Maintaining Contractors

Owned by Keith D'Lemos
Last updated: Sept 09, 2022 by Kelly CollinsVersion comment
3 min read

You can create and edit contractor profiles directly within RSM InTime.

Please note that if you have a front-office system, you should not make changes to contractor profiles in RSM InTime directly as these changes will be overwritten by updates from your front-office system.  The exception to this is if you have attributes on the contractor that are not included in the integration with your front-office.  These attributes can be safely updated in RSM InTime.

How do I see my list of contractors?

  1. From the menu bar, click Profiles > Workers.
    The list of workers is displayed.
  2. You can refine the list of contractors displayed by using the quick Search field above the list or using by clicking Search for more specific options.
    On the Main tab you could enter a contractor specific criteria such as contractor's name, or filter on a specific worker type.

    On the Placement tab, you can refine the list based on information about contractors placements. For example, you could filter based on a particular client, by manager, purchase order number, or a number of other search fields

  3. You can either view summary information or edit the details of those contractors within the list. To view summary information on a contractor, click the drop down menu next to Edit in the Actions column.




To edit that contractor's details, click Edit against the contractor in the Actions column.

Who can Add a new contractor?

The following users can create contractors

  • Administrators with the Create Contractor role
  • Consultants with the Create Contractor role

Who can Modify a contractor?

The following users can modify contractors

  • Administrators with the Write or Write-All role
  • Consultants with the Write or Write-All role

How do I add a new contractor ?

  1. From the list of workers, click Add.
  2. On the Create Worker screen, in the Main tab:
    1. Under Personal Details, add the first and last name, address and other contact details for the worker.
      Tip: For each area of this screen, click the blue question marks against each field if you need clarification of what that field requires. Most are self-explanatory. Fields marked with a * are mandatory.
    2. In the General section select the Worker Type:
      PAYE
      Ltd Company
      External Contractor  This option is not normally used and is only used in very specific circumstances.  You would normally use PAYE or Limited Company
      Enter the Payment Method, Payroll and Engagement Type (if applicable). Default currency will be set to your agency currency but can be amended to any currency with an exchange rate set via the dropdown.
      Umbrella You would also need to select a Provider.
      CIS
  3. If the Worker is PAYE (or LTD paid through InPay) you will need to enter Employment Details such as National Insurance Number, NI Table Letter, Payroll Tax Code, Holiday, Starter Details etc. 
  4. If the Worker is LTD you will need to enter Limited Company details such as Ltd Company Name, Number, Sales Tax Number and VAT Code. Company Contact and Invoice Details  are important for LTD Company workers for self billing and raising advice notes. For contractors with an EU address, RSM InTime can validate whether the sales tax number is the correct format. Please ask Support to enable this.
  5. The Bank Account details section is required for any contractor you want to pay through RSM InTime (Ltd Company), or InPAY (PAYE).
  6. If the Worker is CIS, you can enter the relevant details on the CIS tab. The CIS Deduction field is read only at 30% unless and UTR has been entered on the Employment Details tab.
  7. On the Advanced tab you can enter any other names the worker is known by. You can also enable daily Email Timesheet Reminders for any outstanding timesheets.
  8. Click Save on the Create Worker screen to save the worker's details.
  9. The worker is added to the list of workers.

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