Avco Systems Ltd

Payroll Transfer Bureau

A simple file exchange based system allowing companies to exchange the mandated Real Time Information (RTI) with the HMRC. Simply deliver files through a supported web browser or SFTP/FTPS client for transmission to the HMRC. The service is capable of supporting Construction Industry Scheme returns (CIS) as well.

Features

  • Secure file distribution using AES 256 bit encryption and TLS
  • Seamless integration with existing Payroll software
  • Real-time reporting
  • Assistance with reporting errors
  • File audit history
  • File encryption at rest
  • Customisable file retention period
  • HMRC X509 proof of delivery certificate
  • IRmark calculation using the correct canonicalization
  • Automatic HMRC employee compression when over 20,000 employees

Benefits

  • All data is transmitted securely using high-grade encryption techniques
  • Designed to effortlessly compliment existing payroll software
  • Prove your data is with the HMRC
  • First-class support from our UK-based domain experts
  • Identification of payroll ID(s) with error(s)
  • Automatic compression support for high employee numbers
  • Report Real Time Information (RTI) easily, quickly and securely
  • Validation and exception management provide fast error resolution

Pricing

£0.35 to £4.00 per person per year

Service documents

Framework

G-Cloud 11

Service ID

2 6 3 1 8 6 8 7 1 9 6 1 7 1 5

Contact

Avco Systems Ltd

Peter Lambert

01753 213 700

gcloud@avcosystems.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
The service is subject to maintenance periods, notified in advance.
System requirements
  • A supported web browser OR
  • FTPS/SFTP client OR
  • Email client

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support staff aim to respond to enquiries within an hour of receipt Monday to Friday 08:30 –18:00 (excluding public and bank holidays).
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
There is a single support level that is provided directly to the buyer.
This support provided is included in the price.
Direct support to the buyers customers (end users) is not available.
Support available to third parties
No

Onboarding and offboarding

Getting started
We can provide an online walkthrough or you can use the provided service documentation to get started. Our friendly support staff can assist in customising your service if required and can coordinate any required data imports. Onsite training is available on request at an additional cost.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
When the agreement comes to an end we can provide the customer with an extract of their data from the system database, in the formats described below.
End-of-contract process
At the end of the agreement, the buyer’s service is decommissioned. Any data requested by the buyer is identified and sent using a secure method of transfer. Once the transfer process is complete, we will securely delete all data relating to the buyer. This is all included in the price of the agreement.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
No
Service interface
No
API
No
Customisation available
Yes
Description of customisation
Notification email addresses can be set, forms requiring delivery from the HMRC.
This is achieved via the users account.

Scaling

Independence of resources
QOS and resource limitations ensure that demands of other users do not cause a negative impact on others.

Analytics

Service usage metrics
Yes
Metrics types
Audit information, usage and metrics are available through the administration dashboard.
Further, customisable reports are available on request.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Automated extraction of the HMRC's notifications (P6, P9, etc) .

The user can request their data by raising a ticket with our support team who will handle the extraction and supply of previous notices still available at the HMRC.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • GFF
Data import formats
  • CSV
  • Other
Other data import formats
  • XML
  • GFF

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks
Customers upload their payroll files to Avco Systems' FTPS/SFTP server or through Avco Systems' secure file transfer website.
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
The service has an Availability Target of 99.9% annually.
This excludes scheduled maintenance activities, notified in advance.
Approach to resilience
The service is designed to use a number of modern techniques to maintain service availability.
Further details can be provided on request.
Outage reporting
Email alerts are available.

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
Other user authentication
Customers upload their payroll files to Avco Systems' FTPS/SFTP server or through Avco Systems' secure file transfer website.
Access restrictions in management interfaces and support channels
Access restrictions are enforced by physical, procedural and technical constraints that are all audited as part of our ISO 27001 certification.
Access restriction testing frequency
At least every 6 months
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
The SOCOTEC Group
ISO/IEC 27001 accreditation date
13/01/2014
What the ISO/IEC 27001 doesn’t cover
All services are covered by our ISO 27001 certification.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Avco Systems are ISO27001:2013 and ISO9001:2015 certified. Critical to the quality of the company’s services is information security. The company is dedicated to safeguarding its information and that of its interested parties, to fulfil both its contractual obligations and the requirements of ISO 27001:2013.
Quality is central to Avco’s philosophy and permeates all areas of the company’s business, including its internal and external aspects and its dealings with interested parties. The company endeavours to satisfy or exceed expectations and is committed to a policy of continual improvement of its systems and working practices. It aims to ensure that service quality satisfies the specific contractual obligations of its customers, together with the standards of quality in ISO 9001:2015, including the adherence to statutory and regulatory requirements.
The company has combined its quality and information security management systems in an Integrated Management System (IMS), which is subject to internal and external audits. The framework for setting objectives and establishing an overall sense of direction and principles of action regarding the IMS is provided by Management Review meetings at planned intervals. In addition, there is an ISMS Forum, which meets to initiate and co-ordinate the implementation of information security within the organisation.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
All changes are conducted in accordance to our ISO27001:2013 Change Management policy which describes the process for raising, prioritising, planning and actioning change for both software change requests as well as infrastructure configuration and maintenance. Requests for software changes are tracked through to resolution using our issue management system. All code is developed using secure coding techniques and tested against common security vulnerabilities based on OWASP guidelines. To maintain high quality code, all software modifications must successfully pass peer review and employ a high degree of unit and integration tests.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Avco Systems subscribes to server, network, operating system, application and antivirus vendor alerts to ensure notification of the latest vulnerabilities as soon as they are made public. All servers, network components, operating systems and applications are continuously monitored to ensure the latest security and vulnerability patches are applied within 30 days of release from a vendor. All security patches of ‘Critical’ importance are evaluated and deployed as a matter of urgency. All servers are scanned monthly to ensure they are running the latest antivirus engines and pattern files.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Avco Systems delivers services using fully certified and secure ISO27001:2013 accredited data centres. The company has combined its quality and information security management systems in an Integrated Management System, which is subject to internal and external audits. Information Security Management System Forums are held bimonthly to review a variety of information security concerns including identification and prevention of risks and threats, physical and logical access rights, security training and awareness. Our Information Security Incident Management policy sets out formal reporting and escalation procedures to ensure a quick, effective and orderly response in the unlikely event of an information security incident.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Avco Systems ISO27001:2013 certified Information Security Incident Management policy and Incident Response Plan defines responsibilities and procedures for discovery, escalation, investigation, notification and documentation of incidents. Users can report incidents to the dedicated support staff. Avco will work with the customer to ensure that: Vulnerabilities leading to the incident have been identified as far as possible and any agreed countermeasures are in place; Confirm that issues have been addressed and all customer services are restored; Hold an Incident Review meeting to assess the effectiveness of people, processes and tools during the incident; Provide findings on the Information Security Event/Weakness Report.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Pricing

Price
£0.35 to £4.00 per person per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A free trial of the service is available on request.
Link to free trial
https://www.avcosystems.com/a/products/payroll#free-trial

Service documents

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