--- title: "ScotRail Finance and Payroll Services" ocid: "ocds-h6vhtk-05f971" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05f971" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-05f971.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-05f971.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "SCOTRAIL TRAINS LIMITED" published: "2025-12-18" --- # ScotRail Finance and Payroll Services Buyer: SCOTRAIL TRAINS LIMITED Current stage: Tender OCID: ocds-h6vhtk-05f971 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05f971) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-05f971.json) ## Summary ScotRail Trains Limited is seeking providers for its Finance and Payroll Services through a tender process, with a focus on shaping their future strategy for these functions. This tender falls under the industry category of business services, encompassing law, marketing, consulting, recruitment, and related areas. The services are located in Glasgow, Scotland, UK. The procurement is currently in the tender stage, with submissions due by 19th January 2026, and involves a selective procurement method using a negotiated procedure with prior competition. Prospective suppliers are encouraged to access the Pre-Qualification Questionnaire through ScotRail's e-sourcing portal to participate. This tender offers significant business growth opportunities, particularly for organisations specialising in finance and payroll services. Suitable businesses include those capable of providing comprehensive accounts, treasury, VAT, payroll processing, and compliance services. With a potential contract period of up to 1080 days plus optional extensions, the contract allows for long-term engagement and collaboration with ScotRail. Businesses that can offer robust financial systems and seamless integration with ScotRail's existing infrastructure will find this an ideal opportunity to expand their footprint in the rail services sector. The tender process values innovation, efficiency, and the capacity to enhance existing systems and processes, making it an attractive prospect for established and capable suppliers. ## Notice ScotRail currently operates an out-sourced Shared Service Centre providing finance and payroll service functions. Whilst ScotRail are looking to engage the market and understand the capabilities of potential suppliers to provide these services in the future, we are also exploring other options including insourcing of both finance and payroll services. This procurement will help shape our strategy for the future of our finance and payroll functions. Should the outsourcing model be approved, ScotRail plan to launch an ITN early next year. Prospective suppliers who have the capacity and capability are asked to access our procurement portal Wax Digital to complete the Pre-Qualification Questionnaire (PQQ). ### Lot Information Finance Services ScotRail Trains Limited are looking for a provider of Finance Services for the provision of Accounts Payable, Accounts Receivable, Treasury and VAT services. An effective Finance Services provision is essential in ensuring suppliers are paid accurately and on time; customers are invoiced promptly and debts collected; and VAT returns are made accurately and in line with HMRC rules and regulations. The Finance Services provision should deliver a service which works seamlessly with the business and be viewed as an extension to the in-house Finance department. Associated tasks to be administered by the provider will include but are not limited to the following- - Process AP invoices daily - Prepare a twice a week BACS payment run - Prepare manual CHAPs payment runs as required - Resolve invoice queries from suppliers, liaising with ScotRail requisitioners when required - Raise AR invoices as required, which includes regular tenant income contracts as well as ad hoc other services - Post journals as required into finance system (cash journals, AP journals, etc) - Prepare 12 VAT returns per year based on special periods (aligning with the 4 week rail periods) - Provide VAT support when processing both AP and AR invoices - Period end reporting and prepare key reconciliations on a periodic basis (13 periods based on 4 week rail periods) - MI reporting ScotRail currently uses Advanced products (Open Accounts and EBIS) for their finance related systems and will provide licence access to these systems. However, the finance system may be subject to change over the life of the contract where ScotRail review their systems strategy for this service and are required to conduct a tender for the system in the future. Additional information: For more information and to complete the Pre Qualification Questionnaire (PQQ) please access our Wax e-sourcing portal here - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx Renewal: 2 periods of up to 12 months as optional extensions Payroll Services ScotRail trains are looking for a provider of Payroll Services for the processing of a payroll for circa 6,000 active employees on a 4 weekly pay cycle. An effective payroll provision is essential in ensuring employees are paid accurately and on time, maintaining compliance with tax and legal requirements, and providing accurate data and reporting information as required. The payroll service should deliver a seamless employee experience and support employee engagement and trust in ScotRail as an employer. Associated tasks to be administered by the provider will include but are not limited to the following: - Processing salary payments for rostered and non-rostered staff every 4 weeks - Processing additional payments including overtime - Ensuring compliance with all HMRC regulations - Processing sick pay entitlements - Processing payment for family friendly leave - Implementing pay awards in a timely manner to ensure positive employee relations are maintained with the four Trade Unions - Process changes to employee Terms & Conditions as required - Updating payroll records periodically to ensure accurate payment to employees - Responding to queries from employees by phone and email - Process payments to third parties and complete the associated administrative tasks - Pension scheme administration - Processing P11D's - MI reporting ScotRail currently uses iTrent for payroll and will provide licence access to the system. However, the payroll system may be subject to change over the life of the contract where ScotRail review their systems strategy for this service and are required to conduct a tender for the system in the future Additional information: For more information and to complete the Pre Qualification Questionnaire please access our Wax e-sourcing portal here - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx Renewal: 2 periods of up to 12 months as optional extensions ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/084517-2025 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Selective | | Procurement method details | Negotiated procedure with prior call for competition | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 18 Dec 2025 | | Submission deadline | 19 Jan 2026 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | SCOTRAIL TRAINS LIMITED | | Locality | GLASGOW | | Post town | Glasgow | | Postcode | G2 6HQ | | Country | Scotland | | ITL 1 | TLM Scotland | | ITL 2 | TLM3 West Central Scotland | | ITL 3 | TLM32 Glasgow City | | Local authority | Glasgow City | | Electoral ward | Anderston/City/Yorkhill | | Westminster constituency | Glasgow North | | Delivery location | Not specified | ## CPV Codes ### Divisions - 66 - Financial and insurance services - 79 - Business services: law, marketing, consulting, recruitment, printing and security ### Codes - 66122000 - Corporate finance and venture capital services - 79000000 - Business services: law, marketing, consulting, recruitment, printing and security - 79211000 - Accounting services - 79211110 - Payroll management services - 79211120 - Sales and purchases recording services ## Release History - 18 Dec 2025 at 15:15 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/084517-2025 ## Notice URLs - http://www.scotrail.co.uk - https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000818982 - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx - https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA30589 ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05f971. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-05f971.json.