Estimated Value
Not specified
Deadline
19 January 2026
Published
18 December 2025
Type
services
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).
Key points
- 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/TradeMod...
Key points
- 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/TradeMod...
AI AnalysisMembers
Requirements, key tasks and tips for reading this tender — included with Tendarix membership.
£4.99/month after a 7-day free trial. Cancel anytime before it ends and you pay nothing.
Before you bid, buyers check
two years of filed accountsyour financial standingturnover vs contract valueyour Companies House recordcash flow for 30-day termscredit scores and ratios
Actions
Start free trialto open noticeCreate an account and start a 7-day free trial to open the buyer’s own notice and tender documents, plus fit scoring and the Bid Writer. Then £4.99/month — cancel anytime.
Open Bid WriterIndependent software, web & cloud studio. We design, build and grow digital products that quietly outlast their category.
How to Apply
Step-by-step submission guide
Submission Portal
Find a Tender
Open the original notice
Click the button below to view the full notice on Find a Tender Service (FTS)
Check the procedure type
The "Procedure" section tells you if it's Open (one stage) or Restricted (SQ then ITT). This changes how you apply
Access the eSourcing portal
FTS notices link to the buyer's eSourcing platform — register there to access documents
Complete the Selection Questionnaire
Higher-value contracts often require an SQ first — this pre-qualifies you before the full bid stage
Submit electronically
Upload your completed response through the eSourcing platform before the closing date and time
FTS contracts are above UK procurement thresholds. Late submissions are strictly rejected — submit at least 24 hours before the deadline to avoid portal issues.
Buyer Profile
ScotRail Trains LimitedKey Dates
Published
18 December 2025
Submission deadline
19 January 2026
Notice type
tender
Source
find a tender
Related Tenders
Libraries scotland enewspaper and emagazine
The aim of this tender is to provide a single national eMagazines and eNewpapers service to all thirty-two public library services for access by their members. Scottish Library and
Pupil equity funding (PEF) flexible framework
The Scottish Government has committed to providing additional funding in the form of Pupil Equity Funding (PEF), to schools as part of the Scottish Attainment Challenge programme.
Provision of homeless supported accommodation, outreach tenancy support and housing first services
Falkirk Council is setting up a framework to contract providers to deliver homeless support services, including interim accommodation for young people and adults, community tenancy support, and a Housing First programme.
PKC13738 - domestic & commercial removals and storage framework
Perth and Kinross Council wants to set up a framework agreement with removal and storage companies so they can be called on for domestic or commercial moves and storage when needed.