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Adding an Umbrella Worker

What do I need to do to set up an umbrella worker?

First, you should ensure that the Umbrella profile has been set up. Please see Umbrellas for more information.

You will then need to add the worker to InTime. As the worker's payment is made to their umbrella company, the VAT status is determined by the Umbrella company profile.

How do I add the worker to InTime?

Prior to entering a new worker, you should ensure that you have the following details to hand:

• Worker Title

• Worker Name

• Worker Address

• Worker Gender*

• Worker National Insurance Number*

• Worker Email Address

• Worker Date of Birth*

• Worker Date of Joining*

• Limited Company Name (the Umbrella name can be entered here)

• Engagement Type (see Employment Intermediary Report for further details)

Step by step instructions

1. Navigate to Profiles > Workers. 

2. Click on the "Create" button located at the top right hand corner of the page.

3. Enter the above noted worker details in to the appropriate fields.

4. Click "Save" located at the foot of the current page. RSM InTime will check for any missing or incorrectly entered data and will highlight the field red.

Do we need to provide you with any of the worker’s umbrella documentation?

You do not require to send us any documentation for umbrella workers.

Umbrella Worker Holidays

How are holidays calculated?

Umbrella workers do not accrue holiday entitlement.  Only PAYE workers will accrue and be able to claim holiday pay.

Self-Bill Invoices and Remittances

What is self-billing?

Self-billing is an agreement between you (The Customer) and the worker (The Supplier).  We will prepare an invoice on behalf of your worker and send it to the worker's umbrella company with each payment.  It means the umbrella does not need to provide you with an invoice in order to be paid.  The timesheet(s) will be processed and an invoice will be sent to the umbrella together with payment.

What if my umbrella wants to continue to still send invoices?

We will process all payments using the self-billing method. If an umbrella still wishes to opt out, we suggest that they produce their own invoice but do not send it to us; instead attach it to the self-bill invoice we provide.

When will my umbrella receive a copy of the self-bill/remittance?

These are usually emailed the day before payment is due in to the umbrella bank account.  For example, we would email the self-bill/remittances by close of business on a Thursday for payment on Friday.

What do the self-bill invoices/remittances look like?

A copy of our standard self-bill/remittance can be viewed below.  The format for this cannot be amended.

Click to enlarge

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Employment Intermediary Report

What is the employment intermediary report requirements?

If you are registered as an intermediary, payment details of all workers not paid through a Pay As You Earn (PAYE) scheme must be reported to HMRC at least once every 3 months.  For more information about employment intermediary, please visit our help page here.

What is the Engagement Type?

When submitting your intermediary report, you must provide a reason why you didn’t operate PAYE on the worker’s payments. HMRC require you to select from one of the following categories. If more than one option applies to a worker, select the one that best describes why PAYE wasn’t operated for the engagement.

• ‘A’ is a self-employed contractor, like a sole trader

• ‘B’ is a self-employed contractor from a partnership

• ‘C’ is a self-employed contractor from a limited liability partnership

• ‘D’ is a worker from a limited company including personal service companies

• ‘E’ is a non-UK engagement for a worker supplied from a company, partnership or person from outside the UK

• ‘F’ is another party operated Pay As You Earn (PAYE) on the worker’s payments

Who submits the intermediary report to HMRC for my Agency?

We can submit the returns on your behalf as an additional service.  If we do not currently submit these for you, please contact us to activate the service.  Otherwise, you are responsible for generating and submitting the report.  More information about submitting the report can be found on our Employment Intermediary help page here.  If you are unsure if we provide this service for you, please contact us.

What will happen if I do not submit a return?

You must submit your report by each reporting period's deadline or you may receive a penalty.

Reports

Limited/self-employed reports can be split in to two parts. The timesheet margin and daybook reports.

Timesheet margin analysis

RSM InTime provides you with access to our timesheet margin reporting tool. The reporting tool allows you to create and save your own custom layout, along with the ability to customise your own date range. You can choose to run your report for the current period or alternatively run the report over several months. Full details on the margin report can be found here.

Ltd/self-employed Invoice/Credit List Reports

RSM InTime’s List Invoice or Credit note page allows you to run an invoice analysis across a range of searchable criteria. You can view actual individual invoices or extract your search results to Excel.

Can you email me the reports each week?

No. Any required Limited/self-employed reports must be run directly from RSM InTime.

Queries/Questions

Who do I contact if I have a payroll question or need to speak to someone?

Your pay and bill executive contact can be contacted on the details below:

• Tel                01324 667 230

• Email           PayBill.ESL@rsmuk.com

Can my worker call you directly if they have a pay or timesheet query?

Unfortunately, we will only respond to queries or questions raised by you or an authorised administrator in your business.  Workers should direct their queries to you.