Timesheets & Payroll


Timesheet Payment Procedures

These procedures should be followed to ensure all payments are made in an accurate and timely manner.

The basics:

  • When contracting through Allen Lane, we offer the facility of a weekly payroll.
  • Subject to the submission and subsequent approval of your timesheets, you will be paid weekly in arrears.
  • Authorised hours must be submitted by the deadline given, which is 5pm on a Monday for work completed the previous week.
  • We use an online timesheet system and timesheets can either be submitted electronically to the Client for authorisation or printed, signed and faxed back to Allen Lane.
  • If you are contracting through a limited company that is not registered for VAT, we also require a weekly invoice to match your timesheets. This needs to be sent to payroll@allenlane.co.uk before 5pm on a Monday.
Expenses

If the organisation you are working for agrees to cover your expenses, please submit your expenses together with your timesheet. These should be sent using the expense claim form to payroll@allenlane.co.uk and should be signed by both you and your manager and all receipts should be attached.


Methods of Working through Allen Lane

As a Temporary worker you are entitled to work through Allen Lane as a UK registered Limited Company, either your own Personal Service Company (PSC) or an Umbrella Company.

Working through a Limited Company, means that your company is responsible for all taxation, National Insurance and legal matters. We recommend you seek independent professional advice, particularly in light of the Government's anti-tax avoidance legislation, IR35. Please visit www.hmrc.gov.uk for more information.

Limited company contractors working within the public sector are strongly advised to take the HMRC business entity test. If the results show that your company is at a 'low risk' of an HMRC investigation, then this demonstrates that your contract should be IR35-free.

If the test result shows a 'medium' or 'high' risk, then you might need to provide further evidence of your IR35 status, either via the HMRC contract review service, or via an independent service.

If the contract falls within the scope of IR35, you will need to provide the department you are working with actual evidence that you are meeting your income tax and NIC obligations - most likely by providing a deemed payment calculation.

If, at any stage, the Government department is not satisfied by the information provided by yourself regarding your Limited Company, the details can be passed on to HMRC for further inspection.

Please use the links and information below to access the relevant categories and reveal the answers to any questions you have regarding Allen Lane's Payroll System. Should you still require clarification on an area that has not been covered below, please contact us.

Limited Companies

Before Allen Lane can pay a Limited Company contractor, please make sure we hold copies of the following:

  1. Your NI Number
  2. 2 x Proof of Address – Guidance will be provided upon placement in your Candidate Pack.
  3. Copy of Passport
  4. Proof of Qualification
  5. Membership Number
  6. Certificate of Incorporation
  7. VAT Certificate (if applicable)
  8. Schedule 1
  9. Schedule 2
  10. Signed Contract
  11. Self-Billing Agreement (if applicable)
  12. Limited Company Bank Details
  13. Agency Worker Questionnaire

Please be aware that without all of the above documents, Allen Lane cannot make payments to a Company account.

Umbrella Companies

Before Allen Lane can pay an Umbrella Company, please make sure we hold copies of the following:

  1. NI Number
  2. 2 x Proof of Address – Guidance will be provided upon placement in your Candidate Pack.
  3. Copy of Passport
  4. Proof of Qualification
  5. Membership Number
  6. Certificate of Incorporation
  7. VAT Certificate
  8. Schedule 1
  9. Signed Contract
  10. Self-Billing Agreement
  11. Umbrella Company Bank Details
  12. Agency Worker Questionnaire

Please be aware that without all of the above documents, Allen Lane cannot make payments to an Umbrella Company account.

Payroll Deadlines
  • BACS payments are made weekly on receipt of an authorised timesheet.
  • Authorised timesheets should be submitted to Allen Lane no later than 5pm on the Monday following the week of work. Any timesheets submitted after this time will be processed the following week.
  • Only online timesheets should be completed unless your consultant advises you otherwise. You will be emailed your log-in details for the online timesheet system once you have been set up on the payroll system.
  • Payment for authorised timesheets received before the Monday deadline will be processed and paid on Friday.
  • If you are contracting through a limited company that is not registered for VAT, we also require a weekly invoice to match your timesheets. This needs to be sent to payroll@allenlane.co.uk before 5pm on a Monday.

Please contact our payroll team directly on 0203 031 9633 should you have any queries regarding the above information and deadlines.



