Request ID: FOI-4673-2324 Date published: 15 April 2024
You asked
Hello Transport For London,
We are writing to you under the Freedom of Information Act 2000 to request information. Please provide the following details:
1. What software do you use for your payroll, hr and finance solutions, how much annually do you spend on each, when does each contract expire?
2. Do you manage your payroll in-house or do you outsource it if so, who do you outsource it to?
3. How many people do you pay each month using your payroll solution?
4. How many pensioners do you pay using your payroll solution?
5. Do you use Microsoft power platform technologies such as Power Automate, Power Virtual Agents?
6. What is the employee count in your organisation?
7. Do you collaborate with other organisations in the delivery of HR & Payroll shared services? If so which organisation?
8. Do you work with any industry experts such as ATOS, KPMG, EY, Accenture etc?
9. Who in your organisation is the head of service for HR and Payroll software or services and what is their role?
If it is not possible to provide the information requested due to the information exceeding the cost of compliance limits identified in Section 12, please provide advice and assistance, under the Section 16 obligations of the Act, as to how we can refine our request.
If you can identify any ways that our request could be refined, we would be grateful for any further advice and assistance.
If you have any queries, please don’t hesitate to contact us via email. Could you also please acknowledge receipt of our request?
Thank you for your time, we look forward to hearing from you.
We answered
TfL Ref: 4673-2324
Thank you for your request received by Transport for London (TfL) on 18 March 2024 asking for information about our payroll and HR.
Your request has been considered in accordance with the requirements of the Freedom of Information Act and our information access policy. I can confirm that we hold the information you require. Your questions and our replies are as follows: Please provide the following details:
What software do you use for your payroll, HR and finance solutions, how much annually do you spend on each, when does each contract expire?We use SAP for our payroll, HR and Finance functions but we don’t have separate costs for these specific areas of the system – what we pay our SAP partners covers the whole of the TfL SAP landscape and includes licence support and managed service charges. The costs for the SAP system can be broken down into these main contracted costs:
£2,709,441.00 per annum to SAP UK for the SAP software – the current contract expires on 30.03.2026 £2,934,074.96 per annum to SAP UK for SAP licence support - the current contract expires on 30.03.2026 £1,287,108.00 per annum to Lemongrass for SAP BASIS Managed Service activities – the current contract expires on 30.09.2025 £3,290,068.00 per annum to HCL for SAP Functional Managed Service activities – the current contract expires on 30.09.2025
Do you manage your payroll in-house or do you outsource it if so, who do you outsource it to?Payroll is all managed in house.
How many people do you pay each month using your payroll solution?28,190 individuals.
How many pensioners do you pay using your payroll solution?We do not process the pension payroll ourselves. The Pension Fund pay 42,034 individuals direct.
Do you use Microsoft power platform technologies such as Power Automate, Power Virtual Agents?We use Power App and Power Automate.
What is the employee count in your organisation? The total headcount at the end of P12 was 25,662.
Do you collaborate with other organisations in the delivery of HR & Payroll shared services? If so which organisation?Yes - the GLA and the Old Oak and Park Royal Development Corporation (OPDC).
Do you work with any industry experts such as ATOS, KPMG, EY, Accenture etc?Yes – EY.
Who in your organisation is the head of service for HR and Payroll software or services and what is their role? Rebecca Crowther, Head of HR Services. If you would like more information on becoming a supplier with TfL please see our website: https://tfl.gov.uk/info-for/suppliers-and-contractors/become-a-supplier
If this is not the information you are looking for, or if you are unable to access it for any reason, please do not hesitate to contact me.
Please see the attached information sheet for details of your right to appeal as well as information on copyright and what to do if you would like to re-use any of the information we have disclosed.
Yours sincerely
Sara Thomas FOI Case Management Team General Counsel Transport for London
