Temporary and Contract Information

Important Information for Temporary Workers and Interim Contractors

Key Information Documents: 

The aim of a Key Information Document is to help workers understand how their choice of engagement method affects their pay. It clearly outlines any deductions, fees, or service charges that might be deducted. You can access our Key Information Document here:https://www.workwithglee.com/key-information-documentation/

Essential Onboarding:

We offer three payment methods: PAYE, Umbrella, and PSC. Below is further essential information on each. Please note that you will need to complete various onboarding tasks before you can submit a timesheet for processing, and payment cannot be made until all onboarding is completed.

Operating Under PAYE:

If you are employed under the PAYE (Pay As You Earn) system, it is necessary for you to provide the following documentation:

• P45 Form: This should be from your most recent employer. Alternatively, if this is not available, a completed New Starter Checklist is required, which is accessible on the HMRC website: Starter Checklist for PAYE.
• Bank Account Verification: Proof of your bank account details is required. Please note, the account must be registered in your legal name to ensure compliance.

We will also provide you with several documents for your signature or review. It is important to read these carefully, they will include:

• Code of Conduct: Outlining the standards and behaviours expected of you.
• Pension Auto-Enrolment Information: We recommend reviewing the guide thoroughly as we comply with the UK laws, which require us to automatically enrol eligible workers.
• Terms of Engagement: Setting forth the terms under which you are engaged.
• Assignment Details Form: Specifying the particulars of your assignments.

Personal Service Companies (PSCs):

Should you choose to operate through your Personal Service Company (PSC), we will require you to provide the following documents:

• Bank Account Verification: Evidence of the bank account details, which must be registered in the name of your Personal Service Company.
• Certificate of Incorporation: You must be listed as a Director/Shareholder on the certificate of the company through which you are operating.
• VAT Certificate: This is required if applicable to your company.
• Proof of Insurance, with the minimum insurance:
  • Professional Indemnity Insurance: A minimum of £1,000,000.
  • Public Liability Insurance: A minimum of £5,000,000.
  • Employers' Liability Insurance: A minimum of £5,000,000.
  • Additional Role-Specific Insurances: As legally required for your industry or role.
  • Tax and IR35 Related Insurance: While not mandatory, these insurances come highly recommended for your added security.

We will also provide a series of documents for your review or signature, including Terms of Engagement and Assignment Details Form.

Various firms offer support with setting up a Personal Service Company, including our partner Brookson One:  https://www.brooksonone.co.uk/services/umbrella-company/

Should you need assistance with Insurance we recommend Kingsbridge, a leading provider of contractor insurances: https://www.kingsbridge.co.uk/products/insurance-for-contractors/

Use of Umbrella Services:

We maintain a Preferred Supplier List (PSL) for Umbrella companies, which have been meticulously audited. There are many companies offering umbrella solutions and not all firms are fully compliant with the law. By limiting our engagement to a select number of umbrella suppliers, we aim to minimise risk to ourselves, our clients, and our contractors. If you choose to operate via an Umbrella company, you will need to select one from our PSL.

The firms currently featured on our list are Brookson, iConsult, Parasol, and Paystream. Additionally, for assignments outside the UK, we utilise the services of 6Cats International and Access Financial.

Should you decide against using the firms on our PSL you may operate through your own Personal Services Company (on the Client's provision of an IR35 Status Determination Statement) or via PAYE.

Intime Portal:

Once your placement details are finalised you’ll be granted access to INTIME, our online onboarding and Timesheet portal.

• If this is your first assignment, you will receive two emails from payroll@workwithglee.com containing your username and password for the Intime portal.
• If you have worked with us previously, your details will remain the same. The system can be accessed at https://timesheets.gleeson-rg.com and there is a “forgotten password” option on the login page if you need to reset your password.

A guide to completing the compliance and onboarding will be issued to you, along with further information on completing Timesheets and Expense claims. It is important that you review these documents.  

Please be aware that you will need to complete your onboarding using a computer rather than a mobile device, as it is necessary to electronically sign and upload documents.

Timesheet Submission:

Upon the successful completion and approval of your onboarding documents, your access to submit timesheets will be activated, enabling you to claim for hours worked. Please note, submission of timesheets and expenses is restricted until all compliance and onboarding prerequisites are satisfactorily met. To avoid payment delays, please make sure you complete all required onboarding by the end of your first week.

Timesheet Approval:

In addition to your duty of submitting timesheets and expense claims promptly via our portal, it is equally important to ensure your timesheets receive timely authorisation. The status of approvals can be monitored on our portal; should your regular approver be unavailable, it is crucial to notify us without delay. We can add alternative approvers as required.

In a normal week, timesheets are to be submitted by Monday morning and must be authorised the same day to guarantee payment on Friday.

We provide advance notice of any changes caused by bank holidays and the Christmas period. It is essential that you pay attention to these notifications and comply with any adjusted deadlines accordingly. Failure to adhere to our submission and approval deadlines may result in payment delays.

Questions?

Your Recruiter remains a key point of contact during your engagement however you can also reach out to our support staff directly for assistance:

If you have a query relating to accessing the portal, onboarding, timesheet or payment methods please contact compliance@workwithglee.com

For queries relating to pay or payslips please contact payroll@workwithglee.com.