless terminated by either party by giving a minimum of three months’ notice in writing prior to the end of the initial contract. Thereafter, the subscription may be terminated at any time by either party giving not less than three months’ notice in writing.

  4. Quartz Payroll’s payroll service is subject to a monthly charge, via Direct Debit. Clients are invoiced each month at the agreed rate, and payment will be taken on or around the 15th of the following month, allowing a 45 day payment term. If the Direct Debit fails, immediate payment will be required by Bank Transfer. Failure to make immediate payment following on from a failed Direct Debit payment will result in suspension of any payroll services being provided at that time. Quartz Payroll will not accept any liability or bear any responsibility for any consequences arising from the suspension of the payroll service.

  5. Where a client requires additional services outside of the standard payroll service, these will be charged at the current additional services rates as stipulated or advised at the time. 

  6. Quartz Payroll will only act as payroll agent in respect of a client’s employees who are resident in the UK and who are UK taxpayers and its services will cease in respect of any individual employee at such time as that employee is relocated outside the UK.

  7. Quartz Payroll will only provide a payroll service subject to the prevailing regulations stipulated by HM Revenue & Customs in force from time to time. These include all staff employment regulations and rules governing Director status.

  8. Quartz Payroll clients are to provide full and accurate information concerning their company and staff. Quartz Payroll will not be held responsible or bear any liability for any consequences that may arise as a result of any incorrect information presented by a client.

  9. Where information concerning changes in employment arrangements are provided late by a client, and especially where this results in a significant amount of extra work for Quartz Payroll (e.g. in amending client records, reissuing payslips or resubmitting statutory forms to the Inland Revenue), Quartz Payroll reserves the right to charge an increased fee, at Quartz Payroll’s discretion, to cover the additional work involved.

  10. Quartz Payroll reserves the right to charge an administrative fee of £20 plus VAT for cancellations of service requested after 14 days to cover the cost of any set up work performed.

  11. Upon initial subscription Quartz Payroll will not discuss payroll queries with individual employees unless specifically requested by the client. Unless Quartz Payroll receives such a request from a client, queries will only be discussed with the client’s nominated payroll administrator.

  12. In the event of a dispute arising between a client and that client’s employee, Quartz Payroll will act on the client's instructions. 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. Quartz Payroll also reserves the right to advise a client where that client’s proposed course of action in a dispute is in breach of its statutory obligations as an employer, and to refuse to carry out any such instructions from a client if this is the case.

  13. The client must provide notice of any changes to its payroll by the dates notified to and agreed with Quartz Payroll at the commencement of the client’s subscription or as subsequently amended with Quartz Payroll’s agreement. Where salary payments are made by BACS transfer on the client’s behalf, Quartz Payroll will not be held liable for any payments made in error where the error is caused by late notification by the client of changes to the payroll.

  14. Quartz Payroll will not process any BACS transfer until it has received authorisation in the prescribed form from the person notified by the client under paragraph 13 below. Quartz Payroll will not be held liable for late payment of employees caused through late authorisation.

  15. The client will notify Quartz Payroll in writing of the name of the authorised person (or persons) able to inform Quartz Payroll of changes to either employee personal data or payroll processing data, and also of the person (or persons) who is authorised to approve the BACS transfers.

  16. Quartz Payroll will not bear any responsibility for HMRC penalties or interest charges that may arise as a consequence of failure on a client's part to make income tax or National Insurance liability payments due by dates notified to that client either by Quartz Payroll or by HMRC, or as a consequence of the client’s failure to make information available to Quartz Payroll which would affect or delay the submission to HMRC of statutory returns by the relevant due dates.

  17. Quartz Payroll will not accept liability for overpayment or underpayment of wages incurred as result of an error in processing a client’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 client. It is each client’s responsibility to check payslips received from Quartz Payroll to ensure that the client’s instructions have been correctly processed.

  18. Quartz Payroll will not bear any responsibility for HMRC penalties or interest charges which may arise as a result of employment arrangements existing prior to a client appointing Quartz Payroll or for retrospective liability due or the consequences of late-filing a declaration of retrospective liability where the client appointed Quartz Payroll after the due date.

