Limited Company Providers (Umbrellas)

If some of your workers (contractors) operate through Provider (Umbrella Company) there are 3 ways to handle this:

You can create the Provider (Umbrella) as a Company record within in Bullhorn. A field on the Candidate within Bullhorn is then required with the field type: “Picker:Client Corporation”, to associate the Candidate to the Provider Company.

The Bullhorn Placement employeeType must also be set to the Provider type as defined in the “Placement -> employeeType” configuration (e.g. “UMBRELLA”). The Company will then be imported into RSM InTime as a Provider and updated when necessary.

The Name, main contact address, phone number and invoicing address will be imported into RSM InTime. The Invoicing contact name will be populated from the company Billing Contact.
You can manually create the Provider (Umbrella) companies in RSM InTime and use a bullhorn field to hold the RSM InTime Ref Code of the Provider.

On Import the Worker will be associated with the Provider having this reference. Any changes to the provider details will need to done manually in RSM InTime and any new Providers will have to be manually created.

The Candidate employeeType must also be set to the Provider type as defined in the “Candidate -> employeeType” configuration above (e.g. “UMBRELLA”).
You can manually create Providers (Umbrellas) in RSM InTime and manually associate Workers after they have been imported.

Pay elements

If you intend to export timesheet data to a payroll system such as InPay you may want to choose different pay elements for the various rate types. Please provide the following information if this is required. A default pay element will be applied otherwise.

Description

Code for the Pay Element to apply to placement hourly rates imported from Bullhorn

Code for the Pay Element to apply to placement Fixed (Daily) rates imported from Bullhorn

Code for the Pay Element to apply to placement Monthly rates imported from Bullhorn

Code for the Pay Element to apply to placement Perm fees imported from Bullhorn

Communications (Comms)

Normally when a new placement, Worker or Manager is created in RSM InTime certain emails are sent to the owners of the accounts. This is to provide them with their login details (Welcome email) and notify them of the new placement assignment. During the test phase of your integration all communications will be disabled so that these emails are not sent out erroneously. When you go live communications are enabled by default but you can optionally keep them disabled if required for example if you enter time on behalf of your workers. Please let RSM InTime support know if required.

Perm Placements

If the employmentType of the bullhorn placement contains the word “Perm” it will be treated as a perm placement by RSM InTime. Perm placements are processed differently to Contract placements in the following ways:

The perm flag is set.
All Communications for the placement, Worker and Manager are disabled so they do not receive welcome emails, new placement notification or timesheet approval emails.
The end date of the placement is set to the same as the start date and the contracted hours are set to 1. This is so that a single timesheet can be created with a single unit of the full placement fee.
The bullhorn “fee” and "Salary" fields are used to determine the charge rate and the Pay rate is set to 0.
You can also optionally configure the system to automatically generate the timesheet ready for charge invoicing.

Payroll System integration

InPay integration

If you use InPay some additional fields are required to be mapped from Bullhorn for PAYE workers to allow synchronisation through to your InPay system. These are:

- National Insurance Number. By default RSM InTime will read this from the Candidate.TaxID and Candidate.LocalTaxCode field if either contains a valid NI number

- Date of birth. This is read from the Candidate.dateOfBirth field if possible.

- Date of joining. This is set to the placement start date by default.

- Gender. RSM InTime will map from the Candidate.gender field if populated or will make an assumption based on the name prefix if possible e.g. "Mr" = male, "Mrs/Ms/Miss" = female.

Contact RSM InTime support if these need to be mapped from alternative fields.

Migrations

If you are migrating from an existing payroll system to InPay or need to integrate RSM InTime with an existing payroll system there are various options available. Please contact RSM InTime support to discuss the best approach for you.

6. Customisations

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