Temp tools – timesheets, rules, payments
Both before and during temporary assignments there are formalities which need to be kept to make sure that you can be paid promptly, are on the best tax band and meet the legal requirements to work on a temporary contract. Keeping to these and using these tools and rules will mean you have a successful smooth temp career.
For ease of reference we have split these must-knows into Before and During Assignments
Before you start an assignment
You must be aware of the following procedures and comply with these:
- Providing all legal documents to us
- Checklist to provide
- Passport or Visa proving entitlement to work in the UK
- National Insurance Number
- Signed contract for services (PAYE/limited) – form in pack
- 48 Hour working week opt out form – in pack
- Bank account details form – in pack
- References from previous employers (2)
- Tax matters – be in the right tax band
We aim to get all of our temporaries onto the correct tax code as quickly as possible.
Standard tax
If you're in possession of the tax form P45, please ensure that it is sent to the relevant payroll department before commencing work . If you don't have a P45, then we will provide you with the tax form P46 for your completion. You may be taxed at a higher rate until we're notified by the tax office as to what your tax code should be.
Students
If you are a student we will provide you with form P38. This will exempt you from paying tax during school holidays or until you reach the single persons tax threshold.
First job
If you are starting your first employment since leaving full-time education, we will provide you with form P46. If eligible, this signed declaration will authorise our payroll department not to tax you until you have reached your earnings threshold.
Special Cases
If you are a married woman paying reduced National Insurance contributions, please let us have your certificate of election. If you are over retirement age (60 years for women and 65 years for men), please let us have your certificate of exemption.
- Choosing how to be paid – PAYE/Limited
All freelance workers should enter into a contract with Mandeville prior to commencing work for us. We have two forms of contracts:
- Limited Company: Contact for services
- PAYE: Contract for services
Your Mandeville consultant will provide you with information on both types of contract and setting these up. The terms (which are sent out in each temps starter pack) are designed to reflect the nature of the relationship between the two parties. For example a Limited company would be expected to hold insurance as a separate legal entity so this is included in the Limited Company Contract. If for any reason you do not believe you have a contract in place then either contact your consultant or the Payroll Team.
Limited CompaniesMany of our temporary contract staff choose to be paid via another limited company (either their own or a payroll provider). Mandeville wish to ensure all such companies are bona fide and as such there are criteria which must be met to allow us to pay through a limited company. Mandeville cannot pay temporary staff through sole trader companies – the company must be UK registered and we cannot process payments without a company certificate of incorporation.
In order to confirm the eligibility of the limited company we require copies of your:
- Certificate of Incorporation
- Vat registration certificate
- Company bank details
For these workers who wish to use a payroll provider we have a similar process to ensure compliance. However we have made this considerably more detailed to ensure we have some understanding of the product offered. Payroll providing companies must normally have a CIS card.
We are unable to pay funds offshore to foreign accounts for work done in the United Kingdom in any circumstances – whether limited of PAYE is chosen
- Arranging payment
Mandeville pay all temporary workers via BACS to their UK bank accounts. All temporaries should fill in the bank details form provided in their starter pack and available from their consultant.
Workers are paid on Fridays one week in arrears and in order to assure smooth payment we require full details of all workers bank accounts as soon as possible, and ideally before commencing work with us.
Workers without a UK bank account need to set one up and fill in the bank details form as soon as possible. On completion of the bank details form it will take one week to process their new details and set up payments, so forms filled in late will mean delayed payment.
During assignments
Tools and procedures to ensure you are promptly and correctly paid, can take annual leave and contact people in event of problems:
- Timesheet rules and regulations
We will always aim to pay you promptly and efficiently. To help us you'll need to complete timesheets on a weekly basis, running from Monday to Sunday inclusive.
Timesheets must be authorised by your direct supervisor or a person in authority, designated by the client, before being returned to your Mandeville payroll office via fax or email. Click for details of fax numbers and email addresses:
The latest that timesheets can be received in order for your pay to be processed on time each week is 12 noon on Monday morning. Timesheets received after this point will be paid on the next working week.
To complete the timesheet you should include:
- Dates worked
- Hours worked each day
- Start and finish times
- Breaks taken
- Total hours worked that week
Your start and finish times should always be calculated to the nearest 15 minutes, as your pay will be rounded up or down to the nearest quarter hour. You will be paid the hourly rate as agreed with your consultant before each assignment which is subject to deductions for National Insurance, PAYE or any other purpose required by law
- Booking holiday
Our temporary staff are entitled to up to 26 days annual leave, accrued throughout the year as they work at a rate of one half day per full working week engaged.
To book holiday please use the following process:
- Check how much holiday you have accrued this holiday year with Mandeville
- You cannot take holiday off if you have not yet accrued this by working
- Ask and gain permission from your line manager or client supervisor
- You are required to gain our client's permission prior to coming to ask us
- Advise your Mandeville consultant of approved holiday times and dates
- They can then manage the client's expectations and cover your absence
- Fill in your holiday marked on your weekly timesheet so it can be paid
- Our payroll team can make sure you are paid according to holiday pay rates
- Download a timesheet online
Need a fresh timesheet?
Click here to download and print off a timesheet
- Contact Payroll Department
Mandeville has two offices which deal with payroll; one in Maidenhead and one in Manchester. You can check your payslip to check which number to call/fax for your assignments:
Maidenhead (payroll for Maidenhead, Elstree & London workers)
Payroll Department
Mandeville Head Office
Sam Spalding and Kerry Woodward
Tel: 01628 547 917 01628 547 940
Fax: 01628 547 998
Email: spaldings@mandevillegroup.co.uk woodwardk@mandevillegroup.co.uk
Elstree (payroll for Manchester temporary workers)
Payroll Department
Manchester Office
Alison Flavell
Tel: 0161 200 1917
Fax: 0161 236 1664
Email: aflavell@mandevillegroup.co.uk