  19. While Quartz Payroll will make all reasonable efforts to make clients aware of the tax and national insurance implications of their proposed or actual employment arrangements under the PAYE system, Quartz Payroll will not bear any responsibility for liabilities that may arise out of a client's unfamiliarity with or lack of understanding of how the PAYE system works in terms of their own particular employment arrangements. Quartz Payroll will not be held responsible for any additional tax or national insurance liability incurred as a consequence of the client’s failure to follow advice given by Quartz Payroll.

  20. Quartz Payroll reserves the right to increase its fees and otherwise alter, amend and reissue the Terms and Conditions under which it provides its service including but not limited to 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 clients. Clients will be notified in advance of any fee increases and other changes to Quartz Payroll’s Terms and Conditions which affect them.

  21. Quartz Payroll will not accept liability for any loss or damage, direct or indirect, arising as a result of any advice given by any other organisation working with or introduced by, but not within the control of Quartz Payroll. Quartz Payroll will, when introducing any third party provider of services to the client, bring it to the client’s attention that such organisation is not controlled by or otherwise connected to Quartz Payroll. It is the client’s responsibility to ascertain whether such organisation has indemnity insurance for the service that it provides.

  22. Quartz Payroll is not liable for any loss or damage, direct or indirect, arising from the failure of Quartz Payroll to receive information from a client or of a client to receive information from Quartz Payroll where such failure is due to a failure of the postal system or any other circumstances over which Quartz Payroll has no direct control. Clients are requested to contact Quartz Payroll if information they are expecting from Quartz Payroll has not been received within ten working days of it being due – unless they have already been advised by Quartz Payroll of a longer timeframe or of specific reasons for such a delay.

  23. This clause applies if the client makes any voluntary arrangement with its creditors or becomes subject to an administration order or (being an individual or firm) becomes bankrupt or (being a company) goes into liquidation (otherwise than for the purposes of amalgamation or reconstruction) or if an encumbrancer takes possession or a receiver is appointed of any of the property or assets of the client or if the client ceases or threatens to cease to carry on business or if in Quartz Payroll’s reasonable opinion any of the events mentioned above is about to occur in relation to the client and Quartz Payroll notifies the client accordingly. 

    If this clause applies then, without prejudice to any other or remedy available to Quartz Payroll, Quartz Payroll shall be entitled to cancel the contract or suspend further services under the contract without any 
    liability to the client where those services have not been paid for, and where services have been delivered but not paid for the fees shall become immediately due and payable notwithstanding any previous agreement or arrangement to the contrary.

  24. Any notice required or permitted to be given by either party to the other under these Terms and Conditions shall be in writing addressed to that other party at its registered office or principal place of business or such other address as the relevant party may from time to time notify to the other party for the purpose of this paragraph.

  25. No waiver by Quartz Payroll of any breach of the contract by the client shall be considered as a waiver of any subsequent breach of the same or any other provision.

  26. If any provision of these Terms and Conditions is held by any competent authority to be invalid or unenforceable in whole or in part the validity of the other provisions of these Terms and Conditions and the remainder of the provision in question shall not be affected thereby.

  27. The handling and processing of personal data by Quartz Payroll complies with the Data Protection Act 1998. Quartz Payroll’s database of client information is securely protected against unauthorised entry. Quartz Payroll observes a strict duty of confidentiality and will not disclose information held by it to any person without the client’s consent unless compelled to do so by law.

  28. Enable Limited, trading as Quartz Payroll, is registered with HMRC under the Money Laundering Regulations 2007, and is required to, and will comply with all legislation and appropriate guidelines designed to combat money laundering activity and the funding of terrorist or criminal activity in the jurisdictions in which it operates. Quartz Payroll is required under the rules of the HMRC and the provisions of the Money Laundering Regulations 2007 to verify the identification of its clients. For this purpose the client must agree to provide the documents and information that may be required to comply with the Quartz Payroll’s procedures.

  29. Each party to this contract acknowledges that this contract contains the whole agreement between the parties and that it has not relied on any oral or written representation made to it which is not set out in this contract. This paragraph is not intended to relieve a party of any liability incurred for fraud.

  30. The contract shall be governed by the laws of England.

  31. Current edition: issued November 2015