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PROCUREMENT OPPORTUNITY

ScotRail Finance and Payroll Services

ScotRail Trains Limited · compiled

Tender information last checkedLast checked 30 Sept 2026, 14:31.

Opportunity overview

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).

Classification

  • CPV79000000 — Business services: law, marketing, consulting, recruitment, printing and security
  • CPV66122000 — Corporate finance and venture capital services
  • CPV79211000 — Accounting services
  • CPV79211110 — Payroll management services
  • CPV79211120 — Sales and purchases recording services

Lots

  • Finance ServicesValue not stated
  • Payroll ServicesValue not stated

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
SR-PACT-PROJ-673
Status
active
Has Recurrence
No
Procurement Method
selective
Main Procurement Category
services
Procurement Method Details
Negotiated procedure with prior call for competition

Covered By

GPA

Legal basis

Id
32014L0025
Scheme
CELEX

Lot Details

Maximum Lots Bid Per Supplier
9,999,999

Second Stage

Invitation Date
27 Feb 2026, 00:00

Tender Period

Ends
19 Jan 2026, 12:00

Classification

Id
79000000
Scheme
CPV
Description
Business services: law, marketing, consulting, recruitment, printing and security

Submission terms

Languages

en

Bid Validity Period

Duration In Days
180

Submission Method

electronicSubmission

Lots and requirements

Entry 1
Id
1
Title
Finance Services
Status
active
Has Options
No
Has Renewal
Yes
Description
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

Description
2 periods of up to 12 months as optional extensions

Second Stage

Maximum Candidates
50
Minimum Candidates
50

Contract period

Duration In Days
1,080

Submission terms

Variant Policy
notAllowed
Entry 2
Id
2
Title
Payroll Services
Status
active
Has Options
No
Has Renewal
Yes
Description
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

Description
2 periods of up to 12 months as optional extensions

Second Stage

Maximum Candidates
50
Minimum Candidates
50

Contract period

Duration In Days
1,080

Submission terms

Variant Policy
notAllowed

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery Location

Description
Glasgow/Scotland/UK

Delivery locations

Entry 1
Region
UK

Additional Classifications

Entry 1
Id
79211000
Scheme
CPV
Description
Accounting services
Entry 2
Id
79211120
Scheme
CPV
Description
Sales and purchases recording services
Entry 3
Id
66122000
Scheme
CPV
Description
Corporate finance and venture capital services
Item 2
Id
2
Related Lot
2

Delivery Location

Description
Glasgow/Scotland/UK

Delivery locations

Entry 1
Region
UK

Additional Classifications

Entry 1
Id
79211110
Scheme
CPV
Description
Payroll management services

Buyer, suppliers and contacts

Organisation 1
Id
GB-FTS-55890
Name
ScotRail Trains Limited

Roles

buyer
centralPurchasingBody

Address

Region
UKM
Locality
Glasgow
Postal Code
G2 6HQ
Country Name
United Kingdom
Street Address
Atrium Court, 50 Waterloo Street

Details

Classifications

Entry 1
Id
RAILWAY_SERVICES
Scheme
TED_CE_ACTIVITY
Description
Railway services

Identifier

Legal Name
ScotRail Trains Limited

Contact

Telephone
+44 3448110141
Organisation 2
Id
GB-FTS-169662
Name
High Court of Justiciary

Roles

reviewBody

Address

Locality
Glasgow
Country Name
United Kingdom

Identifier

Legal Name
High Court of Justiciary

Recorded locations

  • Buyer location · Glasgow · UKM · G2 6HQ · United Kingdom
  • Delivery location · UK

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05f971-2025-12-18T15:15:50Zcompiled ·