FAQs

Why do I need so many documents before I can be set up on the Allen Lane payroll system?
All of the documents we require are determined by The UK Border Agency (UKBA) pre-employment guidelines and current UK employment legislation. We need these documents to ensure we are confidently and fairly representing you to our clients and complying with employment legislation.
Why am I unable to start my assignment until I have returned my contract and the various documents to Allen Lane?
We need to ensure that the contracts regarding your assignment between Allen Lane and the client, and Allen Lane and yourself are in place to ensure the assignment is both legally binding and that all parties are protected in terms of the necessary and required indemnities, framework stipulations and government requirements.
Can I use proofs of address from an international/previous address?
Yes. As long as a letter is dated/concerns a period of time no longer than 3 months prior to the start date of your assignment, it is an acceptable proof of address. The letter must be addressed to you, using your full name and be one of the documents stipulated under 'proofs of address'. Allen Lane also accepts international drivers' licenses as a proof of address.
Why do I have to fill out a 'Fitness to Work Questionnaire'?
The Government Procurement Service (GPS) requires all workers to complete a 'Fitness to Work Questionnaire'. These questionnaires are assessed by an independent occupational health advisor and no personal information is divulged to Allen Lane or the client; rather the health advisor simply reports to us that you are or are not 'fit to work'. Please note that failure to disclose information on this form could lead to the termination of your contract. To learn more about K2 Associates (the organisation that processes the questionnaires) please visit http://www.k2a.uk.com/
I have set up my limited company but I am yet to complete the VAT registration process - am I still able to be set up on to the Allen Lane payroll?
Yes. In this situation we will pay you without VAT until you complete the VAT registration process. During this period you will need to submit your timesheet and a corresponding invoice to payroll@allenlane.co.uk. Once you have completed the VAT registration process and have provided Allen Lane with a copy of your VAT certificate, you will be added to our self-billing process. Please note we reserve the right to pay backdated VAT for a period of up to 6 weeks only.
When will I receive my timesheet login details from Allen Lane?
Once we have received all of the required documentation, you will receive an email from our Recruitment Co-ordinator, Katharyn Natynczuk, containing your timesheet login details. You can expect to receive these in plenty of time for you to submit your timesheet ahead of the weekly deadline.
How do I obtain timesheets each week?
Your timesheets can be accessed via the Online Timesheet System by clicking the Login button at the top of this page. New timesheets will be issued and made available by Thursday afternoon each week; these timesheets will be for the current working week.
How do I know if Allen Lane has received my faxed timesheet?
For each week you submit a timesheet by fax you will receive a confirmation email from the Allen Lane payroll team on the Monday of the week for which you are being paid.
Can the deadline for the submission and authorisation of my timesheets be extended?
Unfortunately the deadline is not flexible as we need to ensure our payroll team has enough time to process all timesheets and to ensure everyone is paid on time. If we extend the deadline for a few we risk delays to the rest of our contractors. Any timesheets submitted or authorised after the deadline will be processed the following week.
How will the payment be made?
Payments will be made by BACS to your designated bank account.
Where should I send my timesheets if I do not have an online approver?
In the absence of an online approver please either fax your timesheet through to 020 7681 2769 or 0870 428 0311 or scan your timesheet and email it to payroll@allenlane.co.uk. Please ensure your timesheets always include your authoriser's full name, job title and signature.
What happens if my Allen Lane timesheets have been submitted but my managed vendor timesheet has still not been approved?
Allen Lane is sympathetic to such situations but we are unable to relax the timesheet deadline. We encourage you to chase your approver once you have submitted your timesheet to ensure such situations do not arise. As with all concerns/queries regarding your pay and timesheets, please contact the Allen Lane Payroll Team on 0203 031 9623.
What should I do if my timesheet authoriser is out of the office or unavailable?
Allen Lane is normally able to set up a second authoriser in these circumstances. Please contact the Allen Lane payroll team on 020 3031 9623 as soon as you become aware that your authoriser will be out of the office and give them the name and contact details of the new authoriser. If we are given enough time to set them up as a new authoriser there should be no hold up to that week's timesheet. Please note however, the deadline for timesheets will still be 5pm on a Monday.
Where should I send my invoices?
Your invoices need to be sent to payroll@allenlane.co.uk and the hours/days need to correspond with your weekly timesheet. Please note the Monday 5pm deadline also applies to the submission of invoices.
When can I expect to receive my payslip, self billing invoice or remittance advice from Allen Lane?
Umbrella & Ltd VAT - Self-billing invoices will be sent via email on the Thursday of the week you are being paid. You will not receive a payslip.

Ltd Non Vat - Remittance advice will be sent via email on the Thursday of the week you are being paid. You will not receive a payslip.
As a VAT registered limited company, do I need to submit invoices to Allen Lane?
No, we operate a self-billing process for all of our VAT registered Limited company candidates. Once we have received your timesheet, an invoice will automatically be created for you based on time authorised and the contractual terms in place. This invoice will be emailed to you on the Thursday of the week you are being paid.

More information and HMRC guidelines regarding self-billing processes can be found at http://www.hmrc.gov.uk/vat/managing/charging/self-billing.htm
What are the statutory requirements for VAT registration?
HMRC requires a company to register for VAT once the company income approaches the VAT registration threshold. Please see the link below for more information: http://www.hmrc.gov.uk/vat/start/register/
What happens if there is a bank holiday during a week when I submit timesheets?
When a bank holiday falls on a Monday the deadline for the submission of timesheets is extended to midday on the Tuesday after the bank holiday.

Any bank holidays that fall on a Friday will not result in an extension to the deadline but will mean you receive your pay on the Thursday before the bank holiday rather than on the Friday.
I work through an Umbrella Company. How will the Agency Workers Regulations (AWR) 2010 affect me?
The Agency Workers Regulations were introduced on the 1st of October 2011 and they afford all temporary workers who fall within their scope, additional protection. From Day 1 of your assignment you will have the right to equal treatment, in terms of the same basic working conditions, as a directly recruited employee. After a 12 week qualifying period you will become eligible to the same holiday entitlement as a 'comparable' permanent employee and may receive a new rate at this time. Please be advised that the new, higher rate is to account for additional Holiday Entitlement and ensure parity with permanent employees. Please click on the link for more information http://www.bis.gov.uk/policies/employment-matters/strategies/awd
What processes does Allen Lane have in place to ensure all of my personal information remains confidential?
Allen Lane takes confidentiality incredibly seriously. We are proud to be registered with the Information Commissioner's Office (ICO) and to be ISO 27001 accredited. Both of these demonstrate our commitment and adherence to the legal obligations regarding the protection of our contractors' personal information. Please also note Allen Lane will never pass on any information to third parties without your prior consent. Please see the link below for more information regarding our ISO 27001 accreditation http://www.british-assessment.co.uk/iso-27001-certification-services.htm
Who should I contact if my personal details change?
Please contact your consultant or the Allen Lane payroll team whenever your personal details change. This will avoid any disruption to the payroll process.
Can Allen Lane provide me with a reference?
Yes. If you require a reference for your bank, landlord, insurance company or an estate agent please contact your consultant and they will provide you with an appropriate reference.