The purpose of this document is to provide a guide to using RSM InTime with the umbrella module. The module includes dispensation facilities that allow tax savings by reducing basic pay and making expense payments which can then be made exclusive of tax and national insurance (subject to your agreement with HMRC).
The module also provides the facility to pay rolled-up and accrued holiday.
The majority of these functions are only available when using RSM InTime in conjunction with InPay.
The configuration of holiday will be done by the support team. Once the settings are completed the agency can control which workers received their holiday immediately. This is done be setting the PayHolidayImmediately tag on the worker to Y. If this tag is not set or set to N then holiday will be accrued.
Dispensation can be claimed by the worker, applied automatically or a combination of both methods. Dispensations that can be claimed by the worker can be configured by going to Administration > Umbrella > Claimable Dispensation. From this page you will see the dispensations that are already configured. To add a new dispensation click on the New Dispensation button.
From this screen add a name and a description to your dispensation. You can specify a date range that the dispensation can be claimed on. The entry method can either be tick box or quantity. If tick box is selected the quantity that be claimed is 1. Quantity can be used to claim mileage or a miscellaneous amount. In in the later amount the payment should be 1. Please check with support to determine which pay elements to use. This must be correct and incorrect payments will result if these are not set correctly.
Automatic dispensations can be set up at the agency level or client level. These dispensations require scripting and so these should be done with help from the support team.
Workers can claim dispensations at any point until the timesheet is paid, i.e. exported from RSM InTime. Dispensations can be created before or after the timesheet data has been entered.
Workers should enter their own dispensations by logging in to RSM InTime and selecting Claim Subsistence from the Expenses Menu
Before processing the export to InPay the agency may wish to check which dispensations have been claimed by workers. To do this go to the Timesheetsmenu and select Dispensation Check. Go to the Options tab and tick the tick box. Finally click Search to produce a list of items available for export along with dispensation message. An example of this is shown below.
In this example there are three timesheets which need to be exported. One of these has dispensations claimed against it. The other two have no dispensation claims. The example above shows the dispensations before any automatic dispensations have been applied. This can be altered if required to show any automatic dispensation too.
If you wish to view the dispensation claimed in more detail or amend a dispensation, click on the validate message. This will take you to the same screen the worker sees in order to make adjustments.
Providing you are happy with the dispensations that have been claimed you can go to the Export screen on the Timesheets menu and trigger your export to InPay. At the point of export the any automatic dispensations will be applied and the necessary adjustments will be made in InPay.
As discussed in the Holiday Section above, the employee can choose to have holiday paid immediately. This will result in a payslip layout similar to below with the Basic Pay being reduced by the holiday amount of £80.47
If the pay holiday immediately flag is not set in RSM InTime the following payslip will result. This shows the Holiday Pay split from the Basic Pay with the Basic Pay reduced, but additionally shows a negative value against the Holiday Accrue pay element which reduces the employee’s Gross Pay.
The examples below show the different set scenarios for dispensation. Scenario 1 shows Business Expenses simply offsetting Basic Pay and therefore reducing the employee’s Taxable and NI’able pay.
Scenario 2 shows where the expenses entered would put the employees’ pay below minimum wage so some of the employee’s expenses are added to the expense pool to use in a future period.
Scenario 3 shows where the employee has expenses already in the pool that can be used to bring the employee’s Basic and therefore Taxable Pay down to the minimum wage.